Yes, some of us are lucky enough to get to this stage in job search. Even if you’re applying with companies in your local area the phone “screen” or interview is the third step in the selection process. Number one was most likely the computer screening you, then HR “scanning” your application information. By the time you’ve reached the telephone interview the hiring manager may have reviewed, but not necessarily.

Always be prepared

Remember, if you’re networking effectively you may receive a call like this without actually applying for a position with a particular company. This emphasizes the need to document and track all interactions. For those who have read The Street Smart Approach to Job Search book refer to the Activity Log Sheets as a guide.

Basic Rules

• No cell phone usage! Use a land line for quality. You shouldn’t be participating in this activity in your car to begin with!
  
• Provide your home phone number and home email for contacts. Leave work out of this. You don’t want the wrong person to see the inquiries or messages. Worse yet the wrong person take the message and the potential employer leaves too much information. Besides this is all personal business anyway.
  
• Dedicate one phone in your home (if you have more than one) for this purpose and keep your documentation and supplies by that telephone.

Documentation and supplies

Documentation refers to; a copy of your resume, list of organizations that you have contacted and cover letters for those supplied with one. Supplies refer to a binder, pens/pencils and a note pad.

As most people know, I’m not Ms. “Techno”, so I would not keep my list in an electronic format. I wouldn’t have time to have my computer “rev up” when I’ve just taken the call. I would recommend a three ring binder (to protect the materials). There would be a list of the organizations arranged alphabetically for speedy retrieval in the beginning with a date reference. A more detailed list would follow either alphabetically or by date to be used for specifics. Use a system that is the best for your style of retrieval.

The unexpected call

Remember; you’re apt to get these calls months after you’ve applied or made your initial contact. The call could be from the HR representative to see if you’re still available or a recruiter to discuss an opportunity that you may fit. You won’t remember some of these submissions due to the time factor. However, with these little “cheat sheets” you’ll give the impression that their company is so important that; “of course, you know exactly who they are and what they’re referring to”.

How many of us answer our telephone to hear, “Hello, this is John (last name), from ABC Company…”? You often can’t tell if it’s a telemarketer, potential employer or a contractor/plumber finally returning your call. You’re initial reaction to these calls is one of those simple things that can make it or break it. Glancing down at your cheat sheet will refresh your memory and you can proceed with confidence.

If one of these calls comes at a bad time (argument with family member, contractor removing a wall, you just came in from your 10k run, etc.), politely ask if you can call back as soon as possible. Remember to repeat their phone number back to the caller to make sure you can return the call as soon as you can get to a quite area or compose yourself. It will also allow you to “look up their information” to refresh your memory.

The planned call

These are prearranged interviews that you have set up or have had a recruiter or HR coordinate. Simply steps:

• Be dressed professionally or business casual (even on a Saturday); you’ll feel more professional and organized. This will come across the phone.
  
• Research the company through their Web site and take notes that will help you answer or ask questions better.
  
• Do this at home! The workplace no matter how private the area can be is not the time or place for this.
  
• Make sure that all distractions are removed, especially young children. They have the uncanny ability to release the blood curdling scream that only toddlers are capable of at the worst possible time!
  
• Use your prepared notes and take notes. You’re on the phone; they can’t see you.
  
• Remember to speak slowly. Chances are the interviewer is taking notes. Talk into the receiver, sit up straight and smile! All of this can come across the phone lines.

With both types of calls remember to ask questions. Have a core list prepared especially for those unexpected calls. Choose questions that you need answers to in order to determine whether you want to or can proceed to the next level; the face to face interview. Some of these questions are critical when discussing opportunities that involve relocation. For those readers who have access to The Street Smart Approach to Job Search. Review the examples in the “Asking the Right Questions…” chapter. There are several examples as guidelines.

Closing Technique

Not all interviewers will provide feedback on the telephone interview. Often the candidate needs to ask key questions to judge success. The best question to ask at the end of the telephone interview is; “What happens next?” The answer provided here with give you some idea as to whether you’ll proceed to the next level. If you want to stop at this point based on the information during the call, indicate it at this time. Sometimes it’s the position; not the organization that’s not a fit. Decline graciously on the position, but keep the doors open for a different/better position with the company. Employers are like lovers! A scorned employer can hold a grudge. Nobody wants to go through the time, effort and possibly expense (travel costs) to make arrangements for a personal interview only to have the candidate back out.

Again, it’s the little things that need to be organized to increase success. If you try to just “wing it” you could fail miserable at the worst time and not be able to recuperate with that person or organization. Employers look for professionals who are prepared, organized and can express themselves effectively. Interacting with people that you can not see necessitates a higher level of preparation. Once achieved you use the same materials and simply update them to keep the information current. The suggested techniques will work for multiple situations.