Conversations for Scheduling Interviews

First impressions are critical in the hiring and selection process. The talking points below will help your initial contact with the candidate be organized, professional and welcoming. This conversation can be completed by the interviewer or a designated department representative. 

Situation: Scheduling phone or in-person interviews with candidates: 

Checklist: 
 Ask for the candidate.
 Introduce yourself by providing your full name, DVDASJOBS.COM and department.
 Clarify the reason for the call (to schedule a phone/in-person interview for the [job title] position).
 Confirm it is a good time to talk with the candidate.  Schedule a date and time to conduct the interview.
 Inform the candidate who will be involved in the interview process (i.e. greeting or escorting the candidate, conducting the interview, etc.) and how long the interview will last.
 Discuss interview logistics:
             o Scheduling a phone interview - confirm the phone number where the candidate can be                          reached and that the interviewer will contact the candidate.
             o Scheduling an in-person interview – provide location details (building/room), directions,                      parking information, etc.
 Provide the candidate with your contact number in case he/she needs to reach you for any reason.  Confirm the candidate’s e-mail address to follow-up with an e-mail confirmation including all interview details.
 Thank the candidate.

Example: “Hi, may I speak to (candidate name)?” “My name is Kantiben. I’m calling from the DVDASJOBS, Surat. You recently applied for a Staff Associate Support II position in our department and I would like to schedule a phone interview with you for this position. Is now a good time to talk?” “We are scheduling phone interviews for the following dates and times: June 9th at 10:00 am or 2:00 pm; June 10th at 10am or 2:00 pm. Do any of these dates and times work for you?” “Great! I’ve got you scheduled for June 9th at 10am. The phone interview will be conducted by Rishi Sir, who is the Manager for this position and me. We expect the interview to last no longer than 30 minutes and we will be contacting you. Is this the best number to reach you?” “Wonderful, we’ll be sure and contact you at that number. I would like to provide all of this information to you through e-mail. Can I confirm your e-mail address so I can send you the details?” “Please feel free to contact me at XXX-XXX if something comes up and you need to reschedule or cancel. Thank you and we look forward to talking with you more about this opportunity on June 9th.”