Virtual interviews are a convenient way to meet with candidates. They allow for greater scheduling flexibility and fewer delays or cancelations. There are various ways to schedule a virtual meeting, and these are the preferred methods:
TEAMS MEETINGS
In your Outlook calendar, click New Teams Meeting in the Home top ribbon. Boom — a link to your call automatically pops up in the invite! Click Meetings on the left side bar, then Schedule a meeting.
Click HERE for a detailed outline to assist you with scheduling a Teams meeting.
*NEW* PHENOM AI SCHEDULING
The Talent Acquisition Team has access to a new AI scheduling tool that works with your calendar to schedule interviews. Please contact your recruiter if you would like more information on this.
If you would like to invite a candidate for an on-site interview, please consider the following:
Interview location
Parking (location and whether parking will be validated)
Any security checkpoints or building rules
Who do they need to check in with or report to upon arrival
Below are sample templates you may use when sending a communication to schedule and confirm an interview with a candidate.
Example 1: Request to Schedule an in-person interview:
Hello (Candidate Name),
(Your Name) here! I work with the (Department Name). We received your application for the (Position Title) position and have reviewed your qualifications.
Our department would like to invite you to participate in an interview with the hiring manager and additional team members.
The following dates are available:
(Insert Dates/Times)
(Insert Dates/Times)
Please let me know what date/time works best for your schedule. I will follow up with an email with details for the interview as soon as I have a time confirmed.
We look forward to hearing from you soon.
Example 2: In-person Interview Confirmation:
Hello (Candidate Name),
You are scheduled to participate in an interview for the (Position Title) position with (Department Name).
The interview details are listed below:
Date/Time:
Location:
With: (Include who they will be meeting with)
Parking: (Include parking information)
Special Instructions: Include any other information that may be relevant to the interview location/setting (take the elevator to the 5th floor and let the receptionist know that you are here to meet with XYZ).
If you have any questions, feel free to contact me directly at (713) 500-3120. We look forward to meeting with you soon.
Have a great day,
Interview Preparation:
If possible, review the resume before the interview and make a note of key points to discuss
Have the Standardized Questions ready (Interview Guide or Screening Template)
Review position minimum qualifications
Plan a dedicated amount of time and stick to the schedule
Be aware of the Applicant's Experience:
If interviewing onsite, ensure they know where to park, validations, etc.
Ensure they know where to report and who to ask for when they arrive.
Inform the candidate of the interview type (team panel, one-on-one, or a combination) beforehand.
If conducting a virtual interview, ensure they have the invite and platform details.
Building Rapport
The first five minutes should be devoted to making the applicant feel comfortable. Introduce yourself and the role you play in the organization.
If conducting a virtual interview, be mindful of external factors that might affect a candidate's performance during the interview (things like children, pets, etc.).
Explore the applicant's competencies
Utilize behavioral-based interview questions to understand how past performance predicts future performance.
Interview notes should be short, sweet, and to the point. Keep them legible so you can refer back to them to make the best decision.
Interview notes should relate to the person for whom a candidate is applying and include the candidate's qualifications for that position. Avoid subjective and irrelevant notes (comments about physical appearance or anything related to a legally protected job class like race, color, religion, etc.).
Conclude the Interview
Allow the applicant to ask questions and thank them for their interest; Provide a timeline for when they will hear back.
Follow up
Inform the recruiter if the candidate is a good fit. Yes/No, and why?
Follow up with the candidate. Let them know where they are in the process within one week of the interview.
If you would like to keep the candidate interested while you finish conducting interviews, reach out to your recruiter, and they can keep the applicant "warm."