The screening call – that crucial first conversation with a potential employer – often determines whether your application for a planning and scheduling role moves forward or ends before it truly begins. While many project professionals focus their preparation on technical interviews where they'll demonstrate their Primavera P6 expertise or discuss their experience with earned value management, this initial interaction deserves equal attention. Let's explore how to transform this brief conversation into a powerful opportunity to showcase your potential in the project controls field.

 

 

In our profession the screening call serves multiple purposes. Recruiters and hiring managers use this conversation to evaluate not just your technical qualifications, but also your ability to communicate complex concepts clearly – a crucial skill when working with diverse project stakeholders. For you, it's an opportunity to understand the scope of the role while demonstrating how your experience aligns with the organization's project delivery needs.

 

Think of this conversation as the kickoff meeting for your potential journey with the company. Just as you'd carefully prepare for a project kickoff, approaching this call with thorough preparation sets the foundation for success.

 

 

Success in screening calls begins long before your phone rings. Start by thoroughly reviewing the job description, paying particular attention to:

 

•        Required software expertise (SAP, Primavera P6, Microsoft Project, etc.)

•        Types of projects mentioned (turnarounds, capital projects, routine maintenance)

•        Industry-specific requirements (refinery experience, chemical plant operations)

•        Cost control and reporting expectations

•        Team size and stakeholder management requirements

 

Compare these with your experience, preparing specific examples that demonstrate your relevant skills. For instance, if the role involves turnaround planning, have details ready about shutdown schedules you've managed, including scope, duration, and successful outcomes.

 

 

Even though the screening is typically conducted by phone, treat it with the same professionalism as an in-person project review meeting. Find a quiet space with reliable phone reception and minimal background noise. Have your materials readily available:

 

•        Your current resume

•        The job description with highlighted key requirements

•        A list of your relevant projects and achievements

•        Notes about the company's recent projects or initiatives

•        Questions you've prepared about the role and organization

 

 

Be ready to discuss your technical capabilities in concrete terms. Prepare clear, concise examples of:

 

•        Your experience with specific software and tools

•        Projects where you've successfully applied earned value management

•        Examples of handling schedule recovery in critical situations

•        Resource leveling and optimization strategies you've implemented

•        Cost control methodologies you've used effectively

•        Risk analysis and mitigation approaches in your planning work

 

 

Screening calls for planning and scheduling roles often include specific technical inquiries. Prepare concise yet comprehensive responses to these typical questions:

 

•        How do you approach work package development for a major turnaround?

•        What methods do you use to track and report project progress?

•        How do you handle conflicts between operations and maintenance?

•        What's your experience with earned value management reporting?

•        How do you manage changes and communicate impacts?

•        What's your approach to resource leveling in complex projects?

 

Use the STAR method (Situation, Task, Action, Result) when describing past experiences, but keep your examples focused on planning and scheduling achievements.

 

 

While preparing your responses is crucial, equally important is your ability to listen actively. Pay attention to the subtle cues in the recruiter's questions. Are they emphasizing particular aspects of the planning role? Do they seem concerned about specific technical requirements? This information helps you tailor your responses to address their priorities.

 

Take brief notes during the call, capturing key points about:

 

•        Project types and scope

•        Team structure and reporting relationships

•        Critical challenges they're facing

•        Technology and tools used

•        Expected deliverables and timelines

 

 

When invited to ask questions, demonstrate your strategic thinking and genuine interest in the role. Focus on questions that show you're evaluating the opportunity seriously:

 

•        What are the biggest challenges facing the planning team currently?

•        How does the planning function integrate with project execution teams?

•        What does success look like for this role in the first six months?

•        How does the organization approach schedule risk management?

•        What tools and systems are used for progress tracking and reporting?

 

 

Salary conversations often arise during screening calls for project positions. Prepare by researching typical compensation ranges for similar roles in your market, considering factors like:

 

•        Industry sector (oil & gas, chemical, mining)

•        Project types (turnarounds, capital projects, routine maintenance)

•        Required certifications and expertise

•        Geographic location

•        Level of responsibility

 

When asked about expectations, provide a range rather than a specific number, keeping your research and current compensation in mind.

 

End the call as professionally as you began it. Express your continued interest in the position and inquire about next steps in the selection process. Pay attention to timelines mentioned and make note of any additional information you need to provide, such as technical certifications or project examples.

 

 

After the call, take immediate action to maintain momentum:

 

•        Send a brief thank-you email within 24 hours

•        Update your interview notes while details are fresh

•        Complete any requested follow-up items promptly

•        Mark your calendar for follow-up if you haven't heard back by the discussed timeline

 

Remember that screening calls are two-way streets – they're as much about your evaluation of the opportunity as they are about the company's initial assessment of you. By approaching these conversations with thorough preparation and professional enthusiasm, you transform them from potential barriers into steppingstones toward your next project controls opportunity.