Interviewing Tools: Schedule Interviews

Schedule Interviews

Creating a Positive Candidate Experience

The interview process and the interviewers, in particular, is one of the biggest factors of a candidate’s overall satisfaction with the hiring process, and can make or break a decision to accept an offer. Ensure candidates know what to expect.

If possible, contact the candidate as soon as they are selected for an interview. Email communication logistics should be clear about the organization’s point of contact for the candidate and what to expect, such as:

  • Where to go, when to arrive, and what to wear
  • Directions on what to do when the candidate arrives (e.g., “check in at reception and I’ll come meet you.”)
  • Interview schedule: try to include the info they’ll care about, such as how long the interview will be, how many people they’ll meet, who those people will be (names and associated roles)
  • “Bring along any questions you have for us and the company.”

Interview panels should adhere to the schedule while not cutting important things short. Candidates should feel their questions were answered and they were treated fairly even if they don’t end up receiving a job offer.

Suggestions for a Positive Candidate Experience

  • Quality of questions pertain to actual position
  • More informal/laid back/relaxed interview
  • Get to know applicant as a person in addition to their skills
  • Small interview panels (more than 3 is intimidating)
  • Personable and knowledgeable panel (welcoming, genuine, friendly, honesty, smile)
  • Why is your agency a great place to work? (what do you offer?)
  • Save time for applicant to ask questions
  • Give tour of area where applicant will be working
  • Build in time to let them get to know the company, culture, and team
  • Positive Tone. Make communication simple, understandable, and to-the-point. In person and over the phone, talk to them as you would a friend and address them by name.
  • Be prompt, prepared and engaged (eye contact, don’t be on cell phones)

Missouri National Guard Interviews (Senate Bill 120)

New questions were added to the job application, which helps identify current or former Missouri National Guard members. These candidates are highlighted with the below icon, so please be watching for it!

National Guard Example

For candidates with the icon, who meet the specified criteria of the position, they must be granted an interview.

  • Senate Bill 120 states: “Specifically, in filling any position of state employment in a state agency, the appointing authority or employing agency shall offer an interview to every applicant who is or was a member of the Missouri National Guard and meets other specified criteria.”

*This screenshot was taken from MOCareers.

Interview

You and your interview panel are responsible for preparing for the interview and understanding each individual’s role before meeting the candidates.

Structured interviews is one way to conduct interviews and are standardized as such that the same group of questions is asked for a pool of candidates applying for a specific job.

Different Types of Interviews

What if my candidate cannot make the any of the scheduled interviews?

BE FLEXIBLE. Ask the candidate day/times that might work best for them; ask the candidate if they can complete the interview virtual via Webex or zoom tool instead?

What different types of interviews can I conduct?

In-person with a multiple person panel (2-3 recommended), Webex or virtual interview, phone interview, one-on-one; “group/bulk” hire interviews. If virtual, verify with the applicant that they have a computer, adequate internet connection, and video capability, as well as familiarity with video conferencing.

What is a group/bulk hire interview and can I do that?

Yes, you can conduct group hire interviews. Typically, “Group/Bulk” hire interviews are for similar job vacancies (i.e. administrative support assistant, interns or maintenance worker etc.) and candidates are selected on the spot or same day. Collaborate with divisions within your department or other departments with similar vacancies and offer an open day of interviews.

Can/should I conduct courtesy interviews?

Yes, you can. Decide on a case-by-case basis and talk with your HR representative first on whether or not you should conduct a courtesy interview. Courtesy, by definition, is a polite speech or action. While allowing a candidate who lacks the basic qualifications may seem polite; this action doesn't advance the strategic goals of the organization. If courtesy interviews and candidate feedback are handled incorrectly, this can cause problems for the organization. It is best practice to have a clear understanding of the qualifications of the vacant position and ensure that hiring practices are geared towards selecting top talent.

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