Interview Scheduling Should be Simple!

Interview scheduling is one of the most important aspects of the interview process. It’s the first touchpoint candidates have with you, and it’s also the only way to truly get to know a candidate and see if they’re a right fit.

Unfortunately, interview scheduling is also one of the most difficult and time-consuming parts of the hiring process. But it doesn’t have to be! Here are 4 ways to streamline interview scheduling:

1) Increase your interviewer pool


The number of interviewers affects how many interviews you can conduct in a week. With a small pool, interview scheduling is more difficult, and candidates won’t get seen quickly. Because of this, it’s important to have a consistent interviewer training program in place so you have a larger pool of interviewers to choose from when scheduling. This means having a program that tracks how many shadows and reverse shadows interviewers should have, as well as what position they’re being trained to interview for. Using a platform to track this means you won’t have to manually do so through multiple spreadsheets. It also means that you’ll be able to tag interviewers with what they’re able to interview for automatically at the completion of their training.

Why is training so important? Besides making scheduling easier, interviewer training ensures that all candidates are receiving a similar interviewing experience with the company. This consistency is what gives candidates great experiences with your company.

Interested in building your own interviewer training program? Read here for tips!

2) Have candidates self-schedule

The constant back-and-forth that’s become the norm for interview scheduling means that time slots that candidates pick might be taken by the time they reply to your email. The fact of the matter is, schedules are too hectic and too busy to rely on a million back-and-forth emails. This is why candidate-driven scheduling is such an important factor of interview scheduling.

By putting candidates in the driver’s seat with a link to their interviewer’s calendar, the time slot that a candidate picks will always be free– even if the interviewer’s schedule changes from the time the link is sent.

Additionally, some candidate-driven scheduling platforms enable you to set business hours and buffer times between interviews. This ensures that interviewers have some breathing room after an interview and aren’t rushing around with back-to-back meetings.

3) Load balance open jobs

Hiring is hectic. There’s no way around that. The same way that you can load balance interviews to make sure interviewers don’t feel overwhelmed, you and your team should be load balancing open requisitions.

While this is more difficult to master– different jobs, after all, have different difficulty levels to fill– it absolutely makes interview scheduling much easier. Some jobs have more complex interviews with more senior members of the team. This means that scheduling them will be way more difficult than scheduling, for example, an entry-level position.

Keeping consistent communication and making sure that no one individual is trying to fill more difficult requisitions will make the scheduling process run more smoothly.

4) Keep open communication with the hiring team

Your hiring process is only as great as your team! During busy hiring seasons (so, always), keep open communication with your manager and hiring manager. If you have a million and one phone screens to complete, see if you can split them. Or, if you’re having trouble scheduling an interview with someone with a jam-packed schedule, get feedback from your team on how to proceed.

Recruiting isn’t a solo sport– it’s a team effort. Especially when it comes to interview scheduling, don’t be afraid to rely on your team for help and guidance.

Final Thoughts

Interview scheduling is difficult. You’re constantly juggling 2+ fast-moving schedules and trying to find a time that works for multiple parties. For these reasons, leveraging your hiring tech stack is one of best ways to ensure that you’re decreasing your time-to-hire and bringing top talent in the door, fast. An Interview Logistics Platform is one of the most critical tools that you can leverage to do this. Not only will it automate scheduling of even the most complex interviews, it also automates interviewer training and collects important hiring metrics for you and your team to review.

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