TELEPHONIC INTERVIEW GUIDE

In a world where jobs are no longer restricted by political and geographical boundaries, several companies today are conducting phone interviews to short-list candidates before calling them in for a face-to-face interaction. 

A phone interview has several advantages both for the employer and candidate. It is typically shorter than a face-to-face interview, allowing the interviewer to save on time. 

Is Telephonic Interview Needed?

Yes, Telephone interviews are a great way to screen applicants before a face-face interview. 

They may not be everyone's cup of tea, but telephone interviews have a lot of advantages. They are fast, easy to arrange and arm you with just the right level of information to begin whittling down your applicants.

Guidelines

• An appointment to be set up with candidate, providing at least one week’s notice.
• Make sure the contact number at which you reached the candidate is the number to be called for the interview. Also, coordinate the interview with the availability of Interview panels.
• Schedule the interview calls for no more than 30 minutes.
• Determine if all interview panels will participate in the interviews or if only one or interview panel will be asking questions.
• Introduce all the interview panels present in the interview
• Review the candidate’s application materials including any references prior to interview.
• Prepare questions. All candidates should be asked the same questions. Determine the order of questions to be asked.
• Reserve a conference room and test equipment (speaker phone). Make sure there are no conflicts with the room or interruptions. Keep your phones on silent mode.
• Keep in mind that the lack of non-verbal communication is a limiting factor for both the interview panels and the candidate.
• Call candidate at the scheduled time.
• Introduce panel to candidate and briefly explain the interview process.
• Plan adequately and ask the right questions in the limited time allotted.
• Be sensitive to diversity. Try every reasonable attempt to screen for inclusion rather than exclusion?
• Fill in the evaluation form only after the interview is over and not during the call.
• If a candidate is not shortlisted, they need to be sent a regret letter. Candidates genuinely appreciate an indication of the reason they were not shortlisted from the pool.
• Recommended Interview Structure for a 30-minute call

Time	Purpose of Question	Sample Question
3- 5 minutes	Verify information from resume	Why did you make that move? 2. How long did you hold a particular position?
10 -15 minutes	Determine qualifications, interest in job and fit	What attracted you about this position? 2. Tell us about a time when…
3-5 minutes	Answering questions from candidate	What questions do you have for us?
3- 5 minutes	Next steps	We will be interviewing more candidates. You will be hearing from us within seven business days.

Sample phone screening interview questions

•       Why did you apply for this position? Was there something specifically in the job ad that drew your attention?

•       What motivated you to choose this career path?

•       Are you currently working? If so, what period of notice do you need to give to your employer before resigning?

•       The working schedule for this position is [X number of days – X working hours]. How flexible/willing are you to follow this schedule?

•       Do you have experience using [X] software in any of your previous jobs?

•       What are your salary expectations?

•       Are you authorized to work in [X] area?

For the candidate, who has the advantage of remaining unseen, a phone interview allows the use of cue cards and cheat sheets, as well as access to the Internet.  

Here are 10 phone interview tips to help candidates to ace your phone interview: 

1. Choose a good spot: Companies generally tell you in advance when they will be calling. Choose a room where you can speak without disruption. Shut out other noises like TV and radio, take the kids away and lock the room from inside. Ask your family members not to disturb you when the interview is in progress. Get a good phone -- preferably a landline. You don’t want calls to drop at this time.
   
   
   
2. Keep documents handy: Get a hard copy of your resume and cover letter and keep it ready. Keep pen and paper handy to take down notes. You could even keep your laptop on in case you want to refer to the Internet. But take care to be discreet -- don’t hammer away loudly at the keys of your computer.
   
   
   
3. Use a cheat sheet: One of the great advantages of a phone interview is invisibility. Prepare for expected questions in advance and jot down points on a piece of paper. Write clearly and legibly since you will be referring to it under pressure. Practice the answers to expected questions beforehand and prepare for any derivative question that may arise as well.
   
   
   
4. Be in a positive frame of mind: This may seem odd, but smile! Though the interviewer cannot see you, it is not difficult to sense your mood over the phone. If you feel happy, bright and enthusiastic, this will reflect in your voice. Some experts also suggest dressing for the interview. If you think this will put you in the right frame of mind for the interview, go right ahead and slip into formal clothes.
   
   
   
5. Do your homework: You’ve already visited the company portal while writing your cover letter, so you have a sense of what the organization is about. This may be a good time to go back to the portal and brush up on that knowledge. If you know the name of your interviewer, you could also search him/her on the Internet to learn more about him/her.
   
   
   
6. Treat the interview like a face-to-face interaction: It is easy to fall into the trap of not taking a phone interview as seriously as a face-to-face interview. But remember, this is a process of elimination as well. It will be unfortunate if you were eliminated at this stage because you did not take the interview seriously enough. Prepare for a phone interview as you would for a face-to-face interaction.
   
   
   
7. Ask intelligent questions: After he/she is done with the interview, your interviewer will typically ask if you have any questions. This is a chance for you to showcase your intelligence. You could ask questions on the role you are being interviewed for, company branding or its strategy to beat market slump. Asking questions that tell the employer you are serious about this role.
   
   
   
8. Don't bring up salary: It is too early at this stage to bring up salary and perks. The company is still assessing your suitability for the job. Salary discussions generally take place in the final stages of the hiring process. So, hold your horses till then!
   
   
   
9. Ask if the interviewer has other questions: Asking the interviewer if he/she has any other questions is a good way to round up the discussion. This will give him/her a chance go back to the list of questions and see if something has been left out. If there are no more questions, ask what the next step will be in the hiring process.
   
   
   
10. Say thank you: Don’t forget to say thank you, even if the interview has gone badly. Some experts even recommend sending a short thank you note to the interviewer a day after the interview.

THANK YOU

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EMPLOYEE BACKGROUND VERIFICATION GUIDE

MAKE THE RIGHT HIRING DECISION WITH EFFECTIVE BACKGROUND VERIFICATION

Your Human Capital is Your Biggest Asset. Ensure Investing in the Best!

Background Checking

Background checks are important to know about new people we often meet in our personal, private or business life. After all, we often don’t know them fully yet have to forge some kind of partnership or relationship with them. Such associations may be good and enriching in some cases but not necessarily rewarding at all times. That’s why, you need to be sure of these people, their past history and everything that matters to you. 

Why Employee Background Verification?

The hiring of new employees can be sort of like walking a tightrope. It is important to find the right candidate with the qualifications and integrity to do the job, but in today’s hiring climate it’s impossible to accept clients at face value. To be effective in hiring practices involves delving into the background of applicants to get a better idea of their abilities and employment performance.

What do background checks show ?

When most people think of a background check, they think of a simple criminal history check. A background check is much more than that. It’s the process by which you find your best candidate by looking at criminal records but also education and employment history, civil records, references, and more. Each is a critical piece of the puzzle. A background check helps your company stay safe through a criminal history check. It helps ensure applicants can do what they claim they can through employment and education verification. It verifies applicants are who they claim to be and aren’t wanted internationally. Background screenings, background checks, pre-employment screenings—call them what you will, they are always there to help protect your company, your employees, and your clients.

However, this has to be measured with respect for the privacy of each individual candidate as well as staying compliant with relevant laws. The purpose of the background check is to help evaluate aptitude and skills and needs to be carried out with this the primary goal.

Documents to be submitted by the Candidate

q Proof of Age

o    Class X Marks Card

o    Birth Certificate

o    Passport

q Proof of Identity

o   Passport or

o   Driving License or

o   PAN Card or

o   Voters’ ID Card

q Address Proof

o   Passport or

o   Driving license or

o   Voters’ ID Card or

o   Utilities Bill (gas / electricity / water / fixed line broadband bill / fixed line telephone only – not mobile), or

o   Bank / Credit Card Statement or

o   Bank Loan document (personal / housing / education / consumer durables only) or

o   Insurance Policy or Correspondence or

o   Tenancy Agreement / Hostel Receipt or

o   Society Maintenance Bill / Confirmation Letter or

o   Vehicle Registration Document or

o   Ration / Family Card or

o   Valid Proof of Address Card issued by the Govt of India.

q Employment Related Documents

o   Latest Salary Revision Letter or Offer Letter if there is no salary revision after joining

o   Experience / Service Certificate

o   Offer / Appointment letter

o   Relieving Letter or Acceptance of Resignation Letter

o   Confirmation of Employment Letter

o   Evidence of redundancy / retrenchment

o   For gaps in employment due to medical reasons: letter from recognized medical practitioner / hospital

q Educational Documents

o   Final Degree Certificate

o   Education Mark sheet / Highest Education Certificate/ Passing Provisional Certificate

   

q Medical Documents

o   For differently able candidates Medical Certificate from government medical practitioner

o   Recent Full body check up report 

Criteria's

1.     Proof of Age

2. Address Verification

—  Permanent Address

3. Education Verification

—  Class X

—  Class XII

—  Bachelor’s, and Master’s and Doctorate levels

4. Reference Verification

—  Nature and duration of Association

—  Candidate’s Skills

—  Candidate’s Attitude

—  Candidate’s Performance, Result Orientation

—  Candidate’s Strengths and Weaknesses

—  Candidate’s Behavior and Character

—  Any issues encountered

5. Employment Verification

—  Duration of Employment

—  Designation

—  Salary

—  Reporting Manager Details

—  Performance and Professionalism

—  Reasons for Leaving

—  Eligibility for Rehiring

—  Any issues encountered

6. Police Records

How should an employee prepare for a background check?

If you're job hunting, you need to be ready for a potential employer to thoroughly check your background. It's always a good idea to be aware of any red flags that might be on your record, so you can plan accordingly on how to handle them. The best way to prepare for an employment background check is to know in advance all the information an employer might discover about you. Knowing that many employers will likely look into your history before formally offering you a job, there are several steps you may want to take:

Research your own history, including employment dates, job titles and salaries, so that you are able to provide complete and accurate information to the employment screening company.

Clean up your social media profiles and check your privacy settings

 Keep good records of your academic history and past employment

Have a copy of your resume handy, along with the best phone number and email address for the company to contact you at if they have questions regarding the information that you’ve provided.

Get copies of your records. E.g: driving record from your state’s Motor Vehicle Department, credit score, criminal records if any

 Be honest: If you know of something that may come up in your background check that could be a concern, discuss it with your potential employer. If you are specifically asked about your past in an employment application, be honest.

Let your professional references know they may be contacted

Background Verification Forms

Company Details

Employment Verification Form

Date: __________________________________________Candidate Name: ____________________________________

Position: ________________________________________Reference Checked By: ______________________________

Name of Reference: _______________________________ Company: _________________________________________

Title: ____________________________________________ Phone: ___________________________________________

What was your relationship with the candidate?

______________________________________________________________________________________________________________________________________________________________________________________________________________________

Did you directly supervise her/him?

______________________________________________________________________________________________________________________________________________________________________________________________________________________

What was the candidates’ title?

__________________________________________________

Dates of employment?

__________________________________________________

What were the candidate’s major job duties?

__________________________________________________

How well did the candidate relate to others on the job?

__________________________________________________

What were some of the candidate’s strengths?

__________________________________________________

In what areas did the candidate need improvement?

__________________________________________________

How would you evaluate the candidate’s work habits such as attendance, punctuality, dependability, and observance of work rules?

_______________________________________________________________________________________________________

What was the candidate’s reason for leaving?

______________________________________________________________________________________________________

Would you rehire the candidate?

_______________________________________________________________________________________________________

Thanks & Regards

HRD

Company Details

In Person Background Verification Report

Reference check conducted by_________________________________Date Visited____________________________________

Address Visited: _________________________________________________________________________________________

Name of Candidate_________________________Position Applied____________________________ Phone________________

Observation Report

How long has the Referee known the candidate for?
List information obtained about candidate's strengths
List information obtained about candidate's weaknesses

Final Recommendation:

 

         Go ahead with the Job Offer     Withhold the Offer

Make additional comments in the space provided citing any examples that will help us understand your recommendations

___________________________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Signature of the person conducting Reference Check__________________ Date_________________

Company Details

Explanation on Background Verification

Dear_____________,

Thank you for your interest with our Company. Your application for employment is currently in progress. We had a few clarifications with regards to the below points:

1._____________________________________________________________________________________________________

2._____________________________________________________________________________________________________

3._____________________________________________________________________________________________________

We request you to help us with the clarifications above. We would appreciate if you could get back to us within 10 working days, to help us complete the background verification process.

If any information given above is inaccurate or incomplete, request you to contact us immediately so that the corrected information can be reviewed prior to an employment decision being made.

Looking forward to your response.

Regards

Team HR

Background Verification Failed Notification

Dear___________

We appreciate your interest in our company and the time you spent in the interview process.

After careful consideration, we regret to inform you that we have decided not to progress your application further. This decision was influenced in whole or in part by the background verification report.

In case of any clarification with this regard, please feel free contact Mr_____________ on __________________

Regards

Team HR

THANK YOU

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