Hiring manager’s guide to conducting a phone interview
Learn how to use phone interviews to streamline the recruitment process and identify your ideal candidates.
With over three-quarters of organisations allowing hybrid working through either formal or informal arrangements, traditional face-to-face interviews have become less common.
Even for roles that are strictly based in the office, video interviews have increased in popularity in recent times.
Another technique that has now become a crucial part of the recruitment process is the phone interview. That’s because phone interviews provide a great way to simplify hiring and screen a higher volume of candidates for the job quicker than in-person interviews.
Let’s take a closer look at why phone interviews have become such an important early-stage recruitment tool before examining how to conduct one successfully.
What is a phone interview?
A phone interview is simply an interview conducted over the phone designed to give employers an introduction to a candidate and vice versa.
Conducting the initial interview this way means neither side must invest the time and resources required for a more formal interview. It can be thought of as a screening process for the hiring manager and applicant.
As well as providing employers with an opportunity to introduce themselves to a potential new employee, it also allows them to gain a better understanding of the candidate beyond the skills and experience outlined on their CV.
After screening applicants over the phone, employers can determine if a candidate should move on to the next stage of the hiring process, whether that be a face-to-face interview or in another virtual setting.
Benefits of conducting phone interviews
There are several benefits employers can leverage by implementing phone interviews into their hiring process. These include, but are not limited to:
- Convenient scheduling: It’s much easier to organise a phone call than a formal interview. All the employer and candidate need is a 30 minute block in the day in which to take a call.
- High-volume screening: Because it’s a short and sharp introduction to a candidate, employers can screen a larger number of applicants over the phone without needing to dig too deep into their experience.
- Save on recruitment costs: Because using phone screen interviews can quickly narrow down your pool of candidates, you can also save on recruitment costs. It’s a quick way to focus the in-depth interview time purely on the candidates who look to be the best fit, so you’re not investing extra time or money on interviewing candidates who aren’t suitable.
- Access to a wider talent pool: A phone interview provides a great opportunity to explore the backgrounds of candidates who might not initially seem like potential hires, including career changers or those with a unique blend of skills and experience. Facilitating a wider talent pool can help to increase workforce diversity in the long run.
Preparing for a phone interview
Preparation is a key part of conducting an interview.
While one of the key advantages of phone interviews is that they are less of a time investment per candidate, there is still some important work to be done ahead of the call.
To prepare for the phone interview process, employers should:
- Decide what they want from the interview: This will be an initial phone screening, so you will likely have some key requirements you want to check the candidate fulfils.
- Review candidates thoroughly: The applicant will be expecting the employer to have at least a general idea of their experience and motivations. Make sure to read their CV and cover letter carefully and make notes on each candidate covering their suitability and areas of concern.
- Prepare questions: It’s important to have questions prepared and ready to review ahead of the call, so you can get what you need from the process and help the candidate build trust and confidence in the process.
- Prepare a scoring system: To reduce bias and increase objectivity in a phone interview, you can use a simple scoring system so each candidate is fairly assessed. At this stage this can be as simple as ticking ‘yes’ or ‘no’ on whether they fulfil the key requirements for the role.
Tips for conducting a phone interview
Here are some of the practical things to remember when thinking about how to conduct a phone interview successfully.
1. Find a quiet place
The hum of noise in the background is far from the best first impression to give a candidate, whether the interviewer is working from the office or remotely.
That’s why when conducting a phone screening or interview it’s important to find a quiet place without any background noise that causes unwanted distractions during the conversation.
2. Introduce yourself
Introducing yourself to the candidate in a friendly and professional manner and then explaining what you’ll be discussing should help to set them at ease and manage their expectations.
3. Ask your prepared questions
Your screening questions should be highly relevant. This isn’t the stage to dive too deep into the candidate’s experience or competencies.
Instead, follow the questions you’ve prepared that will help you to screen the applicant efficiently. If you have a scoring system set up for this, use it consistently for each candidate.
Pay attention to candidate’s answers and make notes, as you might be able to use some of this information in a later stage interview process.
4. Give the candidate an opportunity to ask questions
The phone screening isn’t just for you to filter the candidate – it’s also their chance to filter you.
Any good interview should be a conversation, so make sure to give them the chance to ask their own questions, as this will help ensure their expectations align with the role.
5. Explain the next steps
Applying and interviewing for roles can be a stressful experience for job seekers.
As an employer, you can alleviate some of this worry by managing their expectations and keeping them informed of the timeline for the process.
Let them know when they can expect to hear back and what the next stages of the hiring process look like, whether this includes a task, a second interview that digs deeper into their experience, or something else.
Phone interview screening questions
This is perhaps the most important part of knowing how to conduct a phone interview – the screening questions.
Your objective is to get a high-level overview of the candidate, building a more concrete picture than the one provided by their CV and cover letter.
Here are some of the key phone interview questions to ask candidates to determine whether or not they should move on to the next stage of the hiring process.
“Why are you looking for a new role?”
This will provide a good idea of what stage of their career the candidate feels they are at.
You’re looking to find out a bit more about their professional development goals and their response could tell you something about their attitude towards their current job and employer if they are currently employed.
Listen out for responses that show ambition, enthusiasm for a new challenge, or that align with your organisation’s values.
“Tell me about yourself/your career”
It’s a classic open-ended question that can give you loads of vital information about a candidate.
You’re not looking for their life story, or a long, rambling answer. A candidate who knows they are a good fit for the role will be able to give you a concise story of their career so far and how that relates to the role in question.
Listen out for their ability to match key career achievements to the job requirements.
“What interests you about this role?”
This is your opportunity to gauge the candidate’s knowledge of the role and your organisation.
It’s also going to give you valuable information on whether their motivations align with your organisation’s values, mission, and culture.
This question can also help to establish if the applicant has genuine enthusiasm about the opportunity and the responsibilities outlined in the job description.
“What are your salary expectations?”
If it’s not your policy to advertise the salary or salary range on the job advert, this question can save both of you from any nasty surprises further down the line.
Based on the candidate’s answer, you’ll be able to decide how much room for negotiation there is, and if their expectations align with the budget you have.
They may be a great candidate, but if they are expecting a salary way above budget then it might not be worth moving their application on to the next stage.
Enhancing your hiring strategy using phone interviews
Incorporating phone interviews into your hiring strategy can significantly streamline the recruitment process while helping you identify qualified candidates early on. By allowing for efficient screening, you can quickly eliminate potential red flags that may indicate a poor culture fit or an unsuitable candidate.
Remember, a phone interview isn’t just an opportunity for you to evaluate candidates, but also for them to assess their fit for your organisation. By encouraging candidates to ask questions about the role and your culture can help foster a two-way dialogue and ensure you attract individuals who genuinely resonate with your mission and values.