How to Be an Effective and Courteous Interviewer: Making Every Interview Count

As a career coach and former business leader, I’ve seen interviews from both sides of the table. Preparation and respect for the process can make or break an interview, yet it’s common for things to go off course when either party isn’t fully prepared or engaged. Being serious about the process doesn’t mean being overly formal — striking a balance is key to keeping candidates comfortable and open. Lately, I’ve come across several stories of interviews that fell short of expectations, often due to lack of training or experience on the interviewer’s part. In this blog, I’ll dive into the interviewer’s perspective, offering guidance on conducting effective, respectful interviews that foster positive connections.

Interviews are not just about evaluating candidates—they’re an opportunity to build a positive experience, one that reflects well on your organization and ensures you’re gathering the best insights about each candidate’s fit for the role. Here’s how to be an effective and courteous interviewer, fostering an environment of respect and transparency that leaves a lasting, positive impression.

Prepare Thoroughly

Preparation is essential. Review the candidate's resume, cover letter, and any other application materials ahead of time. This background allows you to tailor questions to their experience and makes it clear you respect their time and effort. Familiarize yourself with the key responsibilities of the role, the team dynamics, and the company's current goals to make the discussion more insightful and relevant.

Start with a Warm Introduction

Begin each interview with a warm, friendly introduction. Share your role and briefly outline the structure of the interview, setting expectations for the conversation. This approach puts candidates at ease, creating a relaxed environment that allows them to be their authentic selves. Remember, you’re evaluating not only their qualifications but also whether they’ll be a good fit for the team culture—and people tend to show their best selves when they feel comfortable.

Set Clear Expectations

Transparency is key. Let candidates know the interview format, the estimated duration, and whether they’ll be expected to answer situational, technical, or behavioral questions. Giving a sense of what lies ahead reduces anxiety, helping them prepare mentally and engage more fully.

Ask Open-Ended, Purposeful Questions About Skills & Qualifications

Effective interviews focus on open-ended questions that reveal how candidates think, respond to challenges, and approach their work. Instead of asking generic questions like “Where do you see yourself in five years?” try specific, role-related questions like, “Can you describe a time when you had to lead a team through a challenging project? What strategies did you use?” These questions allow candidates to provide concrete examples and give you valuable insights into their problem-solving abilities, adaptability, and interpersonal skills.

Ask Meaningful Questions To Assess Fit with Company & Team Culture

To find out if a candidate is someone you'd enjoy working with, consider asking questions that reveal their personality, approach to collaboration, and interpersonal qualities. Instead of asking unrelated or abstract questions like "If you could be an animal, what would it be and why," focus on questions that reveal relevant insight into a candidate’s potential fit for your team. Here are a few questions that can give you insight into whether they’d be a positive, enjoyable presence on your team:

1. "What do you enjoy most about working with others, and what do you bring to a team’s dynamic?"

• This helps you see what they find fulfilling in teamwork and how they view their role in creating a positive environment.

2. "Can you tell me about a time you helped a colleague or went out of your way to support a team member?"

• Look for empathy and a natural inclination to be helpful, traits that often make for enjoyable colleagues.

3. "How would your past teammates or managers describe your work style and personality?"

• Self-awareness here can reveal humility, openness, and how they perceive their impact on team morale.

4. "What motivates you to bring your best self to work each day?"

• This question uncovers their values and passions, and whether they align with the team’s purpose and energy.

5. "How do you stay positive or manage stress during high-pressure situations?"

• People who handle stress gracefully and stay positive are typically more enjoyable to work alongside. This also indicates resilience and self-regulation.

6. "What qualities do you appreciate most in the people you work with?"

• Their answer can give insight into how they relate to others and if they value attributes that match your team’s vibe.

7. "Describe a time when you had fun working on a project. What made it enjoyable for you?"

• This can reveal how they infuse energy and enjoyment into their work, and if they value the social, collaborative aspects that create a pleasant work environment.

8. "When was the last time you made someone’s day at work, and what did you do?"

• Kindness and consideration can make a workplace much more enjoyable, and this question shows if they find joy in uplifting those around them.

9. "If you could add one thing to our company culture, what would it be?"

• Their answer can shed light on how they envision a welcoming, vibrant workplace and if they have a thoughtful approach to making work enjoyable for others.

10. "What’s your favorite way to build rapport or connect with new colleagues?"

• This question can help you see if they’re proactive in building relationships and if their approach to connecting aligns with your team’s culture.

These questions focus on finding team members who are not only competent but who also genuinely enjoy creating a positive, engaging, and supportive work environment.

Practice Active Listening

Active listening is a hallmark of an effective interviewer. Show candidates that you’re engaged by maintaining eye contact, nodding, and providing feedback that shows you’re paying attention. Resist the urge to think about your next question while they’re speaking; instead, focus on what they’re saying and ask follow-up questions when appropriate. This shows respect for their responses and enables a more dynamic, two-way conversation.

Be Mindful of Nonverbal Communication

Candidates pay attention to body language, tone, and facial expressions just as much as they do to the questions you ask. Remain professional, approachable, and attentive throughout the conversation. Avoid closed-off gestures like crossing your arms or frequently checking the time, as these can make candidates feel uncomfortable or unwelcome.

Showcase Your Company Culture

Interviews are a chance for candidates to evaluate whether they want to work at your company as much as you’re assessing their fit. Describe the organization’s culture, its values, and what it’s like to work on the team they’re interviewing for. Be honest and realistic, highlighting both the perks and challenges of the position. This balanced approach allows candidates to make informed decisions about whether the role aligns with their personal and professional goals.

Allow Time for Candidate Questions

A courteous and effective interviewer always leaves time for candidate questions. Encourage them to ask about the role, team dynamics, company values, or anything else on their mind. Thoughtful questions often reveal a candidate’s priorities and show their interest in understanding the organization more deeply. Plus, candidates who feel heard and valued are more likely to view the experience positively, regardless of the outcome.

End on a Positive Note

As you wrap up the interview, express appreciation for their time and interest in the position. Let them know the next steps in the process and when they can expect to hear back. Being transparent about the timeline helps manage their expectations and leaves them with a sense of closure and professionalism.

Follow Up Promptly

Timely follow-up is an often-overlooked part of a courteous interview process. Respect candidates’ time by providing prompt updates. Even if the decision is delayed, a brief update to inform them of the status helps keep them informed and shows respect for their commitment to the process.

Special Considerations for Virtual Interviews

Virtual interviews require a bit more preparation and attention to detail to ensure candidates have a smooth and professional experience. Here are some tips for conducting effective and courteous video interviews:

1. Test Technology Ahead of Time

Ensure the platform you’re using (Zoom, Teams, etc.) is functioning properly and that your internet connection is stable. Test your camera, microphone, and audio to confirm everything works smoothly. Encourage candidates to do the same by including tech-check instructions in the interview confirmation email, as this helps both of you avoid technical interruptions.

2. Choose an Ideal Location

A quiet, well-lit space with a neutral background provides the best setting. Avoid locations with clutter or personal items that can be distracting. Natural lighting or a well-placed lamp can enhance your video quality, and being mindful of what’s visible on screen adds professionalism to the interaction.

3. Set Expectations for Video Etiquette

Let candidates know in advance about the format, expected duration, and any particular features you’ll be using, like screen sharing. Video interviews often require clearer guidelines for speaking turns, so a quick comment about how you’ll manage the flow of conversation can ease candidate nerves.

4. Mind Your Body Language

Engage with candidates by maintaining eye contact (look directly into the camera), sitting up straight, and nodding occasionally. While body language cues may feel different on video, it’s still essential to convey attentiveness and interest. Avoid multitasking during the interview, as it’s more noticeable on camera and can come across as disengagement.

5. Minimize Distractions

Silence notifications on your devices and close unnecessary tabs or programs. This helps avoid accidental sounds, pop-ups, or interruptions that could disrupt the interview flow. If you’re working from home, let family or roommates know to avoid interruptions during this time.

6. Use a Professional Username and Background

If your video platform allows you to customize your username, use your full name and title to create a professional impression. If the platform offers virtual backgrounds, choose a simple, clean option if you’re unable to control your physical surroundings. This creates a polished look while keeping attention on you and the conversation.

7. Account for Time Delays

Video interviews often have a slight audio delay. Give the candidate an extra moment to finish their response before speaking to avoid talking over each other. You can also briefly summarize their response when asking a follow-up question, which shows attentiveness and smooths any awkward transitions.

8. Allow for Technical Difficulties

Be understanding if candidates experience technical issues—they may be unfamiliar with the platform or have connectivity challenges. If problems arise, offer to reschedule or switch to a phone call. Your patience in these situations can ease a candidate’s anxiety and show that your organization values flexibility and understanding.

9. Encourage a Conversational Tone

The format can sometimes feel stiff, so try to create a relaxed atmosphere by starting with light conversation. A quick icebreaker, like asking about the candidate’s experience with virtual work, can help put them at ease and make the conversation feel more natural.

10. Follow Up as You Would in Any Interview

After the interview, send a prompt thank-you email or follow-up, just as you would after an in-person interview. Reiterate next steps, and if applicable, provide any relevant information on the decision timeline.

By taking these extra steps, you can make video interviews as seamless and effective as in-person conversations, ensuring candidates feel respected and valued even in a virtual setting.

Final Thoughts

Effective interviewing goes beyond asking questions—it’s about creating an environment where candidates feel valued, respected, and engaged. By being well-prepared, transparent, and attentive, you can make each interview a rewarding experience that leaves candidates with a positive view of your organization, whether or not they ultimately get the role. Remember, every interaction you have with a candidate shapes your company's reputation and can influence future talent’s interest in working with you.