Buzz
If you live far from the company where you're applying for a job, or if the company has received a large number of applications, you may be asked to conduct a phone interview. Your goal during this phone interview is to move forward in the process to the next stage, where you will have an in-person interview. To leave a good impression, you should respond to the phone interview as professionally as you would during a face-to-face interview. Answer the call with professionalism, and maintain a polite and respectful tone throughout the conversation.
Steps
Answer the interview call appropriately
Greet the interviewer professionally. One of the most important aspects of a phone interview is how you answer the call when the phone rings. You're expecting the call, and regardless of whether they're calling your personal number, answer the phone as if you were picking it up at the company. Answer promptly without letting the phone ring more than three times. Say 'Hello' and clearly introduce yourself with your full name. For example: 'Hello, this is Le Hoa.'
Confirm that you are awaiting the call. After the initial greeting, the interviewer will respond and introduce themselves. It's important to make a note of their name and express your anticipation for further communication.
- Example: "Hello, Ms. Mai! I appreciate you taking the time to chat with me today. I’m looking forward to discussing the opportunity to work with your company."
Engage with the interviewer politely. Dress appropriately and maintain an upright posture to establish a formal atmosphere, even during a phone interview. Avoid sounding too casual in your tone.
- When referring to the interviewer, use their last name (for English speakers, use Mr. or Ms.) or the title they introduced initially. You can also address them as sir/ma’am or mister/madam.
- Only use their first name if they specifically invite you to.
- If the interviewer offers a compliment or any positive feedback, be sure to say "thank you."
Maintain appropriate conduct for the remainder of the interview.
Take notes to organize your responses. A key benefit of phone interviews is the ability to jot down notes while the interviewer speaks or asks questions. This allows you to plan your responses and ensures that your answers are thorough.
- If the interviewer asks a multi-part question, summarize it by writing down a word or two to remind you of each part. This will help you answer in an organized way, addressing each section of the question.
Listen carefully and pause briefly before responding. When you only hear the voice without seeing the speaker, staying focused can be challenging. Pay attention to the interviewer's words and remain engaged, thinking about your response as you listen.
- Take a few seconds of silence before speaking. This ensures that the interviewer has finished and gives you a moment to gather your thoughts.
- If you missed part of the question or didn’t fully understand it, ask for clarification before answering.
Speak clearly and enunciate your words. Even if there is a clear connection, understanding someone over the phone is more challenging than speaking to them face to face. Overcome this hurdle by speaking slowly and articulating your words.
- Consider this as something you need to practice when answering phone interviews, especially if you struggle with pronunciation or have a tendency to mumble.
- When speaking, make sure you're sitting up straight rather than lying down or leaning against something, and avoid touching your face. It may be more convenient to use headphones or speak through the speakerphone to avoid holding the phone to your face.
Ask follow-up questions to express your interests. The most successful interviews often feel like a natural conversation. Although interviewers typically ask if you have any questions at the end, you should take the opportunity to ask questions during the interview whenever possible.
- For example, if the interviewer asks a question that reminds you of an article you read about a new product from the company, after answering the question, you could ask, "That reminds me of an article I read on Tech Daily about your company's Widget product! What impact do you think the Widget will have on daily communication?"
Send a thank-you note after the interview. After the interview, take a few minutes to write a thank-you message and send it to the interviewer. This letter doesn't need to be more than two or three sentences. Simply thank them for their time and the opportunity, and let them know you're looking forward to hearing from them soon.
- Try to be specific in your message. If something particularly interesting was mentioned during the interview, feel free to refer to it.
- If they gave you a specific timeframe for feedback, mention it clearly in your note.
Speak professionally and confidently.
Sit up straight. A phone interview is not the time to lie down on the bed or slouch in a chair. How you sit can affect the quality of your voice, and the interviewer will likely notice if you’re lying down. This sends a message that you're not taking the interview seriously.
- Lying down also reduces call quality or creates interference and noise as you shift positions.
- If you sit up straight, your voice will sound stronger and more confident, allowing the interviewer to hear you more clearly.
Treat the phone interview as if it were an in-person interview. Even though the interviewer can't see you over the phone, your appearance and how you present yourself will influence your voice and attitude. The interviewer will notice.
- You don't have to dress exactly as if you were attending an in-person interview, but at least make sure you're dressed neatly and professionally before the phone interview.
- Think of preparing for a phone interview like getting ready for your first day at work if you were hired by the company.
Avoid eating or drinking during the interview. Even if you're using a speakerphone, the interviewer will be able to hear you if you're eating or drinking. If you've ever heard someone eating or drinking during a phone conversation, you know how distracting it can be.
- With the idea of treating the phone interview like an in-person interview, avoid doing anything you wouldn't do if you were sitting in the interviewer's office – including eating, drinking, or chewing gum.
- Have a glass of water nearby in case your throat gets dry. When drinking, turn away from the phone and avoid ice cubes that might make noise and be heard through the phone.
Smile while speaking. Smiling relaxes your face, and your voice will automatically sound more friendly and upbeat. Even though the interviewer can't see you, your voice will transmit positive energy and enthusiasm.
Prepare in advance for the call.
Research the company before the interview. Even if you've researched the company before submitting your application, once you’ve scheduled a phone interview, you should dig deeper. Look for recent news about the company and the general market.
- Search for the latest news and visit the company's website to read their most recent publications and learn about any new products or services they may be launching. Make sure to jot down questions for the interviewer based on this information.
- You should also be aware of the activities of the company's main competitors. Read up on the industry to understand the strengths within the market.
Lucy Yeh
Career & Life Coach
Career & Life Coach
Expert Advice: Review the job description and understand the role you've applied for. Additionally, research the company's competitors, industry, social media pages, recent publications, and any other available information you can read before the interview call.
Draft sample answers for common interview questions. When answering a phone interview, the interviewer cannot see you. Take advantage of this by writing brief notes for yourself if you encounter difficult questions.
- For example, if you're asked about your strengths and weaknesses, your answer should be concise and relevant to the job role, not personal.
Practice phone conversations. Conducting a phone interview is not the same as chatting casually with friends or family. Especially if you don't have much experience speaking professionally over the phone, you need to practice using the phone as much as possible in the days leading up to your interview call.
- When speaking on the phone, you won’t have visual cues to know when someone pauses or when it's your turn to respond. Practicing phone conversations will help you keep the flow of the conversation smoother.
- If you don't have any reason to use the phone, ask a friend or family member to help you practice. Arrange for them to call you at a specific time, treating it like an interview call.
Find a quiet place to take the call. Set up a quiet area in your home or environment where you can control noise and distractions around you. If you're using a mobile phone, make sure you're in an area with a strong signal.
- If your home is noisy due to children or roommates moving around, you should find a relatively private place. You can book a meeting room or a study room in a library and close the door – just make sure you're prepared ahead of time.
Turn off notifications and electronic devices. If the interviewer hears echoes or background noise from devices during the interview, they may get the impression that you're doing something else while speaking with them. Give them your full attention, as if you were having an interview in their office.
- Other devices can also interfere with the signal and impact call quality if you're using a mobile phone. It's best to turn off any Wi-Fi connected devices in the room where you'll be taking the call or move them to another room during the interview.
Gather all your materials. Organize your notes, any information about the company, and copies of your resume and other documents so that you can easily access them during the interview call.
- Spread the materials out so that you can reach them easily without having to move around or shuffle papers. Since the interviewer will be listening through the phone, you don't want to give the impression of being disorganized or careless.
Try breathing exercises before the call. You may feel nervous as the time for the interview approaches. Deep breathing exercises can help calm your voice, relax your body, and allow you to focus.
- In addition to deep breathing, try practicing some vocal warm-ups, much like singers or actors do before performing. This will help prevent your voice from cracking or shaking, giving you better control during the interview.
