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How NOT to Get Screened Out
January 12, 2010
Interviews and business discussions over the phone are daunting with the inability to read body language, but with a few "tricks," you can teach your employees to master them.
Candidates need to learn how to increase their chances of going on to the next round of discussions and gaining a personal interview, and how not to be eliminated early, especially during the first five minutes of the call, according to ClearRock, an outplacement and executive coaching firm headquartered in Boston.
"The first five minutes of a telephone interview are the most important, since only about two out of 10 people called are still under consideration beyond this time period," says Annie Stevens, managing partner for ClearRock. "People need to be prepared right from the start of the call to make the most out of the limited amount of time they will be given."
Job-seekers should plan on talking by phone with more people from a potential employer before a decision is made to grant them a personal interview. "You may be asked to talk with someone from the human resources department, the hiring manager, and even his or her boss before getting a personal interview," adds Greg Gostanian, managing partner for ClearRock.
ClearRock offers the following tips for successful telephone interviews:
• Convey enthusiasm. "You can express enthusiasm for the job with your tone of voice. Some people find it helpful to smile while they talk to communicate their interest and likeability," says Stevens.
• Stand up while talking. "You will be able to project your voice better and sound more confident while standing," says Gostanian.
• Don't use a cell phone or a speaker phone. "The quality of the call is better on a land line, and this reduces the embarrassment of a dropped call or lost connection," says Stevens.
• Have a list of questions prepared in advance to ask. "The questions you ask need to convey your interest in the position and your suitability for it. Asking the right questions is also a way to communicate your knowledge of the company and your suitability for the opening," says Gostanian.
• Listen carefully to what the interviewer is saying. "Be sure to answer the questions you are asked. Provide feedback or paraphrase what the interviewer is saying. Reply in a style that matches your interviewer. If the interviewer uses technical terms, so should you," says Stevens.
• Never interrupt the interviewer. "To be sure you won't interrupt the interviewer, silently count about two or three seconds after he or she has finished talking before you do," says Gostanian.
• Eliminate one-word answers and negative words. "Don't reply with 'yes' or 'no' answers, and banish negative verbs such as 'can't,' 'haven't,' or 'don't' from your vocabulary. Don't say anything negative. Employers want people who will be solutions, not potential problems," says Stevens.
• Keep your answers concise. "Reply to questions using short sentences. You can ask whether your interviewer needs more information, and avoid awkward periods of silence," says Gostanian.
• Recap your "fit" for the job. "Have a 30-second summary of your suitability for this particular job prepared in advance, using specific examples from your career," says Stevens.
• Ask about next steps. "Inquire at the end of the call how well your qualifications meet their needs. This may enable you to address minor issues immediately. Also ask about next steps and their time frame for filling the job," says Gostanian.
• Send an e-mail or note of thanks to your interviewer. "Try to adapt the communication to the organization or person you've spoken with. If it's an e-mail type of culture, then e-mail your thank-you note instead of writing a letter. Follow-up communication enables you to describe how your skills, abilities, and accomplishments will help potential employers achieve their goals, and can increase your chances of getting a personal interview and proceeding to the next step," says Stevens.
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