Video and Phone Interviews: Setup, Etiquette, and Backup Plans

Many employers now hold first-round interviews, and sometimes every round, by phone or video. The questions are the same as in person, but the setting changes what you need to prepare. This guide covers the setup, the etiquette, and the backup plan.

Phone screens: the short first conversation

A phone screen is often 15 to 30 minutes with a recruiter or coordinator. They usually confirm basics: your interest, availability, work authorization, location, and pay expectations, and they may ask one or two experience questions.

How to prepare:

• Have your resume, the job description, and your notes in front of you
• Find a quiet spot with good reception; a landline or Wi-Fi calling can be more reliable than a weak cell signal
• Stand up or sit upright. It helps your voice sound energetic
• Smile when you speak. It changes your tone, even though no one can see it
• Keep a glass of water nearby

Because the interviewer cannot see you, your voice does all the work. Speak a little slower than usual, pause between points, and avoid filling silences with “um.”

Video interviews: the setup

Device and software

• Use a laptop or desktop if you can; a phone in a stable stand is the next best option
• Download and test the platform (Zoom, Microsoft Teams, Google Meet, or another) at least a day before
• Update the software and restart your device the morning of the interview
• Set your display name to your first and last name
• Close other apps and browser tabs, and silence notifications

Camera

• Raise the camera to eye level. A stack of books under a laptop works well
• Frame yourself from mid-chest up, with a little space above your head
• Look at the camera, not the screen, when you are speaking. It reads as eye contact

Light

• Face a window or lamp so light falls on your face
• Avoid sitting with a bright window behind you, which turns you into a silhouette
• Overhead light alone can cast shadows; add a lamp in front if needed

Sound

• Wired or wireless earbuds with a microphone usually sound clearer than a laptop’s built-in mic
• Choose a room with soft surfaces (curtains, carpet, furniture) to reduce echo
• Tell others in your home when you will be on a call

Background

• A plain wall, a tidy bookshelf, or a neutral virtual background
• Remove anything distracting or personal you would not want an interviewer to see
• If you use a blurred or virtual background, test it first; some cut off hands or hair when you move

The dry run

The day before, do a 10-minute test call with a friend or by recording yourself. Check:

• Can you be seen and heard clearly?
• Is your face well lit?
• Is there echo or background noise?
• Can you share your screen, if you might need to?

Watch the recording once. It is uncomfortable, but it quickly shows what to fix.

On the day

• Log in five minutes early. Many platforms have a waiting room
• Dress fully as you would for an in-person interview. It helps your mindset, and you may need to stand up
• Keep notes off to the side of your screen, near the camera, so glancing at them is less obvious. Do not read answers word for word
• Mute when not speaking only in panel interviews with background noise; in one-on-one conversations, staying unmuted feels more natural
• Allow a slight pause before answering, since video can lag and cause people to talk over each other
• Nod and react visibly. Small signs of listening matter more on screen

When technology fails

Things go wrong for everyone, including interviewers. What matters is how calmly you handle it.

Before the interview, make sure you have:

• The interviewer’s or coordinator’s phone number and email
• The dial-in number for the meeting, if one exists
• Your phone charged, as a backup device

If the video freezes or drops:

1. Try rejoining once
2. If that fails, send a short email: “I’ve lost my connection and am trying to rejoin. If it’s easier, I can continue by phone at (555) 555-0123.”
3. Stay calm and pick up where you left off

Most interviewers are understanding when you handle a problem quickly and politely.

One-way recorded interviews

Some employers use recorded interviews, where questions appear on screen and you record answers within a time limit. Tips:

• Use any practice question offered
• Note the time limit for each answer and aim to finish a little early
• Look at the camera and speak as if to a person
• Use the STAR method to keep answers structured; our STAR Story Builder shows the word count and estimated speaking time

After the call

Send a thank-you email within a day, just as you would after an in-person interview. See Following up after an interview.

Your next steps

1. Pick your interview spot at home and test the light at the time of day you will be on camera.
2. Do a recorded dry run and adjust your camera height and sound.
3. Save the interviewer’s contact details somewhere you can reach without your computer.
4. Review the Interview Skills checklist.