Skip to main content
Three Keys to Preventing Interview-Scheduling Problems

Three Keys to Preventing Interview-Scheduling Problems

By Braulio Giron, Jr. on September 12, 2019

Efficiently scheduling interviews saves you time, and promotes positive experiences for both candidates and hiring teams, and the following are a few tips on how to do that

Interviews are one of the most fundamental aspects of hiring and recruitment, but setting these up can sometimes prove to be a logistical nightmare. Although the advances in technology and communication of the past few decades have caused drastic shifts in most business processes,where what used to take weeks to complete are finished in a few minutes, scheduling job interviews have seemingly remained in olden times.

While email has made it more convenient to correspond with job seekers and co-recruiters, and associated calendar apps have allowed us to have digitized records/reminders of interview schedules, the process more or less remains slow and disorganized. This leaves major headaches for recruiters and recruiting coordinators, who are commonly tasked to go back and forth with candidates and hiring managers and executives to schedule interviews..

That’s no easy task, and at the least is very time consuming. But then it can also get hectic, and problems like scheduling conflicts and the unavailability of managers or executives means having to reschedule, which itself has consequences of its own:

  • Extending the hiring process to a few more days, if not weeks, as a result of rescheduling.

  • An added burden is placed on the candidates who are employed elsewhere and likely filed a leave of absence to be able to go to the interview that was eventually rescheduled.

  • Unemployed candidates, on the other hand, may drop out of the process altogether, as their need to get hired is surely a little more urgent and they’ll consider interviews/offers that happen sooner

Indeed, when stating examples of how the Murphy’s Law adage of “Anything that can go wrong will go wrong" manifests in real life, scheduling interviews can be considered among them. Wanting to avoid this? Here are a few tips for interview scheduling that promotes efficiency, collaboration, and candidate experience:


Narrow Down Your Interview List

While interviews are supposedly the first experience candidates have with an employer, it’s actually the scheduling, with most not just noticing it is. However, they do notice when it goes awry, as one surely doesn’t forget how slighting it feels for interviews to take too long to set up or for it to be constantly rescheduled.

Among the common reasons for the delay is that there are often too many candidates scheduled. In some instances they are not even invited for a guaranteed interview, but to first take an assessment, and then only have the interview later in the day (or have it scheduled on the succeeding day) after passing the said assessment. While a seemingly convenient way to quickly get through the hiring process, the outdated practice is not particularly effective, especially when most of the candidates prove to not be quite ready for the roles and don’t pass the assessments altogether.

With that said, it is important to allow yourself more time to conduct actual interviews, while also ensuring you spend this with the most qualified applicants, by assessing their skills even before you meet them in person:

  • Take advantage of digital solutions like those of Kalibrr’s, where your jobs’ assessments can be included on the job posts you make on the site, which users are required to take to successfully complete their application. 

  • Along with creating assessments on your Kalibrr job posts, you can also include custom questions, which conveniently allows you to ask the general recruitment queries you make right at the start, can also help you further narrow down your candidate pool based on their answers.

If you feel anxious about relying on digital solutions such as these to filter candidates to interview, keep in mind that the workforce continues to get younger, with most of them digitally inclined. 

According to studies like those made by Allegis Global Solutions, a U.S.-based recruitment process outsourcing firm, over half of applicants are comfortable with the idea of interacting with machine-learning chatbots and other AI applications during the hiring process. 

Additionally, a process that is convenient and considerate of applicants’ time is a candidate experience that this mostly-digital generation will appreciate, and will be a significant plus to your company’s employer branding.


Coordinate and Consolidate

An interview scheduling process that is manually conducted can also be error prone, especially for organizations with high volumes of candidates and vacancies. Granted, while your company may not do the previously mentioned process of having candidates go through an assessment and interview all in one day, schedules may still overlap and qualified candidates may be missed out on, making it important that everyone involved in the hiring process on the same page.

Keeping time spent on administrative tasks at a minimum and making sure you are interviewing all of the best possible candidates means coordinating early on with your recruitment team, and the managers and executives the hires will eventually work with, to discuss how to schedule interviews even before advertising your jobs and receiving applications. 

  • Considerations to make include times when certain executives and managers are unavailable, so that everyone knows which days are to be prioritized for interviews, which effectively increases the chances of proposed schedules being accepted. 

  • You can also outright bring up convenient time slots in advance where, for example, managers say they can make some time for interviews on Thursday afternoons or on particular dates.

  • With regard to your calendars and emails, it is ideal to have these consolidated to avoid schedule overlaps and other confusions with candidates. While other companies typically go the route of sharing work calendars (like Gmail) to check schedules, a single platform where the recruiters can log-in to the company’s account can make for a more consolidated effort.

    On Kalibrr, you can schedule interviews per job, on a calendar all the others which you’ve already scheduled are visible, ensuring it does not overlap with not just the interview of other candidates’ for that particular job, but also that of others.

    Additionally, the Kalibrr calendar also has you indicating not just the date and time of the interview, but also the place, ensuring no double-booking of meeting or conference rooms when your team are conducting multiple interviews.


Keep in Touch

This is a term not only meant for job seekers who you may want to reconsider hiring in the future, but definitely also for those who you want to hire right now. Communication is key when wanting to successfully hire qualified candidates, including when you schedule their interviews. Unfortunately, taking this for granted can lead to certain missteps that negatively affects the process:

  • Some recruiters take too long before inviting candidates for interviews. By the time they reach out, most of the qualified applicants have already been interviewed or hired elsewhere

  • Interview invites are often only sent via email, leading to them usually being read too late and the candidate being unable to accept.

  • In other instances, more than one recruiter from the same company are corresponding with the candidate, resulting in multiple emails that are not only confusing in terms of scheduling, but also indicative of an uncoordinated hiring effort.

Keeping in touch and scheduling interviews can be done more effectively when taking these into consideration. For one, an estimated 41 million people in the Philippines are on mobile. Assuming even just half of those are of working age, that is over 20 million people who are potentially looking for career opportunities online that are easiest to reach via text and/or instant messaging. 

By hiring through a platform Kalibrr, you give your company the opportunity to close a number of the previously mentioned communication loopholes.

  • The platforms messaging features allows your recruitment team from just one place, ensuring no confusion stems from having the team use their individual company emails when corresponding with candidates

  • When sending an interview invitation or any other messages via Kalibrr, the platform notifies them via the email they used to create their profiles as well as the phone numbers they used when they registered

  • Additionally, should they have the Kalibrr installed on their mobile phone, they will also be notified through the app about your interview invite which, apart from ensuring they don’t miss seeing it, also allows them to conveniently accept or deny the invitation right after they receive the notice

Indeed, technology can significantly help in your efforts to find qualified candidates for your roles, as well as make scheduling their interviews easier and more efficient. 

Need help with your interview scheduling, finding better candidates, and overall recruitment? Sign up for Kalibrr and start hiring better today! 

Kalibrr is a technology company that aims to transform how candidates find jobs and how companies hire talent. Placing the candidate experience at the center of everything it does, the company continues to attract the best talent from all over, with over 2.3 million professionals and counting. Kalibrr ultimately connects these talents to companies in search of their next generation of leaders.

The only end-to-end recruitment solutions provider in Southeast Asia, Kalibrr is headquartered in Makati, Philippines, with offices in San Francisco, California and Jakarta, Indonesia. Established in 2012, it has served over 18,000 clients and is backed by some of the world’s most powerful start-up incubators and venture capitalists. These include Y Combinator, Omidyar Network, Patamar Capital, Wavemaker Partners, and Kickstart Ventures.

For more business and recruiter advice, follow Kalibrr on Facebook, Twitter, LinkedIn, and Instagram.