The Bearer of Bad News - The Dos and Don'ts.

The most enjoyable part of the recruitment process is often that momentous occasion of relaying the positive news to the successful candidate.

In the midst of all the excitement however, those remaining candidates?who invested a considerable amount of time, energy, effort and emotions into the interview process can often get neglected.

Assume your typical candidate shortlist will have on average 5 candidates selected for interview, you don’t need to be Einstein to figure out that 4 of the 5 candidates will ultimately be disappointed. As Sean Connery so eloquently put it in the movie Highlander “there can be only one”.????

With this in mind, the best talent acquisition & executive search professionals realise the importance of providing feedback. For 80% of your shortlist, you will be the bearer of bad news.

The Role of Feedback in the Recruitment Process

Providing constructive and timely interview feedback isn't just a formality; but a crucial component of the recruitment process. Yet it can be a challenging and delicate task for hiring professionals. Effectively delivering feedback not only enhances the candidate experience but also reflects the organisation's values and commitment to continuous improvement. Shaping employer branding and fostering a positive relationship with candidates.

There are many dos and don’ts in providing interview feedback, so what is the best approach? Well here are just some of my top tips of the dos and don’ts.

The Dos

• Provide Timely Feedback: Offer feedback as soon as possible. Demonstrating your respect for the candidate's time and effort invested in the recruitment process. Provide interview feedback verbally and NOT via email in order to have a two way dialog.
• Focus on Specific Areas for Improvement: Pinpoint specific aspects of the candidate’s performance for clear guidance. Use tangible examples to illustrate feedback, helping candidates understand areas of potential improvement.
• Manage Emotions and Maintain Professionalism: Deliver feedback with emotional intelligence, balancing empathy with professionalism. Use compassionate and positive language to ease the rejection and maintain objectivity. Frame feedback positively to encourage a growth mindset.
• Offer Guidance for Future Improvement: Suggest development opportunities and encourage continued engagement, helping candidates view rejection as a step towards future success.

The Don’ts

• Don’t Leave Candidates Hanging: As the saying goes “the silence is deafening”. Unfortunately a poor and yet all too frequent occurrence is the “ghosting” of interviewed candidates. In particular, throughout the subsequent period the preferred candidate is being finalised. Honesty is the best policy. Candidates have more respect with open transparent communication even if they are unsuccessful rather than being left in the dark. ?????
• Don’t Ignore Candidates: Often the most anxious time for a candidate is post interview. Manage expectations of when feedback will be provided. If a candidate has attempted to contact you DON’T ignore them. Especially if this is after the time you committed to providing feedback. If there are delays, regular communication is the key. ??
• Avoid Ambiguity: Be specific about the reasons for rejection to prevent confusion and frustration. Vague feedback like "you weren't the right fit" leaves candidates perplexed and frustrated. Be specific about the reasons for the decision, whether it's lack of experience in a particular area or needing stronger examples of past achievements.
• Steer Clear of Personal Criticism: Focus interview feedback on performance and not personality in order to maintain professionalism. Provide specific actional feedback on interview performance rather than subjective views on character.

Building Reputation, Trust and Respect Through Interview Feedback

By offering interview feedback in a respectful, timely and constructive manner, you demonstrate your commitment to transparency and fairness. This not only helps unsuccessful candidates understand the decision but also fosters trust and respect in your organisation's hiring process.

Providing timely and constructive interview feedback is an essential component of the recruitment process that benefits both candidates and organisations alike. By following best practices for delivering clear, constructive and empathetic feedback, organisations can foster a positive candidate experience, enhance their employer brand and contribute to the professional growth of candidates.

Even if it’s not the news the candidate hoped for, it shows that the company values their time and effort. Leaving an ever-lasting positive impression, fuelling a candidate's interest in future opportunities with the organisation.

Providing timely interview feedback is the key ingredient to perfecting the recipe in delivering a world class candidate experience!

Faz Fazal is one of Australia's leaders in Global Talent Acquisition & Executive Search. For over 20 years Faz has built and developed teams that support organisations in achieving their business strategies - realised through the successful recruitment, retention, management and development of key talent.