With the recent shift to working remotely, it’s no surprise that recruiters are conducting their interviews for open roles online too. And at the heart of it all lies Voice over Internet Protocol (VoIP) technology.
As online interviews become more common, it’s become a necessity for those hiring to adopt and use VoIP tools correctly. So how can agencies or recruitment firms execute professional remote interviews? Let’s get into it.
What Is VoIP Technology?
VoIP allows you to make phone calls over the Internet instead of traditional telephony.
Traditional calls require phone lines or mobile towers to use landlines or mobiles. Additionally, a landline or SIM card is needed and since it only allows users to talk, it’s features are limited.
On the other hand, VoIP uses the Internet and a device connected to it. As you speak, your voice is converted into digital packets of data. This data is then transmitted over an Internet connection.
Once on the receiver’s end, the data is reassembled and the end-user will hear your message in real-time.
Why Do Agencies Use VoIP For Remote Interviews?
Essentially, VoIP makes remote interviews possible and, much more powerful. Here are a few reasons why this technology has become a popular method for conducting online interviews.
It’s affordable: Landlines are costly especially for long-distance calls. VoIP requires very little infrastructure, just a device and the Internet. Moreover, long-distance or internal calls are usually included in a plan.
It’s highly flexible: With VoIP, interviews can take place from just about anywhere across time zones as long as there is a stable Internet connection. It’s also compatible with a host of devices including smartphones, laptops and tablets.
Built-in features: VoIP is built largely for businesses with a range of features for added professionalism. Things like screen sharing, live transcriptions and file sharing can all be used throughout the duration of the interview.
How To Choose The Right VoIP Platform For Your Agency
Given the popularity of VoIP, there are dozens of tools on the market, so which one would work best for you? This will largely depend on the size of your agency, how often interviews are conducted and your budget.
However, there are some key features that you should be aware of to make a more informed decision.
HD audio and video: A crisp sound and clear image quality is so important. Without it, you may come across as unprofessional.
Latency: If the latency is low, speech may be delayed and lead to awkward silences or talking over each other.
Recording and transcription: In a case where interviews are taking place regularly, recording is necessary to review at a later stage when comparing candidates. Additionally, an AI detector can be used to verify the authenticity of the candidates’ ideas.
Security: As much as possible, data should be encrypted to protect not only your company information but also that of the candidates.
Best Practices For Remote Interviews
Once your agency has chosen a VoIP platform to use, the next crucial step is to make sure that it is used correctly. Remember, your VoIP system is only powerful if you know how to use it and make use of its capabilities!
Ensure The Tech Is Set Up Correctly
A strong technical foundation will set you up for success when using VoIP for interviews. If possible, try to use a wired ethernet connection. When using video, the Wi-Fi should be at least 5-10 Mbps.
If you can, use a USB microphone or headset for clear sound and test a call with a colleague first to make sure that you can hear and see clearly.
Create A Professional Environment While Interviewing
It may be easy to overlook, but your space says a lot about you and your agency. If it’s impossible to keep it tidy and clutter-free, opt for a virtual background.
It’s never recommended to conduct an interview at a busy place like a coffee shop or with background noises like pets or washing machines. This can also interfere significantly with the clarity of your sound.
Ask Permission For Recording
If you need to record the duration of the interview to share with other team members afterwards or to go over yourself without taking notes, you need to ask the candidate for permission to do so.
The recordings will need to be stored securely and deleted after a certain period of time depending on the privacy laws of the area that you are in.
Always Plan Ahead With Candidates
Before the interview, remember to share the details with your candidate especially if they are unfamiliar with the VoIP platform that you are using.
When sending the calendar invite with the VoIP link, you can also include any instructions you may have. You can also confirm the time zone, duration of the interview and share the names of everyone who will be attending.
The more information made available, the smoother the interview will go.
