How To Conduct Phone Interviews [Employer Guide]

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Hiring a new employee can be a long, tedious process. One way hiring managers combat this is by conducting preliminary phone interviews to screen applicants before offering them an in-person interview.

In this article, we’ll explain why phone interviews are important and how to conduct one. We’ll also give you a list of good questions to ask in a phone interview.

Key Takeaways:

• Phone interviews help you quickly narrow down your list of job candidates.

• Prepare questions about the candidate’s key skills, experience, and interest in the position.

• Ask about the candidate’s salary expectations and availability.

Why Conduct a Phone Interview

Phone interviews allow you to screen candidates further before inviting them to an in-person interview. In a quick conversation, you can find out whether a potential employee actually has the qualifications you’re looking for or not, and you can even start to get an idea of how well their personality fits what you’re looking for in an employee.

Phone interviews help you avoid wasting time bringing in an ill-suited candidate for an interview when just a few quick questions would’ve revealed that they aren’t qualified for the position.

How to Conduct a Phone Interview

Phone interviews can be huge time-savers as long – as you follow these steps when conducting them.

1. Prepare your questions. Phone interviews aren’t nearly as in-depth as in-person interviews, but you still need to have some questions ready to ask. Look at the job description and talk to other hiring managers about which must-have qualifications you should ask about.

2. Set up the interview. You shouldn’t just call the candidate out of the blue – set up a time like you would for a face-to-face interview. That way you won’t catch them at an awkward time or noisy location (hopefully).

3. Review the candidate’s application. Before you get on the phone with the candidate, look over their resume and other application documents again. This will refresh your memory on who you’re talking to, and you can refer to their resume when asking questions.

4. Start with a conversation. Don’t be afraid of a little small talk at the beginning of your phone interview. In fact, you should lean into it, because it’ll help you get a better idea of what the candidate is like. It’ll also help break the ice so you’ll hopefully get more in-depth answers to your questions.

5. Ask your questions. During phone interviews, you must ask each candidate the same questions, so make sure you get through your entire list on each call.

6. Inform the candidate of any company hiring policies. If you require your employees to complete a background check, drug test, or similar assessment before they can be hired, inform candidates of this right off the bat and ask if they’re willing to comply. If they aren’t, this is a quick way to eliminate them from the applicant pool.

7. Wrap up the interview. Some companies like to schedule an in-person interview or inform the candidate they don’t have what they’re looking for right then and there. Others simply wrap up and say they’ll be in touch if the hiring managers want to schedule an interview.

   Whichever method you choose, make sure you leave the candidate with an idea of what the next steps will be and then follow through on those.

Questions to Ask in a Phone Interview

Phone interviews serve a specific purpose: To screen applicants’ initial suitability for the position. Here are some questions you can ask to accomplish this:

1. Can you tell me about your work experience? This is a good question to help get an idea of a candidate’s unique qualifications, skills, and experience.

2. Why did you apply for this job? A candidate’s answer to this question can tell you a lot about what they’re passionate about and whether or not they’d be a good cultural fit for the position.

3. When would you be available to start this job if you got it? This is a highly practical question that can quickly narrow down your applicant pool to those that are available when you need them.

4. What other jobs have you applied to? This question gives you insight into where the candidate is at in their job search and what they’re looking for in a position. Plus, if they say they’re already in the interview stage at two other positions, it gives you an idea of how quickly you’d have to move if you want to hire this person.

5. How much would you like to earn in this position? This may sound like an awkward, blunt question, but it’s important to ask it right off the bat to avoid wasting your or the candidate’s time. If the answer is higher than you are planning to pay, follow up with, “Would it be a dealbreaker if we didn’t offer you that salary?”

6. How would your skills help you in this job? The answer to this question reveals not only what the candidate’s skills are, but also what they know about the position.

7. What questions do you have for me? The candidate is checking to see if this is a position that they’re truly interested in as well, so allow them to ask you questions about the position and company.

8. Is there anything else you want me to know about you as a candidate? You can also ask, “What sets you apart as a candidate?” Either way, this gives the applicant the chance to pitch themselves to you and fill in any gaps in their resume and application.

Tips for Conducting a Phone Interview

• Schedule all your phone interviews on the same day, if possible. This may make for a long day, but conducting your phone interviews back to back helps you remember and evaluate each candidate equally. It also keeps the hiring process moving since you can schedule all of your in-person interviews more quickly.

• Ask a mix of personal and professional interview questions. Yes, you do need to find out some specific information in these interviews, but you also want to get to know the candidate. Asking questions like, “Tell me about yourself,” and “Why did you apply for this job?” can go a long way in deciding which candidates to continue interviewing.

• Pay attention to vocal cues. Instead of watching body language, note how the candidate answers your questions. Are they distracted? Nervous? Confident? A person’s vocal intonations can give you some good clues about their personality.

• Conduct your interviews in a quiet place. Just as you hope the candidates are taking your call in a distraction-free environment, you should make your calls in the same way. Shut your office door, reserve a private workspace, or, if you work from home and have kids or pets running around, lock yourself in your closet for a little while.

• Don’t multitask. It can be tempting to knock out some emails or organize your desk while you talk on the phone but stay focused during phone interviews. Take notes to keep your mind focused and help you remember each candidate, or if you need to, play with a quiet fidget toy.

• Don’t be afraid to follow up with additional questions. Just as you would in a face-to-face interview, don’t be afraid to say, “Tell me more about that,” or ask additional questions that aren’t on the original list you made. This can help you find out all the information you’re looking for.

• Leave plenty of time for each interview. Phone interviews don’t need to be long, but leave more room in your schedule than you think you need for each one. This allows space for technical difficulties and rabbit trails, and it keeps you from having to cut anyone off.

Phone Interview FAQ

1. How long should a phone interview last?

   A phone interview should last between 15 and 30 minutes. Some companies like to conduct shorter or longer meetings, depending on how they use phone interviews in their hiring process.

   As the person conducting the phone interviews, it’s a good idea to give yourself 30-45 minutes for each conversation. You don’t need to (and shouldn’t) fill this whole time, but it’s important to give yourself some breathing room in case of long-winded talkers or technical difficulties.

2. What is the main question asked in a telephone interview?

   The main question asked in a telephone interview is, “Why do you want to work for our company?” This question allows candidates to talk about what their skills are, what they’re passionate about, and how those match the position’s responsibilities and the company culture.

   Similarly, many hiring managers like to ask, “What excites you about this job?” as well as practical questions about must-have skills and qualifications in phone interviews.

3. What makes a good telephone interviewer?

   A good telephone interviewer is an active listener, has a clear voice, and is good at establishing rapport. Telephone interviewers have to be good at listening to what the candidate is saying and responding to them based on what they’ve heard.

   Good telephone interviewers are also able to speak clearly so that they’re easily understood over the phone. This means speaking at a good volume and speed, and not mumbling.

   Finally, good telephone interviewers are able to create rapport with interviewees. This is important for setting applicants at ease so they can answer questions more honestly and openly, and it also makes it easier for interviewers to get a feel for the candidate’s personality and interpersonal skills.

References

1. Asbury University – Preparing for a Phone Interview

2. Harvard Business Review – 10 Common Job Interview Questions and How to Answer Them

Author

Caitlin Mazur

Caitlin Mazur is a freelance writer at Zippia where she has written 140+ articles that have reached over 1 mil viewers as of June 2023. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research.