Across the globe, businesses compete for the notice of the finest talent in their respective industries. In this fiercely contested struggle for candidate attention, every single action holds significance. Merely by devoting careful attention to arranging interviews, human resources and recruitment experts have the power to effect a significant change in the overall interview experience.

As per research findings, 33 per cent of candidates turn down job offers due to a lack of flexible work arrangements. If that figure strikes as substantial, ponder over the fact that 53 per cent of candidates abandon the recruitment process due to inadequate communication. For HR practitioners, effective communication and interview scheduling can greatly contribute to achieving success.

This exhaustive manual aims to aid HR professionals in effectively guiding candidates throughout the outreach and engagement journey.

What Exactly is Interview Scheduling?

Interview scheduling encompasses a thorough process comprising various stages. For the interview scheduling process to yield results, close coordination among the candidate, HR/recruitment professional, hiring manager, interviewer/panel, and any other relevant personnel is imperative. Given the high stakes involved, there's no room for communication lapses.

Apart from the individuals involved, the interview scheduling process must also consider crucial discussions, performance metrics, available time slots across multiple calendars, and more.

Approaching Interview Scheduling: A Guide

Considering that the candidate's hiring journey may span a considerable duration, the interview scheduling process needs to adapt through three key phases: pre-interview, interview, and post-interview.

Pre-Interview Phase:

This stage commences with initial discussions, including preliminary exploratory talks leading up to an interview. At this juncture, both parties are still acquainting themselves with each other. Here, HR professionals and recruiters can lay the groundwork for a seamless interview experience.

Given that these are initial information exchanges, the communication signals between you and the candidate form the first impression. Sending clear and transparent communications via email or other platforms creates a favourable impression among candidates.

Confirming the Hiring Team’s Availability:

Once you've compiled the list of applicants and potential candidates for discussion, the next step involves a filtering round. This is where you sift through profiles that clearly don't meet the job requirements.

Subsequently, you'll need to collaborate closely with internal hiring managers and interviewers. At this stage, you'll also grapple with accommodating both the candidate's and the interview panel's needs.

Seek input from all parties beforehand. Offer alternative options to resolve conflicts. Providing timely reminders to both sides leading up to the call or meeting helps prevent unpleasant surprises.

Preparing and Sending Interview Details:

Sending a well-structured email invitation ahead of the interview fosters comfort and confidence. Since this is a recurring task, creating a template enhances efficiency and ensures consistency. Include crucial details such as the job title, date, time, and duration of the interview.

This enables candidates to better understand what to anticipate during the interview and adjust any prior commitments if necessary. You may also include the names of the interviewers and their LinkedIn profiles to aid candidates in better preparation for the discussions.

Preparing for the Interview:

Prior to the interview, acquaint yourself with the candidate's background and relevant skills. Based on the hiring manager's requirements, prepare a set of questions to assess skill and cultural fit within the team and organisation.

If your organization utilizes assessment tests to measure these parameters, this is the opportune moment to evaluate the candidate objectively. This preparation ensures that you can pose targeted questions to evaluate the candidate's suitability for the role.

Interview Phase:

Moving into this subsequent stage, the candidate will begin interacting with individuals besides yourself. Establishing a detailed process for information dissemination and steps during the interview ensures that the enriching experience crafted in the pre-interview phase remains uninterrupted.

Foster a Positive Candidate Experience:

For in-person interviews, aside from the interview panel, ensure the availability of facilities and meeting rooms. In the case of virtual interviews, confirm dial-in details for the platform along with installation instructions beforehand. Create a welcoming atmosphere for candidates, helping them feel comfortable during the interview.

Engage in Dialogue with the Candidate:

Engage in conversation with the candidate to alleviate any nervousness on the day of the interview. This presents an opportunity to showcase the company's culture and work environment.

Conduct the Interview:

To optimize the face-to-face time with the candidate, rely on standardized interview questions prepared prior to the interview phase. This ensures all candidates undergo a fair, objective, and unbiased evaluation. Focus on the candidate's problem-solving approach during the evaluation process, rather than specific answers. Taking notes during the interview aids in revisiting discussions later to identify any overlooked strengths or weaknesses.

Request Feedback from Candidates:

After concluding the interview, solicit feedback from the candidate regarding the process and their experience. Open communication fosters a positive impression of the company's values and candidate-centric approach. Consistent feedback from multiple candidates presents an opportunity for improvement.

Post-Interview Phase:

In this phase, evaluate the candidate, referring to notes taken during the interview. Collect feedback from all available sources and collaborate closely with the hiring team.

Complete the Interview Scorecard:

Utilize information gathered from notes and feedback to complete the interview scorecard. Detailed feedback assists in cases where there's a tough decision between candidate scores, promoting an objective evaluation process while minimizing personal biases.

Collaborate with the Hiring Team:

Given that the candidate will work closely with the hiring team, input from the respective team members is crucial in determining the candidate's suitability for the role. Analyze candidate feedback to enhance the interview process.

Provide Timely Communication:

Candidates typically anticipate interview results eagerly. Sending a thank-you email expressing gratitude for their participation and patience, along with informing them of the expected timeline for results, is courteous.

Email Template for Interview Scheduling:

To assist with interview scheduling, a customizable email template has been provided for your convenience.

Subject: [Company Name]: Your Interview for the Position of [Job Title]

Hello [Candidate’s Name],

Thank you for your application and interest in the position of [Job Title] at [Company Name]. We are impressed by your work background and would like to invite you for an interview [at our office / via Skype / via phone] to discuss the position of [Job Title] and get to know you better.

We see mutual alignment between your experience and the requirements for this role.

Interview Details:

• Date: [Day, Month, Year]

• Time: [Start Time – End Time]

• Duration: [Duration in Minutes/Hour]

• Location/Platform: [In-office Address / Skype ID / Phone Number]

• Interviewers: [Names and LinkedIn Profiles]

Please let me know your preferred time slots from the following options, and I can send over a confirmation and additional details:

[Day, Time 1]

[Day, Time 2]

[Day, Time 3]

Looking forward to meeting you,

[Your Name]

[Your Title/Designation]

[Your Contact Information]

Interview Scheduling: 5 Top Practices to Implement

Prompt Interview Scheduling:

Top talent in the industry isn't always readily available for hire. They might be engaged in discussions with multiple companies simultaneously. Therefore, once you've identified a prospective candidate for an interview, take swift action to schedule a meeting. Delay or inaction could lead to missed opportunities.

If your discussions indicate a potential fit, take the next step promptly. Respect their schedules by honouring the agreed-upon times. When scheduling interviews with multiple candidates on the same day, consider incorporating buffer periods between each session to prevent delays.

Utilize Standardized Interview Questions:

Given the influence of inherent biases and potential oversights in the interview process, standardized questions ensure consistency in outcomes. They facilitate more objective note-taking and internal collaboration among the interview panel.

Incorporating standardized interview questions ensures uniform evaluations and equitable comparisons between candidates. Additionally, having a set of standardized questions allows for evaluating each candidate based on specific focus areas such as skills, approach, or problem-solving abilities.

Note: Redrob is an online assessment and hiring solutions platform that offer over 350 online interview assessments for various job roles. And the best part is that you can customise these tests to suit your positions' requirements. Click here to know more about it.

Expedite Follow-up Interviews:

Upon identifying a candidate who meets the criteria for shortlisting, move swiftly to schedule follow-up interviews. Accommodate the scheduling preferences and comfort of the candidate, as it leaves a positive impression.

This can significantly impact a candidate's decision when faced with multiple offers. If a potential candidate successfully clears the initial interview round and your hiring process necessitates additional rounds, expediting the turnaround time reduces the duration from the first interview to extending an offer letter.

Foster Effective Engagement:

Transparency fosters trust. During the interview process, providing candidates with clear communication enhances their perception of you and your organization. Just as our schedules fluctuate, so do those of the candidates.

If rescheduling becomes necessary, communicate it transparently. Be flexible in accommodating candidates' rescheduling needs. This approach contributes to a positive interviewing experience with your organization.

Solicit Interviewer Feedback:

The interview process involves various stages with multiple candidates, making it challenging to recall conversations that occurred days or weeks ago.

To ensure objective and fair evaluations, connect with each interviewer and gather feedback about the candidate. This collaborative approach ensures comprehensive assessments and informed decision-making.

Schedule Interviews with Redrob’s ATS

One-Click Management of Talent Pipeline

Identifying ideal candidates for your organization might pose a considerable challenge, yet with Redrob’s automated Applicant Tracking System (ATS) functionality, you can enhance the efficiency of your recruitment procedures and oversee the talent pipeline adeptly. From candidate sourcing to informed decision-making, Redrob enables you to construct a reservoir of competent candidates primed for advancement in your recruitment journey.

Handling Every Hiring Position as a Unique Endeavor

Juggling candidates for distinct roles can swiftly spiral into chaos lacking adequate structure. Redrob’s Kanban board feature enables you to approach each recruitment endeavor akin to a project. Through a detailed visual depiction of candidate advancement, you can effortlessly gauge your position in the hiring journey and guarantee a seamless transition from one phase to another.

Interview Evaluation Board for Every Candidate for Enhanced Decision-Making

Navigating hiring choices can prove daunting, particularly when multiple team members engage in the process. Redrob’s interview assessment report functionality streamlines decision-making by furnishing a uniform appraisal of candidates. With transparent scorecards, you acquire invaluable insights into each candidate’s proficiencies and areas warranting enhancement, facilitating the selection of the most suitable candidate for your organization.

Bird’s-Eye Perspective of Each Job Advertisement

Disseminating job vacancies across diverse platforms can consume time and pose tracking challenges. Redrob’s hiring solutions platform consolidates your job adverts, simplifying their management and performance tracking. By scrutinizing the efficacy of every job posting, you can refine your recruitment tactics and enhance your outreach to allure top-tier talent.

Live Interview Assessments

Redrob enables the recruiters to conduct live interview assessments for all the candidates. This minimizes the malpractices and makes it easier for the recruiters to gauge the candidates’ skillset.