Don't be afraid to pick up the phone!



The telephone interview is by far becoming more and more popular. Many job hunters still get that adrenalin rush even with the phone interviews. But following the tips and advice in this article will help you master the phone interview and get you to the next step - the face to face interview.

Often, the first step in the hiring process is the telephone interview 80% of jobs are won or lost during the first five minutes of the conversation. Given these circumstances, it is essential to prepare thoroughly for the interview and to master the relevant techniques.



Telephone Interview Tips:





Use a land line.

You don’t want to risk having problems with cell phone service. It is irritating for employers to conduct interviews if the call breaks up frequently or is dropped completely. If you don’t have a land line at home, just make sure you are in an area with as much cell phone service as possible. Do what you can so the process runs as smooth as possible.



Keep your materials handy.

In fact, lay everything out in front of you. This includes your resume, notes about your career objective (even if it isn’t included in your original cover letter it’s a good idea to have this out depending on the questions he will ask you), a pen and pad of paper for note-taking and anything else you think may be helpful during your interview.



Steer clear of distractions.

Find a quiet place to interview and stay there! There shouldn’t be any noise in the background to distract you or your potential employer. However, it is understandable that this can be tricky if you have young children at home who need your attention. When you set up your interview appointment, try to schedule it for as precise a time or window as possible. That way, you are able to avoid possible distractions



Speak slowly and clearly.

When you speak to people face-to-face, you are able to understand what they are saying more clearly because you can see their mouth move. So in a way, you are reading their lips! Neither you nor your potential employer will be able to do this over the phone of course, so speak clearly and a little bit more slowly than you would if you were talking to this person in person. If you can’t hear him, drop hints that he isn’t speaking clearly or loud enough by politely asking him to repeat himself. If this makes you uncomfortable at all you can always blame it on your phone: “I’m really sorry, it’s hard to hear you, the volume on my phone just won’t go up!”



Remember – you can’t be seen. That means that anything you say cannot be interpreted by your body language. Beware of jokes or sarcastic remarks that would have been harmless had he seen your facial expression. Maintain your professionalism; stay on target with the interview topics and focus on the key information about you that will get you hired.



No eating, drinking or chewing gum!

This is self-explanatory. But, we humans are creatures of habit and might pop a potato chip in our mouths at just the wrong moment. However, when I say no eating or drinking I mean during the phone interview. You should eat beforehand to get your brain going so you can focus.



Prepare questions ahead of time.

Just like in a personal interview, prepare a few questions to ask your potential employer at the end of your phone interview.



Also,





Ensure that your contact information is accurate



When filling in your application form, it is essential that you provide prospective employers with accurate contact information. No employer wants to waste time trying to contact you if you have changed your phone number or have moved to a new address. Most employers will reject those candidates who provide inaccurate contact information.



Keep things professional



If you aren’t available when the employer calls, he or she is likely to leave a message for you on your answering machine. Make sure that your answer phone greeting is professional – an overly long or silly message is never endearing.



Practice



Phone interviews can often be quite intimidating. Practice with a friend – have them ring you up and ask you interview-style questions. This will also provide you with the opportunity to assess your style. Because you are being interviewed over the phone, you might feel tempted to adopt a more colloquial tone when answering questions. However, doing so could damage your chances of obtaining the job. Instead, try to sound confident and professional.



Alternatively, use a cassette recorder to record yourself giving answers to mock questions. Are you prone to stuttering? Are your answers interrupted by multiple ‘ums’ and ‘ahs’? Taping yourself speaking can help highlight these problem areas. Employers generally want to hire someone who can communicate confidently and comfortably.



Find out as much as you can

Find out as much as you can about the company and the job description. If your telephone interview has been arranged by a third party, you should receive much of this information from them. But in any case, do your own researches - company websites are one of the best sources of information. Find out about the size and structure of the company, its products and its markets.



Get comfortable



Some people prefer to stand when being interviewed over the phone. Researchers have found that people tend to sound more professional when standing upright compared to when they are lying curled up in an armchair. However, other interviewees claim to find the experience less stressful when sitting. Either way, make sure this isn't an issue before the interview itself. Obviously there’s no reason to wear a business suit for an interview that’s being conducted over the phone. Remember, however, that it is always harder to sound professional if you are answering interview questions dressed in an old bathrobe and slippers.



Don’t forget memory aids



Use flash cards to provide you with an outline of the things you want to mention during the course of the interview. However, it is essential that your responses don’t sound memorized. Keep a copy of your CV at hand if you are liable to forget details of past employment, training or work experience.



There’s no need to fill the all the silences



If you have finished answering a question, but the interviewer has failed to ask you another one, don’t try to fill the gap with garbled chatter. Wait patiently for the interviewer – he or she might want to discuss something with his colleagues or co-interviewers. Alternatively, you could always ask the interviewer a related question about the job.



Other practicalities



At the start of the phone interview, confirm the caller’s name and organization and take down their telephone number. You could always create a phone interview log. This is a useful way of recording calls from potential employees



Try not to cough or sneeze during the interview. If it’s unavoidable, say ‘excuse me’ after the interruption. Needless to say, don’t chew or munch during the interview. Noiselessly sip water if you need it. If you are being interviewed over your landline, switch off your mobile phone. Also, disable the call-waiting feature on your telephone and never place the interviewer on speaker-phone.



If you have a cordless phone, move to an area free of distractions and ensure that its batteries are fully charged. If you choose to take the phone interview over a mobile phone, make certain that the reception from your present location is good. Never take the phone interview when outside, particularly if it is windy. Wind noise can make it harder for the interviewer to hear your answers and for you to answer his or her questions.



If you are hearing impaired…



If you find phone interview situations difficult to handle on account of a hearing impairment, email the employer beforehand. It is likely that the interviewers will be more than willing to make alternate arrangements to accommodate your condition.



Finally...



Don’t forget to thank the interviewer once the interview is complete. It’s always a good idea to follow up with a thank you note to the employer, as this helps to emphasise your interest in the job.







Conclusion



By following these simple instructions, you will be able to master the techniques necessary to successfully complete a phone interview. Remember to stay calm during the actual interview – your hard work and preparation are sure to pay off in the end.





The main rules are

• Think about how you normally answer the phone at home. When you answer the phone, do so by announcing your name, in an enthusiastic style: 'Name’, Good Morning!' If this is not your natural style, change it!

• Sound interesting/interested, energetic and enthusiastic

• Be succinct (don't waffle)

• Ask open-ended questions (beginning with who, what, when, why, where, how: these all ask for information, and keep the ball in the other person's court). Be prepared that they will do exactly the same!

• Don't use jargon

• Don't swear or use colloquialisms (local phrases: 'I covered the whole of Delhi …….')

• Be polite: speak to Ms (not Miss or Mrs. - even if you know their marital status), or Mr. Name. If you are invited to use their first name, then use it. Use their title if you know they are for example, a doctor.

• Use the other person's name regularly throughout the conversation (but not all the time). Also, use the company name a few times.

• Have good Tone – not very soft or hard, This is also an important aspect of this form of interview





Prepare to answer these questions



You can't prepare for every possible question, but there are a few which frequently come up:

• Tell me about yourself! (see above)

• What do you know about our company? (see above)

• What are you looking for? (More trick,. Beware about saying things which the manager might not want to hear: 'I want to get into marketing' unless you know for sure that this possibility exists. Keep your answer general: 'I'm looking for a chance to join a progressive company which gives hard workers a chance to shine. What opportunities exist at X-Co. Mr. Surname?')



• What would you like to know about us? (A good opportunity to ask your prepared questions. Don't be afraid to ask the tough questions. If there's something about the job which doesn't suit your purpose (or vice-versa) there's little point in proceeding.)



• What are your strengths? (Again, be careful. If you know for sure what the manager is looking for, you can tell him ('I'm strong in ion-chromatography') but if you don't know this, you're better off saying you have general, positive characteristics ('I've been told I have energy, enthusiasm and 100% commitment to the job I'm working on'). Don't over-egg it though - the manager may want you to substantiate your claims!



• What are your weaknesses? This may be disguised - 'What areas will you need support and training in?' (Obviously, don't shoot yourself in the foot -'I'm lazy!') If you know you've got a weakness in respect of this particular job, you might as well admit it. There's no point in getting a job under false pretences - you'll only be found out. But there's no harming in saying 'Well, I can't claim to be an expert in ion-chromatography Mr Brown, but I'm very keen to learn, and I'm quite prepared to study in my own time to improve. Tell me, what training does your company provide?)



• What else would you like to know? (An ideal opportunity to 'close' - see below)

Be prepared to answer 'objections' - If the manager says something negative, try to overcome the objection.





Closing the telephone interview



Part of the purpose of the telephone interview (from the hiring manager's perspective) is to find out how keen you are, and (especially in the case of sales jobs) whether you have natural closing ability.



As soon as it seems appropriate during the conversation, ask for a date to meet for a face-to-face interview. Say something like 'Well, this certainly sounds like just the job I'm looking for Mr. Surname. I'm sure I can contribute a lot to your company. I'd really like to visit you to show you what I can do for you. When can you meet me?'



You may have to be content with the response 'I'll call you', but at least you can ask 'When am I likely to hear from you?'. If the manager hedges, decide upon a reasonable time scale, and suggest 'Well, I'm very keen to know if I've got a chance with you Mr. Surname, so if I haven't heard from you by next Friday, would you mind if I call you then to find out?'

This approach is particularly important if you are applying to sales jobs, as you are expected to demonstrate your natural salesmanship. But even in the case of other jobs, most people will appreciate your keenness and enthusiasm. If they don't, and you lose the job on account of being 'too pushy' (most unlikely) well, is it the sort of job you wanted anyway?





If you are invited for a face-to-face interview



thank the manager, and ask for details:

• When?

• Where?

• With whom?

• What should you take to the interview?

• What will the procedure be?

• Will they be able to make a decision after the next interview? If not, what will happen after that?

• How many people are you up against?

• What is the most important thing the company is looking for?

Don't worry if you don't feel able to ask all these questions. The first three questions are the most important obviously.

If your telephone interview has been arranged by an agent/recruitment consultant, telephone them immediately to let them know the outcome. They should be able to find out the answers to the other questions, on your behalf.





When You Miss the Call



If the hiring staff leaves a message for you, return the call as soon as you can. As you are returning the call, remember that the recruiter may have called 10 other people that day about the same or a different position. When you return the call, give your full first name and last name and indicate that you are returning the recruiter's call regarding the xxx position.





Have a Overview in short



Try to reschedule surprise interviews. Say that you have a conflict and suggest a time you can call back. When you call back, be prepared for the call just as you would for a full-dress interview.



Have ready

• pen and paper, a calculator

• the job ad and the resume and cover letter which you sent in response to the ad.

• a list of your accomplishments which relate to the job you are discussing.

• research you have done on the company.

• a short list of questions about the job.

• your calendar.



The Techniques of a Pro

• Smile - it comes through in your voice.

• Speak directly into the phone.

• Don't smoke, chew gum, eat or drink anything. It all telegraphs to your listener.

• Stand up. Your voice sounds stronger.

• Avoid ah, er, hum. This habit is especially noticeable on the telephone. This takes practice. So practice.



For a winning performance

• Confirm the caller's name and company. Get the caller's telephone number.

• Be aware that the caller can't see you - can't see your hand gestures, can't see you taking notes.

• Pace the call. Let the caller do most of the talking, without interruptions.

• Do use the technique of repeating or re-phrasing questions. It tells the caller that you listened carefully, and gives you time to think about your answer.

• Avoid the simple yes or no; add selling points at every opportunity.

• If you need time to think, say so - as in radio, silence during a telephone conversation is dead air time.

• Compensation issues come at the end of the interviewing cycle, never at the telephone stage. You can truthfully say you don't know enough about the job to state a salary figure. And, of course, you would need a personal interview to really talk with the company.



Which is another way to go for the personal interview Re-affirm your qualifications, express your interest in the job and the company. Say you would appreciate the opportunity to talk about the job further - in person.



Hi friends this all about telephone interview in general as asked by Pradeep sir, i haven't received any specific query from any other member.



May be i have left any point please remind me. Also writing in Ms Word and pasting here gets a difference, please don't mind