How To Ace Your Phone Interview And Get the Job

Phone interviews can be challenging. Lacking body language and nonverbal cues, you must rely solely on your ability to articulate responses effectively.

Fortunately, phone interviews often serve as preliminary screenings for subsequent interviews, making them generally shorter and less formal than in-person meetings. However, this does not mean they should be taken lightly. Excelling in your phone interview is a crucial step toward securing the position you desire.

Key Takeaways:

• To excel in your phone interview, begin with a professional greeting and listen attentively to the interviewer.

• Provide direct answers to questions.

• Keep a cheat sheet handy with vital information for the interview.

• Review the job description and research the company beforehand to grasp what the interviewer will be seeking.

• Remember to send a follow-up thank you email within 24 hours post-interview.

How to Start a Phone Interview

Your phone answering technique sets the tone for your entire interview. While it may not be the sole factor, it’s essential to make a strong first impression.

Assuming you are somewhat inexperienced or nervous, respond to the call with:

This approach facilitates the interviewer’s job—they won’t need to confirm your identity or the purpose of the call. Avoid answering with a casual, “Hello?”

When they introduce themselves, such as:

You can smoothly respond:

This sets a professional tone, indicating you are prepared and engaged right from the start.

How to Speak During the Phone Interview

It’s advisable to sit at or stand near a desk. Good posture can significantly impact your confidence and the tone of your voice, which becomes crucial in the absence of visual cues.

Don’t forget to smile; it genuinely influences your tone. Studies indicate that people can detect a difference in your voice when you smile, enhancing your communication.

Be mindful of verbal tics, like filler words. Record yourself practicing to become aware of these habits. Many individuals are surprised to learn how they sound recorded compared to their internal voice.

Have your cheat sheet ready, but don’t rely on it excessively. Avoid letting the interviewer hear rustling papers or typing sounds. Prepare as thoroughly as you would for an in-person interview, and use a hands-free headset for clearer communication.

Do’s and Don’ts of Phone Interviews

Here are the do’s for a phone interview:

• Be direct in your answers. Provide relevant examples of your skills and experiences when responding to questions.

• Create a cheat sheet of accomplishments and potential questions.

• Take notes during the interview.

• Give your full attention to the interviewer.

• Request to reschedule if the timing is inconvenient.

• Express gratitude for the call and thank them after the interview, allowing them to hang up first.

The don’ts are equally essential:

• Don’t hesitate to ask for clarification on any question, but listen carefully.

• Don’t interrupt the interviewer; allow them to finish their thoughts before responding.

• Don’t let them hear you shuffling papers or typing excessively.

Example Questions and Answers for a Phone Interview

Now, let’s apply this knowledge to some common phone interview questions along with example answers.

1. Tell me about yourself.
   This classic interview question allows the interviewer to gauge your personality and fit for the role. Be honest and relate your answer back to the job you’re applying for.

   “I recently moved to Denver because I love the mountains. In doing so, I also discovered a passion for guiding others on hikes. That’s why I applied for this agent position with your outdoor activities center. I share your commitment to combining exercise and education for a holistic experience.”

2. Why are you interested in this position?
   During a phone interview, interviewers typically want to understand your motivation for applying. Your answer should reflect your genuine interest in the role.

   “I am excited about the marketing associate position at Organic Farming Worldwide because I admire your mission and believe I can help communicate your story effectively. I’m passionate about engaging customers in a way that highlights your company’s social and economic values, and I believe my skills can contribute to this vision.”

3. Tell me about a time you had to handle a difficult customer?
   This behavioral question allows the interviewer to evaluate your problem-solving skills. Utilize the STAR method (Situation, Task, Action, Result) to structure your response.

   “One time, while working as a cashier at a local grocery store, I dealt with an irate customer upset about an unexpected $100 charge. They only noticed the charge upon returning home and were understandably frustrated about having to return to the store.

   I promptly apologized and offered to refund the charge using our POS system, which made it easy to resolve. I also assured the customer they could speak to my supervisor if they were still unhappy, but they appreciated my efforts.”

The Who, What, Where, When, How, and Why’s of a Phone Interview.

Understanding the context of your interview is vital to acing it. Here’s a breakdown:

1. Who and Why.

   Smaller companies and startups often use phone interviews as a preliminary step before in-person meetings. Your future manager may be the sole decision-maker in the hiring process, so they could be screening multiple candidates in a single day.

   For out-of-state companies, they might be interested in flying in serious candidates, so be prepared to address questions about relocation and start dates.

   Large companies with high application rates also use phone screenings to narrow down candidates efficiently.

2. What.

   A phone interview is a legitimate interview, and you should treat it as such. It’s beneficial to prepare in a manner similar to an in-person interview—dress appropriately and approach it as if you’re entering the interviewer’s office.

   Prepare notes as you would for an in-person meeting, including your questions to ask.

   Here’s a quick checklist for phone interviews:

   • Treat the phone interview seriously, just as you would an in-person meeting.

   • Create a cheat sheet with responses to common interview questions, anecdotes, and examples of your work.

   • Use a reliable hands-free headset instead of speakerphone.

   • Groom yourself and adopt a professional mindset.

3. When.

   While interviews are typically scheduled, start preparing as soon as you know one is imminent. Being on the job hunt means you should be ready at any moment.

   If you receive a call when you’re unable to talk, kindly say, “I’m currently away from my desk; when would be a good time to call you back?”

   Keep your response professional and avoid sharing unnecessary details about your situation.

4. Where.

   Select a quiet location with a reliable phone connection, ideally at home. Avoid noisy environments like coffee shops, which can disrupt the conversation.

   Remote positions often require demonstrating your ability to communicate effectively from a distance, so ensure your environment reflects that capability.

5. How.

   To succeed in a phone interview, research the company, review the job description, and practice your responses to anticipated questions, just like any other interview.

   You have the benefit of having your cover letter, relevant documents, and work samples accessible, but be mindful of staying engaged in the call format.

The Rule of Fives

A useful guideline is the “five rule”: one-fifth of applicants receive phone calls, five make the shortlist, and ultimately one secures the job.

Phone interviews primarily serve as screenings; demonstrating effective communication and ensuring consistency with your resume and work history is paramount. Your goal is to present yourself as a competent, confident, and approachable candidate.

Send a Follow-Up Email

Don’t forget to send that follow-up email.

Think of interviews as akin to dates; it’s essential to reach out the following day—no longer than that. If you don’t receive a response, follow up again without sounding passive-aggressive.

For example, you might say, “I want to reiterate that I appreciated our conversation and believe I would be a great fit. This will be my last follow-up regarding this position, and I thank you again for your time.”

Being professionally polite could help you stand out and increase your chances of moving on to the next stage of interviews.

Tips to Ace Your Phone Interview

To summarize, consider the following tips for a successful phone interview:

1. Activate “Do Not Disturb.” Avoid distractions from texts and notifications during your interview. The interviewer should perceive your full attention.

2. Review the job description. Phone interviews are akin to applicant tracking systems—they focus on keywords and aligning your skills with the job requirements. Highlight key terms and create a checklist of your relevant skills.

3. Don’t hesitate to reschedule. Rescheduling a phone interview is usually less cumbersome than rearranging an in-person meeting. If you feel the scheduled time isn’t ideal, request a new time that allows you to perform at your best.

4. Let the interviewer lead. Adapt to the interviewer’s style—some prefer a straightforward approach, while others may engage in small talk to ease into the conversation.

5. Allow the interviewer to finish. It can be challenging to determine when someone has finished speaking over the phone. Wait an additional half-second before responding to ensure they are done.

6. Ask for clarification when needed. If you don’t understand a question, don’t hesitate to ask for clarification. It’s better than responding with an unrelated answer and shows you are thoughtful in your approach.

7. Be concise. For phone interviews, keep your answers shorter than in-person interviews. Remember, these are primarily screening calls, so ensure your responses are direct and to the point.

8. Double-check essentials. As your phone interview approaches, ensure you have all necessary materials ready, including your resume, cover letter, and anything else you may need to reference. Make sure your phone is fully charged and functioning properly.

Final Thoughts

Phone interviews don’t have to be stressful. You won’t need to navigate traffic or find the interviewer’s office.

However, preparation is still key—craft thoughtful responses, understand the company, and communicate professionally with a positive attitude. By following the advice outlined above, you’ll enhance your chances of moving past the screening phase and progressing to the next round of interviews.

Author

David Luther

David Luther was the Content Marketing Editor for the Zippia Advice blog. He developed partnerships with external reporting agencies in addition to generating original research and reporting for the Zippia Career Advice blog. David obtained his BA from UNC Chapel Hill.