For small business owners today, phone interviews are a key component of building a workforce and keeping people connected. Adapting to a virtual setup, however, is a new experience for some. Use these tips to conduct a phone interview that is as effective virtually as one that takes place in person.
Set Expectations Beforehand
Giving the person you interview a roadmap of the conversation in advance shows that you are truly invested in creating a quality interview experience. "It’s really important for a candidate to understand what is expected of them each step of the way," says Patricia Lenkov, founder and president at Agility Executive Search in New York City. Be sure to let the person you are interviewing know the following information about the phone call:
- The purpose
- The sequence
- How long it will take
- The post-interview procedure
- Who else will be on the call
"It speaks of who you are as a company how well you set these things up," says Lenkov.
Warm Up
Jumping headfirst into a conversation can be jarring. Instead, ease into the interview with some friendly small talk. "When you’re on the phone it’s harder to build rapport, so you have to do that upfront," says Lenkov.
Do some research about the person before the call to find some common ground that would make for good ice breakers, such as mentioning that you are both from the same hometown or share an alma mater.
Look the Part
While the person on the other line cannot see your office or attire, looking the part of a proper interviewer will make a huge difference in the way that you come across.
Sit up straight and dress appropriately. Ensure that you are in a quiet, distraction-free zone that will allow you to focus solely on the interview. This means setting aside a quiet space free from interruptions from devices or colleagues.
Lenkov recommends using a headset to easily listen and take notes at the same time. If you need to cough or take a sip of water, be sure to use the mute button.
Be an Active Listener
When speaking on the phone, being a good listener is just as important as being an engaging speaker. "You have to be able to really listen and get cues from the only places you can," says Lenkov. This means paying close attention to the nonvisual signals that come across when someone is speaking.
Once you know what these signals are, you can adjust your own behavior to better connect with the other person. “People relate better when they’re talking to someone who sounds and speaks like them," says Lenkov. To help the interviewee feel more comfortable, Lenkov adjusts her speed and tone of voice depending on who is talking.
Lenkov also advises embracing pauses, which gives the other speaker the opportunity to collect his or her thoughts. Allowing some silence might feel awkward at first, but when you constantly interject, you risk losing out on crucial information.
"Breathe and be quiet for a couple of seconds and see what happens," says Lenkov. "You get the real information by being quiet and really listening to what’s going on."
Remember, the rules of interview etiquette apply even in a virtual setting. Approach your next phone interview with the same professional mindset that you would if you were speaking with someone face to face, and your discussion is sure to be a success.