10 Steps to Conducting a Successful Interview

Interviews are a tool used for everything from recruitment to new client take-on, supplier selection, gauging opinions and talking to the media.

Key takeaways

• Clarify the purpose of the interview and prepare thoroughly. Clearly identify why you're conducting the interview. Whether it's for recruitment, supplier selection, evidence gathering, or media, it is best to have this at the forefront of your mind to be able to plan in advance. Decide on key attendees, location, format, legal considerations, and any pre-reading or materials needed.
• Use structured and fair questioning techniques.  Employ a balanced mix of open and closed questions, active listening, and follow-up prompts to gather the information you need. Ensure reliability and fairness by avoiding assumptions, stereotyping, and bias during the interview. Be mindful of unconscious bias in the interview process.
• End the interview with clarity and reflection.  Conclude each interview by summarising key points, explaining the next steps, documenting outcomes, and allowing the interviewee to ask questions. This closure ensures both sides understand expectations and maintains transparency.

It is surprising how little time we spend trying to understand the nature of the communication in an interview. Taking it a step further, we could use that understanding to run interviews more effectively to achieve the desired objectives and minimise the impact of unconscious bias and positive discrimination. This approach makes for more successful interviews.

How can you conduct an effective interview?

1. Identify the purpose of the interview

Remember, holding interviews is not just to recruit new talent. They may be used to find new clients or suppliers, conduct disciplinary hearings, gauge opinions, gather evidence, talk to the media, etc. This is a process in the workplace that extends beyond the employers assessing potential employees.

2. Plan and prepare ahead of time

Plan and make preparations in advance. Think about who should attend, where to hold the interview, any legal issues (access, equality), the structure or format (is there anything candidates need to prepare and bring to the interview?), what questions you should ask, housekeeping and welfare, etc.

3. Be careful with personal data

When handling personal data, it is important to comply with GDPR. You will need candidates to consent to the company processing sensitive data, such as disability and biometric information. Furthermore, consider the process for data storage and ensure access to this data is limited to those involved in the recruitment process or, indeed, any other process that the interview is a part of.

4. Set ground rules, if appropriate

Communicate what provisions are available (such as access, auditory, etc.), timings (how long should it take?), mobile phones and smoking rules, refreshments, directions, etc. These details should be communicated ahead of time and in a professional manner.

5. Use appropriate body language throughout the interview

For example, smiling, nodding, maintaining good eye contact, gestures, and mirroring. It is vital for creating rapport and establishing relationships. Body language is a fundamental part of communicating to the interviewee that they are being heard and it is an essential part of  conducting a professional interview.

6. Use different questioning techniques

To get the information you need, you can employ efficient interview techniques. Questions can maintain control, clarify information, show empathy, or cross-check facts. Use a mix of open and closed questions for best results. Asking a few follow-up questions is also a good way to understand the interviewee's way of thinking.

7. Make sure your interviews are free from discrimination

You can do this by using objective criteria, making decisions solely on merit, not making assumptions, and avoiding stereotypes and unconscious bias. It is essential to review your interview questions to ensure fairness and consistency. It is important to make sure Diversity, Equity and Inclusion (DEI) principles are maintained in the interview process and, indeed, throughout the workplace.

8. Give others ample opportunity to speak

Remember that interviews are a two-way process; use active listening techniques to maintain focus. Are you really listening, or are you just waiting to speak? You can't gauge responses if you can't recall what they said. This is a fundamental component of an interview process to be able to assess the interviewee's abilities, suitability, and to get an idea of the way they process and problem-solve.

9. Assess the potential

A long-term vision is the best approach to a recruitment interview. Identify signs of curiosity, willingness to learn and determination. These traits indicate that the individual could not just be a fit for the short term but could fulfil the role down the line. Understanding how a person thinks can give insight into suitability as well as how they would best receive training.

10. Conclude interviews properly

You can achieve this simply by summarising, explaining the next steps, rolling out follow-up procedures, and completing any documentation. This indicates professionalism and respect for the interviewee. Regardless of how the interview went, there should be a formal conclusion which sets expectations for the next steps and a timeline that goes with it.

FAQs on compliance and interviews

Why is it important to plan an interview in advance?

Planning ensures the interview has a clear objective, the right people are present, legal risks are mitigated, and the environment is conducive to open communication. It also ensures that the interview is free from discrimination where all questions have been assessed for consistency and fairness.

How long should a professional interview last?

It depends on the purpose, but generally, 30–60 minutes is sufficient for most interviews. Investigative or compliance interviews may take longer and should be scheduled accordingly.

Are there legal considerations when conducting employee interviews?

Yes, especially when the interview could lead to disciplinary action or is part of an investigation. You may need to consider legal representation, data protection, and formal recording protocols.

Do I need consent to record an interview?

In many jurisdictions, yes. You should inform the interviewee that the interview is being recorded and obtain their consent in writing or on record. This covers your bases as well as shows common courtesy and a level of professionalism.

What types of questions should I avoid during an interview?

Avoid leading, discriminatory, or personal questions unrelated to the subject of the interview. These can introduce bias or lead to legal complications.

How can I ensure the interview is fair and unbiased?

Use a consistent structure for all interviewees, prepare neutral questions, take objective notes, and avoid making judgments until after the interview is complete.

What should be included in the interview notes or summary?

Date, time, participants, key questions asked, responses, observations, and agreed actions or next steps. If applicable, document any admissions or concerns raised.

What are the next steps after an interview?

Review the notes, identify any required follow-ups, share findings with stakeholders if needed, and communicate next steps to the interviewee, maintaining confidentiality.

Want to learn more about DEI?

Our Essentials Library contains e-learning content designed to help organisations meet fundamental compliance requirements. If you are looking for focused training, our DEI Training Package offers a complete solution for your compliance programme. Courses in the libraries include:

• Equality and Diversity in the Workplace Training Course
• Unconscious Bias Training Course
• Diversity, Equity and Inclusion (DEI) Training Course
• Equality and Diversity for Managers Training Course

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