A Guide to Conducting a Successful Recruiter Phone Screen

UPDATED: May 23, 2023

The recruiter phone screen is a crucial step in the hiring process, aimed at understanding the candidate's skills, qualities, motivations, and goals. This blog post provides a framework for conducting an effective recruiter phone screen, with tips and key questions to ask. By following these guidelines, you can make the most out of the conversation and gather valuable insights about the candidate.

Note Taking:

Taking thorough notes during the phone screen is essential for keeping track of important details. These notes serve as a guide throughout the candidate's journey, so it's crucial to choose your words wisely. Determine a note-taking system that works best for you, whether it's using a template, a blank page, or jotting down notes in real time. There are other technologies available like Otter.ai that can transcribe the conversation for you in real time. 

I find it helpful to take notes during the call using the notes app and adding my own assessment at the end, including next steps and actionable item to the hiring manager and hiring team.

Consider this template below as a flexible framework that can be adapted to your personal interview style. With practice, the principles outlined here will become second nature, allowing you to bring your own strengths and expertise into the conversation. Remember, the most important aspect is to ask questions and actively listen to the candidate. Aim to complete the phone screen within a timeframe of 15-25 minutes.

Recruiter Phone Screen Process:

Introduction: Start with Enthusiasm!

• Recruiter: Begin the conversation by introducing yourself and your role at the company. Show enthusiasm and be mindful of the candidate's availability. Avoid being pushy or annoying; instead, put yourself in the candidate's shoes and demonstrate empathy and flexibility. Many candidates are currently employed elsewhere, so be considerate if the timing doesn't work out initially. Express gratitude for their time and willingness to speak with you.

Set Expectations:

• Clearly communicate the purpose and duration of the phone screen. Let the candidate know that you will spend approximately 15-20 minutes discussing their background, the role at your company, and answering any questions they may have. Seek confirmation from the candidate that this timeframe works for them.

Focus:

• Initiate the conversation by inviting the candidate to talk about their current role at their current company. Listen attentively and use this opportunity to gather more information. Prepare a set of targeted questions to gain insights into their fit and potential success within your organization. Pay attention to their communication skills, ability to explain projects to non-technical individuals, ego, decision-making involvement, and any gaps in their current role that may have prompted their job search.

Here are some sample questions to consider starting your conversation:

• Why are you on the market for new opportunities?
• Tell me more about your role?
• How large is your immediate team, and where do you fit in?
• Tell me about your favorite project at your current company?
• What technologies did you use to complete these projects?
• Is there anything missing in your current role that you're seeking in your next role?
• What would you like to work on next?
• Which technologies are you interested in using in your next role?
• If we were to ask your colleagues what it's like to work with you, what would they say?

Shift gears, by this point you should understand the candidates projects, capabilities, motivations and more. Time to start talking about your company:

Recruiter:"Great, lets talk about what's next for you. What is interesting about Company Name, why do you want to work here?

Recruiter: Next question "what questions can I answer for you?"

• This is your company. "pitch". I like to start off at a high level and then break it down. Company has been around for X amount of years. Started with a focus on Y. We've now grown to X amount of people. Our engineering org is X amount of people. We are looking for X to help us build/ support this part of our business. Talk about day to day, what they will work on, who will they work with etc.  
• I also like to cover what to expect in their interview process.
• What we cover for, how we assess candidates?
• Timing wise how long does this usually take to a candidate through our process?

House keeping questions:

• Location: Will you be able to commute to X on a daily basis?
• Job search: How far along are you in your search? Do you have any onsite interviews or offers?
• Timing: When do you expect to make a decision?
• Titles: Are titles important to you? Set expectations on the targeted leveling of the role.
• Compensation: Did you have a target compensation that we need to be aware of?
• Work Authorization: Do you require work authorization to work for any employer in the United States?

Final Questions, Thank them for their time, advise next steps and set timing expectations.