How to interview candidates: A complete guide for hiring managers

Hiring the right candidate is a critical decision for any business. A well-planned interview process not only helps identify top talent but also enhances your company's reputation as an employer.

However, mastering this process requires careful preparation, effective execution, and thorough evaluation.

This guide covers everything you need to know, whether you're an experienced hiring manager or conducting your first interview.

From preparation to post-interview evaluations, it provides actionable strategies to help you confidently assess candidates and leave a positive impression of your organisation.

Let’s dive in and ensure your next hire is the perfect fit!

Preparation before the interview

Preparation is the foundation of a successful interview. A poorly planned process can lead to hiring the wrong candidate, which is both time-consuming and costly. Here’s how to prepare thoroughly to set yourself up for success.

How to fully understand the role you’re hiring for

Before you can assess whether a candidate is the right fit, you need to be crystal clear about the role you’re hiring for. This means going beyond the job title and digging deep into the specific responsibilities, required skills, and success metrics for the position.

Define the role’s purpose

What are the key objectives of this position? How does it contribute to the overall success of the team and company?

List core responsibilities

Detail the day-to-day tasks and expectations for the role. Be specific to avoid misaligned expectations with candidates.

Identify must-have vs. nice-to-have skills

Prioritise the skills and experience essential for the role and differentiate them from those that are desirable but not critical.

Consult with the team

Speak with team members and managers who interact with the role to gather insights and ensure alignment.

Taking these steps ensures you’re equipped with a clear understanding of what you’re looking for in a candidate, making it easier to evaluate them during the interview.

Building a candidate evaluation framework that works

To make consistent and objective hiring decisions, it’s crucial to establish a candidate evaluation framework.

This provides a structured way to assess candidates fairly and ensures you’re measuring the qualities that matter most for the role.

Define key competencies

Identify the skills, behaviours, and values essential for success in the role. These might include technical abilities, communication skills, problem-solving aptitude, or cultural fit.

Create a scoring system

Use a numerical scale (e.g., 1-5) to rate candidates on each competency. This makes it easier to compare candidates objectively.

Standardise interview questions

Develop a set of core questions that align with the competencies you’re assessing. This ensures all candidates are evaluated against the same criteria.

Involve multiple interviewers

Diverse perspectives help reduce bias and provide a more holistic view of the candidate’s abilities.

By creating and adhering to a structured evaluation framework, you’ll improve the fairness and effectiveness of your interview process.

Choosing the right interview format for your needs

Not all interviews are created equal, and the format you choose can significantly impact your ability to assess candidates.

Selecting the right type of interview depends on the role, industry, and specific skills you’re evaluating.

One-on-one interviews

Ideal for deep conversations about a candidate’s skills, experience, and personality. These are common for most roles.

Panel interviews

Useful for assessing how candidates interact with multiple stakeholders and for gathering diverse opinions from the hiring team.

Technical interviews

Best suited for roles requiring specific technical expertise, such as coding or engineering. These often include tests or problem-solving exercises.

Situational or behavioural interviews

These focus on how candidates have handled past experiences or hypothetical scenarios, revealing their problem-solving and interpersonal skills.

Choose the format that aligns best with the role’s requirements and your organisational needs to get the most out of the interview process.

Why reviewing the candidate’s CV is so important

A candidate’s CV is often your first insight into their skills, experience, and suitability for the role. Reviewing CVs thoroughly before the interview allows you to tailor your questions and delve deeper into areas of interest.

Identify key achievements

Look for examples of measurable results, such as revenue growth, cost savings, or successful project completions.

Spot inconsistencies

Check for gaps in employment, frequent job changes, or exaggerated claims that may need clarification during the interview.

Read more: Red flags in candidate CVs

Align with the job description

Compare the candidate’s experience and skills with the requirements of the role to determine areas for further exploration.

Read more: Top tips on evaluating a CV

By thoroughly reviewing CVs, you’ll enter the interview well-prepared and ready to ask insightful questions that reveal the candidate’s true potential.

The key to researching your candidates effectively

Researching candidates before the interview can provide valuable context and help you understand their motivations and background.

This goes beyond simply reviewing their CV and involves exploring their professional online presence and any other publicly available information.

• LinkedIn profiles: Check for endorsements, recommendations, and examples of past work to validate the candidate’s CV claims.

• Professional portfolios: For creative or technical roles, reviewing portfolios or case studies can give you a clearer picture of the candidate’s capabilities.

• Online presence: Look for thought leadership, articles, or public contributions that demonstrate expertise or alignment with your company’s values.

• Understand their motivations: Researching a candidate can also help you tailor questions about their career goals and why they’re interested in your organisation.

Being well-informed about your candidates not only demonstrates your professionalism but also helps create a more engaging and personalised interview experience.

Writing interview questions that uncover top talent

Creating thoughtful and targeted interview questions is a critical step in identifying the best candidates.

The right questions can help you evaluate skills, experience, and cultural fit while also encouraging candidates to showcase their unique strengths.

Here are some tips to get it right:

Focus on competencies

Tailor your questions to the core competencies required for the role. For example, ask problem-solving questions for analytical roles or situational questions for customer-facing positions.

Use behavioural questions

Past behaviour is often the best predictor of future performance. Ask questions like, “Can you give an example of a time when you overcame a challenge at work?”

Avoid generic questions

Instead of asking overly broad questions like, “What are your strengths?”, ask specific ones such as, “What is a skill you’ve worked hard to develop, and how did it benefit your team?”

Test for cultural fit

Include questions that assess whether the candidate’s values align with your organisation’s culture. For example, “How do you prefer to collaborate with others in a team setting?”

Read more: How to create a positive workplace culture

Include role-specific questions

Incorporate technical or scenario-based questions to evaluate the candidate’s expertise in areas that matter most for the position.

Read more: Best interview questions to ask candidates

By preparing well-rounded, insightful questions, you’ll be able to uncover a candidate’s true potential and determine their suitability for the role.

Preparing for your chosen interview format

The success of an interview often depends on how well you’ve prepared for the format you’ve selected. Whether it’s a one-on-one conversation or a technical assessment, each format requires a different approach to preparation.

One-on-one interviews

Prepare open-ended questions that encourage detailed responses and plan follow-up questions to delve deeper into key areas.

Technical interviews

Develop practical tasks or challenges that mirror the job’s responsibilities. Be ready to provide guidance or clarification to ensure candidates feel supported.

Virtual interviews

Test your technology beforehand and ensure the candidate has access to clear instructions. Create a professional and distraction-free environment to help put the candidate at ease.

Read more: How to create a compelling interview process

Preparing thoroughly for your chosen interview format demonstrates professionalism and ensures you gather the insights needed to make informed hiring decisions.

How to prepare for the questions candidates will ask

Remember, interviews are a two-way street. Top candidates will have their own questions, and your ability to answer them thoughtfully can leave a lasting impression. Here’s how to get ready:

• Anticipate common questions: Candidates often ask about company culture, career development opportunities, team dynamics, and performance expectations. Prepare clear and honest answers to these topics.

• Be transparent about the role: Provide realistic insights into the position’s challenges and growth opportunities. Avoid overpromising to ensure alignment between expectations and reality.

• Understand your company’s unique selling points: Highlight what makes your organisation a great place to work, such as flexible work policies, strong leadership, or innovative projects.

• Stay up to date on company goals: Candidates may ask about your organisation’s vision and strategy. Be prepared to discuss how the role fits into these broader objectives.

• Encourage open dialogue: Invite candidates to ask follow-up questions and share their thoughts. This creates a collaborative and engaging atmosphere.

Being well-prepared for candidate questions helps build trust and demonstrates that your company values transparency and communication.

Selling the role and your company to the best candidates

In today’s competitive job market, top talent often has multiple options. It’s not just about evaluating candidates; it’s also about convincing them that your role and company are the right choice.

Here’s how to make a strong impression:

Highlight career growth opportunities

Showcase how the role aligns with the candidate’s career goals and offers a clear path for advancement.

Emphasise company culture

Share specific examples of your company’s values in action, whether it’s team-building activities, employee recognition programs, or community involvement.

Read more: EVP - Why it matters & how to improve yours?

Showcase employee success stories

Share stories of employees who have thrived within your organisation to illustrate the potential for growth and success.

Be authentic

Candidates value honesty and authenticity. Talk openly about what makes your company unique, as well as any challenges you’re actively addressing.

Provide a seamless experience

From timely communication to a well-organised interview process, every interaction with the candidate should reflect your company’s professionalism and commitment to excellence.

By effectively selling the role and your company, you’ll not only attract top talent but also leave candidates excited about the opportunity to join your team.

During the interview

The interview itself is a pivotal stage in the hiring process. This is where you get to know the candidate beyond their CV and uncover their potential for the role.

By conducting a structured, professional, and engaging interview, you can effectively assess their suitability for your organisation.

Below, we provide guidance on every step of the process, offering actionable advice to ensure your interviews are as productive as possible.

How to start an interview with a candidate

First impressions matter, so starting the interview on the right note is critical. Begin by creating a welcoming atmosphere—this helps put candidates at ease and sets the tone for a productive discussion.

• Greet with warmth: Offer a firm handshake (if appropriate) and greet the candidate by name. A smile and a friendly demeanour can help relax their nerves.

• Introduce yourself and the company: Briefly explain your role and the organisation’s mission to give the candidate context.

• Set expectations for the interview: Provide an overview of the structure, including how long the session will take and what topics will be covered. This clarity helps candidates feel prepared and engaged.

Read more: How to conduct a successful job interview

Why you should follow a clear interview structure

A clear structure isn’t just helpful for you; it also ensures a fair and consistent experience for all candidates. Having a defined plan keeps the interview focused and makes it easier to compare candidates objectively.

Start with general questions

Begin with an icebreaker or introductory question to make the candidate feel comfortable.

Move to role-specific queries

Ask questions that align with the job’s key requirements and responsibilities.

Conclude with candidate questions

Allow time at the end for the candidate to ask questions about the role or organisation.

A structured interview also minimises bias, as each candidate is assessed on the same criteria, helping you make a data-driven hiring decision.

The importance of asking open-ended questions

Open-ended questions encourage candidates to elaborate, providing richer insights into their skills, experience, and thought processes.

They go beyond “yes” or “no” answers, helping you gauge a candidate’s problem-solving abilities, personality, and communication skills.

Examples of open-ended questions:

• “Can you tell me about a time you overcame a challenge at work?”

• “How do you prioritise tasks when working under pressure?”

• “What motivated you to apply for this role?”

These types of questions not only highlight relevant experience but also reveal how candidates approach situations, their decision-making style, and whether they align with your company values.

How to actively listen and ask follow-up questions

Active listening is a crucial skill for interviewers. By showing genuine interest in a candidate’s responses, you can create a more conversational and engaging interview experience.

Show attentiveness:

Maintain eye contact, nod, and use verbal cues such as “I see” or “That’s interesting” to demonstrate you’re listening.

Take notes sparingly:

Jot down key points without breaking the flow of the conversation.

Ask follow-up questions:

If a candidate mentions an interesting project or achievement, ask for more details, e.g., “Can you elaborate on your role in that project?” This helps you uncover depth and specifics while showing candidates that you value their input.

Using practical assessments to test candidate skills

While verbal responses are important, practical assessments offer a direct way to evaluate a candidate’s capabilities. These tasks simulate real-life challenges the candidate would face in the role.

Examples of practical assessments:

• Case studies: Present a business problem and ask the candidate to outline their solution.

• Role-specific tasks: For example, a graphic designer might be asked to create a mock-up, or a software developer might complete a coding test.

• Problem-solving exercises: Test their ability to think critically and creatively under pressure.

Practical assessments not only validate a candidate’s technical skills but also provide a glimpse into their work style and problem-solving approach.

How to evaluate cultural fit during an interview

Assessing cultural fit is just as important as evaluating technical skills. A candidate who aligns with your organisation’s values and team dynamics is more likely to succeed in the role.

Ask value-based questions

“What type of work environment helps you thrive?” or “How do you handle collaboration in a team?”

Look for shared values

Pay attention to whether the candidate’s responses align with your company’s mission and culture.

Observe behaviour

Are they respectful, enthusiastic, and professional throughout the interview?

Cultural fit doesn’t mean hiring someone identical to your existing team—it’s about finding individuals who complement and enhance your workplace culture.

Encouraging candidates to ask questions

An interview should be a two-way street. Encouraging candidates to ask questions gives them the chance to assess whether your organisation is the right fit for them.

• Prompt them to ask questions: Say, “Do you have any questions for me?” or “Is there anything you’d like to know about the role or company?”

• Evaluate their curiosity: Candidates who ask thoughtful, role-specific questions often demonstrate genuine interest and initiative.

• Be transparent: Answer their queries honestly, providing clarity about the role, expectations, and company culture.

This step helps build trust and ensures candidates leave the interview with a positive impression of your organisation.

Maintaining professionalism throughout the interview

Professionalism should underpin every aspect of your interview. This ensures a respectful, unbiased, and productive process.

• Respect the candidate’s time: Start and end the interview on schedule.

• Avoid distractions: Turn off notifications, and give the candidate your undivided attention.

• Stay objective: Avoid letting personal biases influence your assessment. Instead, focus on the candidate’s qualifications and suitability for the role.

Professionalism isn’t just about courtesy - it reflects your organisation’s values and can significantly impact a candidate’s perception of your company.

How to end the interview on a positive note

Concluding the interview on a positive note leaves a lasting impression on the candidate, even if they’re not selected for the role.

• Recap the next steps: Explain what happens next in the hiring process, including when they can expect feedback.

• Thank them for their time: A simple “Thank you for coming in today” goes a long way.

• Leave them with a good impression: Smile, offer a firm handshake, and express your appreciation for their interest in the role.

Ending on a high note ensures candidates walk away feeling respected and valued, which can enhance your company’s reputation as an employer of choice.

After the interview

The interview may be over, but the post-interview process is just as critical for making the right hiring decision. Below, we break down the essential steps to take once the interview concludes, ensuring a smooth and professional hiring process.

How to provide clear and constructive feedback

Providing feedback to candidates—whether successful or not—is a professional courtesy that can also improve your organisation's reputation as an employer.

Constructive feedback helps candidates understand their performance and learn for future opportunities.

Tips for giving feedback effectively:

• Highlight particular strengths or areas for improvement, rather than vague statements. For example, say, “Your presentation skills are excellent, but your answers lacked detail about leadership experience.”

• Share both positive aspects and areas for growth.

• Provide feedback soon after the interview, ideally within a few days.

Candidates will appreciate your honesty and professionalism, even if they’re not selected for the role.

Evaluating candidates fairly and objectively

Once all interviews are complete, it’s time to assess each candidate. Fair and objective evaluation ensures you’re making a decision based on merit, rather than personal bias.

Steps for fair evaluation:

1. Refer to your criteria

Use the same scoring system or rubric you applied during the interviews to assess candidates based on predetermined skills, experience, and cultural fit.

2. Compare responses

Review how candidates answered the same or similar questions to evaluate consistency.

3. Focus on evidence

Base your decision on the facts presented during the interview, rather than assumptions or gut feelings. This process ensures you’re selecting the best candidate for the role in a way that aligns with your company’s values and objectives.

Debriefing with the wider team

Collaborating with your team after interviews provides a broader perspective on candidates and helps you reach a consensus.

How to run a post-interview debrief:

• Share observations: Encourage team members who participated in the interviews to share their notes and impressions.

• Discuss key points: Focus on critical factors such as technical ability, cultural fit, and how well each candidate aligns with the job requirements.

• Resolve discrepancies: Address differing opinions by discussing specific examples or asking clarifying questions.

Debriefing promotes a thorough and inclusive decision-making process while reducing the risk of overlooking valuable insights from colleagues.

Making a confident hiring decision

Once you’ve gathered feedback from your team, it’s time to make your final decision. This can sometimes feel overwhelming, especially if multiple candidates are strong contenders.

Here are some key considerations for a confident decision:

• Match to job criteria: Ensure the chosen candidate meets or exceeds the requirements for the role.

• Cultural alignment: Select a candidate who aligns with your company’s values and can positively contribute to the team dynamic.

• Potential for growth: Consider whether the candidate has the potential to grow and succeed within your organisation over time.

Making an informed, data-driven decision minimises the risk of a bad hire and sets your new team member up for success.

Communicating the next steps to candidates

Once you’ve made your decision, it’s crucial to communicate the outcome to all candidates promptly and professionally.

For successful candidates:

• Make the offer: Contact them by phone or email to share the good news, providing details of the offer and next steps.

• Be enthusiastic: Show excitement about welcoming them to the team, which helps solidify their decision to join your organisation.
  
  

For unsuccessful candidates:

• Send a personalised rejection email: Thank them for their time, provide constructive feedback, and express encouragement for future opportunities.

• Keep doors open: If the candidate showed promise but wasn’t the right fit for this role, let them know you’d like to stay in touch for future openings.

Clear communication demonstrates professionalism and leaves candidates with a positive impression of your company, regardless of the outcome.

What to do if no candidates are the right fit

If none of the interviewed candidates meet your expectations, it’s important to take a step back and evaluate the process. Here are the next steps you could take:

1. Revisit the job description

Ensure it accurately reflects the role and attracts the right candidates.

2. Assess the interview process

Were your questions or assessment methods effective in evaluating candidates?

3. Broaden your search

Expand your recruitment efforts by utilising alternative sourcing channels or targeting different talent pools.

4. Partner with a specialist recruitment agency

If you’re struggling to find the right candidate, working with a specialist recruitment agency like Digital Waffle can make all the difference.

As experts in sourcing top-tier talent across a range of industries, we understand the challenges of hiring and can tailor our services to your needs.

Interviewing is a critical part of hiring, requiring thoughtful planning, execution, and follow-up to identify top talent. In competitive markets or specialised industries, finding the perfect candidate can be challenging.

That’s where Digital Waffle comes in. As recruitment experts, we support you at every stage - from crafting job descriptions to pre-screening and presenting top candidates.

Submit your vacancy today and let us help you find the ideal hire to elevate your business.