Recruitment - The Interview Process: A Comedy of Errors and Solutions

It is no secret that the interview process can be a daunting and stressful experience for both candidates and companies.

At the beginning of June, I departed from the HR Executive role I proudly held for the last three years. I wanted to take a well-deserved break and recharge after an intense period, courtesy of the COVID-19 pandemic. Now that the summer is over, I came across a few interesting roles that were right up my alley, and, trusting that the recruitment process would be smooth, I sent my application completely unaware of the upcoming journey for which I had not yet buckled up. After speaking with other candidates who shared similar challenges, I could not help but question if the recruitment process, particularly the interview phase, was hopelessly broken.

Throughout my career, I have had the privilege of working with exceptional recruiters ( Tracey Saretsky and Natalie Murray ). As a Talent Acquisition specialist and leader, with the help and support of brilliant mentors and colleagues, I've honed my expertise in the implementation of efficient, fair, and respectful recruitment processes. This included training company stakeholders who would be part of the interview phase such as HR team members, hiring managers, and team contributors.

Sadly, it is not uncommon to not be met by the high standards one would expect during a job interview. Some encounters can be discouraging, but it is essential to remain positive and focused on finding the right fit. The interview process is a two-way street, and candidates also evaluate the company and the role to determine if they are a match.

Here are a few issues I faced first-hand:

1. Unprepared Interviewers: Some had no questions ready and had clearly not even bothered read my resume.
2. Unpleasant Behaviour: showing up 25 minutes late and not apologizing for it; clearly not wanting to be there, sighing during the appointment, and repeatedly checking their phone.
3. Negative Body Language: crossing arms, looking sullen, tapping their pen on the table, all creating a negative environment and not making the meeting engaging.
4. Bashing the company, senior leadership, or colleagues: I have heard the following: “There is a lot of politics here and you seem to care about employees’ well-being; you will be miserable here.” or “The CEO is narrow-minded and doesn’t care about employees.” or “People in the team are not qualified for the job; it is bad.”
5. Overbearing Hiring Manager: Other interviewers were nervously looking at the hiring manager and only spoke when they were asked to.
6. Awkward Panel arrangement: While I could write extensively on why panels are an abomination, it is not the focus here. When I entered the room, I found five individuals seated around a rectangular table, and I was assigned a chair in the middle of one side, meaning I could not see everyone. To ensure I could maintain eye contact with every person when speaking, I had to constantly contort myself left and right.
7. No Time for me to ask questions: The interviewer asked their questions, to which I responded. However, I was then invited to leave without the chance to ask any questions of my own. When I inquired about the possibility of taking a moment to clarify a few details, I was informed that time constraints didn't allow for it.
8. Lack of escort to exit: Following the interview, as we concluded our conversation, the two interviewers expressed their gratitude. However, it was surprising that neither of them accompanied me back to the exit. I left the interview room on my own and awkwardly found my way out through numerous corridors. It is possible that my standards are quite high but feeling-like-a-dirty-sock alert!
9. Ghosting: While this took place post-interview, it remains a critical component of the overall candidate experience. After attending a third or fourth interview at a company’s office, there was complete radio silence, not even a rejection note. Thanks.

I was far from impressed and if I had not been there, I would have had a hard time believing this had happened. After so many years sharpening my Talent Acquisition skills, I naively trusted that recruitment was a well-oiled process in most companies, particularly in the current dynamic labour market. In two cases, I withdrew from the process the next day, and in others, I hoped not to get any offer. I didn’t accept any of those positions. Fortunately, I am a seasoned professional, and I am comfortable enough with interviewing. Thinking about the new generation of talent entering the job market risking to face similar situations makes me very nervous. These are not isolated examples; many people shared similar situations.

We know better and we have to do better as HR professionals, recruiters, organizations, hiring managers and company leaders.

Let’s explore foundation for interviews for organizations, candidates and recruitment agencies.

ORGANIZATIONS:

Here are seven fundamental principles for companies to keep in mind during the interview process:

1.????? Recognize the Humanity: Treat candidates with the respect and empathy they deserve. Keep in mind that interviews are nerve-wracking for everyone and at all levels of seniority. It is also a vulnerable and humbling situation that might not turn out as the candidate hoped it would. They might get delayed on the way and arrive late; they might not feel well that day; someone they care about might not be doing well; how about having an off-day and not expressing themselves as clearly as they usually do? Life happens, and it is unpredictable, and remaining open and caring is essential. Make the interview pleasant by doing everything you can to make candidates feel at ease. For instance, if on-site, ask them how they are and if they found the address easily upon arriving. Then offer water, coffee or tea, invite them for a tour of the office, if you can. If online, confirm if it is still a good time to connect and explain how the interview should unfold.

2.????? Dig Deeper: Ask questions that help you understand candidates on a higher level. Discover what drives them and what truly matters to them. It is not about asking about their favourite sport team or TV show. Instead, focus on what is important to them at work: being part of a team, being recognized, learning new skills, being challenged, having autonomy, or having an impact? It is important to find that out because it provides crucial information for the potential partnership you might have with them for years to come.

3.????? Preparation is Key: Carefully review candidates’ resume before the interview and ask clarifying questions if needed. This shows that you are interested in their path and that you have prepared for this interview. Come to the interview with questions about their experience and the skills they have developed. Stay on track with the role.

4.????? Skills Assessment: Assess the skills required for the role objectively and fairly. If you are not the hiring manager, ask that person what someone needs to be successful in the role and what personality traits will compliment their team. Prepare a series of questions with your co-interviewers and divide them between you so can take turn at taking notes. Always take notes; memory can play tricks on you. Reflect on those notes afterwards + share them with HR/ the recruiter. This will help justify how you evaluated the candidate when comes the time to extend an offer or not.

5.????? Build a Connection: Establish rapport by being genuine and authentic. This fosters a positive candidate experience. Come to the meeting ready for a conversation led by questions rather than an interrogation session. The purpose of the interview is to evaluate if the candidate would be a good fit for the role and for the company. The more you are relaxed and open yourself, the more they will open up so you can see the real person rather than the mask they were taught to wear (regrettably, high schools and universities still promote a stiff approach to recruitment to future candidates and recruiters).

6.????? Honesty Matters: Be candid with responses you provide to their questions. Transparency goes a long way in building trust. You might be speaking to a future colleague, leader, ally, or friend. Don’t give them a rose-coloured-glasses picture. If the company lacks the right tools, say so and rather than lingering on it, explain how you make it work and how collaboration makes a huge difference. The perfect workplace, company, boss, department do not exist. Be respectful by telling the truth. If they join the company, they will figure out quickly what is going on and you don’t want to appear as dishonest. Additionally, it will bring disappointment, and this could lead to their leaving, bringing you back to square one.

7.????? Company Values: During each interaction with candidates, in writing, on the phone/video or in person, no matter your job title and responsibilities, you are your company’s ambassador and as such, you should embody the core values. Speak with your HR team for guidance if needed.

CANDIDATES:

I have had the privilege of supporting individuals from diverse backgrounds and age groups in their job search journeys. I have even had the opportunity to make presentations in high schools and universities to prepare the next generation for the job market.

Here are some key pieces of advice shared for successful interviews as a candidate:

1. Know Your Stuff: Research the company thoroughly. You should be able to explain what the company does, understand their Mission, Vision, and Values, and have a clear grasp of the role you're applying for. Revisit the job description before the interview to keep it fresh in your mind.
2. Showcase Your Abilities: Present your experience and skills in a way that makes it easy for interviewers to see what you bring to the table. Use the job description to determine which specific skills you want to focus on. Be mindful of the length of your answers and always go back to the relation between your skills and the job for which you are interviewing.
3. Be Authentic: Remember to be yourself during interviews. While interviews and interviewers can be intimidating, you have made it this far because they want to get to know you. Illustrate your skills with anecdotes related to the job and make sure to share examples of what you have achieved. If the context calls for it, don’t shy away from speaking about mistakes you have made in the past, and showcase what you have learned from them. Be careful with finding the right balance, though.
4. Maintain Professionalism: Stay professional throughout the process and do not, under any circumstances, criticize past employers or former colleagues. Being yourself doesn’t mean saying anything that crosses your mind. Be respectful of the people who are interviewing you, trying to get to know you and who needs to assess how your skills and experience match what they need. Always present yourself in a way your future self will thank you for. Have a professional demeanour and outfit. Show up on time and follow basic polite and social protocols. This advice might seem like an overkill, but I have seen numerous candidates who would have benefited from it.
5. Ask Questions: Don't forget to ask thoughtful questions about the company, the role, and their priorities for the position. It is not a time to ask about benefits, the number of vacation days or their bonus structure. Instead, ask questions that might not have been covered such as the size of the team, the manager’s leadership style or what a typical day looks like for example. Never finish an interview without asking a couple of smart questions. Be aware of not getting carried away by asking too many.

RECRUITMENT AGENCIES:

Recruitment agencies can be a helpful aid for job seekers and organizations alike, and it is important to find one that operates with integrity and professionalism. Unfortunately, not all agencies abide by these standards. It is understandable to feel frustrated when being pressured to show up for an interview with only a two-hour notice, shifting one’s entire schedule, answering every question and then not hearing anything ever again. Yes, ghosting in its most shameful, hurtful, and unprofessional form. It can be frustrating to be left in the dark by recruiters who have promised to help you find your dream job. This behaviour is not only unprofessional but also unethical, especially considering the vulnerable position that many job seekers find themselves in. The disappointment and feelings of abandonment are crushing, and it is disheartening to see the reputation of all recruiters tarnished by such disregard.

So many times, I was told “I don’t trust recruiters, they are sleazy, liars, commission-focused, they do not care…”. I thought that, with the lasting current dynamic labour market, which is a candidate market, the situation would be different. The focus is universally on providing a positive candidate experience, isn’t it? I was mistaken.

Incompetent recruiters can significantly complicate the job search process for all parties involved. The impact on their corporate clients, who believe they are being well-represented, have their reputation damaged when their name and sometimes, regrettably, questionable details about their organizations are shared with candidates. I recall a particular instance when a recruiter told me, quite indiscreetly, that the culture at that client's company was terrible due to a CEO described as crazy, and that the business would probably go down within the next five years. Clearly, someone missed the memo on confidentiality and the art of being a positive ambassador. Such actions tarnish their clients' reputations time and time again.

Once ghosted in the name of a company, it's incredibly difficult to place trust in that organization moving forward. The choice to engage a subpar agency reflects poorly on the hiring company. If a recruitment agency is not meeting your expectations, it is fine to seek out another one or several. It's important to find an agency that helps you find the right position as a candidate, and the right talent as a company.

However, it is important to acknowledge that most recruiters provide great services. Katelyn ( Katelyn Schoen ), for example, goes above and beyond to provide excellent services by taking the time to understand her candidates and extending the same effort to her corporate clients. She doesn’t know I will mention her in this article; this is well deserved praise and do not hesitate to visit her profile.

Overall, the interview process is not hopelessly broken, but it is urgent to fix the cracks and ensure that interviews are conducted efficiently, respectfully, and provide the information necessary for employers and candidates alike to decide if they want to work together.

CONCLUSION:?

Although this is not a panacea, here are a few actions that can improve that phase of recruitment:

Employers:

• Train hiring managers on assessing the skills required for a position (drop the shopping list please).
• Train interviewers on how to keep an open mind and encourage exploring transferable skills.
• Collect feedback from candidates on how the recruitment went for them; it will help identify where your process is falling short and adjust your approach accordingly.
• Allow candidates to meet several team members to a fair opinion on both sides.

In-house recruiters:

• Own your recruitment process from beginning to end. It should flow and be reflective of the company culture.
• Establish strong and trusting relationships with hiring managers to understand their needs and the dynamic of their team.
• Embrace your expertise within the organization, you are the experts on recruitment and do not hesitate to advise, challenge, explain, and guide leaders.
• Be clear with candidates about the timeline, avoid giving negative or a pink-tinted impressions and please, please, please stop ghosting candidates.

Agencies recruiters:

• Identify key candidates and get to know them.
• Give enough time and information to candidates to properly prepare for every interview.
• Do not bash clients but be honest with candidates.
• Stop ghosting candidates.

Wishing you all informative, insightful, and fair interviews!

If you have any questions, please do not hesitate to reach out.