How To Make Better First Impressions On Candidates During the Hiring Process

Clearly state job requirements

You’d be surprised how many hiring managers try to fill an open role without knowing exactly who or what they seek. This makes the hiring process confusing for everyone involved.

Before you begin interviewing candidates, make sure that everyone involved knows what the job entails.

• What kinds of tasks will the person be doing?
• What are the short- and long-term goals associated with the position?
• To whom do they report?
• What is the salary range?
• Which colleagues will they be working with most closely?
• What kinds of clients can they expect to service?
• What type of experience is necessary to excel in this role?
• Is any formal training or certification required?

Ensuring these details are ironed out before starting the hiring process is crucial to respecting candidates’ time. Documenting the specifics allows all applicants to know what to expect upfront before submitting their materials. Approaching job descriptions informally can give your business an unprofessional image.

Be honest about what you’re looking for

You may be tempted to beef up your job description to attract the best talent, but doing so will only burn bridges. It’s important to be transparent during all parts of the interview process.

If you need a salesperson for a role involving extensive cold calling, be transparent about it. Similarly, if you’re seeking an account manager for a specific client type, clarify the expected responsibilities for candidates.

You don’t want to hire someone only to have them quit two weeks in because the position wasn’t what they expected due to a misleading job description.

Know what you need out of the person who fills the role

It’s likely your candidate will have follow-up questions as the interview concludes, and some of these inquiries may pertain to the type of person you’re looking for as you go through the hiring process.

They may want to know what kind of person has filled the role before. What type of professional is usually successful within your company? Are you a bunch of extroverts or more of a mixed bag?

Be prepared with a thorough assessment in case the topic comes up. While you don’t want to get too narrow as you create the ideal candidate in your mind, you should have some semblance of an idea about what you’re looking for as you begin the interview process — and be comfortable talking about it with applicants.

All individuals involved in the hiring process should be prepared

When managing the hiring process, whether alone or with a panel-style interview, ensure everyone is well-prepared before meeting candidates. Review each applicant’s resume and cover letter, plan your questions, inform candidates about the timeline, explain the job requirements, and outline the next steps clearly.

Many hiring managers may feel pressured to quickly fill open roles, but it’s crucial not to rush into interviews unprepared. Starting the process without all the necessary information can create a negative impression on applicants and lead to missing out on top candidates who may opt for other opportunities.

Be transparent about communication throughout hiring

Candidates often express frustration due to the lack of communication during the hiring process. Job hunting is stressful, and uncertainty about their interview status makes it even more confusing. After a seemingly successful second interview, a week of silence leaves them questioning if they should keep submitting their resume as actively as before.

Communicate clearly with job applicants to show respect for their time and energy throughout the hiring process. Be transparent about when they can expect to hear from you and ask for their preferred contact method. Some may prefer a phone call for ease, while others may opt for email due to work constraints.

Offer honest feedback to those who don’t receive an offer

Informing someone of their non-selection for a position at your company is never easy, yet it presents an opportunity to support their professional growth. If there’s a specific reason for their application outcome, consider sharing it with them.

For instance, if they lack expertise in a specific area, be direct with them so they can enhance that aspect of their resume. Inform those without an offer to explore additional training to boost competitiveness in future job hunts.

Choose the proper interview space

The environment in which you choose to conduct an interview has a significant impact on how the conversation goes.

Selecting a loud, bustling environment can create distractions for both the interviewer and job seeker, hindering a focused conversation. Conversely, a dimly lit, stark room may not feel welcoming for job discussions.

Be open to choosing a location outside of your normal office space, as well. Many hiring managers find that coffee shops or other off-campus sites lend themselves to a more relaxed job interview than the traditional conference room setting.

Test the technology ahead of time

If you need to incorporate technology into your discussion—perhaps you want to show a short PowerPoint presentation or show your company’s website on a projector—make sure you’re completely comfortable with the software’s functionality ahead of time.

Few things look as bad as needing extra help to fix tech issues during an interview. It can make your business seem unprofessional and disrupt the process. Candidates might doubt your tech savvy and look elsewhere for opportunities with more tech-savvy companies.

Don’t skip the small talk

While keeping the interview process running on time is crucial, bringing a candidate in and immediately drilling them on their previous work experience and educational background makes the whole thing feel uncomfortable and sterile.

Take two or three minutes to make the person feel welcome by having a casual conversation. This will make the discussion feel more natural and help put the candidate at ease.

Keep your social media up to date

Before submitting their materials to your company, a responsible job seeker will probably scope out your company to see what you’re all about. What kinds of clients do you take on? Have you won any notable awards or honors? What does the atmosphere within your office appear to be like?

One way they’ll do this is by checking out your online presence. If your website and social media are desperately outdated, it sends a bad message to those who may be interested in applying for a job at your company.

While you may be great at customer service, the fact that you don’t pay attention to your online presence can illustrate that you’re out of touch with this important aspect of business in today’s market. As a result, you may lose out on top-tier talent, who will decide instead to apply with a more tech-savvy and forward-thinking firm.

Try to keep the process as on schedule as possible

While it’s understandable that some delays may occur during interviews, it’s important to try to keep things moving along efficiently. It’s good to start with some small talk to ease into the conversation, but aim to avoid getting sidetracked with lengthy discussions about personal interests like your favorite TV shows.

If you’re conducting a panel interview and one person is late, don’t wait 20 minutes for them to arrive. Instead, get started without them and let them catch up when they can. A candidate who shows up to find that you’re 45 minutes behind schedule for their interview will question how professional the business is. Respect everyone’s time to make a positive first impression.

Make sure they’re greeted warmly

The hiring manager isn’t the only person who plays a role in the interview process. Your company’s receptionist has a major influence on the first impression your company creates, so make sure he or she gives off the kind of positive vibes you hope your business radiates.

If this person is cold and unfriendly, the candidate will immediately have a negative impression of your company. Yet, if they’re engaging, this individual will feel at home and probably less nervous about the process.

Ensuring your business leaves a positive first impression is crucial for immediately impacting potential new hires. Paying attention to details like how your receptionist welcomes candidates or the interview environment may seem small, but focusing on these aspects helps create a polished initial impression. This sets your business apart and attracts top-tier talent.