Finding the best time to interview a candidate used to be a daunting task. You had to email all potential interviewers, ask them when they were available, and see if there was a time when everyone could meet. And if you wanted to schedule multiple interviews for the same day, you risked clogging up interviewers’ inboxes and confusing candidates.

Fortunately, there are now tools that make scheduling interviews much easier. In this article, we will discuss the challenges of scheduling interviews and solutions that can help make the process smoother for everyone involved.

Best Time To Interview a Candidate

When it comes to scheduling interviews, timing is everything. You want to make sure you schedule the interview at a time that works for both the candidate and the interviewer.

Unfortunately, this isn’t always easy to do. Candidates often have conflicting schedules and interviewers may be unavailable at the times that work best for the candidate.

There are solutions to this problem, however. Let’s dig into the challenges of scheduling interviews and explore some solutions that can help make the process smoother.

Scheduling Interview Solutions You Can Use

Minimize the number of people who interview each candidate.

One way to make scheduling interviews easier is to minimize the number of people who interview each candidate. This will reduce the number of schedules you have to coordinate and make it more likely that you’ll be able to find a time that works for everyone.

If you absolutely must involve multiple people in the interview process, try to schedule all of the interviews on the same day. This way, candidates won’t have to come back multiple times and interviewers will only have to clear their schedules once.

Determine how many peopled need to interview each candidate.

Before you start scheduling interviews, it’s important to determine how many people need to interview each candidate. This will help you determine the best way to schedule the interviews and make sure everyone who needs to be involved is available.

If you have a large team, try conducting initial screenings with a smaller group of people. This way, you can weed out candidates who aren’t a good fit before involving the entire team.

Ask hiring teams what their ideal interview process looks like.

Once you’ve determined how many people need to interview each candidate, reach out to the hiring team and ask them what their ideal interview process looks like. This will help you determine the best way to schedule the interviews and make sure everyone is on the same page.

If possible, try to schedule all of the interviews in one day. This way, candidates won’t have to come back multiple times and interviewers will only have to clear their schedules once.

Make sure you allow enough time for each interview.

When you’re scheduling interviews, it’s important to make sure you allow enough time for each interview. This will give candidates the opportunity to ask questions and get to know the team.

If possible, try to schedule each interview for at least 30 minutes. This way, you’ll have enough time to get to know the candidate and determine if they’re a good fit for the position.

Propose time slots for each interview.

Once you’ve determined the best time to interview each candidate, it’s time to start scheduling the interviews. To make things easier, try proposing a few time slots for each interview. This way, candidates can choose a time that works best for them.

If you’re having trouble finding a time that works for everyone, try using a scheduling tool like Calendly. This way, you can easily find a time that works for both the candidate and the interviewer.

Schedule interviews in advance.

When it comes to scheduling interviews, it’s always best to plan ahead. This way, you can avoid last-minute cancellations and rescheduling.

If possible, try to schedule interviews at least two weeks in advance. This will give you plenty of time to coordinate schedules and make sure everyone is available.

Sending Confirmation Emails

Once you’ve scheduled the interview, it’s important to send a confirmation email. This will help ensure that both the candidate and the interviewer are on the same page.

The confirmation email should include the date, time, and location of the interview, as well as a list of who will be interviewing the candidate. It’s also important to include a link to the calendar invite so that the candidate can easily add the interview to their schedule.

Automate the process with an interview scheduling tool

If you’re tired of the challenges that come with scheduling interviews, try using an interview scheduling tool. This way, you can automate the process and avoid back-and-forth emails.

Here are 5 best interview scheduling tools you can use:

Calendly – Best for busy teams

Calendly is a professional and efficient scheduling tool that eliminates the hassle of back-and-forth emails so you can focus on more important tasks. We are a fan of Calendly because it’s user-friendly and integrates with popular calendar applications like Google Calendar, Outlook, and Apple Calendar.

Drift – Best for small teams

If you’re looking for a scheduling tool that’s specifically designed for small teams, Drift is a great option. Drift offers a variety of features, including the ability to schedule one-on-one meetings, send reminders, and track meeting outcomes.

GoodTime – Best for video interviews

GoodTime is a platform that helps people and other companies drive better meeting results. It does this with the Meeting Optimization Engine, which automates scheduling and making sure the right people are in attendance for a meeting, as well as provides insights to make smarter decisions during said meetings.

Setmore – Best for small businesses

Setmore’s online scheduling platform is perfect for coordinating interviews with candidates. With one calendar system to manage all your appointments, you’ll have the time and flexibility you need to focus on other aspects of your business.

Cronofy – Best for large teams

Cronofy is a great scheduling tool for larger teams. With Cronofy, you can easily find a time that works for everyone and avoid the back-and-forth of scheduling emails. What’s more, Cronofy integrates with popular calendar applications like Google Calendar, Outlook, and Apple Calendar.

When it comes to scheduling interviews, there are a few challenges that you’ll need to overcome. But with a little planning and preparation, you can easily find a time that works for everyone involved. Try using these tips to make the process a little easier.

What challenges do you face when scheduling interviews? Let us know.