What Is an Interview Schedule Template? (With Example)

If you're a recruiter or a hiring manager, you may benefit from using various tools to ensure that an interview with a candidate progresses smoothly. Consider using an interview schedule to outline the questions you plan to ask and help you stay focused throughout the conversation. Understanding how to use this document can help you facilitate effective interviews and learn more about the professionals you're considering for a position. In this article, we review what an interview schedule is, discuss why to use it, describe how to make one and provide a template and example for you to follow. Related: How To Schedule the Best Time to Interview

What is an interview schedule?

An interview schedule is an organizational tool that recruiters and hiring managers can use to plan the course of a meeting with a candidate and identify the questions they want to ask. In addition to determining the questions they plan to ask, an interview schedule also allows interviewers to research answers to these questions, so they understand whether the candidate provides an adequate response. This document functions as a guideline for recruiters so they can stay focused and attentive throughout and interview, as well as take notes throughout their discussion with a candidate. An interview schedule can be flexible and customizable depending on the position and the candidate. For example, you can use it to test a prospective employee's knowledge of a specific subject or familiarity with a role-related task. Related: Everything You Need To Know About Job Interview Etiquette

Why make an interview schedule?

There are a variety of reasons you may benefit from making an interview schedule, and its primary function is to help you facilitate the interview and ensure that you learn key information about the candidate. An interview schedule can also increase the value of the candidate's answers since it allows you to develop well-thought-out questions before meeting with a prospective employee. This tool can also help you attain more information about a candidate and their knowledge of a specific topic and may help you receive more answers in a limited amount of time. If you know you have a specific time frame for the interview, a schedule can help you plan the right amount of questions for that period and avoid taking longer than you intended. Related: How To Greet in an Interview (With Examples and Tips)

How to make an interview schedule

Here's a list of steps you can follow to help you make an interview schedule effectively:

1. Consider the candidate

When you begin to draft an interview schedule, you may benefit from first considering the candidate, their qualifications and what you want to learn about them over the course of the conversation. While you may interview several people for the same position, you can choose to ask them all the same role-related questions or personalize the questions based on their various levels of training, professional experience and unique skills. Considering the candidate can help you create an interview schedule that allows you to learn the information you want to know from an individual based on their credentials.

2. Craft your opening

You can begin your interview schedule by crafting your opening statement and planning how you want to establish a positive rapport with the candidate. Consider discussing the position and the company and reviewing why you're interested in interviewing them for the role. An opening statement allows you to discuss the purpose of the interview and inform a prospective employee of key details they may want to know about the application process timeline.

3. Determine the questions you want to ask

After adding your opening statement, you can begin to identify the questions you want to ask. Consider starting with lighter questions that allow the candidate to introduce themselves and their credentials because this may help them feel comfortable speaking with you. Then, you can include more significant questions related to the role they're pursuing and add follow-up questions depending on their responses. For example, a follow-up question may ask them to describe a specific circumstance, task or previous job duty. You can structure the interview by beginning with general inquiries and then asking specific questions, and you may benefit from including both open-ended and closed-ended questions. It's important to stay focused on the purpose of the interview when forming questions and keep your wording clear so the candidate understands what you're asking.

4. Leave space for notes

Consider leaving space for notes on the interview schedule you create. You can leave an empty space below each question and follow-up question or add a general notes section underneath each topic. This can help you remain focused and attentive while the candidate speaks and allows you to review the information they shared after you meet with them, which is especially important if you're considering several prospective employees.

5. Write a closing statement

After outlining the questions you want to ask, you can conclude your interview schedule by planning a closing statement. This allows you to review the information the candidate shared with you, discuss the next steps in the application process and find out if they have any additional questions for you about the position or the company. Maintain the positive rapport you've developed with the candidate and thank them for their time and interest in the role. Related: 8 Types of Positive Verbal Communication for Interviewing

Interview schedule template

Here's a template you can use when crafting an interview schedule: Opening statement: [Begin by introducing yourself and discussing key information about the role and the company.] Topic 1: [Provide an introduction to the topic you want to discuss with the candidate and why it's related to their prospective role or industry.] Question 1: [State the question.] a. [Follow-up question] b. [Follow-up question] [Notes about the candidate's answers] Question 2: [State the question.] a. [Follow-up question] b. [Follow-up question] [Notes about the candidate's answers] Topic 2: [Provide an introduction to the topic you want to discuss with the candidate and why it's related to their prospective role or industry.] Question 1: [State the question.] a. [Follow-up question] b. [Follow-up question] [Notes about the candidate's answers] Question 2: [State the question.] a. [Follow-up question] b. [Follow-up question] [Notes about the candidate's answers] Closing remark: [Conclude with a brief summary of what they've told you throughout the interview, maintain a positive rapport and explain what they can expect throughout the next steps of the hiring process. You can also ask for any further actions or address questions they may have.] To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.
Related: Interviewing an Employee: How To Successfully Conduct an Interview

Example of an interview schedule

Here's an example of an interview schedule you can review while you write your own: Opening statement: Hello, my name is Samantha Luja, and I'm the hiring manager at NewStart Technologies. I'm happy to meet with you today and wanted to take the opportunity to discuss the position and our company before we proceed. NewStart Technologies launched in 2013, and since that point, it's become an industry leader amongst digital electronics. We're glad that you're interested in a position as an illustrator to help us design user manuals and create content for a wide variety of consumers. Topic 1: Let's discuss your industry experience and background so I can get to know you and your credentials better. Question 1: Have you ever worked as an illustrator before, and what type of clients are you familiar with? If not, what inspired your switch to this field? a. What design software are you comfortable using? b. What made you want to become an illustrator for a tech company? Room for notes. Question 2: Describe one of your greatest accomplishments as an illustrator either personally or professionally. a. Why was this milestone so meaningful to you? b. What are your goals now that you've achieved this significant accomplishment? Room for notes. Topic 2: Now, let's discuss some more in-depth questions so I can learn more about your industry knowledge and expertise. Question 1: If you require additional time to complete a project, do you feel comfortable discussing this topic with your manager? Have you had to ask for extra time or resources in the past, and how did that conversation go? a. Have you completed projects with strict deadlines in the past? b. How do you work under pressure? Is it motivating or do you prefer to have flexible deadlines? Room for notes. Question 2: We're looking for a candidate familiar with Adobe Photoshop. Can you explain the difference between Photoshop Big and Photoshop Document? a. Do you know how to use Photoshop to add layers to an image? b. What are some illustrations you've completed using Photoshop? Room for notes. Concluding statement: Thank you for your time and consideration. You can expect to receive an email from someone on the hiring team within the next five to seven business days, and we can proceed from there. Are there any questions you have about the position or NewStart Technologies before we conclude? Please note that none of the companies or products mentioned in this article are affiliated with Indeed.