In a competitive and unstable job market, finding the right employer that’s the perfect fit —at least for right now for some candidates—can be a full-time job in and of itself.
In the same vein, with "quiet quitting" still on the rise, a company's leaders may suddenly find themselves back out there on the talent acquisition line. Candidates can grow weary or become turned off by a brand that may have once been their ideal place to work if they perceive that their time and energy applying to work at certain establishments are not appreciated during the job search and interviewing process.
To make the interview and talent acquisition process a little more bearable as well as increase the chances of better outcomes and transparency, we've asked 15 experts from Forbes Human Resources Council for their advice on the most essential etiquette rules that hiring managers or recruitment representatives should never ignore when they are screening potential new hires.
Members pictured from left to right.
Photos courtesy of individual members.1. Practice Confidentiality
Confidentiality is key! Companies want to avoid lawsuits at all costs. Therefore, a good rule of thumb is to allow HR the autonomy to do what's in the best ethical interest of the company while also respecting the candidate's privacy. - Charissa Cromwell, Visual Connections L.L.C.
2. Present A Great First Impression Of Your Company
Communicate. Be authentic and respectful. The experience leaders have in the hiring process, regardless of whether it results in an offer or not, is a reflection of your employer brand and how you present yourself and your organization to the world. - Tory Clarke, Bridge Partners
3. Be Honest And Transparent About The Role
Beyond the much-noted candidate experience, managers must remain highly aware that candidates are interviewing them as well. Evoking transparency and honesty in the hiring process translates into respect. Being honest about the role, both positive and negative, is critical to a great outcome, even if they don't accept the position. - Julie Hankins, NNIT
4. Make Every Job Candidate Feel Welcome
At PainTEQ, we begin the interview process with the mindset that we want all candidates to feel welcomed and comfortable with minimal surprises. To ensure this practice, I recommend that hiring managers share an interview itinerary beforehand and discuss what the process will look like. Our company informs candidates that its staff representatives will not ask any behavioral questions and would like to instead have an open dialogue where we can get to know each other. - Cally Stanphill, PainTEQ LLC
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5. Express Your Gratitude To Every Stakeholder
It is very important to express gratitude to people in the hiring process. This is not only to the candidate who is investing their time in considering the team, opportunity and the company but also to the recruiters and anyone else involved. In the end, saying "thank you" to everyone who is helping a line manager achieve their goal of hiring top talent is the only normal thing to do! - Akhilesh Nair, Talent Group Partners
6. Respect The Candidate's Time
The interviewer needs to be respectful of the candidates and their time. Being late is unacceptable. Yes, you are busy, but be mindful of the other side of the table. Many companies have turned the interview process into a marathon. Is scheduling four or five interviews on the same day really necessary? Does your company typically drag the hiring process out over weeks or months? These are surefire ways to turn a prospective candidate off of your company. - Gordon Pelosse, CompTIA, the Computing Technology Industry Association
7. Provide A Microsite Or Contact For Ad Hoc Questions
Timely communication with everyone involved is crucial. One way to ensure this is by creating a microsite where candidates can access helpful information such as logistics and contact details. You can also connect promising interviewees with a potential future teammate who can answer ad hoc questions, keep the candidate engaged and be a familiar face if the candidate eventually joins the team. - Patrick Donegan, SEI
8. Finish The Full Interview With Every Initial Prospect
If a hiring leader is not interested in a candidate, it is a professional courtesy to continue with the allotted interview time and answer questions. Candidate experience is critical and cutting an interview short, based on disinterest, invites reputational risk to a company. - Britton Bloch, Navy Federal
9. Learn How To Pronounce The Job Candidate's Name
Pronouncing a candidate’s name correctly is important. Not only is this a baseline sign of respect, but it’s also the first step in creating an inclusive workplace. You want potential employees to feel respected, valued and seen and it’s so easy to ask. Take the time to make people feel welcome by saying something like, “Would you mind pronouncing your name for me? I want to make sure I get it right.” - Ursula Mead, InHerSight
10. Embrace Cultural Differences
Cultural etiquette should never be ignored during hiring, especially when interviewing for global teams because different cultures can inform interviewing styles and nuances that may impact the overall hiring process. This can be avoided by including an interviewer familiar with the interviewee's cultural customs, both to consider local nuances and make the employee feel more comfortable. - Rick Hammell, Atlas
11. Don't Ghost Job Candidates Who Aren't Moving Forward
Communicate promptly with every job candidate, even if it’s to send a meaningful message about how they aren’t moving forward in your process. Ghosting job candidates in 2023 is an unacceptable practice. - Joshua Siler, HiringThing
12. Think Carefully About Your Interview Questions
Never ask inappropriate questions about a candidate’s personal life, beliefs or protected characteristics such as age. Depending on state law, additional topics may fall legally out of bounds. Regardless, managers should never leave a candidate wondering whether small talk about their place of worship or sexual orientation may have cost them the job. Otherwise, companies risk candidates taking legal action. - Niki Jorgensen, Insperity
13. Disclose The Salary Range Information Up Front
Managers should never ask a candidate for their current salary. Instead, they should disclose the hiring salary range to the applicant so that compensation is known right up front. - David Weaver, Compensation and HR Group
14. Give Candidates Your Full Attention During The Interview
It's important for hiring managers to focus solely on the interview. I once had a panel interview where one of the interviewers answered their cell phone twice and held those conversations without leaving the room. Needless to say, I withdrew my candidacy because if I wasn't valued and respected in the interview process, I could anticipate receiving more of the same as an employee. - Bridgette Wilder, Wilder HR Management & EEO Consulting
15. Treat Potential Candidates Like Your Clients
Being responsive to candidates is key. How companies communicate with candidates during the process is a strong indicator of the resources they will have to be successful. As such, treat potential candidates like you would treat a client. Keep them engaged and answer any and all of their questions promptly. Ultimately, the hiring process is all about making a potential employee feel valued. - Laurie Chamberlin, LHH
