How to run a job interview

A job interview isn’t just a formality. Even in 2025, it remains a critical step – maybe even the most critical step – in hiring the right person for your team. 

Done properly, a job interview will help ensure a candidate’s skills, personality and experience align with what your company is looking for. Done poorly, it will result in a costly, disappointing and disruptive hiring mistake. 

This guide walks you through the key principles of conducting an effective job interview, giving you what you need to create both a productive conversation for your company and a positive experience for candidates.

Preparing for the interview

A strong interview begins well before you sit down with a candidate. It starts when you sit down to plan why you’re interviewing in the first place.

Define what you’re looking for in an ideal hire. Take the time to review the job description and what you want from the person you hire. Then you can take a structured approach to the interview process that includes:

• Familiarising yourself with the candidate’s CV and past experience. Highlight areas where you want to probe deeper in the interview.
• Preparing a set of well-rounded questions that cover both technical skills and behavioural attributes. Make these personal based on what you’ve identified in their CV. 
• Clarifying what aspects of the role can be taught on the job and what skills they’ll need to have from day one.
• Conducting a mock interview with a colleague to refine your questioning techniques.

You usually only get a short time during the interview, so by preparing properly you’ll make sure you use this to maximum effect. 

Setting the tone

An interview should be a two-way conversation, not an interrogation. After all, candidates perform best when they feel comfortable. So creating a relaxed yet professional environment is key. 

Start with a warm introduction and a bit of small talk to break the ice.  Let the candidate know the interview structure—what topics will be covered and how long it is expected to last. This shouldn’t just ease their nerves; it should also set clear expectations for the discussion ahead.

Throughout the interview, make sure you remain engaged and attentive. Body language plays a role. Maintain eye contact, nod in agreement, and avoid distractions such as checking emails or glancing at your phone. 

Asking the right questions

Ultimately, the questions you ask will make or break any interview. The best ones reveal not just what a candidate has done, but how they think, problem-solve and approach challenges. 

You should always aim for a balance of:

• Behavioural questions. These explore past experiences to predict future performance. For example: “Tell me about a time when you had to manage multiple deadlines. How did you handle them?”.
• Situational questions. These assess problem-solving abilities in hypothetical scenarios: “How would you deal with a difficult client who’s unhappy with your work?”. 
• Technical questions. These test a candidate’s job-specific knowledge. If hiring a software engineer, you might ask: “What are the limitations of your preferred programming language?”.

Avoid generic or clichéd questions like “What’s your greatest weakness?” which tend to elicit rehearsed answers rather than genuine insights.

Active listening and note-taking

While you may be running the show, the reality is that a good interviewer listens far more than they speak. 

Avoid the temptation to focus on the next question instead of properly absorbing the candidate’s response. Instead,  listen actively to pick up on key details that might seem like throwaway lines. Take notes during the conversation—jot down specific examples the candidate provides, key strengths or any concerns you might have. This ensures you’ll have a reference point when comparing candidates later.

Be mindful of non-verbal cues as well. Confidence, enthusiasm and body language can offer valuable insights into how the candidate might fit within your team.

Common pitfalls to avoid when interviewing 

So often we sabotage our own efforts to interview by falling into a trap that could have been easily avoided. Even experienced interviewers can be guilty of these common mistakes:

• Talking too much. The interview should focus on the candidate, not the interviewer. Aim for an 80/20 split where the candidate speaks most of the time.

• Superficial questioning.  If a candidate gives a vague response, probe further with follow-ups like “Can you give me a specific example of that?”.

• Making snap judgments. First impressions can be misleading. Make sure your decisions are based on structured criteria, not just gut feelings.

• Overemphasising ‘cultural fit’. While it’s obvious that your new hire should align with company values, it’s just as important to remember that diverse perspectives often lead to stronger teams. Look for adaptability rather than a perfect personality match.

The role of multiple interviewers

By taking a collaborative approach to interviewing you can improve your decision making. Just be careful not to overwhelm the candidate with too many people in the room. You might consider including:

• A hiring manager or recruitment manager to assess job-specific skills and experience.
• A senior team member to evaluate collaboration potential.
• An HR representative to ensure compliance and consistency.

This approach provides a well-rounded perspective and minimises bias in hiring decisions.

Look beyond experience: assess potential

It’s rare to find a candidate who ticks every single box on a job description. Instead of focusing solely on what a candidate has done, consider what they could do. Look for:

• Curiosity and eagerness to learn
• Adaptability and resilience
• Strong problem-solving skills
• A proactive and growth-oriented mindset

A candidate with potential can often outperform one with experience alone, especially in dynamic or rapidly evolving roles.

Sell the role and the company

Remember that interviews are a two-way street. Just as you’re assessing candidates, they’re assessing you. 

Strong candidates will often have multiple offers, so take time to highlight what makes your company an attractive place to work. Be honest about challenges in the role while also showcasing opportunities for growth, mentorship and career advancement.

Close the interview professionally

As the interview wraps up, give the candidate an opportunity to ask questions. Their inquiries can reveal their level of interest and how much research they’ve done on your company.

Before they leave, outline the next steps and provide a clear timeline for when they can expect feedback. This ensures a positive candidate experience, even for those who don’t get the job.

Post-interview evaluation

Once the interview concludes, take time to evaluate the candidate based on objective criteria, not just intuition. 

Discuss feedback with other interviewers, compare notes, and ensure all perspectives are considered.

If you decide against a candidate, provide timely communication. A well-handled rejection can leave a positive impression and encourage strong candidates to apply for future roles.

Final thoughts

Conducting a strong job interview isn’t just about finding the right candidate. It’s about ensuring a smooth and professional process that reflects well on your company. 

By preparing thoroughly, asking thoughtful questions and evaluating candidates fairly, you’ll improve hiring decisions and create a positive experience for everyone involved.

Want more?

Want to know how to run better interviews in your business? Get in touch with our team of HR experts. We work with clients across Australia and have HR Teams based in Sydney and Melbourne