Tips for Interviewer: How to Prepare and Conduct a Virtual Interview

Virtual Interview Meaning

A virtual interview is a job interview conducted remotely using video conferencing technology, enabling real-time interaction between the interviewer and candidate from any location with internet access.

Benefits of Virtual Interview

Virtual interviews initially gained popularity to prevent the spread of COVID-19, but they've since become an efficient way to connect with candidates quickly without the need for coordinating physical locations. Here are several benefits of conducting virtual interviews:

Alternative to Phone Screens

Video interviews can serve as a more effective alternative to traditional phone screens. They allow for a deeper connection with candidates and a more comprehensive understanding of their skills and personality. Even if you plan to conduct in-person interviews later, using video interviews early in the process offers numerous advantages. It can streamline early hiring stages, expand your applicant pool, provide richer information sooner, and better assess communication skills.

Flexible Scheduling

Virtual interviews accommodate diverse schedules, making it easier for candidates with full-time jobs or other commitments to participate without the need to travel. This flexibility not only broadens your candidate pool to include talent from around the world but also reduces the likelihood of cancellations and no-shows, as there is no need for travel.

Enhanced Note-Taking

Taking notes during in-person interviews can be challenging, often resulting in lower-quality notes if done hastily after the interview. Virtual interviews, however, allow for real-time note-taking directly on your computer, leading to more detailed and higher-quality documentation that can improve your hiring decisions.

Reduced Bias

Virtual interviews support a more structured and consistent interview process compared to in-person interviews. The absence of small talk and physical interaction can reduce conscious and unconscious biases, leading to more objective evaluations. Additionally, removing geographic and travel barriers allows you to consider a wider and more diverse range of candidates.

Best Practices for Virtual Interviews

How to Prepare a Virtual Interview

Follow these steps to effectively prepare for a virtual interview:

1. Give the Interviewee Time to Prepare: Provide candidates with ample notice before the interview rather than scheduling it on the same day. Allowing candidates time to prepare helps them feel confident and perform their best during the interview. This courtesy reflects your professionalism and thoughtfulness, contributing to a more positive candidate experience.
2. Prepare Questions and Develop a Standardized Rating System: Compile a list of questions tailored to the virtual interview. Review the candidate's resume, cover letter, and any additional documents they submitted. Use this information to formulate questions that relate specifically to their experience and qualifications. Just as with in-person interviews, ensure each question serves a specific purpose. Additionally, develop a standardized rating system to objectively assess each candidate’s responses and ensure a fair evaluation process. Just as with in-person interviews, ensure each question serves a specific purpose.
3. Prepare Your Interview Panel: Consider involving multiple individuals from various departments, roles, and backgrounds in the interview process. Ensure panel members understand the desired skills and competencies for the role and provide them with sample questions. Familiarize them with the virtual interview platform to ensure a smooth process.
4. Choose a Suitable Interview Environment: Select a quiet and distraction-free location for conducting virtual interviews to maintain focus and attention. If conducting interviews from home, designate a quiet room free from potential disruptions. Opt for a neutral background to minimize distractions, and utilize features like background blur to maintain professionalism.
5. Test Your Connectivity: Prior to the interview, test your audio, video, and network connection to ensure clarity and reliability. Verify the functionality of your microphone and webcam, and consider conducting a practice interview with a colleague to address any technical issues beforehand. Start the call early on the interview day to troubleshoot any last-minute glitches.
6. Send Virtual Interview Invitations: Send candidates a detailed invitation via email, including the date, time, and access information for the interview software. Clearly outline the interview format and duration, and provide any necessary documentation or instructions for preparation. Utilize tools to streamline scheduling and communication, allowing candidates to confirm, reschedule, or decline the interview.
7. Dress Professionally: Maintain a professional appearance during the virtual interview, regardless of the location. Dressing professionally demonstrates respect for the candidate and the interview process, enhancing the overall impression of your organization's professionalism and commitment to excellence. This attention to detail can positively influence the candidate's perception of your company.

How to Conduct a Virtual Interview

Follow these 7 steps when conducting a virtual interview with a candidate:

1. Introduce Yourself and Set the Tone: Begin by ensuring the candidate's technical setup is functioning correctly. Take a moment to introduce yourself, share your role within the company, and outline the interview agenda. This establishes a comfortable environment and clarifies expectations for the candidate.
2. Maintain Professionalism: Treat virtual interviews with the same level of professionalism as in-person interviews. Use professional language and body language, and minimize distractions by turning off notifications. Maintain focus and give the candidate your undivided attention, making direct eye contact by looking at the camera.
3. Pose Prepared Questions: Utilize the list of prepared questions to guide the interview and maintain structure. Consider asking follow-up questions to delve deeper into relevant topics and encourage critical thinking. Use the STAR (Situation, Task, Action, and Result) interview format to help candidates structure their responses effectively.
4. Allow Ample Time for Responses: Account for potential lag in communication and provide candidates with sufficient time to respond to questions. If there are interruptions or technical issues, ask the candidate to repeat their answer to ensure clarity and completeness.
5. Discuss Company Culture and Values: Help candidates understand your company's culture and values, which may be challenging to grasp in a virtual setting. Describe the workplace environment and highlight key aspects of your company's culture. Emphasize the value of diversity and how candidates' backgrounds can contribute positively to the team.
6. Provide Information on Next Steps: After the interview, inform the candidate about the next steps in the hiring process. Communicate timelines for candidate selection, how candidates will be notified of job offers, and any additional information required for consideration.
7. Allow Candidates to Pose Questions Ensure there is adequate time at the end of the video interview for candidates to ask their own questions. Adhering to the 80/20 rule, prioritize listening to the candidate, dedicating 80% of the interview to their input, and reserving 20% for interviewer feedback.

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