How to Effectively Phone Screen Applicants Well

Jonathan Kidder

5 years ago

To identify the most suitable candidates for a position, it’s crucial to first gather all the relevant information for the job advertisement. After crafting and publishing the ad on various job boards, the application and phone screening process can commence. When creating the job ad and screening applicants, it’s important to keep a few crucial points in mind. Alongside outlining the basic qualifications required, consider including unique abilities that may assist in eliminating unqualified candidates early on in the process.

The Importance of Phone Screens and the Interview Process

It is important to phone screen candidates well because it is an efficient and cost-effective way to narrow down the pool of applicants and identify the best fit for the position. Phone screening allows hiring managers to quickly assess a candidate’s qualifications and determine if they are a good fit for the position, without the need for an in-person interview. Additionally, a well-conducted phone screening can provide valuable insights into a candidate’s communication skills, professionalism, and interest in the role. Phone screening also helps to identify red flags such as lack of qualifications or lack of interest in the role early on in the hiring process which can save time and resources in the long run. Overall, phone screening can be an effective tool for identifying the most qualified and motivated candidates, and reducing the number of in-person interviews needed.

Managing Unconscious Bias

When assessing applications and during the interview process, be wary of the unconscious tendency to migrate towards people who share common interests or past experiences. These commonalities certainly make conversation easier, but caution against this and other biases that sometimes hinder the hiring process. Recruiters are the gatekeepers when it comes to finding and qualifying leads. Our job is to quickly assess someone’s skillsets, soft skills, communication abilities before we schedule a technical phone screen or onsite interview.

Here, I’ll discuss certain details to be aware of before listing the job, as well as helpful techniques that will aid in the screening process.

Here’s how to screen applicants well:

1. Evaluating Resumes

The resume is basically a candidate’s sales pitch to the hiring company and should make a great first impression. When evaluating the resume, look beyond matching skills and experience to the job requirements. For example, pay attention to the layout and quality of detail. Is it professionally written or does it have typos and poor sentence structure? If it’s haphazardly written, it could indicate a lack of attention to detail, which may carry over into job performance. Finding spelling errors or misinformation is a red flag to reject the applicant.

2. Screening Cover Letters

The purpose of a cover letter is to make an applicant stand out above the rest. It provides an overview of who the person is, why they’re interested in the job, and what they can offer. Typically, motivated candidates will routinely include a cover letter when applying for a job. If this an important document in the screening process, make it a requirement. Have them answer certain useful questions, such as:

Why are you interested in this position?
Explain why you are the best fit for the job?
What do you hope to gain from this job, if hired?

3. Assessing Video Applications

Video applications are often submitted along with a resume and cover letter. Since the goal of both the cover letter and video application is to introduce the individual and justify why they should be considered, it may also replace the cover letter. This visual tool is quite useful for asking the candidates to introduce themselves, highlight a relevant skill, and describe why they are qualified for the role, in two minutes or less.

4. Screening and Interviewing Tips

During the screening and interviewing processes, being responsive to questions and providing feedback to candidates is crucial. Even when candidates aren’t suited for a specific job, making a good impression on behalf of the company is essential for both future hiring possibilities and potential references. Below is a template example to use when screening an applicant over the phone:

Here’s a Phone Screen Template:

Are you open to looking at new opportunities?
Have you been actively interviewing?
Motivators
1. What are you looking for in your next step?
2. What are 2-3 elements you’re looking for in your next step?
3. Is there anything in particular that interests you about our company? (Specific team, technology, etc.?)
Are you open to the location (preference)? Would you be open to relocation?
First off, have you connected with anyone in our company? What interests you about us?
Have you ever worked for our company or one of its subsidiaries in the past?
Do you now or will you in the future need immigration support to work in the US?
1. YES: What is your current work status? you are currently on a visa or work permit, please specify:
2. What type of work authorization do you currently hold?
3. The start and expiration date (include any extensions)
4. How long in H-1B status?
5. Do you have any green card applications pending on your behalf?
6. Do you have an approved I-140 petition on your behalf? If so, for what position was it filed?
7. Do you have an I-485 application pending? If so, on what date was it filed?
8. Please list any other types of sponsorships you have held (if any), and for how long:
9. If holding F1 sponsorship, do you hold a valid OPT EAD?
Timeline to start?
Without giving me any insights into your current compensation, what are your salary expectations to make a move?
Broadly speaking, how many years do you hold in your field professionally?
Leadership based questions:
1. Tell me about a time when you saw a peer struggling and decided to step in and help?
2. Tell me about a time when you didn’t know what to do next or how to solve a challenging problem?
3. Tell me about a time when you not only met a goal but considerably exceeded expectations.
Tell me a little more about your current role at (company)
1. What are you working on?
2. Tell me about your team dynamic?
3. Do you have any direct reports?
Discuss job opening requirements and what the team/project is working on.
End the call by talking about the next steps.

5. Phone Call Tips from a Recruiter

On average, I do roughly 10-12 phone screens per day depending on my week. I recommend getting comfortable by using a standing desk, using a note-taking app (evernote), drinking plenty of water, and taking 10-15 minute breaks every 2-3 hours. Let the applicants answer the questions but don’t feel bad if you have to redirect the call if they ramble on. Also, if you hear any red flags use those hints as a way to coach the applicant during the call or afterward.

I’ve been doing tech phone screen calls for roughly a decade now and the best advice that I heard was don’t feel bad if you forget a call and make sure you write everything down either in a note app or in a CRM tool. Finally, I learned how to improve my phone screens by sitting close to other senior-level recruiters on the phone. I love listening to their phone calls throughout the day. If I hear something that I like I use that in a future call.

By implementing these screening techniques in conjunction with tools that help you optimize the process, you’ll have a list of qualified candidates ready to schedule tech phone screens with your team.

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