Minimizing Interview Rescheduling: Best Practices

Interview rescheduling can be a huge bottleneck in the hiring process, regarding both time to hire and candidate experience. Reschedules have the potential to delay the hiring process and even pile frustration and a negative impression onto top candidates.

Reducing the rescheduling percentage requires a focused approach by any organization desiring to smoothen its recruitment process.

Why Does Reducing Rescheduling Matter?

Reduced Time to Hire: The longer the interview process, the more likely candidates are to accept offers elsewhere. Reducing the time to hire by standardizing the interview process and limiting the rate of rescheduling guarantees that top talent gets hired fast.

Improved Candidate Experience: A well-organized interview process reflects positively on your company. Candidates appreciate when their time is valued, and rescheduling can signal a lack of coordination or respect for their availability.

Impact on Business Deliverables: A disorganized interview process can lead to delays in filling critical roles, which directly impacts your company's ability to meet project deadlines and business objectives. When key positions remain vacant, it can strain existing employees, increase workloads, and ultimately slow down productivity. 

Strategies to Minimize Interview Rescheduling:

1. Implement Reminders in Your ATS

Utilize your Applicant Tracking System (ATS) to send reminders through various channels like email, phone, WhatsApp, or calendar notifications. Additionally, ensure that recruitment agencies working on your behalf send reminders to candidates, especially on the day of the interview.

2. Measure and Review Reschedules Weekly

Monitor and analyze rescheduling metrics on a regular basis, especially from the interviewees' perspective, since it is what the organization can influence. Recognize trends, like a particular interviewer rescheduling regularly, and take immediate action to resolve these problems. Assign team members to interviews equally, and be explicit about the minimum number of interviews that should be conducted each week. Less rescheduling may result from distribution if the panels are not overworked.

Example: Suppose you notice that rescheduling peaks during the end of the week. This can be overcome by rescheduling some of the interviews or by redistributing the interview sessions. Only an ATS, preferably, can measure such insights effectively.

3. Choose Interview Time Slots Carefully

Gather available time slots from internal stakeholders, such as evenings, nights, or weekends slots, when they are more likely to be available. Ensure that candidates who are currently employed can accommodate these times, either by taking leave or scheduling interviews outside of their core/busy working hours.

Example: For a candidate applying for a senior software engineer position who is also working full-time, scheduling an interview at 7 PM after work hours could be more convenient than a midday slot. This approach respects the candidate's current job while ensuring the interview takes place without potential conflicts.

4. Prioritizing Flexibility in Scheduling

Offer flexible scheduling options for candidates. Allow candidates to select from a range of available slots rather than dictating a single time slot. The same applies for the interviewer - asking for a convenient time range instead of selectively asking one slot at a time. This reduces the likelihood of conflicts and increases the chance that both parties can commit to a convenient slot.

5. Engage Interviewers in the Scheduling Process

Make sure that the interviewers are engaged in the scheduling activities. This ensures that since the interviewers are the ones to put forward their preferred time, there is likelihood that they will stick to that time due to no interferences. Use shared calendars or scheduling tools that sync with your ATS to find mutually convenient times.

Example: If an interviewer knows they have a busy week ahead, allowing them to block out unavailable times in advance can prevent overbooking and the need to reschedule. 

Consider using Reczee ATS, which allows you to schedule interviews directly within the platform. With calendar sync, it ensures no meeting overlaps by displaying stakeholders' blocked time slots. If necessary, these can be overridden.

6. Offer Clear Communication Channels

Provide a clear line of communication between interviewers, recruiters, and candidates. Rescheduled appointments are frequently the result of miscommunication, so make sure all parties are aware of the interview's specifics and have confirmed their attendance (RSVP).

7. Leverage Technology for Virtual Interviews

In situations where conducting in-person interviews becomes challenging, offer options for virtual interviews. This can significantly reduce the need for rescheduling, especially for candidates who might have travel or geographic restrictions.

Example: If a candidate cannot attend in-office interviews during weekdays, consider conducting virtual rounds and reserving the final round with the hiring manager for an in-person meeting. Alternatively, you could invite them to a weekend in-office hiring drive.

8. Monitor and Optimize Your Interview Process

Keep an eye on how well your interview scheduling procedure is working. After gathering input from the interviewers and candidates, make any necessary changes. To determine areas for development and assess customer happiness, think about conducting surveys or utilizing data from your ATS.

Example: If feedback indicates that a particular time slot frequently leads to rescheduling, reassess the availability or consider alternative times.

9. Establish a Dedicated Recruitment Coordinator Role

Appoint a recruitment coordinator whose only duty will be to oversee the planning and arranging of interviews. This individual can act as a main point of contact, making sure that everyone is on the same page and aware of their responsibilities.

Example: A recruitment coordinator can proactively check in with both candidates and interviewers the day before the interview, addressing any concerns or potential conflicts before they lead to a reschedule.

10. Build a Backup Plan

Make sure you have a backup plan in case of last-minute cancellations. This may include setting up a backup interviewer or booking a different time window in case the first one doesn't work out. Having a backup planned in case the primary interviewer is unexpectedly unavailable will guarantee that the interview goes forward without interruption and prevent the need for a rescheduling.

11. Create an Interview Preparation Guide for Candidates

Give candidates a guide on interview preparation that includes expectations, preparation tips, and the significance of punctuality. This can guarantee that candidates are prepared and available at the appointed time and help lower the number of no-shows.

Example: Include tips on technical setup for virtual interviews, suggestions for blocking out time on their calendar, and reminders to communicate any conflicts well in advance.

12. Set Up Clear Cancellation Policies

Clearly define cancellation procedures and let interviewers and candidates know about them. These guidelines ought to specify permissible explanations for postponements and mandate a minimum amount of time for notice.

Example: A policy might state that reschedules must be requested at least 24 hours in advance, unless in the case of an emergency, helping to reduce last-minute changes.

Conclusion

Reducing interview rescheduling is crucial for maintaining a smooth and efficient hiring process. By implementing these strategies—ranging from leveraging technology to improving communication—you can minimize disruptions, enhance the candidate experience, and expedite your time to hire. 

Regularly review your processes, remain flexible, and involve all stakeholders to ensure the best outcomes for your recruitment efforts.

‍