Phone Screening 101: Making the Most of That First Call

A phone screen is often the first interview in a hiring process, and getting one is a good sign. It is also shorter and less formal than the interviews that follow, which leaves many job seekers unsure of how to prepare.

To offer some perspective, we asked two professionals to share their experiences and insights on phone screens, including what candidates can expect and how they can prepare. Their answers show there is no one-size-fits-all process, so what you experience will depend on the institution and the role. Karen Sharp-Price, a certified career coach with SharpHR Career Coaching in Williamsville, New York described a typical phone screen as 15 to 20 minutes, while Sarah J. Hill, a human resources generalist at the College of Business at Colorado State University said calls at her institution run about 30 minutes, While candidates should be aware of these differences and expect some variation, the fundamentals of preparation remain the same: research the institution, review the job description, and be ready to communicate their qualifications and interest in the position.

Why the Phone Screen Matters

"The phone screen stage is a great step to get to," Hill said. "The hiring team has reviewed their written materials and would like to learn more about the candidate, so this is the stage where great interest and curiosity is shown from the employer side."

Sharp-Price advised job seekers to treat the phone screen as a significant opportunity. "As difficult as it is these days to get an interview, once you have a phone screen scheduled, take it seriously," she said. "A phone screen is an interview. It is your opportunity to make a positive first impression and hopefully move forward in the interview process."

What T o Expect on the Call

Sharp-Price said a phone screen is "meant to be a brief conversation." Interviewers are interested in hearing your voice and quickly gauging your skills and personality "They are trying to determine whether you would be a good candidate to invite for a more formal interview," she said.

At Colorado State, Hill said, phone screens are conducted by a search committee made up of a search chair appointed by the hiring manager and one to three other members of the unit who usually work closely with the position. Calls typically include five to 10 questions depending on complexity and allow time at the end for the candidate's questions. They usually run through Microsoft Teams, though that does not necessarily mean cameras are on.

Hill said the call "helps the search committee understand the depth of a candidate's experience that may not have been clear in their written materials."

"This is a great time for us to understand if the candidate has the specific knowledge, skills, abilities, or transferable skills that are required for the role," she added.

The questions are also aimed at getting "a better picture of the candidate as a whole," Hill continued. "How do they present themselves? Can they answer a question fully but not over-explain?"

How To Prepare

"Preparation for any type of interview is crucial," Sharp-Price said. She recommends researching the institution, including what it is known for, how large it is, and whether it has recently been in the news. Make sure you understand the institution's mission before any stage of interviewing.

If you know who will be interviewing you, look them up on LinkedIn. "You want to learn anything you can that could help you make a connection with them during the call," she said.

Have your resume in front of you. "Print out a copy of the job posting and highlight the keywords that stand out," she said, noting the required and preferred skills and experiences that align with your background. Mention these during the screening.

The focus can change with the role. "If you are interviewing for an administrative position, the focus may be on your problem-solving skills or your ability to work with different departments. If you are interviewing for a faculty role, the focus might be on your teaching approach or your research. For staff positions, you may be asked about your technical skills or how you support students or faculty," Sharp-Price said.

Answering "Tell Me About Yourself"

Sharp-Price agreed that the inevitable "tell me about yourself" question can be difficult for a lot of people. "My suggestion is to go back to the job posting and identify the most important qualifications that stand out that they are looking for," she said. "In higher education specifically, I would think about how your background connects to the institution's mission."

She suggests writing out your response in detail, shortening it so it touches on the most important qualifications from the posting, and practicing it out loud. Don't try to memorize it. People tend to get nervous during interviews and can lose their train of thought, she said, and it is easier to pivot than to remember a memorized answer.

Let Your Voice Do the Work

"The tone of your voice makes a difference," Sharp-Price advised. She recommends that her clients put a smiley face on a Post-it note in front of them during the call. "Your smile can actually come through over the phone. It is hard to smile without sounding a little more upbeat."

She also suggests thinking back to times in your work experience when you really enjoyed what you were doing. Keep those memories in the forefront as you answer. "When you talk about something you genuinely enjoyed, your enthusiasm naturally comes through."

Hill said candidates should focus on the way in which they deliver their answers. "If there are introductions at the beginning of the phone screen, this is a great time to mention their enthusiasm for the role and how this position/institution aligns with their goals and values."

Salary Questions

If an interviewer brings up salary expectations, such as the posted range, Hill suggests "a job seeker can compare this to what is actually posted and address if there are any discrepancies."

Hill noted that her institution is in Colorado and follows the Equal Pay for Equal Work Act, which prohibits employers from asking candidates about their salary history. Requirements vary by state, so job seekers should familiarize themselves with the rules that apply to the position."

Closing the Call and Following Up

"A great way to close out a phone screen is by thanking the interviewer(s) for their time, reiterating enthusiasm for the role, and then asking when the candidate should expect to hear back on if they are moving forward in the process," Hill said.

Questions help too. "Always, always, always have at least three questions prepared, even if there isn't time to ask all of them," Sharp-Price explained. She highly recommends asking one in particular: "What are the next steps in the interview process?" The answer helps you determine when to follow up.

After the call, Sharp-Price said, "Candidates often forget to send the thank you note. If you interview in the morning, send it by the afternoon. If you interview in the afternoon send it by that evening." Hill added that the note can also be "a great way to ask any questions that weren't addressed or give more information to an answer the candidate felt they may not have given the best response to."

While You Wait

Candidates should expect a decision by email or phone, Hill said, and it "may come within a few weeks after interviewing." If you do not hear back, a follow-up email asking for the status of the search "will never hurt."

"Being patient is the hardest thing to do as a job seeker," Sharp-Price said. "Higher education hiring can sometimes take longer than expected. Continue exploring other opportunities while you wait. Don't put all your eggs into one basket."

Every institution runs its phone screens a little differently, but the advice from both professionals points the same way: learn about the institution, let your enthusiasm come through, and follow up with a thank-you. A little preparation can help you start the hiring process on the right foot.

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