Without the right organization, interviews can feel chaotic and overwhelming. However, small steps like using an effective interview schedule template can help ensure that the interview process goes smoothly. Scheduling templates can make it easier to set up appointments and even guide the job interview itself to ensure a great experience for interviewers and candidates.
When you streamline interview scheduling, you create a better experience for interviewees, which reflects positively on your company. You also help those conducting interviews use their time more efficiently, avoiding burnout and fatigue.
Here are the interview schedule templates you might find useful.
Candidate Interview Schedule
You can create a job interview schedule for different types of interviews (and different types of positions). A set appointment schedule helps keep everyone on track.
An interview schedule template can serve as a valuable training resource for interviewers by helping them understand what should be discussed during each phase of the meeting. This can help ensure that each candidate has an equal experience.
Your interview schedule template should list each task for the interview and how long it should take. This could be as simple as detailing the contents of a one-hour interview appointment. On the other hand, when interviewing a C-suite level candidate, a more intensive, multi-day process may be needed.
For example, a one-hour interview can typically be broken down into four parts:
Depending on the company’s interview process and the position, you may need to schedule additional time for a tour of the facility or for meeting other team members.
After the interview is over and the candidate leaves, the interviewers should typically have some time to take notes and evaluate the candidate. Because of this, most interview schedulers provide some extra time between interviews. This also gives more scheduling leeway in case an interview goes longer than expected.
While you may plan for interviews to only take an hour, you should allot 90 minutes for each interview to avoid scheduling problems.
To streamline the interview itself, gather as much candidate-specific information through the job application as you can. This includes the resume, references, and permission to conduct a background check. By doing this in advance, you don’t need to spend time gathering this information during the interview.
Interview Scheduling Request Template
Interview schedule templates can also be used when sending an appointment request. An email template allows recruiting coordinators to quickly set up an appointment with a candidate your company wants to meet with.
When asking to set up an interview via email, this sample template could serve as a good starting point for your team.
Subject Line: Invitation to Interview with [company name] for [job title]
Dear [candidate name],
Thank you for your interest in [job title] at [company name]. We would like to conduct a [type of interview, such as an in-person or phone interview] to discuss this opportunity and give you a chance to learn more about our company culture.
You will meet with [name of interviewer], our [position of interviewer]. Please plan for about [X number of minutes] for the meeting.
[When necessary, you should add information about anything a candidate might need to bring for the interview, such as a work portfolio].
Click here [link to your candidate engagement platform] to schedule an interview. If you need to reschedule or require any special accommodations, please contact me at [phone number or email address]. We look forward to hearing from you soon!
[name and position of hiring manager or recruiting coordinator]
Notably, this template directs the interviewee to an online scheduling platform, rather than asking if they are available at a specific time. When you give candidates the option to self-select their interview time, you can significantly cut down on the back-and-forth that often occurs when trying to coordinate work schedules via email.
This allows recruiting coordinators to more efficiently schedule interviews with a large number of people, which can be especially important when a company is trying to fill multiple positions.
Interview Questions Template
To keep the interview schedule on track, it is also helpful to have a template for the questions, responses, and interviewer notes.
This template will typically include a standard set of interview questions to ask each candidate, as well as areas where interviewers can take notes on the candidate’s responses. In addition to revealing motivations and fitness for the job, a standard set of questions ensures each candidate is treated fairly. This can help eliminate unconscious bias that might cause interviewers to overlook diverse applicants. It also helps keep the interview schedule on track by making sure they ask relevant questions.
The best questions will help interviewers understand a candidate’s position-specific abilities and soft skills. These questions are objective, direct, and open-ended to give you real insights into a candidate’s qualifications.
Providing an interview questions template with space where the interviewers can take notes can help them make a more accurate assessment. For example, here’s a template for keeping internal notes during in a structured interview:
These are just a few ideas to help you get started. Questions should be adapted for each position that you are hiring for. However, it’s worth repeating that a structured interview should always use the same set of questions for each candidate interviewing for a position.
Another option is to provide an interview questions template that assigns questions to various subcategories. The template can provide three or four questions in each category (such as motivations, ability to work in a team, skills assessment). Interviewers then choose one to two questions in each category. This can provide some needed flexibility while ensuring that each candidate gets a similar interview experience.
Interview Schedule Templates for a Better Candidate Experience
Interview schedule templates may seem like a small thing, but they can have a big impact on the candidate experience. When a recruiting team follows templates for scheduling and conducting interviews, they can ensure each interview is efficient, helpful, and relevant.
Prelude Coordinate can enhance your scheduling process by helping you avoid the need to play “calendar Tetris” to schedule interviews. By helping your team spend less time on logistics, you can focus more on the candidate and deliver an amazing interview experience — and be far more likely to quickly fill your company’s open positions with top talent.