How to conduct job interviews: The ultimate guide for employers

Now it’s getting serious – interviews with candidates are coming up. But don’t worry, this is your chance to really shine as an employer and show that you are not only a great listener, but also a real people person. With the following tips, you can turn every interview into a real highlight and find out who really fits into your team.

Prepare well for the job interview

“What did you particularly like about the interview?”

“The process was very good, and the interviewer was a hit!”

I often hear this sentence when I record a candidate’s feedback after an interview.

But why is that? 

What makes a good interviewer? 

But before we go straight into the topic, here are some tips on preparation for job interviews, both on-site and remote:

For on-site job interviews

Make sure that the interview takes place in a quiet room without disturbances from ringing telephones, e-mail notifications or passing colleagues. Is the room temperature pleasant and is there sufficient daylight?

Also avoid large tables between you and the applicant to prevent a barrier. A round or oval table arrangement is best.

Prepare a selection of drinks, such as water, coffee, or tea. Small snacks can be a nice gesture, especially if the conversation lasts longer.

For remote job interviews

Make sure that your camera, microphone, and speakers/headphones are working properly. A technical check before the interview can prevent unexpected problems.

Send the applicant a clear invitation to the meeting in good time with all the necessary information, such as the link to the meeting and the expected duration.

And above all: good interview partners are always punctual. You can be late sometimes, but please don’t be late for an interview!

1:00 p.m. means 1:00 p.m. 

Not 1:02 and not 1:54 either.

Be prepared

Good interviewers have taken a close look at the candidate’s CV in advance and know the interviewee’s name and the most important stages of their career.

The time has come: create a feel-good atmosphere

Ok, that sounds a bit like yoga-talk. But the fact is: a job interview is not an interrogation. If the candidate feels comfortable, the chances of you really getting to know the person behind the interview are much higher. So, stay relaxed for now. 

Break the ice first and don’t go straight into the interview questions. A friendly “How was your journey?” or a quick chat about the weather can work wonders. That way you build a bridge and show: People, not robots, are at work here.

First impressions count

A good introduction as an employer in the job interview is crucial to make a positive first impression and create a good basis for the interview. Here are some tips on how to introduce yourself as an employer in the interview:

Talk about the company

Give a brief overview of the company, including its history, mission, values and culture. Briefly explain what makes your company unique and why it is an attractive place to work.

Introduce the team

Describe the team in which the position is based and its importance for the company. Mention how the team works together, what projects are currently underway and how the applicant’s role fits into the team structure. You don’t need to know every detail, but understand what is important in your team, both technically and professionally.

Show career opportunities

Talk about career opportunities and development paths within the company. Show how your company promotes the professional and personal development of its employees.

Give real insights into everyday working life

Give an insight into the typical working day and the working environment. Do you have any special benefits? This does not mean a fruit basket, but something like flexible working hours or home office options.

Be brave

A good interviewer will address critical issues such as availability, shift work or other challenges honestly. Now is the best time to lay your cards on the table. This gives your candidate a good overall picture and allows them to make an informed decision.

Always be open to questions

Signal that you are open to questions, both during your introduction and during the rest of the interview. This shows that open communication is desired and that you are a good listener.

After all, a successful interview is a conversation at eye level and not a one-way street. As a good interviewer, you have to actively listen and respond to what the other person is saying. Your ego has to stay outside! 

Be real

Be authentic in your introduction. Applicants appreciate honesty and authenticity, as this helps to build trust and create realistic expectations.

Adapt to your counterpart

Not everyone is the same. Good interviewers analyze their counterparts and adapt to them. Is someone shy? Give them more confidence with your questions!

The most popular questioning techniques in job interviews

Now the detective in you comes into play. Open questions are your best friend because they invite you to tell your story.

Example: “Tell me about a project that really challenged you.” 

This not only provides you with facts, but also gives you an insight into the candidate’s working methods and personality, especially in stressful situations.

Applicants under the microscope: What counts are the details

Once you’ve broken the ice and established a good basis for the interview, it’s time to dig deeper. After all, you want to know who you’re dealing with and whether the applicant really fits into the team.

Specialist knowledge? Check!

Let’s start with the basics: Can the applicant really do what it says on paper? A few targeted questions are worth their weight in gold here. You don’t have to be a subject matter expert, but a few smart questions about previous projects or specific challenges in the role can quickly show you whether the candidate has the right expertise.

Soft skills – find out more about their personality

This is where it gets exciting because soft skills can often make the difference. How does the applicant deal with unforeseen events? Do they prefer to work alone or in a team? A few cleverly placed questions about everyday working life or teamwork can tell you a lot about the applicant.

Here are the most important questioning techniques for job interviews:

Open questions

• When? To obtain comprehensive information and to encourage the applicant to talk.
• Example: “Can you tell me about a project you are particularly proud of?”

Behavior-based questions

• When? To understand how the applicant has acted in specific past work situations.
• Example: “Tell me about a situation in which you had to resolve a conflict in a team under pressure.”

Circular questions

• When? To find out how the applicant would act by changing their perspective. In doing so, they take a critical distance from the problem and can come up with alternative solutions.
• Example: “What counterarguments for your solution could your team put forward in situation XY?”

Paradoxical questions

• When? To test the applicant’s creativity.
• For example: “How could this campaign be completely ruined?”

Competence-based questions

• When? To assess specific skills and competencies of the applicant.
• Example: “Can you give me an example of how you used [specific skill] in a previous job?”

Tip: Make sure that the questions directly target the key competencies required for the position to be filled.

Hypothetical questions

• When? To test innovative ability and creativity. The question is speculative in nature and can also be challenging as it focuses on the candidate’s imagination.
• Example: “Imagine you’ve been working for us for three months – what do you think would be your biggest initial hurdles?”

Questions you should NOT ask in job interviews

There are certain questions in job interviews that you are not allowed to ask for legal reasons, as they are discriminatory or violate the applicant’s privacy. Here are some examples of questions that fall under the General Act on Equal Treatment (AGG) in many countries, including Germany, and are therefore not permitted in a job interview:

1. Questions about the family situation or family planning:

• “Are you planning to have children?”
• “Are you pregnant?”

2. Questions about health status or disability:

• “Have you ever been to therapy?”
• “Do you have a disability?”

3. Questions about religion or ideology:

• “What religion do you belong to?”
• “Do you go to church on Sundays?”

4. Questions about sexual orientation:

• “Are you homosexual?
• “What is your marital status?” (if this is aimed at sexual orientation)

5. Questions about ethnic origin or nationality:

• “Where are you really from?”
• “Are you of German origin?”

6. Questions about political views:

• “Which political party do you belong to?”
• “What do you think of the climate protesters?”

7. Questions about previous convictions:

• “Do you have a criminal record?”
• “Have you ever been arrested before?”

In general, interview questions should always focus on the applicant’s suitability for the advertised position and should not invade privacy or be discriminatory.

After the interview: What happens now?

The job interview is over, but your work is far from it. Now it’s time to sort through the impressions you’ve gathered and make the right decisions.

Take your time – but not too long

Take time to review each conversation. What impressed you, what perhaps raised doubts? A structured evaluation will help you to compare the candidates fairly and objectively. But: Don’t keep the candidate in suspense for too long, a short message that you are in the evaluation and will get back to them quickly increases the chances that the candidate won’t be snatched away from you. (Don’t forget: you won’t be the only company the candidate is interviewing with!)

Feedback: Always appreciative!

Regardless of whether a candidate fits into the team or not, constructive feedback is worth its weight in gold. It shows that you’ve taken the time and appreciate the effort each candidate has put into the interview. A few honest words can go a long way and help to strengthen your reputation as a fair employer.

The next step

For the candidates who have convinced you, it’s time to get down to business: the contract. Be clear in your terms, but also open to negotiation. For everyone else, a respectful rejection is the order of the day. Thank them for their time and interest and keep the door open for the future. You never know when your paths will cross again.

The job interview as an opportunity for employers

Yay, you’ve almost made it! The interview is a unique opportunity to not only find the best talent for your team, but also to shine as an employer. Here are a few final thoughts to round out the process.

See every job interview as a learning opportunity

Every job interview offers learning opportunities. What worked well? What could go better next time? This reflection is key to improving your recruitment practice. Also be open to feedback – both from the applicants and from your team.

Positive experience spread the word

Remember that every interview also shapes your company’s image. A positive experience can strengthen your brand, even with those who didn’t make the team. Word of mouth is powerful, and treating applicants with respect always pays off.

With these thoughts in mind, you are well equipped to conduct interviews that not only provide you with the right candidates, but also lay the foundation for a long-term relationship. After all, the applicant has come to stay. Make it as easy as possible for them!