Chapter 4: Blocking Time

Scheduling an interview efficiently and respectfully will help create a positive candidate experience and a successful recruiting process. Thus, scheduling an interview is an important milestone in the world of employee experience. It is important that communication is clear and rescheduling/ cancellation is negligible. An organization constantly rescheduling its meetings should make one worried about a culture that does not prioritize critical business initiatives. Frequent changes on the executive’s calendar sometimes showcase disorganization and a possible link to a lack of value-driven principles.

Below are some tips on how best to schedule an interview:

Prompt Communication:
Respond quickly to candidates’ queries or applications. Show appreciation for their interests and give them initial details about the interview process.

Flexible Options:
Offer flexible interview slots that might suit candidate schedules. Include alternatives with different days and time frames, plus early mornings and late afternoons. Alternatively, check multiple available slots with a candidate and use this opportunity to book required meetings.

Consider Time Zones:
If a candidate is far away and in a different time zone, be cautious about scheduling interviews at appropriate times for him/her. For all scheduled interviews, clearly state the time zone involved. Ask prospective employees about their preferred times of day for interviews. While not all preferences can be accommodated, you are trying to meet some of their needs.

Provide Ample Notice:
Give enough lead time for those being interviewed. Ideally, you should intend to give at least 48 hours to 72 hours notice, especially for the first interview.

Limit Rescheduling:
As shared above, avoid changing the schedule regularly, as it disrupts and may suggest disorganization. Reschedule interviews only when necessary and give clear reasons. Make sure that parties understand the minimum time they must keep before a meeting is rescheduled.

Use Scheduling Tools:
Optimize scheduling tools or software that enable candidates to choose from available time slots. This simplifies the process, enabling candidates to select their preferred time.

Provide Clear Instructions:
Your interview communication should clearly indicate whether it will be in person, phone, or video format, how and where it will occur, and the technical requirements. Moreover, remember to say who will interview them and what their roles are in this process, and share any knowledge bases with the candidates,

Consider Travel Time:
In the case of face-to-face interviews, travel time should be included for both the candidate and interviewers. The breaks between interviews should be long enough so that they do not seem hurried or nervous while talking to each other. Besides stating the location, complete details about directions to the office, visitor formalities (if any), whom to meet, etc. Ensure you provide more information regarding the layout map, etc.

Respect Candidate Availability:
If a candidate indicates specific availability constraints, make every effort to accommodate them; otherwise, show respect for his/her personal engagements by not booking him/her during such times.

Coordinate with Multiple Interviewers:
Pin down their dates beforehand if there are several interviewers just so they may be available within those set intervals already agreed upon. Limit the number of rounds by combining interviews and if you need more time, increase the duration on the given day for maximum utilisation of time and effort from the various stakeholders.

Send Calendar Invitations:
After the interview is planned, send a calendar invitation with these details, including the date, time, and location, or a virtual meeting link if it is an online interview that can be accessed by many people at once through the Internet.

Provide Contact Information:
Remember to provide a contact person’s telephone number or email address in case the candidate has problems or wants to change something in his/her schedule.

Follow Up with Reminders:
For example, I found out that sending a reminder email or a quick phone call one or two days before the interview and reiterating all required information was helpful. Another best practice would involve following up on the same day of the meeting to ensure participation and respond to various concerns at the last minute.

There is a huge segment on the interviewing process and best practices, which will be shared in the next chapter.