Virtual Interviews: Recommendations for the Interviewer

Virtual Interviews

Interviews conducted virtually come with their own dynamic compared to in-person interviews. While the structure of the interview – questions and answers – may not change, the added need for cameras, microphones, speakerphones, and working internet can create added stress to the applicant, and the interviewer alike (Lobe et al., 2022). At the same time, the virtual space may allow for more flexibility in scheduling between interviewers and interviewees due to reduced travel time (Termini et al., 2021). The use of virtual interviews is increasing as a method of convenience, helping companies making hiring decisions in a flexible and time efficient manner. Yet, hiring managers still have much to learn about this method as they journey to find the “perfect” candidate.

Managers are looking for applicants with the right skills, both soft and role-specific, to fill positions. When interviewing in person there is a certain expectation to interviewing that is held with regards to communication (verbal and non-verbal), note-taking, and remaining free of distraction. However, communicating virtually presents challenges that require intentionality to the interview process. Technology issues may prevent video from being shared, audio/video may be delayed or fragmented, and less non-verbal cues are seen (Plumridge, 2020). Additionally, it is easy on either party to become distracted, but the interviewer. Messages, emails, and work projects on a desktop can be easily pull attention from the interview at hand.

The internet is rich in videos, articles, and threads about how to complete virtual interviews as an interviewee. Many of those are applicable to interviewers, as well. Yet, there still needs to be direction for hiring managers regarding their practice of being the interviewer. After all, the interviewee is making judgements, too – on appearance, tone, attitude, clarity of questions asked, and especially on the level of engagement they are getting in an interview. If an interviewer appears preoccupied, rushed, or indifferent they may run from an offer or feel defeated from the start. To support interviewers, I present the following recommendations on how to conduct virtual interviews in a way that supports the interviewee and the result of finding that “perfect” person for the job.

Start off Right 🌱

• Test Your Tech - Ensure your camera is on, audio is working (mic and speaker), and your background is appropriate. Have a backup plan (i.e. the applicant’s phone number) in case of tech issues. And please, for the love all things, do not use an avatar. Your applicant wants to know you, not a cartoon version of you.
• Eliminate distractions – Being virtual comes with an abundance of distractions. Turn your teams, slack or other messaging to “Do Not Disturb”. Place your phone on silent and away from you. Don’t check emails, or work on projects.
• Offer a Virtual Handshake – Welcome the applicant to the interview and introduce yourself and anyone else that is on from your organization.
• Explain the Interview Structure - Explain the process of the interview, don't just jump into questions. “As we get started, I want to let you know how this interview will go. First, I’ll explain the role, and then we’ll ask you some questions. At the end, we’ll have time for you to ask questions. Are you ready to get started?”

 During the Interview 👩💻

• Be Present and Engaged - Give non-verbal cues you're listening. Smile, nod, etc. Re-word responses or provide verbal feedback after a response more than just “Thank you”.
• Create a conversation - Be mindful of your tone and the questions you're asking. Try to make the interview feel like a conversation compared to a set of rapid-fire questions. Engage with applicants, offering small anecdotes with responses, and ensuring smooth tie-ins between questions.
• Take Notes - Take notes but don't transcribe. You don't have to write down everything they say but do take notes that help you remember applicant responses or things that stood out.
• Avoid biases - Notes shouldn't include things like “was wearing a black t shirt” or “couldn't get audio at first”. While we want people to dress professionally and be good with technology, these should not be the reason we are counting people out.
• Stay on task - Be mindful of the time you’ve allotted for the interview and everyone else’s schedule. Even if this means skipping a question or two. If you have a team interviewing applicant, ensure there is room at the end to compare notes and talk through the decision.

 Finish Strong 💪

• Thank the Applicant - Offer time thank the interviewee for taking the time out of their day to speak with you, regardless of how the interview went.
• Explain next steps – Don’t just close it out. Let them know who they will be hearing from, when they should expect that communication and how it will be communicated (i.e. phone call, email, or both).

Virtual interviews are a convenient and flexible way to find the right hire. It's important that interviewers engage with the interviewee in the right way, to help support an effective, fluid interview process. This engagement occurs when interviewers translate in-person interview techniques and being intentional about eliminating distractions. Interviewers should ensure they are communicating clearly with interviewees and establishing rapport throughout the process.

References

Lobe, B., Morgan, D.L., & Hoffman. (2022). A systematic comparison of in-person and video-based online interviewing. International Journal of Qualiitative Methods, 21. doi.org/10.1177/16094069221127068

Plumridge, N. (2020). Communication: Online vs. face-to-face interactions. PsychMinds. https://psychminds.com/communication-online-vs-face-to-face-interactions/

Termini, C.M., Rutaganira, F.U.N., Palavicino-Maggio, C.B., Spriggs, C.C., Evans, C.S., & McReynolds, M.R. (2021). Using virtual interviewing to create a more accessible hybrid academic job market. Cell, 184(26), 6217-6221. 10.1016/j.cell.2021.11.027