Screening candidates is not complicated, but it is important. It is the first real conversation someone has with your company, and the tone you set there carries into everything else. Done well, it saves time, clarifies alignment, and gives you clean information before you ever involve a hiring manager. Done poorly, it creates confusion and wasted effort on both sides.
Here is how I approach it.
When someone applies and I decide to speak with them, I respond through the same avenue they used. If they applied on LinkedIn, I message them there. If they applied through our ATS, I respond within that system.
This keeps communication tied to their original action and avoids confusion about who I am or which role we are discussing.
In that first message, I thank them for applying, restate the position, and ask for a few days and times that would work for a 30-minute Zoom call. Sometimes I say 15 to 30 minutes. That range is intentional. If it becomes clear early in the conversation that there is not alignment, we aren't locked into a full half hour. If it is a strong discussion, we use the time.
I also make it clear upfront that the meeting will take place on video.
When they reply with availability, I confirm the meeting time and the non-negotiables. I restate the salary range from the posting and confirm that it aligns with their expectations. If the role requires time in the office, I confirm they are comfortable with that requirement.
I do not wait until we are on the call to discover misalignment on those basics. Screening should save time, not create unnecessary backtracking.
When I send the calendar invite, I include the job scorecard and ask them to review it before we meet. That document outlines what success looks like in the role.
At the beginning of the screening, I ask what stood out to them in the scorecard. You can tell quickly who reviewed it and who did not. If someone cannot reference anything specific, that tells you something. If they can clearly articulate what feels exciting or challenging, that tells you something as well.
Preparation is a signal. Engagement is a signal.
When we join Zoom, I do not jump straight into questions. People are usually nervous. I introduce myself, explain my role, thank them for their time, and then I find something genuine to connect over.
Sometimes it is their name. Sometimes we notice a mutual connection on LinkedIn. Sometimes it's something in their background or even something visible behind them on camera. I am not following a script. I am paying attention and responding to what naturally captures my attention.
I cannot count the number of times a candidate has started the call by saying, “I just want to let you know I have a dog, and I apologize in advance if they bark.” That almost always turns into a quick conversation about dogs. And honestly, who cannot connect over dogs? In less than a minute, the tension shifts and the conversation feels more natural.
One candidate had a beautiful antique brick wall behind him. I mentioned how much I liked it, and his entire demeanor changed. He smiled and told me the wall was the reason he chose the apartment. That small moment helped him relax and shifted the tone of the conversation.
Connection does not need to be strategic. It needs to be sincere.
Once the small talk is over, I let them know I like to record these conversations so that the hiring manager can hear their answers in your own voice without me paraphrasing. I’ve never had anyone think that was a bad idea – they’d much prefer the hiring manager hears directly from them.
A screening is not a full interview, it's a confirmation of alignment and authenticity.
One of the first questions I ask is, “Walk me through your background.” I want to hear how they tell their story. Do they take ownership? Does their explanation match the résumé? Where does their energy shift?
You can hear tone changes when someone talks about a role they loved. Their voice slows down or becomes more animated. That often reveals what motivates them.
As we walk through their resume, I usually ask what they liked best about each position, what their least favorite thing was (we don’t want that to be the major part of the job for which they’re interviewing!), and what project there made them most proud.
This should prevent the rehashing of resumes in subsequent interviews.
I also ask what they enjoy outside of work. It is a simple question, but it often reveals personality and priorities. Screening is less about catching someone and more about observing patterns in behavior and communication.
At the end of the call, I explain what happens next. If they are moving forward, I outline the next steps and introduce them to the core values exercise. If they are not, I let them know we are still interviewing and that I will follow up within a few days.
Even when the answer is not immediate, clarity matters.
Screening well does not require complicated scripts. It requires preparation, consistency, and attention. If you are thoughtful about how you set up the conversation and what you listen for, you will have better information before the hiring manager becomes involved.
And that changes everything.