100 Questions for Phone Interviews and Tips for HR

Hiring the right talent is critical for businesses, especially in a competitive market like Malaysia.

However, the recruitment process can be both time-consuming and costly.

A phone interview is one of the most efficient ways to screen candidates early.

It saves time, reduces resources, and helps identify suitable candidates before committing to face-to-face interviews.

This article shares the best phone interview techniques to streamline your hiring process and find the most qualified candidates for your organization.

Steps to Conduct an Effective Phone Interview

1. Prepare a Structured Phone Interview Plan

Create a checklist of key questions to ask.
Define what traits or qualifications you are looking for.
Keep the interview within 15-30 minutes to ensure time efficiency.

2. Screen Candidates Based on Job Relevance

Focus your questions on assessing the candidate’s job-related skills and qualifications. Avoid unnecessary small talk.
Ask specific questions about their previous roles.
Assess if their skills match the job requirements.
Ensure they understand the role and responsibilities.

3. Evaluate Communication Skills

For roles requiring strong communication abilities, a phone interview can reveal a lot about a candidate:

Pay attention to how clearly they explain their experiences and ideas.
Evaluate their tone, confidence, and professionalism.

4. Take Notes for Easy Comparison

Write down key points and observations about each candidate during the call. Use a scoring system to compare candidates objectively later.

Example Evaluation Criteria:

Clarity of communication (Score: 1-5)
Relevant experience (Score: 1-5)
Professional attitude (Score: 1-5)
Enthusiasm for the role (Score: 1-5)

5. Set the Right Tone

Begin the interview by introducing yourself and explaining the purpose of the phone call.

Be friendly and professional to make the candidate feel comfortable.

Example Introduction:

“Hello [Candidate’s Name], this is [Your Name] from [Your Company]. Thank you for applying for the [Position Name]. I wanted to have a quick chat to learn more about your background and see if we’re a good match for each other. This should take about 20 minutes. Does that sound okay to you?”

100 Questions for a Phone Interview

General Background and Experience

Can you briefly tell me about your professional background?
What motivated you to apply for this role?
How do you feel your previous experience has prepared you for this position?
Can you walk me through your resume?
What were some of your key achievements in your last job?
How would your previous employer describe your work ethic?
Why are you leaving your current job?
What’s been your most rewarding project or experience so far?
What skills have you developed in your current job that you’d bring to this position?
Have you ever worked remotely? How did you manage your time?

Skills and Competencies

Can you describe your technical skills?
How do you stay updated with the latest trends in your field?
Can you give an example of a time when you had to learn a new skill quickly?
How would you rate your proficiency with [specific tool/technology]?
Do you prefer working in a team or individually? Why?
How do you approach problem-solving?
Can you tell me about a time when you had to make a decision with limited information?
How do you prioritize tasks when you're faced with multiple deadlines?
Describe a time when you had to juggle several projects at once. How did you manage it?
How do you handle constructive criticism?

Job-Specific Questions

Why do you think you are a good fit for this role?
What specific aspects of this position excite you the most?
What do you think would be the most challenging part of this job for you?
Can you describe a time when you had to deal with a difficult customer or client?
How do you handle conflict in the workplace?
What strategies do you use to improve your productivity?
How would you handle a situation where a team member is not contributing equally to a project?
What steps would you take if you were given a project with an ambiguous scope?
How do you stay motivated during repetitive tasks?
How do you handle tight deadlines?

Behavioral Questions

Tell me about a time when you faced a significant challenge at work. How did you overcome it?
Have you ever disagreed with a colleague or supervisor? How did you handle the situation?
Can you describe a time when you went above and beyond for a project or client?
Tell me about a situation where you had to deal with ambiguity or uncertainty.
Describe a time when you had to adapt to a major change in the workplace.
Can you give an example of how you’ve demonstrated leadership?
Have you ever had to take responsibility for a project that was failing? What did you do to turn it around?
Tell me about a time when you made a mistake at work. How did you handle it?
Can you describe a time when you had to make a tough decision with limited resources?
Describe a situation when you had to collaborate with others outside of your team to achieve a goal.

Work Environment and Culture

What kind of work environment do you thrive in?
How do you handle working under pressure?
Do you prefer working in a structured environment or a more flexible one?
How do you feel about working in an open office environment?
What are the top qualities you look for in a team?
How do you approach conflict with coworkers?
What motivates you at work?
What are the qualities of a good manager?
Can you describe the ideal culture of a company for you?
How do you maintain work-life balance?

Communication Skills

How do you ensure clear communication within a team?
Can you give an example of a time when you had to explain a complex idea to a colleague or client?
How do you handle communicating with people who have different communication styles?
How do you deal with miscommunication in the workplace?
Have you ever had to give a presentation? How did you prepare for it?
How do you handle difficult or sensitive conversations at work?
Can you give an example of a time when you had to negotiate with someone?
How do you ensure you’re on the same page as your manager or team members?
Have you ever had to manage expectations with a client or stakeholder? How did you do it?
How would you handle a situation where there was a misunderstanding between team members?

Career Development and Motivation

Where do you see yourself in the next 3 to 5 years?
What are your long-term career goals?
How do you stay motivated when things aren’t going well?
What’s the most important thing you’re looking for in your next job?
How do you prefer to receive feedback?
Are you open to further training and development?
Can you tell me about a time when you took the initiative to learn something new?
What areas of your professional skills are you looking to develop further?
How do you stay focused and productive over the long term?
What do you think is the most important trait for someone to succeed in this industry?

Teamwork and Leadership

Tell me about a time when you had to take charge of a team or project.
How do you build rapport with colleagues who have different working styles?
Can you provide an example of when you had to motivate a team?
How do you handle disagreements between team members?
What strategies do you use to ensure that a team meets its objectives?
What’s your approach to delegating tasks in a team environment?
How do you ensure everyone in the team is contributing equally?
Have you ever had to mediate a conflict between team members? How did you approach it?
How do you celebrate successes or milestones within a team?
Describe your leadership style.

Company and Role Specific

What interests you most about our company?
How did you hear about this opportunity?
What are your salary expectations?
Why do you think this position aligns with your career goals?
What do you know about our company and what attracts you to work here?
Can you describe how you would contribute to our team on your first day?
What are your top three priorities in a new job?
How do you feel about traveling for work or working overtime if required?
Do you have any concerns about this role or company?
What questions do you have for me about this position?

Closing Questions

How soon are you available to start?
Is there any additional information you would like to share about your qualifications?
What would make you the best candidate for this role?
How do you deal with stress and challenges in the workplace?
Can you provide references from previous employers or colleagues?
Are you open to relocation or working in different office locations?
What are the most important factors you consider when evaluating a job offer?
Can you describe a situation where you exceeded expectations in a role?
What do you think is the most important skill for success in this industry?
What is the one thing you wish you had accomplished in your career so far?

Phone Interview Invitation Templates

Template 1: Formal Invitation via Email

Subject: Interview Invitation for [Job Title] Position at [Company Name]

Dear [Candidate’s Name],

Thank you for applying for the [Job Title] position at [Company Name]. We have reviewed your application and would like to invite you for a phone interview.

Interview Details:
Date: [Insert Date]
Time: [Insert Time]
Call From: [Your Name / Company Name]

The interview will take approximately [15-30] minutes. Please reply to confirm your availability or suggest an alternative time if needed.

Looking forward to our conversation.

Best regards,
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]

Template 2: Friendly and Casual Invitation via Email

Subject: Let’s Chat! Phone Interview for [Job Title] at [Company Name]

Hi [Candidate’s Name],

Hope you’re doing well! We’ve gone through your application for the [Job Title] role and would love to have a quick phone chat with you.

Would you be available on [Insert Date & Time] for a short [15-30] minute conversation? Let me know if that works, or feel free to suggest a time that’s better for you.

Looking forward to speaking with you soon!

Best,
[Your Name]
[Your Position]
[Company Name]

Template 3: Short and Direct Invitation (SMS/WhatsApp Friendly)

Hi [Candidate’s Name], this is [Your Name] from [Company Name]. We’d like to schedule a quick phone interview for the [Job Title] position. Are you available on [Insert Date & Time]? Let me know your availability. Looking forward to our chat!

How to Shortlist Candidates After a Phone Interview

Review your interview notes and scores.

Go through your interview notes and rating scores carefully.

This helps you remember key points from each candidate’s responses.

Compare candidates objectively based on their qualifications and overall performance.

Assess candidates based on their skills, experience, and how well they fit the job requirements.

Avoid making decisions based on personal bias.

Consider red flags like poor communication, lack of interest, or mismatched salary expectations.

Watch out for warning signs such as poor communication, a lack of enthusiasm for the role, or salary expectations that do not match your budget.

Shortlisting candidates efficiently will help you save time while focusing only on the most promising talent.

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