5 Tips for Conducting Effective Phone Screens to Identify Top Candidates
Unlocking the secrets to conducting effective phone screens can transform the hiring process. In this article, a President and a Recruitment Team Lead share their invaluable insights. Discover how identifying a candidate's motivations can set the tone for a successful hire, and why treating phone screens like conversations makes all the difference. Gain five essential tips from industry leaders to refine your screening process and secure top talent.
- Identify Candidate's Motivations
- Use Structured and Consistent Questions
- Ensure Minimum Qualifications Are Met
- Focus on Must-Have Skills and Fit
- Treat Phone Screens Like Conversations
Identify Candidate's Motivations
Beyond assessing a candidate's experience, one of the most critical aspects I focus on during a phone screening call is understanding what truly motivates them. A candidate's motivations can reveal a great deal about whether they will be a strong fit for the role and the company. If their professional and personal drivers align with what the position or organization can offer, it's a strong indicator of a good match. On the other hand, if their motivations are fundamentally at odds with the opportunity it becomes clear early on that they may not be the right fit, despite having the right experience for the role.
To uncover this, I ask tailored questions based on the candidate's current situation:
For candidates actively seeking a new opportunity, I ask, "What has prompted your search for a new role?" This helps me understand what was missing in their previous position-whether it's growth opportunities, company culture, work-life balance, or something else entirely.
For passive candidates not actively on the job market, I ask, "What would your perfect role look like?" or "What would it take for you to consider a change?" This allows me to pinpoint what might be lacking in their current situation and whether the role I'm offering could meet or exceed their expectations.
Identifying a candidate's motivations is crucial in every conversation. It provides valuable insight into what fuels their ambitions and allows me to determine not just whether they are a good fit for the role at hand, but also whether there may be other opportunities that better align with their aspirations. Even if the position I'm currently discussing isn't the perfect fit, having this understanding increases the likelihood of successfully placing the candidate in the future, building a stronger connection and trust.
It leads to more meaningful conversations and enables you to tailor your communication, highlighting aspects of the role or organization that specifically resonates with their motivations, making the conversation more engaging and impactful as well as providing a more consultative approach, and ultimately a better match for both the candidate and the client.
Use Structured and Consistent Questions
I recommend a structured and consistent approach for initial screenings. Use the same core set of questions for every candidate and base them off of the must-have qualifications you've determined for the role in question. Remember that the goal of phone screenings isn't yet to compare the candidates against each other, but rather to whittle your application pool down to those most promising candidates that it is worth comparing side by side in later stages. You want to keep your focus on the big picture, core requirements, and save the more nuanced details for later rounds. In regards to the questions, I recommend asking open-ended questions that encourage the applicant to give detailed answers. Some examples of good questions to ask: - "Describe your experience with [core skill/concept of the role]" - "Why are you interested in this role/company?" - "What are the key skills that you believe make you most qualified for this position?" - "How have you used [key technology/tool] in a professional context in the past?" Remember that initial phone screenings should be around 15 minutes long, so you want to stick to just the few core questions that will best allow you to create your shortlist of candidates you want to talk to further.
Ensure Minimum Qualifications Are Met
Prior to the phone interview, I recommend ensuring minimum qualifications have been met by either a manual review of LinkedIn and/or résumé and employment application or using an applicant tracking system or AI that can vet candidates. After that step, I suggest utilizing the phone interview for understanding career history, gauging communication skills, and the level of professionalism. The on-site or video interview with the direct supervisor is meant for digging deeper into situational questions. Now that the stage is set for the recruitment process, I recommend the following (general) phone interview questions: 1. Can you walk me through your work history, focusing on your most recent roles and how they align with the responsibilities of this position? 2. What drew you to apply for this position, and how do you see it fitting into your career goals? 3. What is your availability for this position, including your notice period, and are there any constraints we should be aware of? 4. Do you have any questions about the role or company that I can address at this stage? This should take (depending on their length of response) around 20-30 minutes, which is perfect for an initial conversation. You can have an office manager or HR person conduct this step and then pass their findings on to the hiring manager with a recommendation on moving forward or declining next steps. Don't forget to contact the candidate if they are declined - we want to treat people as if they are potential clients during this process!
Focus on Must-Have Skills and Fit
To conduct effective phone screens, keep them concise, focusing on must-have skills and cultural fit. Key questions include:
1. Why are you interested in this role?
2. What's your availability and preferred work environment?
3. Describe a recent project relevant to this job.
Assess communication, enthusiasm, and alignment with role requirements. Prioritize adaptability, reliability, and any red flags regarding punctuality or clarity.
Treat Phone Screens Like Conversations
My phone screens are usually treated like a natural and free-flowing conversation. Once a candidate answers an inquiry, I ask follow-up questions based on their answer. Rather than strictly asking about their experience, use this initial phone screen as an opportunity for you to really get to know the candidate. What is their leadership style? What is their personality like? Can you see them getting along with others? How you converse with the candidate during the phone call can give you a glimpse of qualities and soft skills that you do not get to see on paper.
