Phone interviews are increasingly common today chiefly because they are so convenient. Mobile phones in particular make reaching people very easy. Too many candidates and not enough time on the employer’s part also contribute to this trend. Phone screening helps weed out wheat from the chaff. With candidates easily outnumbering available opportunities, it’s in a company’s best interest to “screen out” as many as possible before granting a face-to-face meeting.
Many people don’t realise the telephone interview is as important as the interview itself. It is crucial and it also requires a different skill set than a face to face interview. On the phone, you have a limited time frame to make that “first impression” and to convince the interviewer that YOU should be in their office selling your abilities as the answer to their problem. Getting that interview through a phone screen can be difficult. Phones are not a comfortable medium and are one dimensional in scope. You are just a voice. There is no “person” to view, no body language to read, no smile to respond to, and no eye contact to make.
Because of these obstacles, many candisates are more nervous in a phone interview than in the face-to-face meeting itself. Here are some ways to be prepared and to capitalize on that unexpected phone call that may be the door opening to the career or contract of your dreams.
EXPECT THE UNEXPECTED
No one can know or predict when the phone will ring. It may be at a convenient time, but all too often it occurs at a time less than ideal. Another thing to consider is that you never know who it may be representing that particular employer or potential customer. It may be someone from their human resource department, a professional recruiter working the assignment for the company, the manager the position reports to, or maybe even the owner of the company. You should be prepared for any eventuality and the level of professionalism should be the same regardless of who is making that initial call.
THE FIRST IMPRESSION STARTS IMMEDIATELY
What I mean by this is simple. The message on your phones - landline and mobile - in case you don’t answer is of crucial. Make sure it’s professional. Having a clever, funny, unusual or smart aleck message will NOT impress. Yes, your friends and family think it’s funny and maybe it’s the “real you” in a social setting, but “business is business”. The phone interviewer will not be amused and may not even leave you a message.
BE PREPARED AND ORGANIZED, ALWAYS
This starts from the minute you answer the phone. Know WHO you are talking to. Don’t assume, be sure. If you missed their introduction and it’s unclear to you, after introducing yourself, politely ask their name again and title, and write it down.
If they’ve caught you in a social setting, excuse yourself and find a private place to carry out the phone interview. If that isn’t possible, establish a solid time for them to call you back or for you to call them and write it on your calendar immediately. Noisy environments lead to missing crucial information, questions, and voice cues you need, so an environment where you can listen and concentrate is vital.
If the call arrives when you are at home, tell everyone in advance (spouse, family, kids) that if you are on the phone they need to leave or remain quiet until you are finished. Seek privacy if that is more convenient and a better solution. Music, the TV, boisterous kids and in general, noise, are distractions not only for you but more importantly for the individual screening you on the other end of the line. Make sure they take your candidacy seriously.
Have what you need by the phone at home for the unexpected call, including a copy of your resume, your documentation of accomplishments, the job descriptions of positions for which you’ve applied, and a note pad and a pen to take notes. If you’re out and about, keep those items handy and in a briefcase or handbag.
AS YOUR PARENTS TAUGHT YOU, MIND YOUR MANNERS
The old adage “familiarity breeds contempt” may apply, or it may not. It’s always best to err on the side of safety. Being too casual early on may be to your disadvantage. Before using a first name, ask if it’s appropriate.
Don’t swear! One more piece of advice: do not use any terms of familiarity you use with friends or family.
DO NOT RAMBLE
Be concise and direct. Answer questions in detail, but don’t overdo it. The phone is an interesting tool. It’s easy for people to stop listening or become distracted from your words if you don’t keep them listening. Long, rambling answers make people impatient and their inclination is to tune out. There’s an unwritten law of phone etiquette during an interview. Tell them the time, don’t build them a clock.
IF YOU DON’T ASK, YOU DON’T GET
I’m going to use a sales term now. CLOSE. What I mean here for the non-sales candidate is simple. Ask for the interview or meeting and do your best to get a commitment. A “yes” is good, but even better is an actual date, time and place. Asking may work and it may not in that initial phone screen, but I will guarantee one thing: if you don’t ask, the odds in your favour drop dramatically. Also, immediately send by email or regular mail a follow up letter.
SLOW DOWN!!
In person, people hear and comprehend much faster than they do on a phone. Why? In a face-to-face situation, your eyes, smile, appearance, facial expressions, and body language give visual cues. The phone is a voice medium. Your voice is your only tool. To use it effectively, slow your speech pattern down just a bit, speak loudly enough, modulate, and enunciate clearly. If they can’t hear and understand you, they won’t listen, concentrate on the importance of your words, or believe you.
PROJECT
Sit up straight in your chair or stand while you speak for good breath support. Smile as you talk. You can hear a smile on the phone to some extent. Keep your enthusiasm level up and project it through your voice. Even use your hands while you speak if you are given to doing that in person. It helps with energy and inflection. Speaking of inflection, try to avoid letting the emphasis you place on your words go in an upward direction at the end of a sentence that’s actually a statement. It makes you sound like you’re asking a question and signals uncertainty.
If you use some of these tips, the increasingly popular phone interview could be just the first successful step in a long line of interviews leading to the job or contract of your dreams.
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