How to Coordinate Interviews Smoothly and Avoid Scheduling Issues

Picture this common situation: You are a busy recruiter who is juggling multiple job openings at once. Scheduling interviews feels like a never-ending game of “calendar Tetris,” with endless emails trying to find a time that works for everyone. It is time-consuming and leaves candidates frustrated.

Today, the digital age has changed how interviews are conducted. Interview-as-a-Service platforms have made hiring easier and more efficient. These platforms allow companies to connect with candidates without needing in-person meetings. However, scheduling video interviews can still be tricky, especially when dealing with different time zones and tight schedules.

This blog offers helpful tips and best practices to make the interview process smooth and efficient for both candidates and hiring managers. So, let us dive right in!

Why is effective interview scheduling important?

According to Jobvite, 61% of recruiters plan to continue using video interviews even after the pandemic. This shows that virtual interviews are here to stay. Scheduling virtual interviews might seem like a small task, but it plays a big role in the success of your hiring process.

Poor scheduling can result in missed opportunities with top candidates. It can also lead to negative experiences for candidates, which, in turn, can hurt your company’s reputation and make future referrals less likely.

On top of that, it wastes time and resources trying to coordinate calendars, creates stress for both hiring managers and candidates and delays the hiring process. There is also a higher chance of scheduling conflicts or last-minute cancellations.

Hence, how you handle interview scheduling reflects your company’s organizational skills and respect for people’s time. Get it right, and you will improve your chances of hiring success. Now, let us explore how to do that!

Also Read: Remote Interviews Unveiled: Challenges, Innovations and Best Practices

How do you schedule video interviews effectively?

Virtual interviews have become more common and important for hiring global talent, especially after the pandemic. However, they can come with challenges in scheduling, coordination and communication.

So, how can you make sure your remote interviews go smoothly and meet the needs of both candidates and hiring managers? Here are some tips and best practices to help you plan and conduct remote interviews with confidence and professionalism:

• Use the right tools

The first step to a successful video interview is choosing the right tools that help you conduct the interview smoothly and securely. Use the automated scheduling features available on the best Interview-as-a-Service platforms like VProPle.

Such features let candidates pick from available interview times based on the interviewer’s schedule. This cuts down on the need for endless back-and-forth emails. (A report from the McKinsey Global Institute shows that companies using AI in their hiring process can cut down hiring time by up to 75% and improve the quality of their hires by up to 50%). 

• Set clear expectations

One of the biggest mistakes recruiters make is not clearly explaining what candidates can expect. This causes confusion and bad experiences. To avoid this, keep communication clear throughout the process and set clear expectations from the start.

When inviting a candidate to an interview, make sure to share important details like the interview format (phone, in-person or video), the interview agenda, how long the interview will last (and whether it has multiple parts), the names and titles of the people they will meet and the next steps (including the timeline for a decision).

This transparency helps candidates feel prepared and respected, and it prevents any miscommunications that could cause problems. 

• Consider time zones and availability

A major challenge with video interviews is managing different time zones and the availability of both candidates and interviewers. To avoid confusion and frustration, always mention the time zone of the interview and find a time that works for everyone. Use tools that show time ones or offer time conversion options.

In addition, make sure to communicate how long the interview will last and if there will be any breaks. Be flexible and considerate of everyone’s schedules and preferences, and try to accommodate any changes or requests when possible.

• Offer flexibility

Giving candidates enough wiggle room when booking an interview is one of the best strategies for effective interview scheduling. Candidates are busy individuals too, often juggling work, family and other commitments. The more flexibility you can offer in your interview scheduling, the better.

• Send reminder confirmations

No-shows and last-minute cancellations are common headaches for recruiters that can mess up schedules and waste time. Luckily, there is an easy fix: sending automated reminders. You can use the top Interview-as-a-Service platforms to send automatic reminders to both interviewers and candidates. These reminders do several things, like:

• They provide an easy way to reschedule if there is a conflict. 
• Remind candidates of the interview if they forgot. 
• Reconfirm important details like the interview format and dial-in instructions.

Just be sure not to send too many reminders. as one or two should be enough. Moreover, always include an option for candidates to easily reschedule or cancel if needed.

• Ensure smooth interview transitions

Plan for a 10-15 minute buffer between interviews to avoid scheduling conflicts. This gives room for delays in previous interviews and allows interviewers to prepare for the next one. In addition, offer interview times if necessary, such as early mornings or late evenings, to fit different schedules. 

• Collaborate with your team

Scheduling an interview is a team effort that involves coordination between recruiters, hiring managers and potential team members. Good teamwork is essential to avoid confusion and create a smooth experience.

• Personalize the candidate’s experience 

One downside of video interviews is the lack of face-to-face interaction and non-verbal cues that help build rapport and trust between candidates and interviewers. To overcome this, add a personal touch and make candidates feel that they are valued as individuals and not just another resume in the pile.

Start by introducing yourself and the other interviewers, greet the candidate warmly and make eye contact while smiling. Use positive language and show genuine interest in the candidate’s background, goals and skills.

You can also create a relaxed atmosphere by using icebreakers, humor or sharing personal stories and allowing time for casual conversation. This personalized scheduling experience not only makes the candidate feel more comfortable and at ease but can also help build your talent pipeline.

Related: Why Companies are Investing in Interview Services to Improve Candidate Experience

• Follow up and provide feedback

The final step in a successful video interview is to follow up and provide feedback to both candidates and interviewers. Always thank them for their time and participation, and let them know the next steps and timelines in the hiring process.

Ask for feedback from both candidates and interviewers and address any questions or concerns they might have. Giving feedback helps you assess the candidate’s performance and potential while also allowing you to improve your remote interview process and experience. 

Final thoughts 

Effective interview scheduling is both a skill and a strategy. It involves planning, using the right tools and working closely with your hiring team. By following the best practices discussed in this blog, you can make the most of an Interview as a Service platform.

Looking for an excellent Interview-as-a-Service platform to streamline the entire interview scheduling process? Choose VProPle, as our platform can help you coordinate interviews with multiple candidates without the stress of managing calendars, time zones or logistical hiccups.

So, are you ready to streamline your interview process? Try VProPle today and experience how effortless interview scheduling can be!