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Phone interviews — don’t get caught with your guard down

Say your job hunt is in full swing. You’ve dropped off résumés, done some networking and sent query letters to job postings.

Then one afternoon you’re relaxing, catching reruns of Third Watch, eating pizza — or you just stepped out of the shower — and the phone rings. There’s a hiring manager on the other end of the line.

You don’t want to be caught off guard, but nobody can wear the job-seeker hat 24/7.

So how can you get ready — and stay ready — to sell yourself in a conversation you were hoping for but weren’t expecting?

It’s a subject Mark James has tackled many times. An executive recruiter and career transition coach, James is the president and founder of San Diego-based Hire Consulting Services. He’s hosted and facilitated executive networking roundtables, career seminars and workshops and worked individually with clients in career transition for more than 15 years.

He also is a certified personnel consultant and a member of the San Diego Professional Coaches Alliance board of directors.

James provided the following suggestions for separating service members forced to make a hard sell while wearing boxers and bunny slippers.

What are the most important things to do when that phone call finally comes?

When you’re being screened or interviewed over the phone, it’s critical to sound confident, professional and relaxed. Avoid coming across as nervous, rambling or uptight. Remember, your mission is to be invited for a face-to-face interview. You need to immediately assume the role of “seller.” If you sell your skills and abilities effectively, the listener will be able to see the value in bringing you in for an interview.

What can job seekers do to switch gears if they’re caught off guard?

First, avoid being totally caught off guard by having some essentials already stationed by the phone. These should include your résumé, a list of professional accomplishments, a list of questions you want to ask the interviewer, some background information on the employer, a few outlines of stories that relate to your competencies and problem-solving abilities, and a list of possible interview times and dates so you can portray yourself as someone available, professional and adaptable. Also, in order to be at your best, make sure you have privacy for the call.

How can a job seeker convey professionalism and make a great impression over the phone?

You can create a winning telephone image by being confident and enthusiastic. Just don’t dominate the conversation. Be prepared to answer the tell-me-about-yourself question early in the discussion, and be able to answer in two minutes or less. Failure to keep your answers brief might put the interviewer to sleep. Also remember to speak clearly and be aware of your pace — not too fast and not too slow. Use concise, fact-filled sentences and phrases. I would also remind anyone to keep from rambling or over-explaining. The verbose candidate has lost more opportunities for a face-to-face interview than the person with short, succinct answers. If the interviewer wants additional information, he or she will ask for it.

Most career coaches recommend that interviewees have a few questions of their own. Is it OK to ask these questions during a phone interview, and if so, what kinds of questions are OK to ask?

Show that you’ve done your homework by asking intelligent questions based on factual information about the opportunity and the company. You can glean this information from conversations with your recruiter, from the company’s Web site or through other research methods. A good way to ask a question is by asking one that demonstrates your knowledge of the industry. For example, you could say, “The industry seems to be moving toward (add a specific emerging technology).” Then ask, “How does your company plan to compete?”

What advice do you have about ending the conversation?

As you proceed during the conversation, try to get a feel for the chemistry or rapport you’re establishing. If you feel the interviewer is impressed with you and you are interested in pursuing the opportunity, do not hesitate to close the conversation by suggesting a face-to-face meeting. It’s OK to say you are very interested in pursuing this opportunity and would like to schedule a time to meet in person.

(Decision Times writer Tranette Ledford interviews a career transition expert each month for the Ask an Expert column.)