"How to Conduct a Phone Screen That Actually Works"

Phone screens are supposed to save time by filtering out unsuitable candidates before in-person interviews. In practice, many are so poorly conducted they add work without adding value.

Here’s how to make phone screens actually useful.

Define Your Purpose

A phone screen is not a mini interview. It’s a filter with specific purposes:

Verify basic qualifications. Can they actually do the essential requirements? Confirm logistics. Salary expectations, notice period, location, availability. Assess communication. Can they articulate thoughts clearly? Identify red flags. Anything that would obviously disqualify them.

That’s it. Save deeper evaluation for proper interviews.

Prepare Specific Questions

Before every call, identify 3-5 specific things you need to learn:

“I see you were at Company X for only 6 months—can you tell me about that?” “This role requires advanced Excel skills. Can you describe your proficiency level?” “The position involves 30% travel. Is that something you can commit to?”

Generic questions produce generic answers and waste everyone’s time.

Set Expectations Upfront

Start the call by explaining: “This is an initial phone screen, about 20 minutes. I’ll ask some questions to make sure we’re aligned on basics, and then you’ll have a chance to ask me anything.”

This frames the conversation appropriately and reduces candidate anxiety.

Ask About Salary Early

Don’t dance around compensation. Within the first few minutes, share the range and ask directly: “This role pays between $X and $Y. Does that work for you?”

If there’s a major mismatch, you’ve saved everyone time. If they’re evasive, that tells you something too.

Listen for Red Flags

Phone screens reveal issues that don’t appear on resumes:

Poor communication. Rambling, struggling to answer basic questions, unprofessional language. Negativity. Excessive complaints about previous employers or colleagues. Misalignment. Wanting something fundamentally different from what you’re offering. Disinterest. Not having researched your company at all. Availability issues. Notice period, location, or schedule conflicts that can’t be resolved.

None of these are necessarily disqualifying, but they warrant attention.

Take Quick Notes

Right after each call, spend 60 seconds documenting:

Green flags (reasons to advance them). Yellow flags (things to explore further). Red flags (potential disqualifiers). Overall impression.

Your memory of a Monday call will be hazy by Thursday. Notes keep you honest.

Be Efficient, Not Rushed

Twenty to thirty minutes is usually sufficient. Shorter feels abrupt; longer starts becoming an actual interview.

If you find yourself going deep on topics, stop and think: “Should this person be in a proper interview?” Either way, you should wrap up the phone screen.

Always Explain Next Steps

End every call with clear expectations:

“We’re speaking with several candidates this week and will be in touch by Friday with next steps.” “I think there’s definitely potential here. Let me discuss with my team and get back to you within 48 hours.” “I appreciate your time, but I don’t think this is the right match for [specific reason].”

Leaving candidates in limbo reflects poorly on your company and your professionalism.

The Screening Mindset

Phone screens should help you say “no” quickly to wrong fits and “maybe” to potential fits. They’re not designed to generate enthusiastic “yes” decisions—that’s what interviews are for.

Focus on efficiency and filtering. Save relationship-building and deep evaluation for candidates who make it through.