According to Rakuna’s internal research, 67% of respondents confirmed that they often spent from 30 minutes to 2 hours on scheduling interviews . If recruiters or recruiting coordinators have too many interviews every day, this task will certainly consume a lot of their time and energy. Therefore, it is important to find the best way to optimize the interview scheduling process to improve recruiters’ productivity. Let’s dig in to learn the best tips to schedule interviews more efficiently.
To ensure the availability of both interviewers and interviewees, often, constant communication is needed. For example, traditionally , you will have to ask for the available time of the interviewers, then you need to email or phone the interviewees which of those time slots is ok for them. This process seems to be simple but can be quite time consuming and prone to errors . Moreover, it can be more complicated if a hiring team member or candidate wants to change or cancel his/ her schedule; the scheduling process will need to re-start from the scratch.
Handling logistics for the interview is a must for any recruiters to ensure smooth candidates’ experience. To prepare for a face-to-face interview, recruiting coordinators have to make careful preparation including selecting the suitable rooms/ spaces with the appropriate number of chairs and equipment (if needed), as well as clear instructions on driving/ traveling to the interview site. Besides, if there is reimbursement for traveling cost, recruiters should also provide candidates with clear instructions on how to book or get reimbursement. If recruiters leverage video interviews instead, they still need to make sure all technical equipment work such as a stable internet connection, a professional interview background, working microphone, working speaker, etc.
Sending reminders or confirmations for candidates and interviewers about the interview is an important step to improve candidate experience and ensure the interview occurs as planned. However, according to IBM research, 20% of all job applicants feel unclear about the hiring process. Thus, recruiters should find ways to communicate with candidates effectively by leveraging the use of technology.
The best way to ensure every interview under control is to contact your hiring teams beforehand to ask them for their available time slots. This process can be optimized with the support of technology. Using Rakuna interview scheduling software, with some simple clicks, you can check the availability of all hiring members. This could be greatly helpful if you have large interview events with multiple stakeholders and save your valuable time.
Photo source: Screenshot from Rakuna Interview Scheduling Software
It is a common practice that in the interview, recruiters will arrange the specific time and location for interviewees to come. However, why don’t we let the candidates choose the suitable time for their interviews depending on the available time slots of the hiring teams? This is a great way to show the respect towards interviewees and enhance candidate experience. Here are some solutions for your consideration to optimize the interview scheduling process without wasting time on back-and-forth emails:
Depending on the different types of interview formats and steps in the recruitment process, you should indicate a specific duration for each interview to control time effectively.
Moreover, leaving some buffer time among the interviews is necessary to keep the interview team’s spirit up. Depending on the number of interviews, recruiters should spend at least 10 to 15 minute breaks.
A set of strong and relevant interview questions is powerful for your company to discover the candidates’ potential. These questions can be specific questions about interviewees or general situational questions to learn more about their personalities and their skills, etc. Based on the job requirements of a position, you should customize the questions and make a list to ask the attendees carefully. Here are some recommendations for you besides some basic background interview questions:
The interview process can be tricky with the involvement of different stakeholders like interviewers, interviewees, travel agents, receptionists, etc. Thus, it is likely that changes in the schedule such as rescheduling or cancellation, which is highly error-prone, and easily lead to miscommunications across different stakeholders. As a result, using technology software like Rakuna for a centralized platform to keep everyone informed of all changes automatically can be a life-saving solution.
Scheduling a job interview can be complicated but it is also of importance to show your company’s professional business culture towards your employee-wanna-be. We hope this ultimate guide to schedule a job interview gives you the necessary tips and ideas to achieve better results with your interview scheduling tasks.
This blog post originally appear on Rakuna's blog.