Mastering the Phone Interview

Why Telephone Interviews Are Utilized

Interviewing prospective candidates for a job can be an expensive, time-consuming endeavor. Because of this, many employers choose to pre-screen candidates on the phone prior to inviting them to a face-to-face interview. Some employers use impromptu phone interviews to judge how well candidates react under pressure and think quickly to solve problems. Only rarely is a telephone interview the only method of interviewing. So how can you plan for this kind of interview and get to that all-important job offer?

Objectives of Telephone Interviews

Usually, the employer’s main objective is to obtain enough information about you to decide if he or she wants to invest in the cost of an in-person interview. Your primary objectives should be to provide enough information so that the employer will offer you an in-person interview, and to gather enough information about the company and position to decide if you want to continue. In most cases, employers schedule telephone interviews in advance. Sometimes though, they will surprise you and call without an appointment. Don't worry, you can prepare for both of these situations.

Preparing for the Interview

When you start applying for jobs, assume that you will receive phone calls from potential employers based on the excellence of the resume and cover letter you have prepared. If you are concerned that your application materials are not excellent, review the resume section on this website, and drop into the Career Center between 1-4 PM any week day to have an adviser review your materials. To get ready for a telephone interview:

• Ensure the message on your voice mail or answering machine sounds professional. At this point, it needs to be directed toward employers, not your best friends.
• Talk to any roommates you might have about what they need to do to help you with your job search, such as being quiet when you are taliking to an employer, taking clear messages if you share a phone line, or maybe helping you rehearse an interview.
• Prepare a space for your phone interview that is quiet and has your resume, a notepad, and pen readily available.
• Research the company and prepare a few questions that you would like to know about the company, the position, or the working conditions. If you have applied for the position, you should already know something about the salary, and it is best to postpone salary and benefit discussions until after the face-to-face interview.
• Prepare a short list of things about yourself you want to emphasize during the interview.
• Have your appointment scheduler nearby in case the interviewer wants to set a time for a follow-up interview.
• Practice potential interview questions with a friend and tape it. You will be able to hear if your voice sounds friendly and interested, if you speak slowly and clearly enough, if your answers are short but complete, or if you say “um” too many times or repeat certain phrases, such as “you know,” or “like” too many times.

When the Interviewer Calls

THE SURPRISE INTERVIEW

Besides wanting to see how well you react under pressure, a person who wants to interview you immediately is probably also interested in determining if you

• are still available;
• are willing to relocate;
• are still interested in the position;
• know anything about the organization;
• have the skills for this position;
• sound professional and positive.

If you receive such a call and you do not feel ready, you can say you have a scheduling conflict and ask if you can call back as soon as possible or schedule another time. If you are willing to take the call, ask the interviewer if you can take a couple of minutes to get to a quiet room.

ALL PHONE INTERVIEWS

• Whether the interview is scheduled in advance or not, be sure you are in a room where you will not be interrupted.
• Make sure the room is quiet, and turn off "call waiting" on your phone.
• Get a glass of water in case you need it, but do not smoke, eat, or chew gum or your fingernails.
• Address the interviewer by his or her title and last name, unless given permission to use first names.
• Smile because that comes across in your voice. Remember, you will only be using two of your five senses, your voice and hearing, for this interview, so be sure you sound friendly and speak clearly.
• Sit upright or stand because that improves your breathing and makes you sound better.
• If you are not sure you heard a question correctly, ask the interviewer to repeat it.
• Take a little time to organize your thoughts before answering.
• Answer questions completely, but keep your answers to a couple of sentences if at all possible.
• At the end of the interview, ask the questions you have prepared.
• if you are still interested in the position, tell the interviewer.
• Ask about the next step if the interviewer has not already told you.
• Thank the interviewer for the opportunity to interview.

After the Phone Interview

• Write down who called, what was discussed, what you wish you had done differently, and the next step. You can write this during the interview if it doesn’t distract you from the questions.
• Send a Thank-You letter restating one or two key points, clarifying something you said if necessary, and restating your interest in the position.
• If the interviewer said someone would call later about a follow-up interview and you haven’t heard anything by the date provided or within a week, feel free to call and see if you can get an appointment or clarification.
• If you are not selected for a follow-up interview, ask the interviewer what you could do to improve your interviewing skills in the future. Most will give you some feedback which will be valuable for your next interview.
• Remember, a positive attitude is your most important interviewing asset.

Go to Interview Questions

Return to Successful Interviewing Techniques

This document is maintained by: Kathleen Bristow (kbristow@csuchico.edu )
Last Updated: October 3, 2007