What is a job interview?

A job interview is a formal meeting between a prospective employee and an organization, company, or business to discuss their qualifications, education, background, and experience. It’s an essential part of the hiring process, allowing interviewers to go deeper than a candidate’s resume and cover letter. Job interviews can take place in person, over the phone, or virtually, and depending on the role, you might give one or more interviews per candidate.

Why is a job interview important?

Job interviews are important because they offer insight into a candidate, their skills and capabilities and ensure that both parties are well-informed and confident in their decision to move forward. A well-structured interview can reveal how a candidate can contribute to the success of a team or organization. You can use job interviews to compare candidates or build a list of future talent options for other open positions.

How to conduct a job interview

Being prepared can help you ask the best interview questions. Carefully assessing the job opening and structuring questions that can help you determine an applicant’s suitability for the position. Here are 12 steps you can take to conduct a job interview:

1. Prepare and develop questions

Preparing for an interview lets you best evaluate a candidate’s abilities. Start by reviewing their cover letter and curriculum vitae (CV) to assess if the candidate’s education, background, and skills align with the role or what areas of their professional career you want to learn more about during the upcoming conversation. You can also connect with leaders and colleagues who collaborate with the person in this role to ask if there are specific questions they want to be presented in the interview.

2. Apply the STAR interview structure

A common interview technique is STAR, which stands for:

• Situation: situation or challenge faced
• Task: task, duty, or responsibility of an individual
• Action: action taken to overcome, improve, or resolve an issue or challenge
• Result: outcome of the actions taken

Candidates often use the STAR method to answer behavioural questions, like discussing a time they dealt with challenging customers or colleagues. The STAR structure for questions and answers can give insight into how applicants approach problems and apply decision-making abilities that lead to positive outcomes. If an applicant doesn’t provide a complete answer, consider asking follow-up questions or guiding them to be more specific about the situation.

3. Vary the question types

Varying the question types during an interview can help it feel fresh and allow you to see different attributes of the candidate. A well-rounded mix of interview questions can also let you explore different facets of the job position and assess how well an applicant might perform. For example, consider using a combination of these questions:

• Closed-ended questions: You can use these to gain essential information, like “How many years of experience do you have?” or “You graduated with a degree from Ontario City College?”

• Open-ended questions: Allow a candidate to expand on a topic, like “What is a challenging goal you’re proud of achieving?” or “Explain a time you had to change your approach entirely.”

• Logic questions: You can gain insight into how an applicant approaches problem-solving with these questions, like “How many trees are there in Banff National Park?”

• Hypothetical questions: These questions invite a candidate to anticipate how to handle an issue, like “How would you react to a colleague who misses a deadline?”

4. Consider the type and number of interviewers

Whether screening by telephone, in person, or through a virtual interview, plan accordingly and decide how many people to involve. This could include a panel of colleagues for a prominent role or multiple rounds of interviews for a high-level position. Including relevant leaders in the interview can help get different perspectives on the candidate’s experience and abilities.

5. Practice the interview

After selecting the interview type and compiling a list of questions, practicing your interviewing technique is essential. This can help you refine and adjust the questions and determine the appropriate duration for each interview. To enhance your preparation ask a colleague to participate in a mock interview.

6. Explain the company’s position

Start the interview by briefly introducing yourself, the role, and some of the organization’s goals and objectives. This can give candidates a better understanding of job expectations, company culture, and topics to ask about later in the interview. If you need more information about the specific responsibilities of a role, you might ask the direct manager in advance.

7. Discuss the interview process

Outline the interview process to the candidate to keep it organized and with clear expectations. Consider sharing things like:

• How long to expect the interview to last
• What format the interview follows
• Whether there are work-related tasks, tests, or assessments

8. Let the candidate ask questions

A key aspect of a productive interview is allowing the candidate to ask questions. Allocate time at the end for them to ask about the role, responsibilities, expectations, the company and the team they may join. This helps the candidate evaluate the position and provides you with insight into their level of interest.

9. Take notes to refer to later

Taking notes can help you remember important information and key details. These notes can assist you in your evaluation and provide reassurance when it’s time to make a hiring decision. Remember to strike a balance between note-taking and active engagement during the interview.

Related: Four Strategies for Closing the Gap Between Job Seekers and Employers

10. Share the next steps in the interview process

Near the end of the interview, consider outlining the next steps for the candidate to help set expectations. For example, share your intended timeline for hiring, when they can expect to hear from the company, or if another round of interviews is likely. Allowing the candidate to ask clarifying questions can also help establish an understanding of the next steps and expectations.

11. Use a rating scale

Evaluating candidates can help you assess their performance during interviews. You can assign a numerical score or use simple labels like “strong” or “weak” for their responses. Combining these ratings with notes taken during the interview allows you to evaluate each applicant better and compare them to other qualified candidates, ultimately guiding your hiring decision.

12. Select a candidate and follow up with all applicants

This is an important step, even though it comes last. Once you decide which candidate to hire, notify the chosen candidate to inform them. Also, thank the other applicants interviewed and let them know the outcome. Getting back to candidates and sending thoughtful rejection emails can help establish or grow an organization’s reputation. Consider using multiple contact methods, like email and phone, to make sure all candidates receive notice.

Learning how to conduct a job interview and developing a process helps companies attract and retain top talent. Indeed’s Employer Resource Library offers tools and guidance on how to streamline the hiring process, conduct interviews, and tips to evaluate and select the best candidates.