Common Interview Scheduling Frustrations3 min read

February 11, 2019 Talent Acquisition

Finding yourself burned out or frustrated when scheduling interviews with candidates? Do your best to avoid these common interview scheduling annoyances.


When you’re ready to start interviewing candidates, you move ever-so-closer to helping your company find the talent it needs. Scheduling interviews with candidates should, in theory, be a win-win: recruiters are excited about finding their next star employee, and candidates are excited to further pursue a career that piqued their interest.

But more often than not, the very task of interview scheduling can be a chore and frustration. When handled poorly, the relatively simple task of finding a time for a few people to get together can end up wreaking havoc on your schedule and creating a poor candidate experience.

Keep your candidates happy — and maintain your sanity — by avoiding these common interview scheduling frustrations.

Scheduling interviews with candidates who aren’t right for the job

Have you found yourself scheduling interviews with candidates who ultimately aren’t the right fit?

Don’t schedule interviews with the wrong talent. Avoid this mistake by adding pre-screening questions to your job applications, giving talent the opportunity to answer basic qualifying questions to filter out inexperienced matches. With video interview software, candidates can also answer pre-screened questions through video, giving early insights into their personality and potential cultural fit before making an interview offer.

Scheduling interviews back-to-back

When you’ve blocked off an afternoon to meet with a few star candidates, it may be tempting to schedule these interviews back-to-back. Considering most job interviews last between 45 minutes and an hour, they can easily slide in next to each other on a calendar, right?

Not necessarily. Stacking interviews on top of each other may seem efficient, but you’re not building in enough buffer time to account for the unexpected. If an interview goes long, for example, you could be leaving a candidate — who’s likely already arrived early for their appointment time — waiting even longer, providing a less-than-ideal candidate experience.

During a busy day, the domino effect of one long interview can also mean your entire schedule gets thrown into disarray, leading to missed appointments and an added layer of stress. When setting aside time for interview scheduling, be sure to build in extra time to save yourself from potential calendar disasters.

Scheduling interviews through never-ending email chains

Recruiter: How about 3:30 p.m. on Tuesday the 21st?
Candidate: I’m not available on the 21st. How about Thursday the 23rd?
Recruiter: The 23rd isn’t good for me, unfortunately. Wednesday the 22nd?
Candidate: Wednesday works! How’s 11 a.m.?
Recruiter: I’m only free in the afternoon.

Sounds like the most boring play you’ve ever read, right? Well, that’s about as interesting as it gets when you’re interview scheduling over email. Several volleys later, the recruiter and candidate will eventually find a time they agree on, after exhausting all possible options.

Interview scheduling software makes finding an available interview times effortless—without the need for endless email back-and-forth. By sending an interview self-scheduling link to the candidate, they find a time that works best for them that automatically draws from your calendar availability.

Scheduling too many interviews for a single day

Busy recruiters working to fill multiple requisitions at once are wise to be as efficient as possible. The less time spent in front of a computer carrying out tedious administrative tasks, the more time that can be dedicated to meeting with candidates and populating your talent pipeline for future opportunities.

But by dedicating an entire day to nonstop interviews, you risk wearing yourself down and becoming fatigued before the 5pm hour. Worse, you may be juggling too many people in one sitting, leading you to mix up basic details about candidates and letting them all blur together as one.

Pace yourself and incorporate as many breaks (or days for interviews) as possible. Your candidates will thank you.

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Yello’s interview scheduling software makes it easy for candidates to self-schedule interviews drawn from your calendar’s availability.

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