Hiring Process Series: Telephone Screening

Before committing to an in-person interview, you may want to conduct a shorter and more casual interview over the telephone to learn more about a candidate.

First Impressions & Narrowing the Field

Telephone screening is not a formal interview. Its primary purpose is to get an initial impression of candidates, and to ask about the most important items on their resumes. The telephone screen can save the employer time by quickly narrowing down candidates and identifying the best ones for the job.

Stick to a Script

Telephone screens, as with all steps in the hiring process, should be conducted in accordance with industry best practices and applicable law. Each candidate should be asked the same set of basic, job-related questions to ensure equal treatment.

It’s a good idea to prepare a telephone-screening form or checklist to use with every job candidate, and to take thorough notes. Click here for a sample form.

During a typical screening call, employers should:

• Explain that they are calling to follow up on the submitted resume.

• Confirm basic information about the candidate, like his or her name and current employment. Ask about the candidate’s main duties and responsibilities at that job.

• Inquire about relevant skills and why the candidate is interested in the position.

• Move through the candidate’s resume, confirming dates and duties of previous employment and the candidate’s reasons for leaving those jobs.

• Allow the candidate to ask questions, and express your appreciation for his or her interest.

If you want to bring the person in for an interview, it is fine to schedule it while on the telephone. However, if you have questions or concerns, say instead that you will follow up within a stated time frame.

Comply with Nondiscrimination Laws

Because job applicants are generally protected from workplace discrimination under federal, state, and local laws, you should avoid questions that might run afoul of them, like inquiries into an applicants’ gender, race, ethnicity, age, religion, disability, marital status, pregnancy, or national origin. Be aware that federal, state, and local law can also place limits on or prohibit inquiries about an applicant’s arrests, convictions, or credit history, and state and local laws are increasingly placing similar restrictions on inquiries about salary history. 

As a general rule, information obtained and requested through the pre-employment process should be limited to that which is essential for determining if a person is qualified for the job. Disregard any irrelevant or inappropriate information the candidate may volunteer that could be considered a basis for discrimination.

Following Up

After the screening, document your follow-up plans and get back to the candidate in a timely fashion. If you are not moving forward with an interview, send an email thanking the applicant for his or her interest and, if appropriate, say that you will keep the resume on file for future consideration. Finally, sign and file your documentation of the screening and retain the record for one year (or longer if required by state or local law).

Source: Zywave