The job interview
The recruitment interview is more than just a simple conversation, it's a genuine meeting between a candidate and their recruiter.
A key step in any recruitment process. The purpose of this interview is to meet potential candidates in order to select an ideal new team member who fits the vacant position.
It's a crucial meeting where skills, experiences, and aspirations are tested.
Although each interview can vary slightly, the structure generally remains the same. It starts with the famous "tell me about yourself," followed by questions about the candidate's strengths and weaknesses, and typically ends with an opportunity for the candidate to ask their own questions.
The main objective of this exchange is not only to verify the accuracy of the information provided on the CV but also to ensure that the candidate's skills match the job expectations and to probe the candidate's real motivations for the proposed role.
In this article, we explore how to effectively organize a job interview. We discuss the 8 key steps to conduct a successful interview, the time to devote to maximize the efficiency and profitability of the recruitment.
It is important for you, recruiter friends, whether new to the field or eager to understand the basics, to follow a framework, a guiding thread to successfully conduct all your recruitment interviews, thus neglecting no point and staying coherent in your discourse.
1. Writing the job offer
Writing a job advertisement is crucial as it forms the first point of contact between your company and potential candidates. A clear and attractive advertisement not only captures the attention of top talents but also sets expectations from the very beginning of the recruitment process.
Presenting the company and the position
Start with a brief introduction of your company, highlighting its mission, culture, and why it's exciting to work there. Then, detail the main tasks of the position, responsibilities, and professional development opportunities it offers.
Creating a striking title
The title of the ad must be both informative and captivating. Use relevant keywords that describe the position concisely while attracting the attention of suitable candidates.
Job description
Avoid generic descriptions. A good practice is to specifically talk about the projects the candidate will work on or the skills they will develop. Mentioning the salary and benefits, such as work-life balance, reinforces transparency and attracts candidates who share your values.
Adopt the right tone
The tone of your ad should reflect your company's culture. If your environment is formal, a serious ad is appropriate. If your company promotes a more relaxed setting, a friendly and accessible tone will be more engaging.
Humanize your ad
Candidates look for environments where they will feel welcomed and valued. Mention details about the team, company activities, or even testimonials from current employees to give a more human dimension to your ad.
SEO Optimization of the ad
Ensure your ad is visible to search engines by using relevant keywords related to the position and industry. This will increase the chances your ad is found by ideal candidates during their searches.
Illustration and distribution
A picture or video can make the ad more engaging. Choose visuals that well represent the position or the company atmosphere. Once ready, distribute your ad across multiple platforms, including job sites, social networks, and your careers site, to maximize its reach.
➡️ Find more details in our 9 tips for writing an attractive job offer.
2. Preparing for the interview
Anticipating questions
Preparing questions is essential for conducting an effective job interview. These questions should be designed to evaluate not only the candidate's technical skills but also their fit with the company's culture. Consider including behavioral questions that explore past situations and hypothetical scenarios to better understand the candidate's reactions and decisions.
Documents to prepare
Before the interview, gather all necessary documents:
- Candidate's CV : a quick reference point during the interview
- Company-related documents : presentation brochures, videos, etc., to give the candidate an overview of the company's environment and values
- Evaluation grid : structure your observations and evaluations objectively and consistently
Choice of interview location
The location plays an important role in the conduct of the interview.
Choose a quiet room where you won't be interrupted. Ensure the space is comfortable and welcoming to put the candidate at ease and promote open communication.
2.1 Pitfalls to avoid when preparing for the interview
Failing to take the time to properly prepare for the interview can lead to a disorganized and unproductive session. It is crucial to:
1. Underestimating the importance of preparation
Review the candidate's CV and the job description in detail.
Prepare a list of relevant questions that assess key skills and cultural fit.
Organize the necessary documents and evaluation tools.
2. Lack of structure in the interview
An interview without a clear structure can lead to important omissions and inconsistent evaluations between different candidates. Use a standardized interview grid and plan time blocks for each part of the interview.
3. Not adapting the interview to the specific candidate
Each candidate is unique, and it is important to adapt certain questions to explore their specific experiences and skills in depth. Avoid using a too rigid script that does not allow for this personalization.
4. Ignoring logistics aspects
Choosing a poor location or mismanaging time can disrupt the interview process. Ensure the space is comfortable, private, and free from distractions. Also, plan enough time between interviews to avoid feeling rushed and to allow for thoughtful evaluation after each meeting.
5. Uncontrolled biases
Unconscious biases can negatively influence the evaluation of a candidate. It is important to:
Be aware of your own biases.
Strive to adopt an objective approach by focusing on skills and qualifications rather than irrelevant elements such as appearance or age.
6. Not preparing the candidate
Providing insufficient information to the candidate before the interview can unnecessarily put them at ease. Inform candidates in advance about the interview format, topics to be addressed, and what they should bring.
By avoiding these pitfalls, you ensure well-prepared interviews that effectively evaluate candidates while offering a positive and professional experience for both parties.
3. Welcoming the candidate
The candidate's welcome is a key moment that can influence their perception of the company and its culture. A careful welcome is essential not only to give a good image of the company but also to put the candidate at ease, which can encourage more open and honest interaction.
Upon the candidate's arrival, ensure they are properly directed and greeted. This may include clear signage, assistance from a reception person, or a prior email detailing the path to the interview room.
Start by introducing yourself, briefly explaining your role and how it fits into the organization. Then, introduce the company:
- Industry sector : Provide an overview of the market in which the company operates
- Market position : Explain the company's position, its main competitors, and its competitive advantages
- Culture and values : Highlight the company's core values, which can help the candidate assess their cultural fit
It is crucial to revisit the position the candidate is being interviewed for. Describe responsibilities, expectations, and job objectives. Also, be transparent about working conditions, including:
- Benefits : Explain the benefits offered, such as meal vouchers, transportation reimbursements, training opportunities, company health coverage, telecommuting options, career advancement prospects, and possibly, additional benefits like a company car.
Ensure the candidate feels comfortable and ready to start the interview. Offer them water or coffee, and give them time to settle in. A relaxed start to the interview can help dispel nerves and establish a positive dynamic for the rest of the conversation.
4. Interviewing the candidate
The main objective when interviewing a candidate is to gather as much relevant information as possible to assess their suitability for the position and the company. This includes not only their technical skills but also their personality and professional vision.
To obtain authentic and informative responses, it is crucial to be original and creative in your questioning process. Stepping away from ordinary and expected questions can not only positively unsettle the candidate but also push them to reveal more of their personality and actual abilities.
Using the scorecard
Adopt a structured scoring system, like a scorecard, to evaluate the candidate's responses objectively. This helps stay focused on pre-defined criteria and effectively compare candidates with each other. You can download our evaluation grid template to structure your interviews.
Here are 10 examples of questions :
- What do you know about our company and what do you remember about the ad?
- How do you explain this gap in your career path?
- How would you organize a typical day in this position?
- What is your professional project?
- How do you visualize yourself professionally in 5 years?
- What would be the ideal position for you? And why?
- What are your hobbies?
- If your former manager were here, what would they say about you?
- What lessons have you learned from your past mistakes?
- How do you perceive criticism and how do you react to it?
4.1 Prohibited discriminatory questions
It is crucial for recruiters to remain vigilant about the questions asked during an interview. The law imposes strict limits to avoid any form of discrimination. In accordance with the article L1221-6 of the Labor Code, certain questions, deemed discriminatory, cannot be asked to a candidate.
Among the prohibited subjects are:
- Sexual orientation : No questions should concern the candidate's sexual preferences or identity
- Religious beliefs : Religious beliefs are personal and should not influence the recruitment process
- Family situation : It is forbidden to inquire about marital status, child plans, or any other aspect of the candidate's private family life
- Overly personal questions : All questions that have no direct link to the skills required for the position or the candidate's ability to perform their professional tasks
It is essential that the recruiter focuses on the candidate's skills and professional qualifications without being influenced by biases or first impressions. The evaluation must be systematic and based solely on relevant and objective criteria for the position to be filled.
To prevent any discrimination and comply with legality, it is recommended to:
- Train recruiters in ethical and legal interview practices.
- Use a standardized evaluation grid for all candidates, thus ensuring equitable treatment.
- Document the questions and answers during interviews to ensure transparency and provide a basis in case of dispute.
4.2 Practical/psychological tests
Practical tests are an essential component of interviews for many technical or creative positions. They allow for direct evaluation of candidates' practical skills, essential for the proposed position. For example:For a developer
- : Solve a programming bug or develop a small function.For a graphic designer
- : Design a flyer or a graphic mockup within a limited time.These tests must be well-designed to reflect the tasks the candidate would be expected to perform daily, while being fair and achievable within the given time.
Psychological tests
can provide valuable insights into a candidate's personality and how they react in different professional situations. This includes personality tests, assessments of interpersonal skills, or decision-making. It is crucial to respect several principles:Confidentiality : Results must remain confidential and used solely for recruitment purposes.
- Relevance : Tests must be directly related to job requirements to justify their use.
- Non-commercialization : Information gathered through these tests must not be used for commercial purposes or disclosed to third parties without the candidate's explicit consent.
- ➡️ If you wish to conduct psychological tests on your candidates, be aware that Nicoka partners with 4 players, Assessfirst, Central Test, Wesuggest, and Trimoji, for more details, consult our partners page
It is important to ensure that practical and psychological tests comply with current legislation on personal data protection and candidates' rights. In France, for example, the National Commission for Informatics and Liberties (CNIL) provides guidelines on implementing these practices ethically.Tests must be thoughtfully integrated into the recruitment process:
Clearly inform candidates of the existence of these tests and their purpose.
Provide feedback to candidates on test results to promote a transparent and constructive recruitment experience.
- 5. Concluding the interview
- Invite the candidate to ask questions
It is important to conclude each interview by giving the candidate the opportunity to ask questions. This not only shows that you value their interest and engagement, but it can also give you additional insights into what's important to them. Encourage the candidate to share any concerns or additional information they deem necessary.
Clarify the next steps
Before ending the interview, make sure to clearly inform the candidate about the next steps in the recruitment process. This includes:
Who will contact them
: Specify whether it will be you or another team member
- Response time : Give a realistic estimate of when they can expect feedback, whether it's a definitive answer or an invitation for a second interview
- Means of communication : Indicate whether contact will be made by phone, email, or other means
- Inquire about the candidate's availabilityAsking about the candidate's availability is a crucial step in planning potential follow-up interviews or the start of their employment. This also shows that you are seriously considering the candidate for the position. Make sure to note this information to avoid any scheduling conflicts later.
Professional and courteous conclusion
End the interview by thanking the candidate for their time and interest in the position. A handshake, a smile, and a word of encouragement can greatly influence the candidate's final perception of the interview experience.
Internal feedback
After the candidate's departure, take the time to note your impressions and evaluate their responses against the established criteria. Discuss with other recruitment team members if necessary to gather different perspectives before making a decision.
6. After the interview
Weigh the pros and cons, fill out a scoring system, and synthesize it.
Analyze the responses collected during the interview.
7. Inform the candidate(s)
One of the last steps for the employer is to contact the candidates they met during the job interview.
Contact the selected candidate, congratulate them, discuss the next steps, including administrative details necessary to finalize their contract before their arrival within the company.
Inform the candidate(s) who will not be accepted for the position, explain the reasons that led to your choice.
This step is advised to be done first, before contacting the chosen candidate and ensuring that their intentions to join your company are still good. If not, the employer can always turn to other candidates who also caught their attention.
However, it is not mandatory to respond to unsuccessful candidates, we recommend doing so. Indeed, on the one hand, the approach will thank the candidate for applying and spending time with the company, and on the other hand, you will maintain a good image of your
employer brand
.8. Integrate the new hireOnce the candidate is selected and hired, the final step is simply to integrate them into the company, into their position, and within the team.
After choosing the candidate, it is essential to prepare for their arrival by setting up their workstation and informing the team. It is crucial to have an organized onboarding program, including training sessions, presentations of various departments, and meetings with key company members. It is essential to assign a mentor to the new hire and plan regular meetings to track their integration and provide constructive feedback. Finally, it is crucial to encourage the new hire to engage in the company's projects and activities to reinforce their sense of belonging and motivation.
8.1 Preparing for arrival
Ensure the new office is ready, with all required equipment (computer, phone, supplies, etc.). Opt for the configuration of IT access, email accounts, and other essential tools.
Inform the team of the new employee's arrival. Make sure to plan an announcement email or meeting to introduce the new member and their role.
8.2 Welcoming the employee
Upon arrival, welcome the new employee. Plan a brief introductory meeting to introduce them to the team, show them around the premises so they can familiarize themselves with workspaces, meeting rooms, and even the cafeteria, etc.
Set up meetings with key team members and other relevant departments to properly welcome the new employee.
8.3 Launching the onboarding journey
Offer training sessions to present the company, its principles, culture, and methods. Include training sessions tailored to the position. Provide the employee with a welcome booklet or documents containing essential information about the company, internal policies, values, contacts of other employees, practical information, etc. For the first few weeks, propose a clear plan with specific work objectives and tasks to be performed.
8.4 Tracking progress
Ensure to engage a mentor to support the new hire, answer their questions, and facilitate their transition. Organize regular meetings to track the new hire's progress, discuss their impressions, and adjust the integration plan if needed. From the beginning, offer constructive feedback to help the hire progress and adapt more quickly.
8.5 Encouraging involvement and evaluating integration
Quickly involve the new hire in team projects so they feel useful and valued. Encourage their participation in social activities and company events to foster their integration into the team.
Ensure to recognize the new hire's efforts and contributions, and encourage them by offering support and specific goals. Evaluate the hire's integration and discuss results and possible adjustments. Then ask the new hire to provide feedback on the onboarding process and their experience within the company.
To conclude
In summary, the job interview is one of the major important steps in the recruitment process. It allows meeting new candidates for a potential position and evaluating them. This exchange offers the employer the opportunity to verify the information provided on the CV, assess the candidate's skills and suitability for the position, but also understand their real motivations.
Recruiter friends, it is essential for you to properly prepare and structure this interview, to follow the key steps mentioned above, and to follow a thorough preparation both upstream and downstream to increase the efficiency of this hiring process. Additionally, the recruiter can choose the type of interview suited to the company's needs. You will soon find a detailed article dedicated to these different types of interviews.
For further reading
12 tips for organizing a successful job interview
