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With over six-month job searches becoming the norm, it’s no secret that the hiring process at most companies is a mess.
A quick perusal of the subreddit Recruiting Hell shows surreal five- to 10-round interviews, bot-led interviews, laborious take-home tests and candidates ghosted after competing for jobs that may not even exist.
Is it any wonder that top talent is checking out? Clearly, something needs to change.
Multiple Interview Rounds: Due Diligence or CYA?
Having multiple rounds of interviews for a position makes sense in many scenarios, and it often depends on the level of the position, said Julie Savarino, chief client officer for e-learning provider Business Development Inc.
Some roles, for instance, require a unique skill set or involve significant responsibilities, and multiple rounds allow for a deeper assessment of a candidate’s capabilities. This can include technical skills, cultural fit and interpersonal abilities. A longer process helps ensure the candidate can perform consistently across different scenarios or with different individuals.
Cross-functional roles also tend to require multiple rounds, as the candidate meets with various team members. “Departments grow at different rates, and new hires often need to fill cross-functional roles,” said Megan Morreale, two-time head of content at Reddit and Taboola. “The interviews are crowdsourced with those teams in mind.”
The way we define “rounds” is also important, Savarino said. “For C-suite positions, rounds might be a week with multiple interviews scheduled during that week.”
Interviewing a candidate multiple times can reveal how they handle different questions and settings, ensuring their performance is not a one-time fluke. And understanding if a candidate aligns with the company culture takes time and repeated interactions. This can prevent future turnover and ensure a harmonious workplace.
But it’s also a cover.
“It’s not only ‘can you work with these people,’ but also a 'CYA' [cover your a**] for the hiring manager in case the hire doesn’t work out,” said Morreale.
So, while multiple rounds may be justified, excessive interviewing is another story. It raises concerns about efficiency, if nothing else. A streamlined process improves the candidate experience and saves on interview costs, as manager and recruiter time is also significantly mismanaged here.
Related Article: Talent Experience Is Broken and the Technology Isn't Helping
Creating Clarity Ahead of the Interview Process
To resolve recruiting issues, companies must first recognize there's a problem. Once they've acknowledged the inefficiencies of lengthy interview processes, they can consider several strategies to create a more streamlined and effective hiring process — all of which start with clarity.
A structured interview framework ensures each interview “round” has a clear purpose and outcome. This helps avoid redundancy and keeps the process focused on evaluating fit and key competencies required for the job.
Defining those desired attributes and competencies ahead of time is key to the entire process. “If you can’t very specifically answer what skills candidates need to have and who in your organization can best interview for each skill, go back to the drawing board to sort that out,” said Morreale.
Then, ensure that all interviewers are trained to evaluate candidates consistently and objectively based on those needs. Sometimes, Morreale said, the laundry list of needs is too long, especially for leadership positions. “Cap it at four interviews to respect a candidate’s time. Otherwise, they’ll move on, and the company will lose out on a great hire,” she said.
Don’t be afraid to pilot new approaches and iterate. Pay attention to what’s working and what isn’t, and regularly review and refine the hiring process based on feedback from candidates and hiring managers. Then, fold that insight into your process.
Related Article: We Need Great Recruiters Now More Than Ever
Elements of a Streamlined Interviewing Process
By definition, the word “process” entails multiple steps. But that doesn’t mean it can’t be efficient.
"A defined process saves considerable time, ensures consistency and regular follow-up, minimizes errors and bad decisions, and maximizes the company’s reputation in the marketplace,” said Savarino.
Once the hiring process steps are optimized, they can then be used as a checklist and automated. Savarino shared six, often overlooked steps that make for an efficient recruiting process:
- Create a few common questions that are of most importance to the position and company culture, along with a ranking system for interviewers to fill out after meeting with a candidate.
- Send candidates the interview questions in advance.
- Identify the key stakeholders that need to interview the candidate. If more than four, arrange small group interviews.
- Create a target timeline for the process. Assign a member of your recruiting team to be responsible for following up and keeping everyone on schedule as much as possible. Reward them for this at review time.
- Consider having the final candidates complete a CliftonStrengths or Myers-Briggs assessment.
- Maintain open and transparent communication with candidates throughout the process. Clear communications help improve their experience and reduce dropout rates. Providing timely feedback and updates also helps keep candidates engaged.
A reasonable interview timeline balances the need for thorough evaluation with efficiency and candidate experience. Here is what industry standards and expert recommendations dictate:
- Initial Screening (1-2 weeks): This includes resume reviews and preliminary interviews to move the most promising candidates to the following stages.
- In-Depth Interviews (2-3 weeks): As the name implies, this is when you conduct interviews and technical assessments.
- Final Interviews and Decisions (1 week): Organize meetings with senior management and final decision-makers to review candidates and determine the one who will receive an offer.
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A reasonable hiring process should ideally span no more than six weeks from the initial application to the final offer. Morreale’s experience says the process can take at least a month but advises that anything past three months is a red flag. “It means the hiring team is overwhelmed or priorities inside the organization are shifting,” she said. It’s important to sort that out before you commit to that offer.
Sticking to a reasonable timeline ensures a thorough evaluation while respecting the candidate's time and maintaining a positive experience.
Related Article: Ghosting Your Job Candidates? Here's What It Says About Your Company
Planning Is Everything
In the end, have a plan. Don’t go at the process blindly. Define what the organization needs, the timeline to achieve it, who will be impacted and build the steps to getting there.
Keeping team sensitivities in mind while striving for expediency can be challenging. “Small teams can be hard, as everyone wants to interview the candidate, or they can feel like they aren’t important enough to be involved in the process,’ warned Morreale.
That's why having a process that addresses all of these concerns upfront is so important. Companies don’t want current top performers to quiet-quit or leave if they fear you’ve just hired their replacement. Clarity, transparency and timeliness will win the day — and help your reputation as an employer.
