How to handle a telephone job interview

Telephone interviews are an increasingly popular - and time-efficient - way of pre-screening job applicants to narrow the candidate field before a face-to-face interview.

And, sooner or later, if you are determined about your career progression it is an audition you will have to get through, so it makes sense to get up to speed with the fundamentals now.

Where do I start?

Your aim for the interview should be to get to the next level, which is to obtain a conventional face-to-face interview.

Take the time to find out about the company interviewing you, and be sure that you have a good appreciation of what the job you are being interviewed for entails.

The interviewer will be looking for evidence that you have fully prepared. As you can't be seen by the interviewer, make the most of this by having your CV and covering letter in front of you to refer to, if necessary.

Also consider preparing a set of bullet-pointed notes about projects you have worked on and specific accomplishments, to use as a crib sheet.

Importance of timing

Make sure you choose an appropriate time and find a comfortable and relaxed setting to take the call.

Jane Horner, HR consultant at the Osler Partnership, recalls occasions where candidates she has interviewed have taken calls during their lunch breaks and needed to go outside the building for privacy and ended up losing reception on their mobile phones.

"I would advise you not to put yourself in this position, but rather to schedule the call for a more convenient time when you know you will be in a quiet, uninterrupted location without the concern of being overheard," she suggests.

This also gives you the chance to relax and gather your thoughts before you take the call.

Making an impression

As visual clues are lost on the phone, candidates have to rely on verbal ones to build a rapport with the interviewer, which can make the prospect of a telephone interview more intimidating.

But Horner says if the interviewer has prepared sufficiently, the call should have a clear purpose, and you will be guided through the questions, which in itself is a good way to overcome such hurdles.

"Put yourself in the shoes of the interviewer and provide clear, well thought-through answers to give them the information they require," she says.

Etiquette and protocols

Although telephone interviews tend to be fairly swift affairs, make sure you proceed slowly enough to form a clear picture of what the interviewer wants to know. Actively listen and keep your answers brief and relevant to the question.

"If an interview is conducted well, it should be a controlled conversation in which you are the active participant," explains Horner. "Speak clearly and allow the interviewer time to make notes and probe further on your answers."

Also try standing up - an erect and confident poise will help you come across more confidently.

Use role-play

Acting out a telephone interview scenario with a friend or trusted colleague can help you gain insight into your technique. It may highlight areas in which you fall down, such as listening skills, tone of voice or how authoritative you sound, enabling you to refine specific skills accordingly.

Horner also recommends conducting research relevant to whichever stage of the interview process the call aims to address.

"For example, an initial screening telephone interview may just require evidence of a role's baseline competencies, while a final interview conducted over the phone will delve far deeper into your employment experience and suitability for the role," she says.

If you only do 5 things

1 Research the organisation and the job thoroughly

2 Minimise the risk of distractions

3 Speak clearly and concisely

4 Remember, first impressions still count

5 Listen carefully and keep your responses relevant to the question

For more information

Books

Shortcut Your Job Search: The Best Ways to Get Meetings
Kate Wendleton, Delmar Thomson Learning, £8.99, ISBN 1418015024

The Art of Phone Interviewing: Tips and Strategies for a Successful Job Interview
Mikoel Turner, Trafford Publishing, £20.52, ISBN 1553693078

Articles

How to prepare for interview

How to handle difficult interview questions

Expert's view on handling a telephone job interview

What are the biggest challenges of telephone interviewing?

The nature of the telephone interview means there is no instant feedback, such as in a face-to-face interview, and interviewees can feel uncomfortable or uncertain of how their responses are being received and how well the interview is going. Turn these negative factors into an advantage. With no visual distraction, you can focus intently on what is being asked of you and respond to the best of your ability.

Is there a way you can gauge the reaction of the interviewer during the interview?

Aside from the verbal clues you would receive from any other conversation over the phone, not really. However, if you feel distracted or uncomfortable at any point about your answers and how they have been received, don't be frightened to ask.

Top three tips

• Prepare. Research the role you are applying for and the organisation and prepare any questions you may have about either in advance.
• Comfort. Take the call in a location where you will be comfortable and uninterrupted for the duration of the call, and ideally one where you have access to a landline to avoid losing reception or battery in the middle of a call.
• Listen. Focus on what is being asked of you and respond by speaking clearly, without gabbling. You will feel much more in control of the process if you speak slowly and clearly. Finally, in the excitement of the moment, don't forget to ask what the next step is and what the process or timeline is for this.