Telephone Interviews- How to prepare for them

By Joleen Little BVSc MRCVS

While all the basics of a face-to-face interview apply, there are some specific tips and tricks that will help the call go well

Typically, lasting half an hour telephone interviews save time and keep costs down for both the recruiter and the interviewee.

You will be answering questions under a strict time limit, and this can increase nerves. Not being able to see the interviewer also presents its own difficulties, as you’re unable to gauge their response.

How to prepare:

  1. Just like in any other interview situation you need to research the practice and the team members.
  2. Visit the company website and read relevant journals and news articles. Find out who the practice partners or clinical directors are. Do this in advance.
  3. You can also plan your responses to frequently asked questions by preparing a list of examples of when and how you’ve demonstrated each skill or quality listed in the person specification.
  4. To increase your confidence when talking over the phone, ask family or friends to call you for a mock interview. Your recruitment agent will be more than happy to help you with this.
  5. Use your research and planned responses to answer their questions and treat this practice as the real thing.
  6. Try recording yourself and listening back to get a feel for how you come across over the phone.

 

Telephone etiquette:

  • A member of the company’s HR team usually conducts telephone interviews and in clinical practice this can be the practice manager so find out who this is in advance.
  • You should expect the same questions as in a face-to-face interview.
  • When answering the call, you need to be professional and upbeat.
  • If you’ve pre-arranged an interview time, don’t be caught off guard when the phone rings. Remember that this is not an informal chat with a friend.
  • Answer with ‘Good morning/good afternoon, (your name) speaking.
  • Avoid using slang or informal language and maintain this professional tone throughout the interview.
  • When answering questions, be aware of the pace of your speech. Time is limited but don’t rush or mumble, despite your nerves. Be succinct and to the point.
  • Your responses need to demonstrate your knowledge of, and enthusiasm for the role.
  • Find out how to answer common interview questions.
  • During the interview use interjections such as ‘ok’, ‘I see’ and ‘I understand’ to let the interviewer know you’re listening.
  • However, be careful not to interrupt them when they’re talking

One of the downsides to telephone interviews is that without visual clues from the interviewer it can be hard to gauge how you’re doing. In a face-to-face interview you’re able to take direction from the employer’s body language and visual responses but this is not possible over the phone. When you’re being interviewed in person, you’re also able to smile and nod to show the interviewer that you’re engaged.

 

Tips for telephone interviews:

  • Pick a suitable location – this is important.
  • Avoid noisy, public spaces and instead opt for a private, quiet location such as your home.
  • If you live with family or friends, warn them in advance that you need some peace.
  • Minimise background noise by closing windows and turning off televisions or radios.
  • Put electronic devices on silent to avoid being distracted.
  • Dress to impress – it may sound strange as they can’t see you, but dress for an interview. You shouldn’t treat telephone interviews any differently to face-to-face interviews and you wouldn’t turn up to meet a potential employer in your pyjamas.
  • Stand up and smile – smile to ensure that the interviewer hears the enthusiasm in your voice from the start.
  • To convey energy and confidence, take the call standing up.
  • At the very least make sure that you’re sitting upright at a table.
  • Refer to your notes sparingly – being able to have application documents and notes to hand is one of the main advantages of a telephone interview, but don’t rely on them too heavily. The employer will hear if you’re rustling papers and will be able to tell if you’re reciting answers from pre-prepared notes. Instead of reams of paper use concise bullet points as prompts.
  • Have a glass of water nearby – interview nerves and lots of talking can lead to dry mouth, which isn’t ideal when you’re trying to eloquently express yourself.
  • Don’t be afraid to ask for clarification – if you miss a particular question don’t try to second guess what it might have been. Apologise and politely ask the interviewer if they can repeat it.
  • Take notes – if you’re able to multitask, jot down any useful information provided by the employer and the questions you’re asked during the interview. These notes could be a valuable resource if you’re invited for a second interview.

Ending the interview well:

  • Don’t end the interview with a polite ‘thanks’ and just hang up.
  • As in face-to-face interviews, employers expect you to have a couple of questions of your own – These could be about the role or the company.
  • Stay away from questions about salary, holiday entitlement or start dates.
  • It’s also perfectly acceptable, if the interviewer hasn’t mentioned it previously, to enquire about the next stage of the process and when you should expect to hear from them.

Following up a telephone interview:

If you don’t hear back within a couple of weeks, give them a call or send an email to follow up. Reiterate your interest in the role and thank them again for their time. If you’ve been unsuccessful on this occasion, use this as a chance to ask for feedback on your performance so you can use the lessons learned in future applications.

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