Interviewing Applicants

Purpose of Process (see below how HRSource™ can help):

To maximize the collection of relevant information on candidates, and to help ensure that the best candidate is selected. Also, to generate a positive image of the company in the eyes of all applicants.

Recommended Steps in the Process:

  1. Plan for the interview with the hiring manager and others who will interview candidates:
    • Determine what skills, knowledge, and experience it takes to succeed in the job (List items that are measurable, observable, and task specific). Include these on the Interview Evaluation form.
    • Develop a list of effective questions (specific, job related, requires a factual answer, and involves the candidates past work behavior) that will measure candidates' skills, knowledge and experience.
    • Determine which interviewer will asks which questions (to reduce redundancy)

  2. Review the resumes and/or application forms from all the candidates for the position (see recruiting strategy development process).

  3. Select the five to ten candidates whose qualifications, most closely match the requirements of the job.

  4. Request that the hiring manager select the top three to five of the above candidates. Generally, three to five candidates must be interviewed for each hire.

  5. Before scheduling the interview, consider contacting the candidate via telephone to help ensure his/her qualifications match the needs of the open position. A "phone screen" is especially valuable if the candidate lives outside the area, and must travel far for the interview. Use the sample Phone Screen form as a guide.

  6. Ensure that the interview environment is private and free of interruptions (including telephone interruptions). Allow adequate time for the interview (30 to 60 minutes).

  7. Place the candidate at ease:
    • Offer coffee, tea, water, etc.
    • Inform the candidate of the interview schedule
    • Invite the candidate to complete an application form (see sample) at a convenient time during the interview process (before, between or after interviews).
    • Ask how the candidate learned of the opening (the answer can serve as the verification of an employee referral bonus).
    • Walk through the resume with the candidate. Look for missing time periods.
    • Determine the satisfiers and dissatisfiers of the candidate (to better know how to sell the job to the candidate). Typical satisfiers and dissatisfiers are:

    Satisfiers Dissatisfiers

    Top company - leader in field Supervisor doesn't delegate well

    Advancement Opportunity Lack of advancement opportunity

    Pleasant working conditions

    Compensation and benefits
    • Watch for negative indicators, such as finger pointing at supervisor, excessive anger, too many dissatisfiers, money as a main motivator (unless the candidate is in sales or very lowly paid).
    • If not indicated on the application form, ask the candidate for his/her salary history (especially last salary), salary requirements, and references.
    • Sell the position and the company to the candidate, as appropriate.


  8. Conclude the interview by answering the employee's questions and explaining the next steps in the process. End on a friendly note. Send the candidate to their next interview.

  9. Complete the Interview Evaluation form.

  10. Meet briefly with the candidate after all the interviews, to assess the candidate's interest in the position and to learn of any concerns the candidate may have. Address those concerns immediately or commit to responding to them quickly.

  11. Invite the top candidates in for a second round interview only if you didn't collect enough information to make a quality evaluation, or some key members of the interview team were unable to participate in the interview.

  12. Meet with all the interviewers to evaluate the interviewed candidates. If a meeting is not possible, collect their written comments, summarize them, and meet with the hiring manager.

  13. Decide on which candidate to select.

  14. Begin the offer process.

Process Tips:

Good planning, preparation, and organization will increase the chances of selecting the best candidate for the position. When screening a candidate, screen in. Don't screen out. That is, identify the qualifications of the candidate that are required by the position, rather than ruling out candidates who appear to have a different set of qualifications.

Sometime a hiring manager may be reluctant to make a hiring decision. 

How HRSource™ Can Help:

Use HRSource to store the feedback from each interviewer on the applicants.  HRSource will also help track each step of the application process and remind you when the next steps are due.

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