“Hi, who’s this?”
*beep beep*
The candidate just hung up, and you’re staring at your phone, realizing you completely blanked on their name, the role, and every question you meant to ask.
Sound familiar?
Most of the recruiters have been there: unprepared, flustered, and watching great candidates slip away because of awkward phone screenings.
But here’s the thing: phone interviews don’t have to be painful.
This guide will show you exactly how to turn those awkward calls into confident phone interviews that help you make better hiring decisions every time.
How to conduct a good phone interview [6 major steps]
Step 1: Prepare for the questions to be asked of the candidate
More than parsing resumes, your job as a recruiter is to understand the open role, align expectations, and craft a conversation that feels natural and warm.
Start by thoroughly reading the candidate’s resume, application, and any supporting documents.
Look beyond the surface and note any gaps, frequent job changes, or notable achievements.
Based on your research about the candidate, prepare personalized questions you can ask them during your conversation.
For starters, these 10 phone interview questions can help you assess their fit:
- Hi [Candidate_name], tell me a bit about yourself and your work background.
- Why did you apply for the [Position_name] role at [Company_name]?
- Tell me about a problem you encountered in [Previous_company_name] and how you solved it.
- What are your long-term goals with this company?
- What are your salary expectations?
- What’s something you worked on that you’re proud of?
- Are you interviewing with other companies?
- What type of management style do you prefer?
- When can you start?
- Do you have any questions?
Step 2: Confirm the details about the candidate
It’s essential to verify key aspects of the candidate’s background and expectations to ensure alignment and avoid unnecessary delays in the hiring process.
First, clarify availability and start date, confirm any notice period, upcoming commitments, or scheduling constraints to determine if their timeline aligns with yours.
Next, verify practical logistics, including work location (remote, hybrid, or on-site), travel readiness, and work authorization if applicable.
Compensation expectations must also be clearly aligned. Early discussion of salary not only confirms mutual fit but also avoids wasting time if expectations don’t align with the budget.
Step 3: Start with a warm rapport to make the candidate comfortable
Setting a friendly tone from the very start helps the entire conversation to flow more naturally.
Beginning with a warm greeting like, “Hi, thanks so much for making time today!” immediately puts candidates at ease, helping to put them at ease and remind them that they’re talking as people, not just as applicants.
Since body language and visual cues are absent in voice-only interactions, your choice of words and tone carries all the emotional weight.
Bonus tip:
- Smile while talking: It may sound odd, but your tone becomes noticeably warmer and more welcoming.
- Match the candidate’s speaking pace: This helps build rapport and makes the interaction feel more natural.
Step 4: Establish an ideal setting for a phone interview
Ensuring an optimal environment for a phone interview is crucial to facilitate clear communication and maintain a professional demeanor. Consider the following best practices:
- Select a quiet location: Choose a space free from background noise and distractions. Inform people around you to minimize interruptions during the interview call.
- Check your equipment: Ensure your phone or computer is fully charged and has a stable connection. Test your microphone and speakers beforehand to confirm clear audio quality.
- Prepare necessary documents: Have your resume, the job description, and any notes readily accessible. This allows for quick reference during the conversation.
- Eliminate distractions: Silent notifications on your devices to maintain focus. If using a mobile phone, consider turning off call waiting to prevent interruptions.
- Maintain a professional demeanor: Even though the interview is over the phone, dressing professionally can positively influence your mindset and performance.
Step 5: Allow questions from candidates & listen actively
Allowing candidates to ask questions shows consideration and reveals their true engagement.
Active listening means paying close attention to the candidate’s words and tone, without distractions. It builds rapport and encourages openness. Recruiters who listen well ask better follow-up questions and clarify key points
For example, saying, “So you’re saying your main approach was collaborating closely with stakeholders, did I get that right?”, which shows genuine attention and invites elaboration.
Step 6: Reflect & evaluate
After conducting a phone interview, it’s crucial to assess the candidate’s suitability for the role systematically. Here’s how to effectively reflect and evaluate:
- Review your notes: Immediately after the interview, go through the notes you’ve taken to capture your initial impressions and any key points discussed.
- Assess communication skills: Evaluate the candidate’s ability to articulate thoughts clearly and listen attentively. Effective candidate communication is vital for most roles and can be gauged even in a phone interview.
- Evaluate cultural fit: Consider whether the candidate’s values and work style align with your organization’s culture and values. This can be assessed through their responses to behavioral questions and their understanding of the company.
Frequently asked questions
1. For how long is a phone interview conducted?
In most cases, a phone interview is a quick check-in between recruiter and candidate, commonly lasting between 15 and 30 minutes, enough time to cover important ground without dragging on.
Some organizations prefer an ultra-efficient 10-minute phone screen, ideal for rapidly filtering out clearly unfit candidates and keeping the process moving smoothly.
2. What are the key differences between phone and in-person interviews?
When you’re conducting a phone interview, the biggest benefits are speed, flexibility, and cost-efficiency. Candidates don’t have to travel, making it easier to schedule across time zones, and you can fit several screenings into one morning.
On the other hand, in-person interviews offer richer interaction. You can read body language, assess culture fit more intuitively, and conduct deeper, more natural conversations with plenty of room for probing questions, often lasting 45–60 minutes or more.
3. How are phone interviews conducted through AI?
In an AI-conducted phone interview, you’re not talking to a human at all, but a system, often integrated with an ATS, that uses natural language processing (NLP) to interact with you conversationally.
The AI initiates the call and walks you through a set of predefined questions tailored to the job’s requirements, such as your availability, experience, or situational responses.
You’ll respond verbally, and the AI will understand, transcribe, and often analyze your tone, confidence, clarity, and content.
Blog summary
This blog offers recruiters practical advice on how to run successful phone interviews. It covers everything from preparing ahead of time and setting the right tone to using active listening skills and evaluating candidates after the call.
You’ll also find sample questions, tips for handling unexpected situations, and a comparison of phone interviews with in-person and AI-based formats.
