Interview Processes for SME Employers: How long to spend and how many candidates to see
Caroline Patten (MCIPD)
People Planning Consultant | Helping Business Owners and HR Managers build strategies to solve their most complex hiring challenges and deliver growth through people
As an SME employer, recruitment is a challenge at the best of times. You’re balancing business as usual with the need to grow, and hiring can feel like just another task to tick off the list. So, when you find the right candidate and they tick all the boxes, you want to move fast – offering them the job and getting them through the door as quickly as possible. Sounds like a great process, but what happens when they don’t show up on day one?
This was exactly the problem a new client I've been working with recently faced. They kept losing out to counter-offers or seeing candidates disappear before their start date. The MD couldn’t understand why (presuming it was a salary issue or desire to work for a bigger company) – after all, he’d done everything by the book. He knew exactly 'who' and 'what' the business needed, ran a quick and efficient one-stage interview, made an offer within days, and secured signed contracts. Yet, candidates still backed out at the last minute.
When I dug a little deeper and undertook an audit of their recruitment and decision-making processes, a key issue emerged: engagement.
The 30 Minute Interview
The hiring process for this growing 24-person, owner-managed business was swift – just a 30-minute in-person interview with 3 potential hires before making an offer to the preferred candidate. While this suited their busy schedule, it left the candidate with little time to truly connect with the company. Once their initial excitement of a job offer faded, doubts crept in. They hadn’t had a chance to meet the team, experience the company culture, or feel genuinely invested in their decision. Crucially, after they signed on the dotted line, the company went silent. No check-ins, no welcome messages, no sense of belonging before day one.
The result? Candidates kept their options open, and if a more engaging employer came along, they often took the offer that felt like a better fit.
The Importance of the Interview Process
From an employer perspective, the interview process may seem like an exercise in assessing skills – finding someone who can do the job and hit the ground running. But from the candidate perspective, it’s about creating an experience that makes a future employee want to work for you. I always say that if you’re asking someone to change a big part of their life, you need to invest time in making sure they’re committed, informed, and excited about joining your business.
That said, this doesn’t mean adding unnecessary complexity, meeting 100s of candidates and stringing out a hiring decision just for the sake of it. Even a well-structured one-stage interview with limited candidate numbers can work – it just need to include the right elements.
The Basics of a Good Interview Process
For SME employers who may not have much experience with structured hiring, here’s how to extend and improve the process without making it onerous:
1. Create a Two-Way Conversation
A good interview isn’t just about what you need – it’s also about what the candidate needs. Make time for them to ask questions, meet potential colleagues, and get a real feel for the role.
2. Introduce a Practical Element
Adding a short, role-specific task or assessment helps both sides. It allows you to see the candidate’s skills in action and gives them a better sense of what the job involves.
3. Provide an Informal Touchpoint
Consider adding an informal chat as part of the process – perhaps with a future colleague or team member. This helps candidates visualise themselves in the role and reassures them about company culture.
4. Keep Candidates Engaged Post-Offer
Once the offer is signed, don’t go silent. Send a welcome email, invite them in for coffee or lunch, or involve them in pre-start activities to keep the excitement alive.
Real-Life Example: Small changes for big results
I’ve recently supported a new client, a growing medical devices company with 36 staff based in Warrington who, following a recruitment audit, recognised they needed to do things differently. I’ve helped them implement a standardised recruitment process across all their vacancies which includes two-stages of interview, with a maximum of 5 candidates at first stage and 2 candidates at second stage:
The result? Almost no drop-outs, minimal counter-offer issues, and a strong sense of engagement before new hires even start. Whilst the MD now spends 90 mins on interviews with each applicant rather than 30, she wastes less time re-running failed recruitment processes and gives each new starter a great beginning to the employment journey.
Key Takeaway
For SMEs, time is precious – but a well-structured interview process is an investment worth making. If you want candidates to commit to you, you need to show you’re committed to them. A rushed 30-minute chat might fill a vacancy, but a thoughtful, engaging process secures a loyal employee.
If you’re struggling with candidate dropouts or last-minute offer rejections, it might be time to rethink your interview process. Need help? Get in touch, I’d love to help.
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