33% of hiring managers make decisions within 90 seconds. But one bad interview can lose their ideal candidate. This shows how important it is to conduct interviews with purpose and precision.

Conducting an interview requires creating a comfortable environment for sharing thoughts. A good interview can reveal insights, strengthen connections, and inspire both parties. But, the question is, how do you do it well?

This step-by-step guide on “how to conduct an interview” will help you to hire the best candidate. The guide also covers the common mistakes to avoid, and tips to conduct interviews better.

Why Conducting an Interview Matters?

Conducting interview is essential because it helps employers find the right candidate for a job. It allows hiring managers to assess a person's skills, cultural fit, and potential.

A well-conducted interview leads to better hiring decisions, deeper insights about the candidate, and a positive employer brand.

To conduct effective interviews, plan, listen actively, and stay adaptable. You don’t need to be a great talker, just follow a clear process and focus on understanding the candidate.

How to Conduct an Interview for Job in 8 Easy Steps? 

Whether you're a manager or a recruiter, these steps can help you conduct an interview and select the right candidate with confidence. Here are 8 effective tips for conducting an interview, explained step-by-step:

Step 1: Start with an Introduction and Interview Goal

Introduce yourself and briefly describe your business at the start of the interview to set a comfortable tone for the interviewee.

Clearly state the purpose of the interview: whether to assess a potential new hire, understand a client's needs, or gather information for a project. Your goal will direct the entire conversation.

• For hiring interviews, focus on assessing skills, cultural fit, and clarity of experience.
• Write down your main goal in one or two lines. This keeps you focused and ensures you ask relevant questions.

For Example:

“I want to understand if the candidate has the communication and problem-solving skills needed for a remote project management role.”

This clarity helps both you and the interviewee stay aligned during the discussion.

Step 2: Prepare a Winning Interview Script

Good interviews require preparation and research. If you are interviewing a job candidate, read their resume, cover letter, and LinkedIn profile to find specific achievements or gaps to discuss.

Further, for casual conversations, learn about their background and interests. Research allows you to ask deeper questions and shows respect for the other person's time.

Instead of asking basic questions, like, “I saw you led a project that increased sales by 20%. Can you tell me how you made that happen? ” Create a list of key points from your research to help plan your questions.

Step 3: Ask Smart, Goal-Oriented Questions

Interview questions are key to any discussion, thus, they should be simple. The best are clear, open-ended, and linked to your goal.

Open-Ended Questions

Open-ended questions, like “What inspired you to be a graphic designer? ” encourage stories and insights, while yes-or-no questions can limit discussion.

Start with a Mix of Question Types:

• Background questions: “Can you walk me through your career journey so far?” These help the interviewee warm up and give context.
• Experience-based questions: “Tell me about a time you faced a tough challenge at work. How did you handle it?” These reveal skills and problem-solving.
• Opinion or insight questions: “What do you think is the biggest trend in your industry right now?” These tap into expertise or personality.
• Behavioral questions: “How do you stay organized when juggling multiple projects?” These predict future performance.

📑 Aim for 8-12 Main Questions

Set a goal of asking 8-12 key questions, leaving space to follow up based on their answers. For example, if they mention an interesting project, ask, “What was the toughest part of that? ” to explore further.

⚠️ Avoid Tricky or Vague Questions

Avoid tricky questions unless you have a clear reason. Also, avoid vague questions like, “Where do you see yourself in five years? ” unless relevant to hiring. Instead, ask, “What skills are you hoping to grow in the next few years? ”

🔄 Organize Your Questions Logically

Organize your questions logically, starting broad and getting specific. Discuss sensitive topics like salary later, after building trust. Practice reading them aloud to ensure they sound natural.

Step 4: Set Up a Comfortable Interview Setting

The interview setting is important. Whether it’s in-person, video, or phone, make sure the person feels comfortable. For face-to-face meetings, choose a quiet place with few distractions.

For virtual interviews, check your camera, microphone, and internet before. Further, ensure a clean, professional background and good lighting.

Provide the interviewee with details in advance: time, place (or link), duration, and what to expect. Start the interview with a friendly greeting. Introduce yourself, explain the purpose briefly, and thank them for their time.

Step 5: Master the Art of Active Listening

Once the interview starts, your job is to listen more than you talk. Active listening means staying fully present, not planning your next question while they’re speaking.

To demonstrate your interest, acknowledge with a smile or use small verbal cues like "That's interesting. " When on video, keep your eyes on the screen for eye contact.

Take brief notes, but don't focus too much on your notebook. This helps you ask smart follow-up questions without interruptions.

If something is unclear, don't hesitate to ask for clarification: “Can you explain what you mean by streamlining the process?" It shows that you're paying attention and keeps the conversation on track.

Step 6: Be Flexible and Adapt as Needed

Even the best plans can change. Sometimes, you might get a short answer to a question you expected to lead to a long story, or they might mention something surprising that deserves attention.

If a job candidate talks about a skill you weren’t aware of, ask them about it: “You mentioned coding in Python, can you tell me about a project you used it for? ”

However, don’t let the discussion go too off-track. If they start discussing their hobbies, gently redirect:

Step 7: Wrap Up the Interview with Clarity

As you near the end, check your notes to ensure you have covered the main points. Ask a closing question like, “Is there something we haven’t talked about that you’d like to mention? ” or “What excites you most about this opportunity? ” This can uncover unexpected insights.

Next, explain what will happen after the meeting. For a job interview, say, “We will review all candidates and get back to you by next Friday.

Give a few minutes for their questions. Candidates often ask about team dynamics, growth opportunities, or company culture. Answering honestly is a chance to promote the role.

Step 8: Schedule Follow Up with a Professional Touch

After each interview, record the candidate's strengths, concerns, and fit for the role. For example, Elen has exceptional UX skills and experience, making her the best fit. Whereas Mark's strong portfolio lacks accessibility knowledge, Sarah's independent style does not fit the collaborative environment.

📅 Schedule follow-ups for selected candidates like Elen (final interview by May 16) or Mark (training discussion by May 17). Set calendar reminders to ensure timely action.

✉️ Send gratitude emails to finalists. For example, “Dear Elen and Mark, Thanks for our great talk yesterday about your design work; we will follow up by May 19.

🚫 Send an email to candidates who are not a good fit or have not been selected. For example, "Dear Sarah, Thank you for interviewing; while we won’t move forward, we appreciate your time and wish you the best.  

⏳ A timely, non-selected email saves time for both the candidate and the company’s image.

Common Mistakes to Avoid while Conducting Interviews

Before you hire the right talent, it's crucial to ensure your interview process is effective and fair. These are the common mistakes that you need to avoid while conducting an interview:

1. Talking Too Much

A common mistake is dominating the conversation, which limits the interviewee’s chance to shine. Aim for them to speak 70-80% of the time, sharing their insights and experiences.

If you talk too much, pause and ask an open-ended question. This balance ensures you gather meaningful responses while showing respect for their voice.

2. Sticking Too Rigidly to Your Script

Following a script too closely can overlook valuable insights when an interviewee shares something interesting. While preparation is important, be ready to explore unexpected topics for deeper perspectives.

If they mention a unique project, ask follow-up questions instead of moving to the next planned query. Flexibility creates a dynamic conversation and uncovers richer information.

3. Ignoring Body Language

Noticing an interviewee’s body language is important for understanding their comfort level. If they appear tense or avoid eye contact, change your tone to be friendlier or discuss lighter topics.

Acknowledging their signals, such as “I would love to hear more about what excites you, can help them relax. This attentiveness builds trust and promotes openness.

4. Asking Leading Questions

Leading questions, like “You are great at teamwork, right?” can bias responses and limit authentic answers. Instead, use neutral, open-ended questions like “How do you approach working in a team?” to invite genuine insights.

This approach allows interviewees to share their true experiences without feeling steered. It also provides clearer evidence of their skills and mindset.

5. Neglecting to Establish Connection

A cold, overly formal appearance can make interviewees feel closed off, reducing openness. To create a welcoming atmosphere, start with a warm greeting and some light small talk.

Show genuine interest by nodding or asking for details, which fosters connection and leads to more productive conversations.

Summary: How to Conduct a Good Interview Professionally?

Conducting an interview is like an art. It’s about preparing thoroughly, listening deeply, and making the candidate comfortable.

When you get it right, you walk you can create a stronger connection with the other person. Hence, whether you are hiring, researching, or storytelling, the effort you put into the process pays off. That’s why understanding how to conduct an interview is crucial.

So, next time, when conducting an interview you should take it one step at a time. Define your goal, do your research, ask good questions, and create a space where real conversation can happen. Furthermore, remember, a well-crafted job description is the first step to attracting the right candidates.

Frequently Asked Questions

1. What are the steps in conducting an interview?

Conducting an interview involves preparation, setting the tone, asking relevant questions, actively listening, and closing professionally.

2. What are the 5 C's of interviewing?

The 5 C’s are Clarity, Confidence, Communication, Consistency, and Courtesy. Clarity means clear questions and expectations. Confidence builds trust. Good communication and consistency ensure fairness, while courtesy maintains respect.

3. What are the 7 steps in an interview?

The 7 key steps are: 1.1. Planning and reviewing candidate profiles, 2. Shortlisting candidates, 3. Preparing interview questions, 4. Setting up the interview environment, 5. Conducting the interview, 6. Evaluating responses, 7. Following up with decisions and next steps.

4. How do you start an interview?

Greet the candidate warmly and introduce yourself and your role. Explain the interview process and its purpose to create a friendly atmosphere.

5. How to conduct a job interview?

To conduct a job interview, prepare clear questions based on the role and the candidate's resume.