4 Business Etiquette Rules to Follow During Phone and Video Interviews

Recruiters have long been using the “World Wide Web” tools to conduct interviews with job candidates. However, COVID-19 has forced the entire world to work from home, which means that video conferencing tools such as Zoom (and other platforms) are becoming integral parts of the recruitment process. As such, today we’ll discuss 4 business etiquette rules to following during phone and video interviews.

video interviews

Referring to rules during a pandemic may seem a little ridiculous. Besides, “rules are meant to be broken,” right? That is until you see one too many Facebook videos or memes that poke fun at the clueless coworker who goes to the bathroom or forgets to wear pants during a video chat. We get it. You’re working from home and it’s natural to relax your usual level of professionalism. However, even with “stay at home” orders in place, you still have positions to fill and interviews to conduct. Let’s not forget that basic business etiquette rules still apply.

1. Pay attention to candidate names during video interviews

It’s sometimes difficult to keep track of candidate names, especially when you first set out to fill a position. Honestly, no one expects you to remember a candidate’s name after looking at their resume for two seconds. However, once you’ve narrowed down your search to the point that you’re interested in conducting a face-to-face meeting (even if it’s conducted over the internet), it’s important to remember their name.

Start by using the candidate’s full name on all interview-related notes, including the meeting request. Then, repeat the candidate’s name several times before you start the call. If you don’t know how to pronounce the name, ask – then make sure to make a sincere effort to pronounce their name correctly. Do not carelessly butcher their name or create a nickname for them. Call the candidate by the name they want to be called.

2. Make Eye Contact during video interviews

During a normal interview, you’d greet a candidate with a firm handshake. You obviously can’t shake a candidate’s hand when you’re interviewing them over the web. However, you can greet them with a smile and eye contact. Averting your eyes at the beginning of the call (or at any point during the interview) may be seen as a lack of interest. On the other hand, pay attention to the candidate’s response. Those who avoid making eye contact are often viewed as lacking honesty and/or confidence.

3. Show that You’re Paying Attention during video interviews

When you’re conducting a phone or video interview, it’s important to demonstrate that you’re engaged and actively listening to what the candidate has to say.

If you’re doing a phone interview, you might show that you’re paying attention by asking a follow-up question based on their response to a question or restating what they said to show that you were listening. If you’re conducting a video interview, you can show that you’re actively engaged and listening by sending nonverbal signals such as nodding; but, be careful not to interrupt. If you wish to speak, slightly open your mouth, but be sure to wait for them to finish first.

4. Be Professional in Every Interaction

Whether you’re meeting face-to-face, sending an email or conducting a video interview, each interaction you have with a candidate needs to be professional. Specifically, when you’re using text only (email), you don’t have the benefit of communicating tone of voice or applying facial expressions or using nonverbal cues to deliver the message. Therefore, keep your messages short and don’t say anything that you wouldn’t say in-person.

Recruiteze’s free applicant tracking system is a great way to make sure every interaction with your candidates is professional by offering them the next steps in the overall hiring process, listing job ads on important job boards, and streamlining your entire operation with just one software.

Recruiteze helps you build a candidate database, keep notes, and communicate with active and inactive applicants. You can eliminate endless spreadsheets full of notes and information by adding your feedback and applicant information into the free applicant tracking system. Everything you need for your recruitment efforts is under one roof.

In addition, you’ll be able to send out personalized emails to each candidate to help save time and effort with our staffing agency applicant tracking system. Communication with applicants won’t fall to the wayside and you’ll be gaining a great way to keep the applicant engaged and informed.

There are tons of benefits you can gain from trusting our recruitment software! Recruiteze will help your small business save time and money, become more organized and streamlined, and help you track applicants without worrying about top talent falling through the cracks. Be sure to try it for free if you haven’t used an ATS for small business recruiting and hiring!

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