How to Conduct Online Interviews: A Step-by-step Guide

In today’s digital world, online interviews have become the norm for companies and job candidates alike. Whether you're interviewing remote employees, freelancers, or prospective team members, conducting an online interview requires a different approach compared to traditional, in-person interviews. It’s essential to create a professional environment, use the right tools, and ask the right questions to make the process smooth and effective. This guide will walk you through how to conduct an online interview, from preparation to follow-up.

1. Choose the Right Platform

The first step in conducting an online interview is selecting a reliable video conferencing platform. Many platforms offer video, audio, and screen-sharing options, making it easier to communicate and assess candidates effectively.

Here are some popular platforms to consider:

• Zoom: Known for its easy-to-use interface and stability, Zoom allows for video interviews with multiple participants and has features like screen sharing and recording.
• Google Meet: Integrated with Google Workspace, it’s a great option for businesses already using Google services. It’s secure, simple, and offers real-time captioning.
• Microsoft Teams: For companies using Microsoft tools, Teams is a robust platform with collaboration features like file sharing, chat, and video meetings.
• Skype: Still a popular choice for one-on-one interviews, Skype offers free video calls and is available globally.

These video chat platforms are generally accesible by all and don't have a professional look and feel. With Schemon, you can create your own channel, invite interviewees and schedule interviews interactively. After the interview you can keep the recording and even get transcriptions of your interview sessions. You can send files and receive them as well over Schemon. This provides an integrated and professional place for you to conduct interviews online.

Choose the platform that fits your needs and ensure both you and the candidate are comfortable using it.

2. Prepare Ahead of Time

Proper preparation is key to ensuring a successful online interview. Just like in-person interviews, you want to be ready with well-researched questions and topics. Here’s what you should do before the interview:

• Test your technology: Check your internet connection, microphone, camera, and video conferencing software. Make sure everything is working smoothly to avoid technical glitches during the interview.
• Create a professional environment: Find a quiet, well-lit space for the interview. Eliminate background noise, and ensure the room is tidy. Avoid distractions that could interrupt the interview process.
• Have the candidate’s information ready: Review the candidate’s resume, portfolio, or any work samples in advance. Prepare questions that are specific to their experience and the role they’re applying for.
• Develop a structured interview plan: Create a list of key questions and topics you want to cover. This will help keep the conversation focused and ensure you gather all the necessary information.

3. Set Clear Expectations for the Candidate

To avoid confusion or miscommunication, make sure the candidate knows what to expect before the interview. Here’s how to set clear expectations:

• Send a confirmation email: In the email, provide the interview time, date, and time zone. Include the link to the video conferencing platform, along with any instructions for using the platform.
• Provide details on the interview format: Let the candidate know how long the interview will last, who will be present (e.g., hiring manager, HR representative), and what the interview structure will look like.
• Encourage them to prepare their environment: Advise candidates to ensure they have a quiet space, a strong internet connection, and minimal distractions for the interview.

4. Start with Small Talk to Break the Ice

Online interviews can feel more formal or distant than in-person interviews, so it’s important to make the candidate feel comfortable. Start the interview with a few minutes of small talk:

• Ask how the candidate is doing.
• Make a positive comment about their resume or portfolio.
• Briefly explain the structure of the interview to ease them into the conversation.

This helps establish rapport and reduces any initial tension, allowing the candidate to feel more at ease.

5. Ask Open-Ended and Behavioral Questions

The core of any interview is asking the right questions. During an online interview, focus on open-ended and behavioral questions to get a deeper understanding of the candidate’s skills, experience, and cultural fit. Here are some examples:

• Open-ended questions: Encourage candidates to elaborate on their experience, skills, and approach to problem-solving. Examples include:
  • "Can you walk me through your experience with [specific skill]?"
  • "What attracted you to this position, and how do you see yourself contributing to the team?"
• Behavioral questions: These are designed to understand how a candidate has handled situations in the past, which can indicate how they’ll perform in the future. Examples include:
  • "Can you tell me about a time when you had to overcome a challenge at work?"
  • "Give an example of a project where you worked under tight deadlines. How did you manage it?"

Use follow-up questions to dig deeper and clarify the candidate’s responses if necessary.

6. Assess Communication Skills and Body Language

Communication is key in remote work, so during an online interview, you’ll need to assess the candidate’s ability to communicate effectively via digital platforms. Here’s what to watch for:

• Clarity and coherence: Is the candidate able to explain their thoughts clearly? Are their answers well-structured and easy to follow?
• Body language: Even in a virtual setting, body language matters. Pay attention to eye contact, posture, and facial expressions. These non-verbal cues can provide insights into a candidate’s confidence and engagement.
• Technical skills: If the job requires remote work or digital collaboration, evaluate how comfortable the candidate is with the video platform and other relevant tools.

7. Offer the Candidate Time to Ask Questions

Toward the end of the interview, give the candidate a chance to ask questions. This not only gives them the opportunity to clarify details about the role but also provides you with insight into what’s important to them. Candidates who ask thoughtful questions about the company, team culture, and future projects tend to be more engaged and serious about the role.

8. Conclude the Interview and Explain the Next Steps

As you wrap up the interview, make sure to clearly explain the next steps in the hiring process. Let the candidate know:

• When they can expect to hear back from you.
• If there are additional rounds of interviews.
• How they can follow up if they have any further questions.

Thank the candidate for their time and interest in the position, and leave them with a positive impression of your company.

9. Follow Up After the Interview

After the interview, it’s important to follow up promptly with a decision or next steps. Here’s how to manage the post-interview process:

• Evaluate the candidate’s performance: Review your interview notes and compare the candidate’s skills and experience with the job requirements.
• Send a follow-up email: Whether you’re moving forward with the candidate or not, send a polite and professional email thanking them for their time. If they’re moving to the next stage, provide details on what to expect.
• Keep candidates informed: Transparency in communication is key to maintaining a positive candidate experience. Even if the process takes longer than expected, keep candidates updated on their status.

Conclusion

Conducting online interviews effectively requires careful planning, clear communication, and the right tools. By choosing a reliable platform, preparing ahead of time, and asking the right questions, you can ensure that both you and the candidate have a smooth and productive experience. With these steps, you’ll be well-equipped to assess candidates and make informed hiring decisions in today’s digital-first world.

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