All you need to know about Interview Scheduling

Have you ever thought about how something as simple as scheduling an interview can make or break the entire hiring process?

Let's take an example, you’ve finally got a highly qualified candidate you've been waiting for to agree to an interview. But because of poor scheduling, they miss the meeting, or the interviewer arrives stressed and unprepared. It might seem like a small issue, but interview scheduling plays a huge role in a successful hiring process. When it is done right, it creates a smooth, positive experience for both the candidate and the hiring team. But if it goes wrong, you could lose top talent.

In this blog, I’ll walk you through everything you need to know about interview scheduling, from how to schedule interviews to handling no-shows, and postponements, and even how automation can simplify this process.

What is interview scheduling

Interview scheduling is simply about setting up a time for a candidate and one or more interviewers to meet. It sounds easy, but it involves managing different things like availability, time zones, urgency, and the candidate’s overall experience.

It’s not just about picking any available time slot; you need to plan carefully so it works for both sides. The timing can really affect how well the interview goes. For example, if you schedule an interview for a candidate right after their workday, they might be too tired to do their best. Similarly, if interviewers are rushed between meetings, they may not be fully focused. That’s why proper scheduling is important to make sure everyone has a good experience.

The Role of interview scheduling

Interviews continue to be a cornerstone of the hiring process, even with the rise of asynchronous methods. A report by Criteria reveals that 94% of hiring professionals regard interviews as "crucial" for making sound hiring decisions. (Criteria)

Managing time and setting clear expectations are key factors during recruitment. CareerPlug found that 41% of job seekers expect to receive information about the next steps right after their initial interview.

Cronofy’s 2023 Candidate Expectations Report offers valuable insights into the impact of scheduling on the recruitment process:

• 49% of candidates dropped out of the process because scheduling an interview took too long.
• 40% expect interviews to be scheduled within 2-6 days after applying for a role, which reflects a growing urgency compared to prior years.
• A seamless interview experience affects the decision-making of 72% of candidates when determining whether to accept an offer.
• 62% prefer an automated scheduling system to avoid long email chains and delays.

Recruiters also spend considerable time coordinating interviews. GoodTime reports that 42% of recruitment teams' time was devoted to scheduling interviews in 2022, a rise from the previous year. (GoodTime)

According to HR.com, the top challenges in scheduling interviews include:

• 78% report issues with interviewer availability.
• 64% experience difficulties with back-and-forth email exchanges.
• 50% face frequent rescheduling needs.

The data marks the need for more efficient and automated solutions to improve the interview scheduling process and keep candidates engaged.

How to automate interview scheduling

For recruiters managing multiple candidates and hiring managers, automating interview scheduling can be an extremely helpful. Automation eliminates much of the manual coordination, saving time and reducing the chances of errors. Here’s how it works:

1. Automated availability check
   Many scheduling tools allow candidates to view real-time availability of interviewers and select a time slot that works best for them. This avoids the back-and-forth email exchanges and speeds up the process.
   
2. Automatic reminders
   Automated scheduling tools often come with built-in reminders that notify both the candidate and the interviewer of upcoming interviews. This helps reduce no-shows and keeps everyone on track.
   
3. Integrated video conferencing
   For remote interviews, some platforms offer integrated video links directly in the calendar invite. This ensures a seamless experience and avoids last-minute technical hiccups.
   
4. Rescheduling options
   If a candidate or interviewer needs to reschedule, automated tools make it easy to find new time slots without the hassle of manual coordination.

How Intervue can help?

At Intervue, we understand the challenges recruiters face in scheduling interviews, especially when dealing with high volumes of candidates or coordinating across different time zones. Our platform simplifies interview scheduling by:

1. Automating the process
   With our smart scheduling feature, candidates can choose time slots based on the real-time availability of interviewers. This reduces back-and-forth communication and speeds up the process.
   
2. Integration with calendars
   Our platform seamlessly integrates with popular calendar tools, ensuring both interviewers and candidates have a clear view of their schedules.
   
3. Automated reminders
   We help you minimize no-shows by sending automated reminders to candidates and interviewers, ensuring they’re prepared for the interview.
   
4. Flexibility
   Whether it’s an in-person interview or a virtual one, our platform accommodates all types of interviews, making the scheduling process smooth for both parties.

How to schedule an interview with a candidate

The process of scheduling an interview with a candidate should always begin with clear communication. Whether you're reaching out via email, phone, or using a recruitment platform, make sure to:

1. Be polite and professional
   First impressions count, and your email or call sets the tone for the interview. Keep it formal yet friendly.
   
2. Offer multiple time slots
   Offering the candidate a choice of time slots shows flexibility and helps accommodate their schedule. It also reduces the back-and-forth communication often required to nail down a suitable time.
   
3. Be clear on details
   Include the type of interview (in-person, phone, or video), the interviewer’s names, any preparation instructions, and the expected duration. Clarity avoids last-minute confusion.
   
4. Set clear expectations
   If there are any materials the candidate needs to bring or tasks they should complete before the interview, inform them in advance.
   
5. Use calendar invites
   Once the interview is confirmed, send a calendar invite with all details to ensure the candidate and interviewer are on the same page and have a reminder set.

Interview scheduling best practices

Managing interview schedules well can enhance your company’s reputation and make candidates feel valued. Here are a few best practices to keep in mind:

1. Plan ahead
   Start by considering the needs of both the candidate and the interview panel. Organize schedules well in advance to avoid last-minute rushes. Aim to finalize interview slots a few days before the actual interview date.
   
2. Be flexible
   Not every candidate will be available at your convenience. Make sure to offer flexibility, especially for candidates who are currently employed or reside in different time zones.
   
3. Confirm interview details
   Always send a confirmation email after scheduling the interview. This should include the date, time, platform (if virtual), and interviewer details. It’s helpful to have everything in writing to prevent any miscommunication.
   
4. Utilize technology
   Tools like Google Calendar, Outlook, or dedicated interview scheduling platforms can make this process easier. These tools can handle time zones, send automatic reminders, and integrate with video conferencing platforms.
   
5. Respect candidate time
   If the interview needs to be rescheduled or delayed, give the candidate ample notice. Being respectful of their time is key to maintaining a positive experience.

How to handle a no-show

No-shows are something you can't do anything about in recruitment. Sometimes, despite all the planning, a candidate doesn’t turn up for the interview. But there is always some way to handle things, and for no-show situations, this is what you can do: 

1. Give them the benefit of doubt
   Life happens. A candidate could miss an interview for a variety of reasons, including personal emergencies, miscommunication, or technical issues. Always try to reach out to understand what happened before making any decisions.
   
2. Follow-up
   If a candidate is a no-show, send them a polite follow-up email or call. Express your disappointment and ask if everything is alright. In some cases, candidates may have simply forgotten the interview, and a reschedule could solve the issue.
   
3. Keep it professional
   Even if you're frustrated by the no-show, maintain professionalism in your communication. A polite tone can go a long way in salvaging the situation.
   
4. Document the incident
   Keep a record of no-shows for future reference. If the candidate provides a reasonable explanation, you may consider rescheduling. However, frequent no-shows might indicate a lack of commitment, and you may decide not to proceed further.

How to postpone a scheduled interview

Life is unpredictable, and sometimes you need to postpone an interview. Here's how to handle the situation without frustrating the candidate:

1. Apologize and explain
   Send a message to the candidate explaining why the interview needs to be postponed. Apologize for the inconvenience, and make sure your explanation is genuine.
   
2. Offer new time slots
   Along with the postponement, provide a few alternative time slots so that the candidate can choose what works best for them.
   
3. Avoid frequent postponements
   Rescheduling once due to unforeseen circumstances is understandable, but multiple changes can frustrate the candidate and leave a negative impression. Always try to minimize disruptions to the schedule.
   
4. Resend calendar invites
   Once a new time is confirmed, resend the updated calendar invites to avoid any confusion and ensure everyone is on the same page.

How to follow up after a scheduled interview

Once an interview is completed, following up is not only courteous but also necessary. It ensures that both parties are on the same page and keeps the recruitment process moving forward.

1. Thank the candidate
   Within 24-48 hours of the interview, send a thank-you email to the candidate, acknowledging their time and participation. It’s a small gesture that can go a long way in making them feel appreciated.
   
2. Provide feedback
   In some cases, especially for internal candidates or those who make it to the final stages, it might be helpful to provide feedback. This helps improve the candidate’s experience and enhances the reputation of your recruitment process.
   
3. Outline next steps
   Let the candidate know what the next steps are, whether it's a second interview, an assessment, or simply waiting for the final decision. Transparency can reduce candidate anxiety and prevent them from accepting other offers in the meantime.

Coordinating interviews across time zones

It’s not uncommon for companies to interview candidates across different time zones. While it offers a broader talent pool, scheduling interviews for candidates in different locations can present unique challenges. Here’s how to simplify this process:

1. Use time zone-friendly tools
   Google Calendar and other scheduling tools often display times in both the interviewer’s and candidate’s local time zones. These features help minimize the risk of errors.
   
2. Offer flexibility
   If the candidate is in a vastly different time zone, consider offering early morning or late evening slots to accommodate their availability. A little flexibility on your side shows you value their time.
   
3. Clear communication
   Always make sure to clearly specify the time zone in which the interview will take place. Use language like "9 AM PST" or "5 PM IST" to avoid confusion.
   
4. Utilize world clock converters
   There are many free tools available online that can help you convert time zones, making it easier to coordinate interviews without miscommunication.
   
5. Consider weekends for international candidates
   If the candidate is on the other side of the world and regular business hours aren’t an option, consider offering weekend interviews. While not ideal, this can sometimes be the best way to manage extreme time zone differences.

In-person interviews: the old-school thing

While virtual interviews have become the norm, in-person interviews still hold significant value. They allow for better rapport-building, non-verbal cues, and can sometimes give a more accurate sense of the candidate’s personality. When scheduling an in-person interview, it's crucial to:

1. Consider travel time
   If the candidate needs to commute, give them enough time to arrive comfortably without feeling rushed. Mention parking options or nearby public transport in your email.
   
2. Pick a quiet location
   Make sure the interview takes place in a professional, quiet setting to ensure focus and avoid interruptions.
   
3. Make it welcoming
   In-person interviews are a great opportunity to give candidates a glimpse of your company culture. Be welcoming, offer a tour, and make sure they feel at ease.
   
4. Follow-up with details
   Provide candidates with all relevant details beforehand—office address, point of contact, and what they should expect during the interview process.

Final thoughts

Interview scheduling may seem like a simple task, but it's one of the most important steps in the hiring process. A well-managed schedule sets the stage for a great candidate experience, while poor scheduling can leave a bad impression, causing candidates to lose interest in your company.

Effective scheduling is more than just finding an available time. It requires balancing interviewer schedules, understanding candidate needs, and communicating each step. Whether for in-person, remote, or cross-time zone interviews, attention to detail in scheduling improves the experience for all involved.

In today’s fast-paced world, automation simplifies the interview scheduling process. It eliminates the need for back-and-forth emails, manual calendar checks, and last-minute confusion. Automation tools offer real-time availability, reminders, and rescheduling options, easing the load on hiring teams and ensuring consistency. However, maintaining a personal touch through clear communication and flexibility remains essential.

Partnering with platforms like Intervue.io can turn interview scheduling from a tedious task into an efficient process. By automating scheduling, offering real-time availability, and supporting both remote and in-person interviews, Intervue.io saves time and enhances the candidate experience. Whether you’re a startup or an established company, the right tools can make a big difference in your recruitment success.

FAQs

1. How soon should you schedule an interview after an applicant applies?
   Aim to schedule an interview within a week of receiving an application to keep candidates engaged and show your company’s responsiveness.
   
2. What is an interview schedule?
   An interview schedule is a pre-set date and time for a candidate and hiring team to meet and discuss the job opportunity.
   
3. What’s the difference between walk-in interviews and scheduled interviews?
   Walk-in interviews require no appointment, while scheduled interviews are arranged in advance at a specific time agreed upon by both parties.
   
4. What is a self-scheduled interview?
   A self-scheduled interview allows candidates to select a preferred interview time from options provided by the employer.
   
5. What are the benefits of having candidates self-schedule interviews? Self-scheduling saves recruiters time, gives candidates flexibility, and streamlines the process with less back-and-forth communication.
   
6. What to look for when selecting an interview scheduling software tool?
   Look for features like calendar integration, automated reminders, time zone support, and self-scheduling options for a seamless interview process.