WHEN AN EMPLOYER CALLS...

Phone Interviews

For recruiters, phone interviews offer an opportunity to ‘meet’ candidates prior to on-site interviews, and to screen them for good communication and conversation skills. Phone interviews may also be used to connect interviewers and candidates when location prevents them from meeting in person.

It is inevitable that you will communicate with employers over the phone at some point during your job search. Because each and every interaction you have with an employer factors in when it comes to decision-making time, it is crucial that you present yourself in the most professional manner possible, even on the telephone.

There are benefits and drawbacks to phone interviews. It is important to be aware of them so that you can plan accordingly:

Here is your step-by-step guide to impressing employers during a phone interview:

1.  The employer calls...

     ...and wants to set up a time for a phone interview:

• Inquire about the length of time you should set aside for the interview.
• Try as best you can to not schedule the interview during your work hours.
• Schedule the interview during a time when you are not likely to be disturbed by roommates, co-workers or family.
• Allow plenty of time for the interview in case it runs over the allotted time.
• Be sure to ask for the name of the person with whom you will be speaking.  S/he may be different from the scheduler.
• Close the conversation by repeating back the date and time of the scheduled interview for confirmation.
• Write the interview in you planner immediately.  If you wait, you risk forgetting.

      ...and wants to have an interview on the spot:
(most employers will schedule an interview.  However, some will want to test your ability to respond to unexpected events or may call just to ask a few questions to clarify something on your resume or application.  During your job search, it's important to be prepared for a conversation with an employer at any time!)

• Stop any activity you were doing at the time (eating, typing, etc.).  If you must take a moment to organize your thoughts, place the phone on hold so they do not hear any conversation or noise.
• If the employer calls your cell phone and you are in a location where the reception is questionable, do not pick up- let them leave a voice mail.
• If you have a limited amount of time to speak to the employer, let him or her know the exact amount of time you have (ex: "Hi! I'm so happy that you called.  I was just getting ready to leave for class.  But I have about 10 minutes to talk.  Will that be long enough, or would you prefer to schedule a time to call back?").
• Always have a copy of your resume handy to use as reference.  Also, you may find it useful to have a notebook or binder that contains all of your job search materials with you at all times.

2.  Preparing for a scheduled phone interview

• Provide the employer with a phone number other than a cell phone.  It's never a good idea to have a phone interview over an unreliable connection.
• Organize all materials related to the interview and place them in a folder.  You may want to include:
  
  
  • A copy of the exact resume you sent the company
  • A copy of your cover letter
  • Research you have completed about the company
  • A copy of the job description for the position
  • The name, title and contact information for the person with whom you will be speaking
  • Questions you have prepared for the interviewer
    
• Look over your resume and make marks in the margins to remind you to highlight certain activities and experiences. You can then refer to your resume during the interview.
• Let those with whom you live know that you are expecting an important call. Ask them to please answer the phone politely and take detailed messages during your 'job search season'; and let them know when the interview will be held so that they will not disturb you.
• Have a pen and paper ready by the phone before the interview.
• Although it may be tempting to participate in the interview in your pajamas, shower and get dressed for the interview. Doing so will help prepare you for the professional nature of the 'appointment'.

• Sit at a table so that you can take notes easily and spread out your reference materials.
• If you did not know the name of the interview prior to the call, write it down as soon as the person greets you. That way, you can address the person by name at the end of the conversation.
• Sit straight up and do not speak to the interview while lying down.
• Isolate yourself as best you can from others in the home or office.
• Do not eat or drink during the interview.
• Turn off all electronics and appliances, such as television, radio, etc.
• Do not take another call during the interview or place the interviewer on hold for any reason.
• Listen carefully as the person is speaking. You will not have the opportunity to watch the interviewer's facial expressions, so it is important that you key into the tone of their voice, words being used, and other verbal clues.
• Avoid interrupting the interviewer. Wait patiently to answer or ask questions.
• Smile. Believe it or not, people can 'hear' positive energy through the phone!

• Ask any questions you have prepared for the interviewer. Do not leave the conversation without the answers and information you are looking for.
• Thank the person by name. For example, "Thank you for taking the time to talk to me, Mr. Thomas." Repeating the person's name shows your attention to detail.
• Express your continued interest in the position.
• Do not leave the conversation without inquiring about the next step in the process. Find out when you should follow-up or when a representative will be in contact with you.

• After hanging up, take a moment to reflect on the conversation and write down your thoughts. Also write down any key points you want to remember.
• Write a 'Thank You' letter immediately after the interview, and mention specifics about the conversation.
• Avoid overanalyzing the conversation. You'll drive yourself crazy! Reassure yourself that you prepared well for the interview and did your very best.