Why Have Phone Interviews?
Here’s the harsh truth about phone interviews: they’re usually meant to weed out who won’t be hired. When a hiring manager receives many applications — and especially when most applicants have similar skills and experience levels — they will often perform a basic sorting of applicants whereby anyone who fits the position’s requirements is tagged for a phone interview. Phone interviews are then used to determine which applicants just aren’t the right fit so that the candidate list can be narrowed even further.
However, that isn’t the only reason for phone interviews. They may also be used to avoid travelling costs when interviewing remotely for telecommuting roles, interviewing candidates willing to relocate, etc.
What Does This Mean for You?
No matter which category your interview falls into, preparation is key. However, if your upcoming interview is part of a first round of screening, it means it will be even more critical to tailor your answers to the company and the role while also ensuring that you come across as professional and poised over the phone.
How to Prepare for a Phone Interview
1. Get to know the company
A hiring manager doesn’t just want to hear how awesome you are. They want to hear how awesome you are for their organization. Research the company well by reading everything on their website including press releases, blog posts, team profiles, etc. Do an internet search for the latest news or other media mentions about the company and even its top competitors. Familiarize yourself with the company mission, its target market, top challenges or predictions within the industry, etc.
2. Dissect the job description
The job description is your greatest ally because it tells you exactly what the employer is looking for. Take it apart, point by point, identifying areas that align with your skills, experience, strengths and certifications. Make notes including real life examples of how you are the right fit for the job. Don’t just look at the skills and requirements; dig into the description and any other information as well. It mattered enough to the company to include those details, so it will likely matter to the person interviewing you. Let’s say you’re applying to the position of Assistant Manager at a retail outlet. The job description says that they’re looking for a “hands-on leader.” To respond to this, you can write down any examples from past roles where you were actively involved in troubleshooting scheduling issues, stepping in during a crisis, mitigating disputes between colleagues, solving a difficult customer issue, etc.
3. Plan and practice your answers to top phone interview questions
Imagine the type of questions that might be asked on the phone interview and determine your answers in advance. Below, we’ve provided some top phone interview questions and suggestions of how to answer them. You should also think of a few industry-, company- or role-specific questions that might be asked to cover your bases.
Remember: how you come across vocally matters. It isn’t enough to write down your answers. Practice speaking them out loud. This not only ensures that you work through your responses, but it can go a long way towards building your confidence and easing anxiety.
4. Print your resume and notes
Toggling between tabs or windows on your computer can get a little frustrating, especially if you’re prone to anxiety during interviews, phone calls or both (and if you are, know that you are not alone in that boat). Instead, print out your resume, the job description and any important notes you’ve made. Highlight important points you want to remember and keep a pen and notebook handy in case you want to make a quick note during the interview.
5. Prepare your environment
You want to come across as poised and professional, but also at ease with the conversation and your answers. Environment can go a long way towards getting you in the right headspace.
Ensure you have a tidy, uncluttered space with a comfortable chair prepared in advance. You want enough table or desk space to lay out your printed sheets so you won’t have to shuffle through them. If you have no choice but to use a nearby cafe or other public location, arrive early enough that you can scope out a quiet table with minimal distractions. Have a glass of water at the ready. There’s nothing like a dry mouth or throat tickle to throw you off your game.
6. Dress for the job
Even if you’re interviewing from your living room at 8 a.m. and there’s no chance anyone is going to see you, make yourself presentable. Clean yourself up and get dressed in an outfit that makes you feel confident and professional. How we feel tends to come across in how we speak and is picked up on by the other person, whether consciously or unconsciously. Just like preparing your environment, how you dress is all about confidence and mindset.
7. Get your head on straight
Most people find interviews stressful. And, in an age of texting and social media, many people also have anxiety about talking on the phone. Combine those two concerns and the worst part of a phone interview is usually the buildup! Think about what calms you and gets you in a confident, peaceful mind space. That may be meditation, a walk outside, listening to music or even a pep talk from a friend or mentor. As you schedule your interview into your calendar, also block off some time to gather your thoughts and get in the right head space for your interview.
8. Brush up on your phone etiquette
As mentioned above, many people today just aren’t used to talking on the phone. To make a good impression, brush up on the basics. If the interviewer is calling you, plan to identify yourself when you answer. You may say something like, “Hello, Jamie Jobseeker speaking.” It saves the other person from having to identify you and it shows you’re fully prepared. If you are calling the interviewer, you’ll either want to identify them first (“Hello, this is Jamie Jobseeker calling for Ms. Hiring Manager”) or be prepared to respond if they identify themselves when they answer (“Good afternoon Ms. Hiring. This is Jamie Jobseeker calling for our 1 p.m. phone interview.”).
At the end of the call, it’s important to thank the person. You’ll want to say something like, “thank you for your time today. I truly appreciate it and look forward to hearing from you.” If this isn’t the kind of call you have experience with, practice saying these things out loud so it comes across naturally.
Prepare follow up questions
Most interviewers end an interview by asking if you have questions. Questions demonstrate that you have a genuine interest in the role and the type of questions you ask matter. Plan a few follow up questions in advance. Depending on time allowance, you may only be able to ask one or two, but having a few questions prepared means you can cross off any that are answered during the course of the interview and still have a few to ask. Good questions to ask include:
- “Would you describe the culture of the company?”
- “What does success look like in this role?”
- “What are the main KPIs in this role and how are they measured?”
- “Does the company offer opportunities for advancement?”
- “What is the typical career path for someone in this position?”
- “Are there any other skills or strengths not listed in the job description that you think would bring value to this role?”
- “How do you see the company growing over the next few years?”
You can find even more examples here. Plan questions that show a genuine interest in not just filling the role, but bringing your best to the job, questions that show genuine interest in the company’s growth, and questions that show you’re looking for a role where you can learn and continually take yourself to the next level.
Question and Answer Examples for Phone Interviews
How do you answer phone interview questions? Well, first you need to anticipate the types of questions you’re likely to be asked. Here are 6 telephone interview question and answer examples to get you started:
1. “Tell me about your previous/current role?”
The interviewee is looking for whether you have experience and expertise that aligns with company needs. So dig into the job description and have examples from your current or most recent role ready to go.
Answer example: “As Assistant Manager for ABC Sporting Goods, I take the lead on staff scheduling, inventory tracking, handling issues that arise on the floor and other administrative and staff-focused tasks. It’s important to me to take a hands-on approach, which is why when I became aware of staff concerns regarding scheduling last year, I initiated a new procedure whereby staff submitted preferences up to 2 weeks in advance and those preferences were taken into account as much as possible. We experienced a noticeable boost in morale afterwards and a lower turnover rate in the months following.”
2. “Why are you leaving your current role?”
There are usually 2 things interviewers are looking for here. The first are red flags. If you start saying negative things about a past employer, that’s a red flag. The second thing they may be looking for is a growth mindset.
Answer example: “I’ve truly enjoyed my time with ABC Sporting Goods, but I feel that I’ve reached my limit for growth within the company, as the company structure doesn’t facilitate upward movement. Although I want to continue to learn and develop my skills at an Assistant Manager level, I’m ready to do that in an environment where advancement is a possibility. One of the things that drew me to your company is your employee development program. I’m really excited to learn more about that.”
3. “Can you give me an example of a time you overcame a challenge at work?”
Employers want problem solvers. They want people who can think critically, see the different sides of an issue and take initiative on working through the challenge.
Answer example: “Last Christmas our credit and debit card machine went down on one of the busiest days of the year. I remembered that we still had a couple of those old manual credit card machines, but no one knew how to use them. I did an internet search on my phone, taught myself how and stepped in as cashier to get things moving. I had our head cashier work alongside me to learn as well so that he could start processing payments and keep the line flowing smoothly. We managed to put through several sales that day that otherwise would have been lost. After that, I made sure everyone who handles the cash was also trained on the old machines.”
4. “What is your greatest weakness?”
What employers are really looking for here is the ability and willingness to improve, so think of a weakness that you have improved upon.
Answer example: “When I was first promoted to Assistant Manager, I had a hard time being firm with staff members. I asked my Manager for advice and he gave me a few pointers. We even role-played a few scenarios together. It helped my confidence to practice out loud and I was able to start working on it more with staff. I wasn’t great at first, but I kept at it and I’ve developed my own style where staff feel heard and understood, but expectations are held firm. It is still my least favourite part of the job, but I now feel confident in my ability to follow through and be an effective leader.”
5. “Where do you see yourself 5 years from now?”
Employers aren’t looking for your full 5-year plan. They just want to see if your ambitions align with the company outlook and if you have a realistic view about what it takes to advance.
Answer example: “Once I familiarize myself with the company and the role, I’d like to start taking on added responsibilities and projects in order to work up to a Manager role. I’m passionate about employee engagement and motivation and I’d also like to explore further opportunities to build on that passion and help grow the company.”
6. “Why do you want to work for [company]?”
Maybe your main reason is higher pay. Keep that to yourself. Instead, opt for reasons that show a genuine interest in the company or industry.
Answer example: “The opportunity for advancement is one reason, but I was also drawn to your company’s passion for affordable access to sports through your equipment reselling program. Too often I’ve seen families turn away from high quality equipment because of the cost, so I truly admire how dedicated your company is to refurbishing used equipment and making sure children and their families have affordable options to get into sports.”
A phone interview is a great opportunity to make a strong impression. It comes with its own unique stressors, but also the advantage of being able to consult notes, read prepared answers and control the environment around you. Don’t make the mistake of treating a phone interview too casually. Put in the work to prepare yourself. When you land that in-person interview, you’ll already have done much of the legwork to prepare for that as well!