The Recruiter's Guide to Scheduling Hiring Manager <-> Candidate Interviews, Headache-Free

Words that can make any recruiter groan: Interview scheudling! 

The interview scheduling process can often become a bottleneck, slowing down hiring decisions and even potentially costing you precious time that can send your top candidates to competitors.

Here's how recruiters can streamline this process and create a more efficient, candidate-friendly experience.

The traditional approaches

Historically, recruiters have used three main methods for scheduling interviews:

1. Asking the hiring manager for availability first
2. Getting the candidate's availability upfront
3. Asking both parties simultaneously and finding an overlap

Each method has its pros and cons, but they all share a common problem: they can be time-consuming and inefficient.

The psychology of availability

Interestingly, there's a psychological aspect to interview scheduling. Some hiring managers or candidates may hesitate to appear too available, fearing it might make them seem desperate.

However, the reality is that this "playing hard to get" mentality can backfire in today's competitive job market.

The case for speed

In the current recruitment landscape, speed is often a decisive factor.

Candidates rarely complain about a hiring process moving too quickly. Instead, slow processes, lack of communication, and lengthy interview rounds are common grievances. Moving quickly can give you an edge over competitors and prevent losing candidates to other offers.

Leveraging technology

It's no secret that we believe technology can make or break a recruiter — and that we're partial to our Talent Intelligence Platform.

But one easy solution to streamline the scheduling process? Use scheduling tools like Calendly.

These tools allow recruiters to:

1. Access hiring managers' calendars directly
2. See real-time availability
3. Book interview slots instantly

When pitching this idea to hiring managers, frame it as a way to expedite the hiring process and reduce administrative back-and-forth.

Best practices for streamlined scheduling

1. Block off interview times in advance: For recurring hiring needs, have hiring managers block off specific times each week for potential interviews.

2. Use scheduling tools: Implement tools that allow for easy calendar sharing and booking.

3. Book the next step immediately: At the end of each interview or call, schedule the next step right away to maintain momentum.

4. Communicate urgency to hiring managers: Remind them of the cost of delays in the hiring process.

5. Be proactive: Don't wait for candidates or hiring managers to suggest times. Take the initiative to propose specific slots.

6. Be flexible: Consider offering interview times outside of standard business hours if necessary.

Addressing concerns

You may have noticed that some hiring managers can be a bit hesitant to share their calendars with you.

You can address this by:

1. Explaining the benefits in terms of faster hiring and better candidate experience
2. Configuring settings to prevent last-minute bookings
3. Assuring them that you'll still confirm before finalizing any appointments

Red flags to keep an eye out for

If a hiring manager is consistently unavailable or reluctant to streamline the scheduling process, it could be a red flag.

Why? It might indicate a lack of genuine urgency in filling the role or other underlying issues.

Wrapping up

Efficient interview scheduling is crucial for a positive candidate experience and a successful hiring process. By leveraging technology, being proactive, and maintaining open communication with hiring managers, recruiters can significantly streamline this process. Remember, in today's competitive job market, the company that moves fastest often wins the best talent.