The Interview Survival Guide for First-Time Hiring Managers

Stepping into the role of Hiring Manager for the first time can feel overwhelming. You want to find the right person for the job - someone with the right skills, who fits the team, and who’s excited to join. But how do you create an interview process that both identifies great talent and gives candidates a professional, positive experience that makes them want to say yes? That’s where this survival guide comes in. Let’s get started!

1. Preparing for the Interview

1.1 Understanding the Role

Before thinking about the interview itself, you need to have a clear picture of what the role entails. It's tempting to rush this step, but take your time reviewing the job description or core competencies provided for the role. Note down key responsibilities, required skills, and how the position fits into the company and its goals. A well-thought job description should guide your interview and provide clear expectations for candidates; if you feel it doesn't provide this clarity you may need to do some extra digging.

If you do need more guidance, consult with team members or supervisors who understand the nuances of the role. Ask questions such as:

• What are the must-have skills?

• Are there any desirable but non-essential skills?

• How will this role evolve?

These insights are invaluable in shaping your perspective and ensuring alignment with organisational needs.

1.2 Creating the Interview Questions

With a solid job description, it’s time to devise interview questions. Try and avoid clichéd questions, and instead aim for questions that reveal a candidate's real ability behind the CV. Behavioural questions can be particularly effective here, as they encourage candidates to provide examples of their past behaviour and successes, which are good indicators of future performance.

Consider these general topics when crafting your questions:

• What challenges did you face in a similar role and how did you overcome them?

• Can you provide an example of how you contributed to success?

If you're struggling for ideas, Evidenced offers a library of proven, competency-based interview questions and can you help tailor them each role individually, making it easier to run structured, effective interviews even if it’s your first time hiring.

1.3 Setting the Interview Structure

Having a defined interview structure is akin to having a roadmap for your hiring journey. It outlines the flow of interviews, ensuring each stage of the process is organised and aligns with your objectives. A structured format not only helps in comparing candidate responses but also enhances the candidate experience by avoiding repeat questions or confusion between interviewers.

Here’s a simple structure to get you started:

• Introduction and role briefing: Set the tone and provide a brief on what to expect.

• Core questions phase: Dive into the key competencies you're assessing.

• Candidate questions: Allow them to ask any questions about the role and the company.

• Closing: Explain the next steps and when they can expect a follow up.

Implementing structured interviews can guide you in maintaining focus and fairness throughout the process. This systematic approach helps in avoiding biases and making more objective comparisons among candidates. For more question inspiration during your interview, read our blog here.

2. Conducting the Interview

2.1 Building a Rapport

First impressions can set the tone for the entire interview process, and as a hiring manager how you initiate the conversation with the candidate can create a comfortable environment conducive to open dialogue. Start with light topics or observations about the candidate's day before the interview in order to ease nerves and foster a more genuine connection.

If you're conducting a virtual interview, ensure your professional surroundings are clean and free from distractions, and maintain eye contact with your camera to simulate the face-to-face interaction. Remember, the candidate experience begins the moment your conversation starts.

2.2 Assessing Candidate Responses

Evaluating a candidate's responses requires attentiveness and often the ability to read between the lines. Listen closely not just to the content of their answer but also to their delivery - this is especially important as more candidates are using AI to assist their interviews. Try to take notes to document significant points during the conversation without diverting your attention from the candidate.

After the interview, use a standardised evaluation system, like a scoring matrix, to objectively compare candidates. Remember that with Evidenced you can build and share custom interview scorecards with your team, and get realtime interview notes so you can focus on the candidate.

3. Post-Interview Processes

3.1 Making the Decision

Making the right decision following interviews requires clarity and objectivity. Start with an assessment matrix to compare candidates against the role's key responsibilities. Use a scoring system where you rate applicants on a scale for each criterion.

When evaluating candidates, consider:

• How their skills and experience fit agains the job description

• How their attitude and answers to behavioural fit questions align with your company culture

• Their potential for progression in line with the companies' strategy goals

• Feedback from other interviewers and recruiters

3.2 Providing Feedback

Providing thoughtful and constructive feedback benefits both unsuccessful candidates and improves your employer branding - this AIHR report found that 50% of candidates that have a negative hiring experience will refuse to buy from the brand again.

Presuming you've noted detailed responses and impressions, ensure feedback is specific by highlighting strengths and provide clear areas for development. Also aim to act quickly - ideally within two weeks. It demonstrates respect and keeps communication open for future roles that might be a better fit.

3.3 Finalising the Hire

Securing a candidate effectively ties up your recruiting process. Upon deciding, draft a detailed offer letter. Include role specifics, salary details, benefits, and start date. Use clear and jargon-free language to prevent misunderstandings.

Use your Applicant Tracking System (ATS) or Human Resource Management Systems (HRMS) like Workday or BambooHR to help streamline documentation and track paperwork progress.

Final Thoughts

With the right approach and the right tools you can navigate each stage of the interview process with confidence, even as a first-time hiring managers. And whether it’s writing interview questions, conducting structured evaluations, or comparing candidate responses, platforms like Evidenced can help make every step clearer, fairer, and more consistent.

Wish you got more interview guidance?

See how Evidenced can turn your whole team into interview experts.

Watch our 4 min demo here.