How to Conduct a Phone Interview: 15 Steps (with Pictures) (2024)

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Co-authored byKatrina Georgiouand Jessica Gibson

Last Updated: September 6, 2022References

1. 1

   Get into a professional mindset even if you're at home. If you plan to conduct the phone interview from the comfort of your own home, you'll need to get into the work mindset. Get ready for the interview by dressing in your work clothes and finding the applicant's application. Read over the notes and prepare before you call the applicant to begin the interview.

   • Have all of your interview questions, notes, and files close by so there's no need to shuffle around while you're interviewing the applicant. Since the applicant can't see you, unpreparedness can create awkward pauses.
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   Find a quiet place to perform the interview. Avoid performing the interview in a noisy place where background noise could make it hard to hear the applicant on the phone. If your company has a conference room, consider reserving it while you perform the interviews. Let co-workers know that you can't be disturbed while you're interviewing.^[1]

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   Treat the phone interview like a professional face-to-face interview. Have a glass of water on hand in case you begin coughing or need to clear your throat. Mute the call if you need to do this so you don't startle the applicant. Don't try to do other things while you're interviewing the applicant, even though they can't see what you're doing. Give the interview your full attention.

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   • For example, avoid writing work emails, planning your day, or texting other people while you're on the call with your applicant. They'll be able to sense that you're distracted.
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   Introduce yourself and make small talk. Spend a couple of minutes with basic small talk that will put the applicant at ease. Tell the applicant who you are and what your position is within the company. Ask how their day is going and give them a brief overview of what to expect during the phone interview.^[2]

   • For example, after you've introduced yourself, explain that you'll ask them questions, give a summary of the position, and then check if they have any questions for you.
5. 5

   Read a summary of the job. Since the applicant has probably already read a very brief explanation of the available position, read a longer summary of the job.^[3] The summary should explain responsibilities of the job, expectations for time commitment, any travel requirements, and technical or skill expectations.^[4]

   • For example, you might inform the applicant about specific computer or social skills that are needed for the job. Be as specific as possible.
   • Consider spending 1 to 2 minutes discussing the company's background and mission.
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   Ask your applicant important questions. Spend about 10 minutes of the interview asking the applicant questions that you've prepared. Ensure that you're asking the same questions for each applicant that you interview. It's a good idea to ask functional and job-specific questions as well.^[5] You might ask:^[6]

   • What salary would you require for this job?^[7]
   • Where do you work now and why do you want to leave?
   • What's an example of a project or idea that you've had to develop?
   • What do you consider to be your weaknesses and strengths?

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   Take notes during the interview. Use paper and pen or computer software to write down applicant responses to your questions. You should also record your impressions of the applicant's strengths, weaknesses, skills, or qualifications. Try to include information that will make it easy to remember the particular applicant, especially if you're interviewing several people by phone.^[8]

   • Consider making a brief template with spaces for responses or qualifications. This will make it easier to compare several applicants.
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   Pay attention to the applicant's voice. Although you won't be able to watch the applicant's body language, you can pay attention to the tone of their voice. Gauge how comfortable they seem while giving their answers. You may also be able to tell how confidant, honest, or friendly they seem just by listening to the tone of their voice.

   • Ask yourself if the applicant sounded interested or passionate about the job. For example, applicants that sound bored may not be a good fit for the position.
3. 3

   Listen during the majority of the interview. While you will need to give a brief introduction of the job and ask questions, you should spend 80% of the phone interview listening to the applicant. Since you won't be able to see the candidate, you'll need to allow pauses in the conversation so the applicant has time to think and give a response^[9]

   • Listening to the applicant will give you the most information about the applicant.
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   Ask follow up questions. If you're interested in the applicant, spend a little time asking follow up questions to their responses. This will give you more information and a better feel for the candidate. If you don't like the applicant's responses, you can just move on to the next question you've already prepare.

   • For example, say, "Tell me more about the work environment of the job you just described. It sounds like it must have been stressful."
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   Ask the applicant if they have any concerns.^[10] Once you've given a detailed explanation of the job, ask the applicant if they think there will be problems with the qualifications or expectations. Give the applicant some time to respond before you move on since you can't see if they're considering any questions. The applicant may have no concerns or might tell you that they don't think they're a good fit for the job.^[11]

   • You might ask, "Do you feel that you have the skills to fulfill this job's requirements and are you willing to commute?" The applicant might say that they've already had experience commuting and it wasn't a good fit.

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   Cut the phone call short, if necessary. If it's clear to you that you don't want to offer the position to the applicant, end the phone interview as soon as you can. Be polite and thank the applicant for their time.^[12]

   • For example, you might say, "It sounds like your skills would be better suited with a different company. I'm not sure you'd feel fulfilled with this job."
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   Ask your applicant final questions to determine if they're serious about the job. If you're interested in offering the position to the applicant, find out if they're really interested in joining your company.^[13] Ask the applicant if they'd be willing to come in for a face-to-face interview or consider their responses to these questions:^[14]

   • How soon would you be able to start at this position?
   • Do you have any other job offers or commitments that would make it hard for you to come in for a face-to-face interview?
   • Do you have any questions or concerns about the job or company?
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   Inform the applicant of the next steps. Avoid simply thanking them and ending the call. Instead, answer any questions the applicant has for you and tell them about the hiring process. Most applicants will want to know how long it will take you to make a hiring decision. If you know that you won't be hiring them, be straightforward and politely explain that you don't think they're a fit for the position.^[15]

4. 4

   Rank the applicants. Look over your notes from each phone interview applicant and rank them in order of most qualified and skilled to least. You may have a clear idea of which applicant you want to offer the job to or you may want to call in several candidates and do traditional face-to-face job interviews.^[16]

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