How to improve your interview process: A guide to structured hiring for employers

A structured and well-planned interview process can make the difference between hiring a high-performing employee and making a costly mistake. In such a competitive job market, candidates expect more than just a quick conversation - they expect clarity, fairness and genuine insight into your organisation. 

At Sellick Partnership, we help employers across the public, not-for-profit, and private sectors refine their recruitment processes to attract and retain top talent. Below, we share practical tips to help you create a thorough interview process that not only identifies the right candidate but also improves your overall hiring outcomes. 

Here are our top tips on how to develop a robust interview process for your business.

Why a detailed interview process matters

Hiring mistakes are expensive; the cost of recruiting, onboarding, and replacing the wrong person can quickly add up, especially when factoring in lost productivity and team disruption. A clear and consistent process reduces bias, improves candidate experience, and ultimately helps you make better decisions. 

Where possible, keep your process streamlined - the fewer stages required to make a confident decision, the better the candidate experience and the lower the risk of process fatigue or unnecessary barriers. 

Step 1: Define your ideal candidate profile

Before you start searching for the perfect candidate, take time to evaluate the role you're hiring for: 

• What skills, knowledge and traits led to previous employees' success in this role? 
• What behaviours align with your company values? 

Make a list of these qualities and ensure that everyone involved with the selection process agrees that this is the criteria for evaluating candidates. 

Avoid looking for 'social fit' (e.g. similar backgrounds, universities, interests). Instead, prioritise values, alignment, skills, behaviours and potential - this widens your talent pool and reduces affinity bias. 

Think about the composition of your interview panel - aim for diversity in background, discipline and perspective. Avoid 'group think' by encouraging independent scoring before discussion. 

Make sure you are looking at professional qualities and try to avoid seeking a candidate that will 'fit in' with the rest of the team on a personal level, this will broaden your candidate pool. Find out more about inclusive hiring from our Recruitment Inclusion Checklist.

Step 2: Structure your interviews for consistency 

Having a set format ensures all candidates are evaluated fairly. A recommended structure might look like: 

• Introduction: Small talk, explain the format, make the candidates comfortable. 
• CV and fact-based questions: Clarify details from their CV and career history. 
• Technical and competency questions: Assess experience and expertise through real-world examples. 
• Situational questions: Use STAR (Situation, Task, Action, Result) to understand decision-making and problem-solving. 
• Candidate questions and wrap up: Allow candidates time to ask questions and outline next steps. 

Standardise the interview by using the same core questions in the same order for each candidate. Provide interviewers with scoring criteria and a scorecard so decisions are based on evidence, not instinct. 

Step 3: Questions to ask candidates

Once you have shortlisted candidates based on their CVs, the next step is to develop a strong set of interview questions that allow candidates to demonstrate their skills and experience. 

There are several types of questions to consider:

• Fact-based or general questions: These questions often clarify information from the candidate's CV, such as asking: Why are you interested in this role? 
• Situational or hypothetical questions: These ask candidates how they would handle specific situations. They help assess how candidates relate past experiences to your business needs, revealing their key skills and traits. For example: How would you handle... 
• Competency-based questions: These questions ask candidates to provide real-life examples of how they handled specific situations, what decisions they made, and why. The goal is to assess their competencies through past actions. You could ask: Tell me about a time you improved a process/task.
• Behavioural questions: Based on the idea that past behaviour predicts future performance, these questions ask candidates to share specific examples that demonstrate their skills. For example: Give us an example of when you had to overcome a workplace challenge. 
• Technical questions: These are designed to assess the candidate's technical knowledge and problem-solving abilities in specific areas related to the role. An example would be: How would you approach [task] using [tool/software]. 

It is worth noting here that you must take care when asking some questions. Avoid discriminatory or personal questions that you don't need to know the answer to and won't impact the candidate's ability to do the job. 

Questions should explore skills, values and behaviours - not personal life or background. Avoid 'culture fit' questions; instead, assess 'values fit' and workplace behaviours. 

Additionally, be mindful that some questions may not be suitable for neurodivergent candidates, or may need to be adjusted for inclusivity. For more advice on inclusive recruitment practices, contact our Diversity Champions.

Consider whether psychometric testing is essential. If used, ensure the purpose is clear, the test is validated, and accessible alternatives are available - some tools may create barriers for disabled or neurodivergent candidates. 

Example questions to ask during an interview 

Here are some common interview questions you can consider asking candidates: 

• What are your key strengths and weaknesses? 
• What interests you about this position and our company?
• Why do you want to leave your current job? 
• Where do you see yourself in 5-10 years? 
• What have been the most significant achievements in your career so far?
• How do you handle conflict? 
• How do you perform under pressure? 
• How do you define success? 
• Why do you want to work here?
• How would you handle a situation where you have multiple urgent deadlines but limited resources?
• If you were given a task with an unrealistic deadline, how would you manage your time and communicate this to your team?
• Can you give an example of a time when you had to solve a complex problem? What steps did you take?
• Describe a situation where you had to make a decision without having all the information you needed. How did you proceed?
• Describe a situation in which you went above and beyond to help a colleague or client.

Tip: Create an interview pack for all hiring managers if necessary - for temporary, contract and permanent roles - including structured questions, scoring guidelines, bias guidance, and accommodation prompts. 

Step 4: Use a structured rating system

It might be tempting to use initial impressions to compare candidates against each other, but this can be extremely problematic. It's important to remember that the goal of the interview is to find the candidate who is most qualified for the job, not necessarily the person you 'click' with. Conversations should focus on assessing skills and abilities, not personal connections.

To ensure a fair and consistent evaluation, you might consider using a structured rating system. This system will help you assess each candidate objectively and avoid bias. 

An effective rating system allows you to score or assess candidates against a defined set of criteria. Whether using a simple scoring system or a checklist of key skills, ensure that the same method is applied to all candidates throughout the interview process.

The rating system might look something like this: 

Step 5: Refine your candidate experience

An effective interview process benefits candidates as much as employers. Here's how to improve the candidate journey: 

• Prepare thoroughly: Read CVs ahead of time, and avoid repetitive questions. 
• Be welcoming: Use body language to show you're engaged and attentive. 
• Listen actively: Don't dominate the conversation. Let the candidate speak. 
• Take notes: Keep records to avoid confusion after multiple interviews. 
• Give feedback: Where possible, provide constructive feedback - even to unsuccessful applicants. 

Make adjustments easy - ask each candidate what they need to perform at their best and clearly communicate your willingness to support reasonable adjustments. Provide accessible formats, allow extra time if needed, and ensure interview technology is inclusive. Take a look at our blog on Why should diversity, equity and inclusion be a top priority for businesses?

Our final tips for success

Creating a detailed, fair and inclusive interview process is one of the most valuable investments you can make in your hiring strategy. By defining your ideal candidate, asking the right questions, and applying a consistent rating system, you'll improve your hiring outcomes and create a more positive experience for everyone involved. 

Remember, the interview process is not just about assessing qualifications; it's about finding the person who will thrive in your role, contribute to your team, and help your organisation achieve its goals. With a thoughtful strategy in place, you’ll be better equipped to avoid costly hiring mistakes and build a stronger, more capable workforce.

Take the time to refine your process, stay objective, and always prioritise the candidate's skills and ability to succeed in the role. A well-structured interview process benefits not only your organisation but also the candidates, providing them with a clearer understanding of your expectations and fostering a positive experience for all involved.

How Sellick Partnership can help

We support organisations across the UK to design better recruitment strategies. Our Consultants can: 

• Help you structure your interview process.
• Benchmark job roles and salaries. 
• Shortlist top-tier candidates for you. 

Submit a vacancy or contact our team to get expert support with your hiring process, alternatively, you can view the rest of our Employer resources.