How to structure a hiring manager phone interview

You have a phone screen coming up with a potential hire for your team. Here are some tips on how to structure your conversation.

• Phone interviews are typically the first conversation between a candidate and you, the hiring manager. They are usually the second step in the interview process, after a phone screen with a recruiter. 
• They are an opportunity to determine fit - does this candidate have the qualifications needed for the role, and does the role match with what the candidate is looking for.  
• If done well, they can save time and help determine if you want a candidate to progress to the next round.

What to do before your first phone screen

Plan your questions

The more thought you put into phone screen questions, the better results you get. Review the job description and interview guide to determine 4-6 questions you will ask every candidate in the same order. Phone screens are short (typically 30 minutes), so the number of questions should match the time you have. Be sure your questions are different from the ones a recruiter has already asked. 

Create your outcome scorecard

Outcomes interviews limit bias by creating a structure to ensure you are scoring each phone screen with the same criteria (this HBR article has a good guide). Remember, the purpose of a phone screen is to determine if the candidate deserves an interview - if you’ve already determined the answer is ‘yes’ just by reading their resume or looking at their LinkedIn, the phone screen is obsolete. The opposite is also true.

Prepare answers for their questions

Be able to clarify details about this role’s career path, potential first projects, culture, your managerial style and more.

What to do 1-2 days before each phone screen 

1. We know you’re busy - but please prioritize the call. Do this by confirming your calendar and proactively communicating any potential conflicts to the recruiting team. Clear at least 30 minutes on either side.
2. (Re)read the candidate’s resume - candidates can tell if you haven’t. Note or circle certain parts that stand out to you or that you want more color on.

Phone screen interview questions and agenda

Beginning: Put the candidate at ease and build rapport

• Getting ready: Turn off distractions and phone or laptop notifications Briefly share some context about your role on the team, your day to day priorities, and a brief picture of your experience within the organization.
• Start with a warm introduction: “It’s really nice to connect with you; thanks for making time to meet with me today”. 
• Explain the process: Lower the candidates’ stress levels by explaining the structure: the kinds of questions you will ask, how long your call is, and letting them know you’ll leave enough time for their questions at the end. 

Middle: Ask questions to determine the candidate’s fit for the role

The phone screen interview is meant to give the opportunity to determine if a candidate is a fit for the role, and if you want to put them through to the next round of interviews. Your phone interview questions should fall into one of the following categories:

1. About the candidate (1 question)
2. Desire for the job and fit (2-3 questions) 
3. Knowledge of the company (1 question) 
4. Resumes points that need more information or clarification (1-2 questions)

About the candidate

Start with an easy first question. The goal with these questions is to get an idea of the candidate’s personality, what they’re looking for, and whether or not they seem like a good fit. 

• Tell me about your current role
• What are you looking for in your next job?
• What is important to you in your career?

Desire for the job and fit

This is the most important part of the screen - why the candidate wants to join your company and team, and if their experience makes them a fit for the role. 

• What interests you about this role?  
• Why are you interested in a new role? 
• What are you looking for in your next role that your current one doesn’t offer? 
• What would you bring to the team?

Knowledge of the company

This will help you learn both about their preparedness for the conversation and their interest in the role. These questions aren’t meant to test candidates but meant to see if they have an accurate understanding of the role they’ve applied for. 

• What attracted you to our organization?
• What part of your past experience best applies to this role?

Questions asking for more information or clarification

Double-click on parts of the candidates background or experience you’d like more color on. Maybe there’s a particular project listed on their resume you want to hear more about. Or, describe an important task the person will be handling and ask them to describe something they’ve done that’s comparable. Ask them to walk you through a system they designed or some code they wrote. It’s important to be clear about what you’re looking for in these types of evidence, both with yourself and with the candidates. 

If the work you’re evaluating was collaborative, ask for specifics on what the candidate did themselves:

• “What parts of this did you contribute?”
• “How did you divide up the work with your colleagues?”
• “What did you learn from your collaborators in doing this work together?”

End: Wrap-up and next steps 

Give candidates time to ask you a few questions. Not only is this a polite gesture, but the questions they ask will give you insight into their priorities, their concerns, and their level of knowledge. 

Close by asking, “Is there anything that you feel is relevant to our conversation that we haven’t discussed yet?” Then share appreciation for their time and set expectations for next steps. Let them know who they’ll be hearing from and (roughly) when, so they’re not left wondering where things go from here.

Once the phone interview is complete, score the candidate on your scorecard or in your company’s ATS. If you want to move forward let your recruiter know to avoid any delay in scheduling the next step.