As a hiring manager, your job is to help your company find the best candidates for your open positions, but interviewing can sometimes feel like a very complicated and time-consuming task.
That’s why in this essential interview guide, we’ll present you with a 20-point checklist to ensure your interview process covers all the areas you need to confidently hire the right applicant. We’ll also present you with an interview scorecard template that you can use to ensure consistent evaluation criteria for each interview.
But before we get to those helpful resources, let’s go over some basics for those new to the hiring manager role.
What is a Hiring Manager?
A hiring manager is a person in a company who is responsible for interviewing and hiring employees. While recruiters help a company find and select candidates, it is the hiring manager who makes the final hiring decision.
What is a Hiring Manager Interview?
A hiring manager interview is typically a one-on-one interview between a hiring manager and an applicant. These interviews usually take place after the initial screening of the applicant. During the interview, the hiring manager will have an in-depth conversation with the applicant about their background, work experience, skills, knowledge about the company, etc.
Essential Interview Checklist for Recruiters
Once you’ve got the basic questions out of the way, it’s time to get serious. Here’s a 20-point checklist you can use to make sure you’ve covered everything you need to do before, during, and after the interview.
Before the interview
1. Assemble your interview team
Once you know you need to hire for an open position, you’ll need to assemble a hiring team. For example, your hiring team might include a recruiter and one or more core members of the team that the new hire will eventually join.
2. Define your recruiting goals
Setting objectives and goals at the start of the hiring process helps you and the hiring team have a shared understanding of who the ideal candidate is. For example, you could set a hiring goal like, “Hire a UX Manager within three months to lead the development of a new consumer-facing app.”
3. Check the job description
Before the interview, review the job description that the candidate saw in their application so you know what kind of experience and skills the job requires and which would be nice to have.
4. Interview Structure
Take your time and structure your interview in sections, including time for warming up and wrapping up the interview. The purpose of the interview is not just to ask questions, it is also to get to know someone who may work with you in the future. Structuring the interview also helps you avoid spending too much time on certain questions or too little time on them.
5. Prepare for the interview format
Different interview formats, such as phone, video, or in-person, require different preparations. For example, for an in-person interview, you’ll need to reserve a conference room in our office in advance. For a virtual interview, ensure you have a distraction-free environment and a stable internet connection.
6. Script key interview questions
Be sure to draft a few key questions before the interview. Make sure each question has a purpose so you can draw specific insights from the candidate’s answers.
For example, if you want to know if a candidate is a team player, asking a question like, “Tell me about a time when you disagreed with your boss’s decision” can help you understand a candidate’s collaboration and communication skills.
Also, if you have any doubts about whether it is appropriate to ask a particular question, check the legality of that interview question beforehand.
7. Prepare for candidate questions
Recruiting is a two-way street. While you’re looking for the perfect candidate, applicants are also looking for the ideal company. Your professionalism will show how serious you and your team are about finding the right talent to fill this vacancy. That’s why it’s a good idea to be up to speed on recruiting. Common questions candidates ask.
8. Check the candidate profile
One of your main goals during an interview is to get a comprehensive understanding of the candidate’s experience and qualifications. To ensure you’re not asking for information that’s already available, review the candidate’s resume, cover letter, and LinkedIn profile. This will also help you identify any interesting points you’d like to learn more about.
During the interview
9. Communicate the interview format and expectations
Inform candidates about the format of the interview, including the length of the interview and the objective of the particular interview. Setting expectations at the beginning of the interview will give candidates a clearer understanding of what to do and say during the interview.
10. Create a comfortable, conversational environment
Start the interview with a general question, such as “Tell me something you’re proud of on your resume,” to put the interviewee at ease. Remember, most job interviews aren’t tests (unless it’s a technical interview). Candidates are more likely to open up if they’re not nervous.
11. Ask fascinating questions
Avoid the usual tired and boring questions like “Where do you see yourself in five years’ time?” The point of a job interview is not to find out how well the candidate can predict the future, but how well they will fit into your team. If you really want to know about a candidate’s career ambitions, ask about their short-term and long-term career strategy.
12. Ask every candidate the same questions
One of the most common pitfalls in job interviews is not asking consistent questions to all applicants. This may not seem like a problem at first, but it can make it difficult to accurately evaluate and compare applicants later on. That’s why it’s important to ensure you use the same interview format and questions with each applicant throughout the entire hiring process.
13. Take notes
Humans suffer from various types of suffering Cognitive biasThere are a variety of biases, including confirmation bias and decision fatigue. Whether you realize it or not, these biases can affect how you recall your impressions of each candidate after the interview process is over. Taking notes during and after the interview can help you recall the highlights of each candidate, ultimately helping you choose the right candidate for the job.
Alternatively, your company may provide you with access to a recording tool that uses generative AI to summarize the conversation. Make sure you get permission from the candidate to record and comply with local privacy regulations. Also, be aware that the generated summary may not be accurate.
14. Use an interview scorecard
Following the previous two principles, creating or using an interview scorecard template (such as the one shared below) is definitely a useful tool. The scorecard ensures that you are fairly and consistently evaluating each candidate using the same criteria.
15. Give the candidate time to speak
The purpose of a job interview is to get to know the candidate’s qualifications and determine whether they are a good fit for the job, so make sure you allow the candidate enough time to speak rather than monopolizing the conversation. Your main role in the interview is to ask questions and be an active listener.
If you’re using a recording tool, it may show you the percentage of time each participant spoke – if you notice you’re talking more than your share, adjust your approach.
16. Take the time to ask questions of your candidates
While your goal is to find people to join your team, it also means selling the candidate on your company and the role. At least five minutes before the interview is scheduled to end, ask if they have any questions. They may want to know about logistics, company culture, management style, and a variety of other things. You should also be prepared to discuss details regarding the compensation package.
After the interview
17. Express gratitude and next steps
At the end of the interview, thank the candidate for their interest in the position and for taking the time to interview you. Also, let them know the expected timeline for the hiring process and how they will be notified about next steps. This will ease the candidate’s anxiety and make a good impression on your company.
18. Keep an interview scorecard
After conducting all the interviews, compile your notes on an interview scorecard. Then decide who should move on to the next interview round. Keeping a digital scorecard helps prevent information from being accidentally lost.
19. Schedule a debrief with your team
Share your notes with your hiring team. You might have more than one hiring manager, so at this stage you might also set up a meeting with your team to discuss the candidates and finalize which ones you want to extend an offer to or move forward to the next stage of the hiring process.
20. Determine what can be improved
We all learn from experiences. As a hiring manager, you may face challenges during your first few interviews. So take the time to reflect on your experience. What went well? What can you improve? The insights you gain from this reflection will help you avoid mistakes and be more effective in your next job interview.
Job interview scorecard template
| Scorecard Template Rating: 1 = poor; 3 = average; 5 = excellent |
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Examples of criteria:
#1 Customer-centricity: How well does this candidate demonstrate knowledge of our target consumer? |
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| Criterion 2Please define this criterion and give a good example |
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| Criterion 3Please define this criterion and give a good example |
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| Criterion 4Please define this criterion and give a good example |
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| Criterion 5Please define this criterion and give a good example |
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| Criterion 6Please define this criterion and give a good example |
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Are you looking for software that will make the interview process easier and keep your whole team informed? SmartRecruiters offers a robust recruiting platform that does just that and more. Learn more about our collaborative recruiting platform and request a demo today.
Hiring Manager’s Guide to Interviewing [20 Tips] Originally published on SmartRecruiters Blog
