8 Tips for Scheduling Interviews Effectively

Frustration of scheduling interviews

If you have scheduled interviews in the past, you’ll definitely have interesting stories to tell. From the most preposterous reasons for not turning up, to doing the Houdini acts and completely disappearing from the face of planet earth – we’ve seen it all.

Being a talent acquisition (read: recruitment) company, we have learned a lot about the art of scheduling interviews. We thought why not share this knowledge and prepare you for one of the most difficult aspects in the recruitment process.

This article is also very important for SutraLite customers, who have opted for the Standard Plan.

1. When you first call a candidate always introduce yourself and the company you represent. Immediately after the introduction, mention that “this call is regarding a job opportunity” so that s/he doesn’t disconnect the call assuming it’s a telemarketing one.
   1. In case you’re calling after the candidate has applied for your job, you need to still follow point 1.
   2. If you’re calling the candidate who’s replied to a mail sent by SutraLite, you would still need to follow point 1.
   3. Note: One should do this because candidates often apply for jobs without reading the job description thoroughly. They would hardly remember what you’re talking about.
2. Make it very clear that you’re a company and not an HR/Recruitment Consultancy. Though you/I might not consider this very important, it has proven to make a difference in the mind of the candidate. Some candidates don’t value a consultants’ call as much as a direct call from the company.
3. Don’t hold back in saying that you’ve liked their profile and are interested to know more about them. This increases their interest levels and they will be more forthcoming in explaining more about themselves and share info with sincerity.
4. If needed, do mention aspects like weekly offs, work timings, freebies, etc. and if you’re weekly offs/work timings are not very attractive you can always say “we can talk about it when we meet”, because you might not mind being flexible for the right candidate.
5. Some job seekers (seasoned ones, especially) are apprehensive of interviews without knowing the salary range a company can offer. They would hint/directly ask “I am drawing XX, I can come for the interview if you can offer XX+”. Don’t get annoyed and explain that the salary aspects can be touched upon only after meeting. You can always say, “We can offer more than that also, as long as we’re convinced the candidate is good enough”. If the candidate is very rigid and acting stuck-up on the salary bit, don’t hesitate to drop them off your list.
6. If you’re alright with considering candidates which live slightly far from your office, you must ensure that you provide more than enough info about ways to reach your office. Send an email with a google maps link, or a diagram route, Bus no. routes, Rickshaw/Taxi fare, etc. An SMS with the address and landmark info is also very helpful. Making standard templates of this would make it easier for you as well.
7. Some candidates might play tough and act pricey when discussing date/time/venue aspects. Don’t lose your cool or let your ego come in the way here. Just calmly handle the situation, and use turn the conversation in your favour. Whether it’s you or someone from your office who’s going to schedule interviews – ensure the person is very good at negotiation skills.
8. Last but not the least, the followup calls
   1. 1^st call is as per the above points, when you discuss the possible date/time for the interview
   2. 2^nd call is 1 day before the interview – perhaps in the evening before the end of day
   3. 3^rd call is an hour or two before the actual time of the interview

You might think 3 calls are too much, but I can bet that sometimes even 3 are not enough.

If the call doesn’t go too well even when you’re simply trying to schedule his/her interview, don’t bother to follow up. And if it goes well, don’t miss the follow ups because he might just be your ideal candidate.

Happy interview scheduling!

PS: Credits to Kratika from SutraLite team, for taking the initiative and contributing to this article.