How to conduct an interview: a manager’s guide to effective hiring

Why effective interviewing matters

Hiring the right candidate can significantly impact a company’s productivity, culture, and long-term success. A structured and well-prepared interview process ensures that managers can assess skills, experience, and cultural fit while maintaining fairness, transparency, and compliance with labor laws.

Yet, how to conduct an interview as a manager remains a challenge for many, as structuring questions, avoiding biases, and assessing candidates objectively requires planning and skill.

This guide provides a step-by-step approach for hiring managers to conduct successful interviews while ensuring compliance with European hiring standards.

How to prepare for an interview as a manager

Preparation is key to ensuring a smooth and effective interview. A structured approach increases the chances of selecting the right candidate while minimising unconscious bias and errors.

1. Define the role and requirements

Before inviting candidates for interviews, you must clearly define:

• The key responsibilities of the position.
• The essential skills and qualifications required.
• The soft skills and personality traits preferred.

A well-written job description ensures that expectations are aligned between hiring managers, HR, and candidates.

2. Choose the Right Interview Format

Depending on the role, industry, and company preferences, interview formats may vary:

• 📋 Structured interviews – Predefined questions with a scoring system for objectivity.
• 💬 Unstructured interviews – Open-ended, conversation-based discussions.
• 👀 Panel interviews – Multiple interviewers assess the candidate together.
• 🧩 Case studies or practical tests – Evaluating real-world problem-solving skills.
• 💻 Remote interviews – Virtual interviews via Zoom, Microsoft Teams, or Google Meet.

A structured interview is typically the most effective as it ensures consistency and fairness across all candidates.

3. Prepare Strong Questions

Avoid generic questions like "Tell me about yourself" that don't reveal much about a candidate’s competencies. Instead, focus on:

• 📌 Competency-based questions – “Can you describe a time when you solved a complex problem?”
• 📌 Behavioral questions – “How do you handle tight deadlines and pressure?”
• 📌 Situational questions – “If faced with a difficult client, how would you resolve the issue?”

Ensure all questions comply with EU non-discrimination laws (e.g., avoid asking about age, marital status, religion, or political views).

4. Review the candidate’s CV and cover letter

Before the interview, familiarise yourself with the candidate’s work history, qualifications, and achievements. Identify areas where further clarification is needed.

How to conduct an interview as an interviewer

1. Start with a Professional and Friendly Introduction

Candidates perform better in a comfortable environment. Start by:

• 🙋‍♂️ Introducing yourself and other interviewers.
• 🗂️ Providing an overview of the interview format.
• 🌟 Making the candidate feel at ease by setting a conversational tone.

2. Ask the right questions

A good interview is a balanced mix of:

• Icebreaker questions – To ease tension and create a connection.
• Experience-based questions – To assess relevant skills and qualifications.
• Problem-solving challenges – To evaluate critical thinking and adaptability.

Ensure you listen actively and observe non-verbal cues, such as confidence, communication style, and engagement.

3. Take notes and use a scoring system

Avoid relying on memory alone by using a structured evaluation method, such as:

• ✅ Technical skills – 1 to 5 rating scale
• ✅ Cultural fit – 1 to 5 rating scale
• ✅ Problem-solving ability – 1 to 5 rating scale
• ✅ Overall impression – Qualitative notes

This structured approach ensures objective hiring decisions and avoids unconscious bias.

4. Allow candidates to ask questions

A good candidate will have questions about the company, team, and role. Be prepared to discuss:

• Company culture and values.
• Career growth and training opportunities.
• The next steps in the hiring process.

Encouraging questions creates a two-way conversation, showing that you value their interest.

Post-interview: evaluating and selecting the best candidate

1. Gather feedback from the hiring team

If multiple interviewers were involved, discuss:

• Candidate strengths and weaknesses.
• Alignment with job requirements and company values.
• Overall impressions and concerns.

2. Check references

Validating a candidate’s past experience ensures credibility. Contact former employers to confirm:

• Job responsibilities.
• Work ethic and performance.
• Team collaboration and problem-solving skills.

3. Provide constructive feedback

Even unsuccessful candidates appreciate the feedback. A simple email or phone call explaining why they weren’t selected can help maintain a positive employer brand.

4. Make a competitive job offer

Once you’ve chosen the best candidate, prepare an official offer detailing:

• Salary and benefits package.
• Job responsibilities and expectations.
• Start date and onboarding process.

Evaluating overqualified, underqualified, and differently motivated candidates

One of the biggest dilemmas hiring managers face is deciding whether to hire an overqualified, underqualified, or differently motivated candidate. While skills and experience are key, motivation and potential often play a significant role in long-term employee success.

1. Should you hire an overqualified candidate?

An overqualified candidate is someone who possesses more experience, education, or skills than the job requires. While this may sound beneficial, it comes with pros and cons.

✔️ Pros:

• They bring expertise that can elevate the team’s performance.
• They require little to no training, making onboarding easier.
• They can take on leadership roles and mentor junior staff.

❌ Cons:

• Risk of boredom and disengagement due to lack of challenge.
• May expect a higher salary than what the role offers.
• Potential to leave as soon as a better opportunity arises.

2. Should you consider hiring an under qualified candidate?

An under qualified candidate lacks some of the required experience or skills but may have the potential to grow into the role.

✔️ Pros:

• They can bring fresh ideas and perspectives.
• Often highly motivated to prove themselves and willing to learn.
• May have transferable skills that can compensate for experience gaps.

❌ Cons:

• Requires more training and supervision, leading to higher onboarding costs.
• May take longer to reach full productivity.
• Uncertainty about whether they can handle the job’s responsibilities.

3. How to evaluate candidates with higher or lower motivation?

Hiring a candidate with high motivation is generally a good thing, but it’s important to assess whether their enthusiasm is sustainable.

✔️ Pros:

• They take initiative and bring energy to the team.
• Often highly engaged and eager to contribute new ideas.
• Likely to work hard and grow quickly within the company.

❌ Cons:

• High expectations might lead to frustration if career growth is slow.
• They may burn out if workload and enthusiasm aren’t balanced.

Less motivated candidates: when should you be concerned?

A less motivated candidate doesn’t necessarily mean a poor hire – it’s essential to identify whether the lack of enthusiasm is due to the job role, company, or their personality.

✔️ Pros:

• Some individuals prefer stable, predictable work environments over high-energy, fast-paced roles.
• They may be highly skilled but just reserved in expressing enthusiasm.

❌ Cons:

• If they show low interest in the company, they may not be engaged in the role.
• A lack of initiative or passion could affect their long-term performance.

Balancing skills, experience, and motivation

When making hiring decisions, consider a balance of skills, experience, and motivation.

• An overqualified candidate can add expertise but may require engagement strategies.
• An underqualified candidate can bring fresh perspectives but needs training.
• A highly motivated candidate can drive innovation but might require career progression opportunities.
• A less motivated candidate might still be a strong performer in a stable, predictable role.

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Hiring is about finding the right fit for the role and the company culture, not just ticking boxes for qualifications.

Common mistakes to avoid when conducting an interview

• Not preparing enough 📋 – Lack of planning leads to unstructured interviews.
• Talking too much 🚫 – The focus should be on the candidate, not the interviewer.
• Asking illegal questions 🙅‍♂️ – Avoid topics related to age, gender, or personal life.
• Ignoring cultural fit ⚠️ – A strong resume doesn’t always mean a good team player.
• Rushing the hiring decision ⏳ – Take time to evaluate candidates properly.

Remote interviews: best practices for virtual hiring

With remote work on the rise, managers need to adapt their interview techniques for virtual settings:

• Test technology beforehand – Ensure the video conferencing platform (e.g., Zoom, Microsoft Teams) works properly.
• Create a distraction-free environment – Choose a quiet space with professional lighting.
• Engage the candidate – Make an effort to establish rapport and assess non-verbal cues.

Conclusion

Mastering how to conduct an interview as a manager is essential for hiring the right talent. By following a structured process, asking meaningful questions, and ensuring compliance with European hiring laws, managers can make informed hiring decisions.

Whether conducting in-person or remote interviews, preparation and structure lead to hiring success.