Recruiter’s guide to the job interview process: steps, timeline, and how to improve it

The job interview process is the most effective way for recruiters and hiring managers to identify which candidate is best for the job. That's because interviews provide the most direct opportunity to screen candidates for exactly the types of skills and personalities they're looking for.

Because of this importance, organizations must take the time to refine and perfect their job interview process. This article will provide an overview of how to do so and tips on how to structure and improve your interview process over time. But first, let’s start with the basics. 

What is an interview?

An interview is a structured conversation—or series of conversations—between a job candidate and an employer. They’re designed to assess the candidate’s suitability for a specific role, and determine if there’s a mutual fit between both parties. 

The purpose of an interview is twofold: 

• To evaluate the candidate’s skills
• To establish a cultural fit between the candidate and the organization 

In the end, interviews are designed to help candidates and employers if the job aligns with each other's needs and aspirations. 

Job interviews can vary significantly depending on the company, industry, and position. Typically, they involve meeting with the recruiter, hiring manager, and other managers working with the candidate, fellow team members, and senior leadership.

What is the job interview process?

The job interview process is a structured, multi-stage sequence of interactions between a potential employer and job candidate. The process is designed to thoroughly assess the candidate's qualifications, experience, and cultural fit, ultimately helping the employer make an informed hiring decision.

It typically includes steps like an initial phone screening, one or more formal interviews, skills assessments, and final evaluations. In some cases, it may also include a job test and background or reference checks. The scope of each interview process will vary by company, role, and seniority and is determined by the company’s recruitment team.

10 steps of the job interview process

The following steps outline what a very thorough interview process might look like from start to finish. This may not be what recruiters use for each and every job opening—especially if it’s for a junior or temporary position—but it gives you a good idea of the scope needed to interview candidates thoroughly. 

We encourage recruiters and hiring managers to review this list and focus on the stages that will be most important to the desired outcome.

Here are job interview process steps:

1. Screening interview

This is typically the first direct contact with the candidates. It aims to determine if they have the basic requirements to do the job. 

Typical questions to ask during the screening interview include: 

• Can you briefly describe your work experience and how it relates to this role?
• Why are you interested in this position and our company?
• What are your key skills and strengths relevant to this job?
• What is your current employment situation and availability?
• What are your salary expectations?
• Can you discuss any gaps in your employment history?
• Are you legally authorized to work in this country?
• Do you have any questions about the role or company?

‍Screening interviews are usually conducted over the phone by a recruiter or recruitment coordinator and help to shortlist candidates for more in-depth conversations. Alternatively, screening might happen at a job fair or hiring event, during a networking chat with a hiring manager or recruiter, or it might be skipped altogether if the candidate is known to the hiring team. 

Some companies may also opt for a second phone screening interview, during which the recruiter will strive to learn more about each candidate to determine which ones will be invited in for the first round of interviews. This may include collecting more details about their skills and background, as well as asking questions to gauge cultural fit with the company.

Tips for success:

Tips for success:

Develop a set of standardized questions for all candidates to ensure consistency and fairness in evaluating their qualifications. This will help you efficiently compare candidates based on the same criteria.

Pay close attention to how candidates respond to questions about their work history, availability, and reasons for leaving previous jobs. Inconsistencies or vague answers can be red flags that warrant further probing in later interviews.

2. Skills assessment 

For roles with very defined skills requirements, recruiters and hiring managers might then move into a skills assessment phase. This is a crucial step in the interview process where candidates are evaluated on their practical abilities and competencies that are directly related to the job. 

This phase typically follows initial interviews and is designed to provide a more objective measure of a candidate's capabilities.

Examples of skills assessments that you might consider include: 

• Technical tests: Candidates might complete coding challenges, software tasks, or other technical exercises to demonstrate their proficiency in specific tools or languages relevant to the job.
• Work samples: Applicants may be asked to provide examples of previous work, such as writing samples, design portfolios, or project reports, to showcase their skills and experience.
• Situational exercises: Candidates might participate in role-playing scenarios, case studies, or problem-solving exercises that simulate real job challenges to assess their decision-making and critical thinking abilities.
• Behavioral assessments: Personality tests or behavioral interviews can be used to evaluate how a candidate’s traits align with the company culture and the demands of the role.

For each of these test, the goal for the recruiter is to: 

• Validate claims that the candidate made about their skills and experience
• Objectively compare candidates’ performance and aptitude related to key skills
• Assess whether the candidate is likely to success in the role 
• Ensure that the candidate’s working style align with the company and team dynamics

The scope of these skills assessments, of course, will vary depending on the company’s 

recruitment and screening strategies. Some companies might opt for aptitude tests before the first interview to help recruiters determine which candidates should move forward, and then conduct a second, more thorough test after the first interview to see a demonstration of the candidate’s abilities. Others might only opt for skills assessments after the first interview. 

There are pros and cons to each approach. The pro of conducting multiple rounds of skill assessment is that you can effectively shortlist candidates who meet minimum competencies so that you’re not wasting time during the first round of interviews. The con is that you might be asking too much of the candidate, too early in the process, which may scare aware top talent. 

It’s important to remember that, by definition, skills assessment occurs early in the hiring process. Candidates may not be fully committed to this position or your company just yet. As such, it’s important to not overload them with too much work that might scare them away from the hiring process. Only ask for what is 100% necessary to help you assess the candidate’s skill set and make a decision about whether or not to move them forward in the process. 

3. First interview

Shortlisted candidates are then invited for in-person interviews with the hiring manager. This is typically the first formal meeting between the candidate and the hiring manager. The goal of this first interview is to dive deeper into the candidate’s qualifications, work experience, and cultural fit. 

It’s a critical step in the interview process to help hiring managers and recruiters determine if the candidate should proceed further into the process. These interviews last, on average, 40 minutes but should be thorough enough for both parties to understand each other.

During the first interview, hiring managers should: 

• Prepare thoroughly. Review the candidate's resume, cover letter, and any notes from the screening interview beforehand. Understand the key qualifications and experiences that are essential for the role.
• Build rapport. Start the interview with a brief introduction and some small talk to make the candidate comfortable, which can lead to a more natural and informative conversation.
• Ask open-ended questions. Use open-ended questions to encourage candidates to provide detailed answers, which can reveal more about their experience and thought processes.
• Leave room for the candidate to ask questions. Remember, the candidate is interviewing you as well. As such, make sure to structure the interview to ensure there’s time for the candidate to ask the interviewer questions as well. 
• Take notes. Document key points during the interview to help with later evaluations and to ensure you capture important details for comparison with other candidates.

Some examples of questions that might be asked during the first interview include: 

• Can you walk me through your career journey and how it has prepared you for this role?
• What attracted you to this position and our company?
• Can you provide an example of a challenging project you worked on and how you managed it?
• How do you prioritize your tasks when working on multiple projects?
• What are your long-term career goals, and how does this role align with them?
• How do you handle feedback and criticism in the workplace?
• Can you describe a time when you had to collaborate with a difficult colleague or client? How did you manage the situation?

The goal of this stage, as mentioned, is to understand as much about the candidate as possible. It’s helpful, therefore, if candidates are informed in advance about what to expect during the interview so that they can prepare accordingly. 

We recommend sending emails to candidates a few to a week before their interview, giving them a preview of what to expect. Encourage them to prepare using the STAR method (Situation, Task, Action, Result) so that they’re able to provide insights into how they handle real-world challenges, their problem-solving abilities, and their impact on outcomes. This is also a good opportunity provide tips on what to focus on, what types of information the hiring manager will want to see, and general advice on how to perform well during the interview. 

This is the exact approach we use at Tellent. Before each interview, we send candidates an email that include: 

• What to expect, including the length of the interview, where to find the time and access link, who the candidate will be meeting with, and what the interviewer will want to discuss 
• How to prepare, including recommendations on what to prepare, being able to explain why they want to join the company, preparing examples of past experiences using the START method, creating a list of relevant questions, and even tips on how to dress and set up their environment for the interview. 

We find that this gives candidates all the opportunity they need to put their best foot forward during the interview, allowing us to effectively gauge candidate suitability and culture fit for the role.

4. Competency interview

Next comes an interview or assignment that tests the candidate's skills and personality. The scope and structure of competency assessments will vary widely depending on the position. 

This type of interview focuses on identifying whether a candidate has the core competencies required, such as leadership, teamwork, problem-solving, and adaptability. The goal is to evaluate how a candidate has demonstrated these competencies in their past roles.

Common ways to measure competency include:

• Personality tests
• Situational tests
• Tasks or project assignments
• A presentation
• A 30-60-90 day plan for managers.

Hiring teams might also opt for a more in-depth one-one-one or panel interview to dig deeply into the candidate’s relevant competencies. Subject matter experts and leaders on the team may be present to offer an authoritative view on each candidate’s competencies. 

It’s imperative that each shortlisted candidate is given the same test and graded using a standardized scorecard to ensure fair grading.

5. Second and third interviews

If the job interview process is more in-depth, the candidates may be invited for a second or third round of in-person interviews.

Whether or not these interviews are needed is usually determined by the seniority of the position, the number of stakeholders who will work directly with the new hire, and whether the team uses collaborative hiring.

These interviews might involve more in-depth conversations with management, staff members, executives, or anyone else relevant to the hiring decision.

Because this is far down the hiring funnel, second and third interviews are usually reserved for a very short list of candidates who are seriously considered for the job.

6. Invitation to a social gathering

Candidates who have made it to this phase of the job interview process may be invited to a social gathering or dinner with the hiring manager and their potential team members. This can be either virtual or in-person, depending on the nature of the role and company. 

This is an opportunity to see the candidate in a more relaxed environment and to watch how well they interact with their future teammates.

Social gatherings help gauge the candidate's cultural fit, communication skills, and rapport with team members. This isn't an essential interviewing step, but it helps close-knit teams and positions that require a lot of socialization and networking.

7. Final interview

After all of the steps above are completed, the candidate may be invited for a short final interview with the hiring manager. This is their chance to reaffirm their interest in the role, share any learnings or insights that might help the hiring manager, and ask any final questions they may have.

This is also an opportunity for the hiring manager to get one last impression of the candidate before a hiring decision is made.

8. Background check

Before an offer is made, the hiring manager and recruiter may seek to conduct a background check. Depending on the role, this might include checking the candidate's professional background, criminal record, or credit score.

This is particularly important for roles that involve handling large sums of money or that come with security clearances, to name two examples.

9. Job offer

If the background check goes well, then it's time to extend an offer to the candidate. Ensure this is done promptly to ensure that there isn't a significant lag time between communications.

Be prepared to have additional conversations with the candidate around compensation, benefits, and vacation time before final sign off.

The job interview process can be a fairly lengthy one, depending on the number of steps it takes to come to a hiring decision.

Therefore, it's helpful to have a target job interview timeline to ensure that candidates don't become disillusioned or disinterested.

Common challenges in the interview process

The interview process is not, of course, without its challenges. Apart from the logistical challenges of keeping candidates and hiring teams aligned on the same timeline, there are also a range of recruiting challenges that need to be identified and addressed. 

Here are five of the most common interview process challenges to consider: 

• Unconscious bias, which can influence how candidates are evaluated and potentially lead  to unfair assessments and missed opportunities to hire the best talent. To solve this challenge, recruiters should implement structured interviews with standardized questions to ensure each candidate is evaluated on the same criteria. Provide training on unconscious bias to interviewers and use diverse interview panels to minimize individual biases.
• Inconsistent evaluation, caused by interviewers evaluating candidates on differing scales and with different questions. To solve this, use  structured interviews, a standardized scoring system, or behaviorally anchored rating scales (BARS) to ensure consistency. Ensure all interviewers are aligned on the key competencies and evaluation criteria before the interviews begin.
• Poor candidate experiences caused by a disorganized or impersonal interview process can lead to candidate drop off and lost opportunities for hiring top talent. To improve candidate experience, communicate clearly and promptly with candidates throughout the process. Provide a structured and well-organized interview experience, including offering feedback promptly after interviews. Personalize interactions to make candidates feel valued.
• Interview fatigue, especially in processes with multiple rounds of interviews. This can lead to decreased focus and potentially poor decision-making from the hiring team, and a loss of interest from the candidates. To avoid this fatigue, streamline the interview process by reducing unnecessary rounds and focusing on the most critical assessments. Ensure interviews are scheduled with adequate breaks and avoid back-to-back sessions when possible.

By addressing these challenges proactively, recruiters and hiring managers can improve the effectiveness and fairness of the interview process, leading to better hiring outcomes and a more positive experience for candidates.

The job interview process timeline

As mentioned, no job interview process will be the same. So, it's difficult to lock down an exact "ideal timeline." We encourage companies to review their recruitment metrics to determine how long is too long and which interview steps yield the best results.

With that being said, there are some general best practices and average time frames that help benchmark purposes.

First, it's helpful to note that the average interview process in 2024 takes 24 days. That timeframe for experienced professionals is typically higher. Senior management or executive roles can take significantly longer than that and may require months of searching and screening before a decision is made.

Here is how long each of the interview process steps above should take on a more granular level.

• Phone interviews. 15-30 minutes
• In-person interviews. 45 minutes to 1.5 hours.
• Competency assessments. 45 minutes to 1 hour

Senior or highly technical roles may require longer and more in-depth conversations in any of the above meetings. This can be determined on a case by case basis.

Once those meetings are conducted, there is typically a lag time before the candidate is rejected or moved to the next phases.

Here's a rough breakdown of what that might look like.

• Application to phone screen. 5 days
• Phone screen to an in-person interview. 7 days
• In-person interview to competency assessment. 7 days
• Competency assessment to a second interview. 5 days
• Second interview at a social gathering. 5 days
• Social gathering to a background check. 3 days
• Background check to a job offer. 7 days

Under this timeframe, the time to hire would be 39 days.

‍Of course, there are many ways to improve and refine the job interview process to ensure that those 39 days are used as efficiently as possible.

How to improve the job interview process

Using job interview best practices can help recruiters and hiring managers to maximize their time and consistently ensure that they're selecting the right hire. 

Each of these best practices ultimately comes down to preparation, something that’s key at all stages of the interview process, says Tellent’s Global Recruitment Lead, Aleksandra Gurskaite.

“I think what many hiring managers and teams don’t quite do enough of is preparation before the interview,” she explains. “They either don’t have time or don’t find time to prepare, which I think is detrimental to the process.”

I think what many hiring managers and teams don’t quite do enough of is preparation before the interview. They either don’t have time or don’t find time to prepare, which I think is detrimental to the process.

Aleksandra Gurskaite

Global Recruitment Lead at Tellent

Gurskaite recommends that all members of the hiring team take time to learn details about each of the candidates, prepare the questions they intend to ask, sync as a team on roles and responsibilities, and prepare a structure for each interview in advance. 

“You have to remember that it’s just as much about the candidate interviewing you as it is about you interviewing them,” emphasizes Gurskaite.

‍“The candidate should not just show up to this random meeting where nobody knows what they’re doing, and nobody knows their role in the interview.”

At Tellent, recruiters work with hiring managers to make sure that they—and their hiring team—are prepared before each interaction with the candidates. This includes helping them understand who has which role in the process, which person needs to hold the conversation, who’s going to ask what questions, how long the interview will last, and what the structure will be. This ensures not just an effective interview for the hiring team, but an enjoyable one for the candidate. 

Here are some specific best practices for preparing for, and getting the most out of the interview process.

1. Decide what skills you want the candidate to have early

Meet with the hiring manager and team to get a clear list of skills, job requirements, and experience that the candidate must have to succeed. Create an ideal candidate persona, and stay laser-focused on those attributes from start to finish.

2. Select interview questions wisely 

Ask interview questions that directly relate to the must-have skills and personality traits that you're looking for. This helps to keep interviews focused and avoid muddying the decision with unneeded information.

3. Use structured interviews 

Structured interviews mean determining a list of set questions and follow-up questions that you'll ask each candidate. Create a standardized and objective scorecard that you will use to measure each candidate's answers. Review the findings after each interview, and compare results objectively using the scorecard.

4. Have important conversations with candidates early

This includes discussing job duties, compensation, benefits, company strategy, mission, and vision. Knock these conversations off as early as possible. This helps establish fit early in the process and determine if more in-depth interviews are worthwhile.

5. Decide what types of interviews to conduct at each phase of the process

Consult with the hiring manager and key stakeholders to determine what types of interviews will be required and who will be conducting them. 

Ensure that all interviewers are aware of the requirements and process and have adequate training to accomplish the desired outcomes.

6. Provide coaching for hiring managers and interviewers

Part of a recruiter's job is to ensure that hiring managers have the interview training they need to be effective. It's helpful to check in with all interviewers to ensure that they are comfortable with their given roles and provide training where needed.

7. Send emails to candidate before the interview with tips to prepare 

While it is the candidate’s job to prepare for the interview in their own way, it doesn’t help anyone if they come to the meeting not knowing what to expect. If candidates make it through to the first round of interviews, chances are they have the qualifications and experiences you’re looking for. It’s in the recruiter’s and hiring manager’s best interest to help that candidate prepare and put their best foot forward.

Communicating with candidates before the interview, and sharing information about what to expect and how to prepare is a great way to ensure that all candidates arrive on a confident footing. When they do, they’re more likely to give you a true taste of who they are, and what they can do. That helps you make the most informed decision possible. 

At Tellent, we use a standard email template to send preparatory emails to each candidate before an interview. Here’s what it looks like:

8. Make sure to leave time for candidates to ask questions

Recruiters and hiring managers should take steps to ensure that candidates are happy about the role, about their responsibilities, and about the company that they’re joining. To ensure this, Gurskaite emphasizes the need to make time for candidate questions at all stages of the interview process. 

Hiring teams should structure their interview schedules and agendas to ensure adequate time for the candidate to ask them questions and learn more about the role. This, says Gurskaite, shows dedication to the candidate, and allows them to demonstrate their interest and motivation in joining the company. 

To go one step further, Gurskaite recommends sending preparation emails to candidates that encourage them to create a list of questions for the interviewer in advance. This ensures that all parties come prepared for a fruitful, two-way conversation.

9. Create and disseminate an interview checklist to interviewers. 

This checklist should outline all of the key steps that go into accomplishing a successful interview. The checklist should include instructions on how to:

• Welcome candidates and make them feel at ease.
• Introduce the interviewers.
• Start with simple, icebreaker questions.
• Transition to more in-depth questions.
• Ask situational questions.
• Discuss key responsibilities and team dynamics.
• Field questions about compensation and benefits.
• Pitch the company and culture.
• Give candidates a tour of the office.

10. Monitor key performance indicators 

Review key performance metrics around the interview process regularly that could indicate a potential problem. Problems to watch out for include: reports of a poor candidate experience, prolonged time to hire, increased candidate drop off, or short term retention issues. All of these metrics are a likely signal that the interview process has some issues. Identifying these signals helps to identify the problem.

11. Don’t stop experimenting with your process

Refinement and experimentation is key to continuously improving your interview process. Gurskaite recommends an ongoing culture of experimentation in the interviewing and hiring process—one that pushes established boundaries to find new ways to improve the candidate experience and screening process. 

Strong interview processes lead to exceptional workforces 

The job interview process is a critical component of all recruitment efforts. No other hiring activity rises to the same level of importance as interviews.

Therefore, it's critically important that organizations take the time to refine and perfect their processes and ensure that all interviewers are trained and empowered to achieve the desired results.

As always, a process cannot be improved if it's not measured. Reviewing key metrics and refining the process based on the signals is the key to success in creating a winning job interview process.