How to Attend Telephonic Interview - (Plan it, Do it. Definitely you will win it.)

Telephone Interview Preparation

In preparing for your phone interview, there are several things you can do.

• Tape your resume to a wall in view of the phone. It will be there for the call and will be a constant reminder for your job search.
• Keep all of your employer research materials within easy reach of the phone.
• Have a notepad handy to take notes.

If the phone interview will occur at a set time, there are additional steps you can take:

• Place a "Do Not Disturb" note on your door.
• Turn off your stereo, TV, and any other potential distraction.
• Warm up your voice while waiting for the call. Sing an uplifting song to yourself.
• Have a glass of water handy, since you will not have a chance to take a break during the call.
• Speaking of breaks, if your phone interview is at a set time, make sure you answer nature's call first.
• Turn off call waiting on your phone.

Here is a simple technique to increase the enthusiasm and positive image that you project over the telephone: stand up. Whenever you are talking with a potential employer on the phone, stand up. It gets your blood flowing, improves your posture, and improves your response time. So apply this same technique to improve your telephone presence.

In prep for a telephone interview make sure that you have a mirror within view. Why? Because I want you to look into that mirror consistently throughout the phone call. And smile. You will improve your telephone presence 110 percent just by using this simple technique. You will find yourself coming across much friendlier, more interested, and more alert.

Take the time to warm up your voice on the way to the interview. Turn on a radio station you enjoy and sing along. Top of your lungs is just fine.

During the Phone Interview

• Don't smoke, chew gum, eat, or drink.
• Do keep a glass of water handy, in case you need to wet your mouth.
• Smile. Smiling will project a positive image to the listener and will change the tone of your voice.
• Speak slowly and enunciate clearly.
• Use the person's title (Mr. or Ms. and their last name.) Only use a first name if they ask you to.
• Don't interrupt the interviewer.
• Take your time - it's perfectly acceptable to take a moment or two to collect your thoughts.
• Give short answers.

After the Interview:

• Take notes about what you were asked and how you answered.
• Remember to say "thank you." Follow with a thank you note which reiterates your interest in the job.

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1. Be prepared.

Be ready by:

·         Having a place to keep notes and files.

·         Keeping paper and pencils by the phone.

·         Preparing three to five key statements about your strengths and listing them on 3-by-5-inch index cards for easy reference.

·         Reviewing questions that you can reasonably expect to be asked and preparing answers for them.

2. Sound positive, self-confident and focused.

What you say and how you say it is critical to your career future. If you're properly organized, take out your notes for easy reference during the interview.

The fact that the recruiter has called you indicates that your resume or a member of your network has given him or her a favorable impression of you. You need to confirm this impression. Put a smile on your face and into your voice. You need to demonstrate your enthusiasm and interest through your voice and telephone manner.

3. Focus on what you offer and can do.

Employers hire people for what they can do for them. The recruiter's mission is to screen candidates and recommend those who will best meet the employer's needs. Your goal is to be recommended for further consideration.

When describing your background, reinforce the positive and avoid the negative. You'll only get one chance to make a positive first impression. Stay focused by reviewing and use the key points you wrote down about your strengths.

4. Be a good listener.

Avoid interrupting and let the recruiter complete his thought or question before you respond. Ask for clarification. Use open-ended questions. The more information you can gather, the better you can respond.

5. Maintain an open mind.

Work towards creating a partnership with the recruiter. Look for areas of agreement. Build on the positive. Find ways to help the recruiter explain why your candidacy will make the employer's job easier and make the hiring manager look good.

6. Think creatively.

Prepare responses to these typical interview questions:

·         What are you looking for?

·         Why are you looking to change?

·         Are you currently employed? If not, why?

·         What are your current earnings?

·         What are your salary expectations?

·         Are you willing to relocate? Change industries? Travel?

·         What are your strengths and weaknesses?

7. Write out your responses and practice reading them aloud.

This will help you to remember the response and sound natural when providing it. By knowing what to say, you'll seem more confident, in control, organized and focused, all qualities that recruiters seek in candidates.

Most candidates usually are asked about their salary expectations during screening interviews. Recruiters and employers usually have a salary range in mind, and while often unwilling to share it at this stage, they expect you to answer.

Your objective at this point is to win acceptance and be recommended for further consideration. Accordingly, you may want to avoid providing a direct answer to this question and reply instead by saying something like, "While compensation is important, other issues are also important. If they can be clarified, then the compensation issue won't be a problem."

By using these tips, you'll be more likely to win the first five minutes of the screening interview, which is key to reaching your career goal.

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Managing the Telephone Interview
Have ready

• pen and paper, a calculator
• 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. Re-affirm your qualifications, express your interest in the job and the company.

1. Treat the phone interview seriously, just like a face-to-face interview.

A phone interview seems so informal on the surface that it can be easy to fall into the trap of "phoning it in" -- i.e., not preparing for it as well as you would for an in-person interview. Be sure to research the company, study the job description, and practice your responses to anticipated questions, just as you would for any other interview.

2. Have your resume and cover letter in front of you.

You'll almost certainly be asked about some of the information that appears on these documents. You might also want to have in front of you any supporting materials that relate to information in your resume and cover letter, like documents you've designed or written, a portfolio of your various projects, or the written position description from your key internship.

3. Make a cheat sheet.

Jot down a few notes about the most critical points you want to make with your interviewer(s). Are there certain skills and experiences you want to emphasize? Do you have certain interests or passions you want your interviewer(s) to know about and understand? Be sure these pieces of information appear on your crib sheet. Then touch on them during the interview, even if your only chance to do so is at the end of the session when the interviewer asks you if you have any questions or anything to add.

4. Shower, groom and dress up
5. Stand up, research has shown that you project yourself better when you're standing up, and you'll feel more knowledgeable and confident.

Telephone Interviews

Phase I - The goal of a telephone interview is to get a face to face interview. 3. Stand when on phone: This common technique allows your voice to project and sound more confident. Insure you are in a location where you will have no distractions. If you can have a mirror to look in, use it. Your facial expressions will reflect through your voice. If you are smiling, you will sound interested. If you are frowning, you will sound disinterested. 4. Be Up, Enthusiastic: You are only a resume, a piece of paper, to the potential employer. They likely have many resumes. Your enthusiasm/energy must stand out, but don't sound phony. 5. Speak clearly and slowly: Many people get very nervous during telephone interviews and may have a tendency to mumble into the phone. Relax, speak slowly. Do not sound rushed or anxious. 6. Make preparation notes (questions): But do not write a script for the interview, just speak freely from your notes. See "Questions to ask" for further insights. Phase II 1. Be prepared to give highlights: Be prepared to give a positive two minute summary of your professional career. Rehearse this! 2. Asks questions: You should talk and carry the conversation, not the employer. Avoid yes & no answers. Phase III 1. Have script for this item only... When you sense the conversation is ending, be proactive and ask... 'Well, this certainly sounds like just the job I'm looking for Mr. Brown. 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. 2.  Avoid weak excuses. NEVER CRITICIZE YOUR FORMER EMPLOYERS. 3.  NEVER ASK QUESTIONS IN THESE AREAS IN A TELEPHONE INTERVIEW a) Dollars, b) Security, c) Benefits, d) Commute, e) Comfort & convenience, f) Hours 4. Call Recruiters with feedback and to share the results of your interview!

Questions to Ask

Remember that an interview is a two-way conversation. For you, the interview has two purposes: one, to sell yourself, and two, to evaluate the position. After asking questions, the interviewer usually invites you to ask questions. By asking informed questions, such as the following, you not only gain knowledge about the potential employer, but you also make a good impression.

• What is the size of the organization, volume of business, profitability?

• If this position is offered to me, what are the initial projects for which I would be responsible?

Be prepared:

• Have a copy of your resume, transcript, and the job description in front of you during the interview.
• Keep a log of companies and titles of jobs you've applied for, which will help you be better prepared if you are called unexpectedly.
• Attend phone interview workshops and participate in mock phone interviews offered by your career center.
• Practice, practice, practice.

Be professional:

• Record a professional message for your answering machine or voice mail.
• Have a "canned" response ready for a recruiter if you're caught off guard.
• Turn off music or the TV during the interview.
• · Don't eat, drink, or chew gum during the interview.
• Don't type on your computer during the interview.
• Don't put an interviewer on hold to take call waiting.

Be personable:

• Be enthusiastic-show interest in the position and the organization.
• Ask pertinent questions about the job and company, not just about salary, benefits, and/or hours.
• Talk slowly and show self-confidence.
• Thank the interviewer for his or her time.

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Preparation

Preparation for a telephone interview is as important as preparation before any other form of interview or meeting. The impression you create in the opening moments, and the manner with which you present yourself will determine whether or not you will be successful.

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.

Make a note of any questions you would like to ask. Ask about things if they are important to you, especially if your decision whether to proceed depends upon the answers (for example: will I have to relocate? (if that is something you don't want to do!). Otherwise, ask broad questions such as 'What training will be given?', 'What opportunities are the for advancement?'. Have these questions written down.

Have a notepad and pen ready, along with your diary.

Have your CV at hand. In all probability the hiring manager will have a copy of it too, so you probably won't be asked to describe your background in detail.

Prepare mentally, or better still in writing, a very brief 'potted history' to answer the demand 'Tell me about yourself.' Managers ask this not because they want the information (they already have your CV!), but because they want to listen to you, to find out how communicative you are, and how you sound.

The Call

If you have been told that the hiring manager will call you - do not expect the same rules to apply! They will call you when they want to! (They're the one with the job after all!)

Tone of voice. This is the most important aspect of this form of interview. The detail is of very little importance - the manager has your CV, so they know exactly what you've done, and in all probability wouldn't be talking to you if they weren't essentially interested.

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: 'John Pickles, Good Morning!'
• Sound interesting/interested, energetic and enthusiastic
• Ask open-ended questions
• Be polite: speak to Ms (not Miss or Mrs. - even if you know their marital status), or Mr. Jones. 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.

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? 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. Brown?')
• What would you like to know about us? See ask questions section above.
• What are your strengths? you're better off saying you have general, positive characteristics Example: '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?' If you know you've got a weakness in respect of this particular job, you might as well admit it. There's no harming in saying 'Well, I can't claim to be an expert in mainframe Mr Brown, but I'm very keen to learn, and I'm quite prepared to study 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.

Example: 'I don't think you'll be suitable because you have no ion-chromatography experience!' Answer: 'This is true Mr. Brown, but I'm very familiar with other forms of chromatography, and I'm a very quick learner. I didn't know anything about gas-chromatography when I started with my current company, and now I'm regarded as an expert. If I was prepared to use my own time to study, would you be prepared to train me?'

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 whether you have natural closing ability.

As soon as it seems appropriate during the conversation. Say something like 'Well, this certainly sounds like just the job I'm looking for Mr. Brown. 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.

You may have to be content with the response, but at least you can ask 'When am I likely to hear from you?'.

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.

Remember, the most important things that all employers are looking for, in any circumstance is energy, enthusiasm and 100% commitment to the job.

Good luck!

Cheers!!!

Be Confident, Do Confident.