How to Conduct In-person & Phone Screening Interview

phone screening interview

A successful hiring process starts with an organized interview structure, beginning with a phone screening interview, followed by an in-person interview.  Phone screenings serve to evaluate a candidate’s basic qualifications and availability, while in-person interviews delve into the abilities, experience, and cultural fit of the candidates. In order to find the ideal talent for your company, both phases are critical.

In today’s highly competitive job market, it’s more important than ever to conduct efficient interviews. A well-executed phone screening interview helps HR professionals save time by narrowing down the pool of candidates, ensuring only the most suitable individuals proceed to the next round. Meanwhile, in-person interviews allow for a more thorough evaluation of a candidate’s qualifications and interpersonal skills, which are often best-assessed face-to-face.

This article serves as a comprehensive resource for conducting both phone screenings and in-person interviews, detailing the essential steps involved. It offers practical tips, key interview questions, and preparation strategies for success. By outlining common HR pitfalls, this guide helps HR professionals and hiring managers avoid mistakes, sharpen their interviewing techniques, and achieve better recruitment outcomes. Let’s dive right in!

Phone Screening Interview

Phone screening interviews are a crucial first step in the talent sourcing process that helps recruiters quickly narrow down the number of applications received and select the most promising ones for further evaluation. By carrying out effective phone screenings, you ensure that only qualified candidates advance to the next round of interviews while simultaneously saving time and resources. 

Gathering an overview of a candidate’s qualifications, experience, and interest in the position is one of the main objectives of phone interviews. This streamlines how recruiters can determine whether a candidate’s credentials and background align with those required for the role. Further, among other aspects, phone screenings offer an opportunity to assess a candidate’s professionalism, interpersonal skills, and overall fit with the company’s culture.

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In-Person Interview

Interviews conducted face-to-face are indispensable to the hiring process since they provide an invaluable chance to assess a candidate’s capabilities, social skills, and cultural fit above and beyond what can be learned through phone interviews and written applications. An in-person interview enables a more nuanced and comprehensive understanding of a candidate’s personality, demeanor, body language, etc.

In-person Interview

Face-to-face interviews not only evaluate an applicant’s fit for the position and qualifications, but also aids in promoting a positive impression of the organization and builds rapport. A structured and engaging interview will help you attract top talent to your team by highlighting the possibilities, culture, and values of your company.

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Preparing for the Interview

Even though phone screening interviews are usually short, finding skilled applicants and making the most of your time depend on your ability to prepare well. In contrast, compared with phone screenings, in-person interviews necessitate a higher degree of preparation.

Here’s a roadmap to ensure a smooth and successful phone screening & In-person interviews:

Research the Candidate:

  • Review the resume and job description: Examine the applicant’s experience, education, and training as stated in their resume carefully and thoroughly. Compare them with the job description’s requirements. This can help in structuring your queries to identify relevant areas of strength and possible weaknesses.
  • Research the candidate’s background / online presence (optional): A quick LinkedIn or professional website search can reveal valuable insights into the candidate’s background and career trajectory. However, be mindful of respecting privacy boundaries.

Prepare Your Questions:

  • Develop a list of targeted questions: Don’t rely solely on generic questions. You can make a list that accurately evaluates skills, experiences, and qualifications relevant to the particular position. Ask a variety of situational, behavioral, and open-ended questions to learn more about a candidate’s background, credentials, and capacity for problem-solving.
  • Prepare follow-up questions: Anticipate potential answers and have follow-up questions ready to get into specific aspects of the candidate’s experience.

Logistics and Environment:

  • Schedule the interview: Choose a convenient time for both the candidate and yourself. Be mindful of time zones if applicable.
  • Secure a quiet space / Interview space: If it’s phone screening interview, choose a distraction-free environment with minimal background noise and also ensure you have a reliable phone connection. If it’s In-person interview choose a quiet, well-lit room free of distractions. Ensure comfortable seating arrangements as well for you and the candidate.
  • Gather materials: Have the job description, candidate resume, and your list of interview questions and a notepad readily available.
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Key Questions to Ask

Phone screenings allow you to gauge a candidate’s basic qualifications and decide whether to proceed further in the hiring process. Asking smart questions can lead to important information for deciding whether to proceed with an applicant or not. Face-to-face interviews can provide a fuller, more comprehensive picture of a candidate’s background and suitability than what applications and phone screenings offer. Here are some key questions to consider for both these scenarios:

Interview

Assessing Qualifications and Experience:

  • For Phonic Interview, you can ask the candidate to talk about their experience in [relevant skill area] as it relates to the position. And for In-person interview, you can ask the candidate to be more elaborative by asking – can you describe a specific project or accomplishment that you are particularly proud of?
  • Can you describe a time when you faced a challenge related to [specific job duty] and how you overcame it? (This helps assess problem-solving skills.)
  • What are your salary expectations? (Knowing their expectations early can help avoid wasting time with unrealistic candidates.)

Evaluating Communication and Soft Skills:

  • Why are you interested in this position at our company? (This reveals their level of research and genuine interest.)
  • What would you say your strengths and weaknesses are? (Be wary of scripted answers, but use their responses to gauge self-awareness.)
  • Can you walk me through your career path and what led you to this opportunity? (Helps understand their career goals and motivation.)
  • Tell me about a time when you had to resolve a conflict with a coworker or supervisor. (Assesses conflict resolution skills.)
  • How do you respond to feedback or criticism? (Reveals their willingness to listen to criticism and ability to correct errors)
  • Describe a scenario in which you had to adjust to a change in the priorities or course of events. (Evaluates adaptability and flexibility.)

Determining Cultural Fit:

  • Why did you choose to apply for this specific position at our company? (Shows their degree of research and commitment to company ideals.)
  • How would you characterize your method of working and solving problems? (Evaluates compatibility with the team and corporate culture.)
  • What are your aims and career goals? (Aids in understanding their long-term objectives and alignment with the growth strategies of the company).
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Follow-Up

Writing or sending a thank-you note to the candidate after the interview is a key way to demonstrate your professionalism and for keeping a good rapport going. Additionally, it offers a chance to quell any doubts, obtain more information, and maintain open lines of communication—all of which contributes to strengthening the company’s image.

Thank you after interview

Additional Follow-Up Steps

  • Document the interview: Write down your impressions of the applicant, including things such as their qualifications, communication style, skills, and cultural fit.
  • Discuss the candidate with your hiring team: Share your findings and suggestions with the other hiring process stakeholders.
  • Come-up with a decision: Determine whether the candidate is a good fit for the position based on the interview and other relevant information.
  • Communicate the decision: Whether the decision is favorable or unfavorable, let the candidate know. Provide a courteous and polite explanation if you reject the candidate.
  • Onboard the candidate (if hired): Start the onboarding procedure as soon as the selected applicant is chosen to ensure an effortless integration into the position.

Conclusion

In order to identify top talent and build strong teams, recruiters have to conduct effective interviews as a critical part of the hiring process. By optimizing your interviewing process, both phone screening and in-person interviews, you can optimize your hiring processes, improve the candidate experience, and ultimately achieve your company’s objectives.

Remember, successful interviews require careful preparation, active listening, effective questioning techniques, and a focus on building rapport. You can boost your interviewing skills, and improve your chances of drawing in and recruiting the top applicants for your company by paying attention to the suggestions and guidelines provided in this article.

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Frequently Asked Questions

What is the best way to prepare for a phone screening interview?
 

Make a list of important questions to ask candidates prior to the phone screening interview. To make sure you’re evaluating the correct talents and expertise, carefully go over the job description and qualifications mentioned. In order to ask better questions and communicate more effectively, remember to practice your phone interviewing techniques. And lastly, make sure there won’t be any disturbances at the interview location.

How can I determine if a candidate is a good fit during a phone screening interview?
 

During a phone screening interview, pay particular attention to how well the candidates can articulate and communicate their experiences. Analyze their interest in the position and the organization to gauge how enthusiastic they are. Inconsistencies or red flags in their responses, such as employment gaps or contradictory information, need to be noted. Consider the degree to which the candidate’s morals and character blend with the corporate culture.

What are some common phone screening interview mistakes to avoid?
 

To avoid making interview mistakes during phone screening, keep the conversation flowing, prepare your questions ahead of time, and give brief answers. Make sure not to overwhelm the candidate and let them speak for the most part of the conversation.

How should I follow up after a phone screening interview?
 

As a general rule, thank the candidate via email within a day following the phone screening interview. Briefly express your interest in them again and provide any other details or instructions. Send the candidate a polite email stating that if you decide not to move forward with them.

Merin is an HR professional with an MBA in Human Resource. She likes doing a lot of research and study in the field of Human Resource and can't help but share her knowledge on the same in this platform. She is also a great cook and during her free times she keeps experimenting with new dishes. Know more about Merin by clicking here.
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