How to Conduct a Video Interview: 10 Tips & Best Practices

The world of work has largely turned remote. And the world of recruitment has had to adapt accordingly.

While in-person interviews are in no way at risk of dying out, they are what many hiring managers would call second best, what with the move to video and virtual interviews.

But how do you incorporate them into your recruitment efforts? And why? And how do find the best candidate by video?

In this guide, we’ll learn how to conduct a video interview, from the preparation stage to the actual call, and walk you through the best tips and best practices you need to know.

What is a video interview?

A video, or virtual, interview is a type of job interview that is carried out remotely through the use of video software. They’re often used as an early screening method, but they can be used throughout the entire recruitment process as the preferred format choice.

What are the pros of video interviews?

With the right preparation and infrastructure, video interviews can save your organization from spending too much time looking for the ideal candidate. Indeed, as they’re generally shorter than in-person interviews, they afford you the opportunity to interview more candidates in a single day.

They’re also cheaper: they reduce the costs associated with setting up and conducting in-person interviews, necessitating that hiring managers take time more away from their workloads.

Finally, video interviews means that team members from different cities or countries and sit in, giving you access to more feedback about prospective employees and allowing you to make a more informed hiring decision.

What are the cons of a video interview?

While video interviews can be a great tool to use when recruiting employees, they also pose some serious problems that can affect the entire experience, both for the candidate and the hiring manager.

From connectivity issues to program glitches and microphone problems to distractions at home can all disrupt or complicate the interviewing process, putting the candidate in an awkward position and, potentially, making the hiring manager perceive the candidate as unprofessional or unprepared (even if it wasn’t their fault!).

When to conduct a video interview

Generally speaking, inviting candidates to an in-person interview is preferable, but it’s not always necessary — or logistically possible. In fact, a video interview might be a better option in the following situations:

• The job you’re hiring for is permanently remote — in this case, a video interview can be a great way to assess what communicating with this person remotely will be like
• You have long-distance candidates, who are unable to travel to you for a traditional face-to-face interview
• You have a large pool of candidates — a video interview can help speed up the initial screening process, allowing you to invite successful candidates to an in-person interview

Do I also need to conduct an in-person interview?

There’s no rule that says you absolutely must follow up a video interview with an in-person interview. It all depends on your organization’s particular recruitment processes, as well as your hiring goals and needs.

Many companies will begin their screening process with a phone or video interview to assess a candidate’s experience and qualifications, and gather information about salary expectations and notice periods. Once they’ve shortlisted the most promising candidates, they will generally invite them to an interview to meet with them in person.

Other companies, especially those that operate on a fully remote basis with employees living in different countries, will generally only conduct interviews via video (including screening and second interviews).

That said, if you can, following up a video interview with an in-person interview can be beneficial, as it helps you understand what the candidate is like in the “real world”: it’s a chance to build rapport that you’re otherwise unable to behind a computer screen, and to obverse body language.

How to prepare for a video interview

Whether you have experience in conducting video interviews or not, it’s a good idea to prepare accordingly to ensure a smooth, seamless experience for both hiring managers and potential employees.

Here’s what to keep in mind:

1. Create a process

First things first, make sure you define a clear process for your video interview efforts.

This often begins with speaking to team members, hiring managers and stakeholders, and brainstorming together what the interview as a whole will look like:

• Is the video interview to be used as a screening method, or will it act as any other “normal” interview?
• What steps do applicants need to complete before being invited to a video interview?
• Will applicants be given a test during the call?
• What contingency plans do you have in place for inevitable tech issues?

Asking yourself these and other similar questions will help you understand what you need and then how to plan everything.

2. Choose, install and test your tech

Next up: consider the tech you need and want to conduct a successful video interview — including microphones, cameras and, most especially, video conferencing software.

It’s a good idea to do some research before committing to investing in any tool. This might mean reading up on customer reviews, inviting recommendations from your team and completing a simple comparison between two shortlisted tools.

Once you’ve chosen your preferred video tool, it’s imperative that you take it for a test drive before the planned interviews. This allows you plenty of time to understand the ins and outs of the tool so you can become completely comfortable with using its features and functions.

You might want to consider conducting “test video interviews” with your existing team to determine any potential issues and troubleshoot them.

3. Find a quiet space

You’ll expect the candidate to find a quite space to complete their interview in, and they expect the same from you, the employer. The last thing you want is to conduct a video interview in the middle off a busy office floor, where the candidate can barely hear you and will feel too self-conscious and vulnerable that everyone can hear them.

Like for in-person interviews, designate a specific room for video interviews that is quiet, well-lit and distraction-free, and has a good WiFi connection. (There’s always one room in the office building that gets crummy WiFi!)

If your company is fully remote, then consider finding an appropriate room in your home or, better still, renting a meeting space near you.

4. Notify the candidate ASAP

As soon as you’ve created a shortlist of candidates for the position, email each candidate inviting them for an interview. Make sure to specify it’s a video interview (so they don’t accidentally turn up at your office on the day) and to provide them with clear instructions regarding the equipment and software they’ll need.

In your email, it’s standard practice to mention a specific date and time, or (better yet) to provide the candidate with options, like so:

5. Get feedback

This ties back to the first preparatory point: the process of your video interview efforts.

But what we mean here is collect feedback from the applicants themselves. Whenever a candidate completes an interview, send them a feedback survey asking for their input and opinions regarding their overall experience.

Perhaps the video interview was the best thing they ever had. Or perhaps it left them wanting more, giving you insights into what can be improved for future applicants.

Tips for conducting a video interview

Got everything ready, and now it’s time to take the plunge? Here are 10 tips and best practices to keep in mind when conducting a video interview.

1. Research the candidate

First things first, long before your call with the candidate, it’s a good idea to research them. This includes re-reading their résumé and checking their portfolio, website and social media, and generally scrutinizing their skills, experiences and qualifications.

This will help you, among other things, prepare relevant questions, better navigate the actual interview and personalize the overall experience for them.

2. Log on early

On the day of the video interview, make it a point to log on early — about 5 to 10 minutes before the planned call. This way, if the candidate arrives early (which is the advice they’d generally follow), you won’t keep them waiting.

Moreover, logging on slightly earlier can be helpful in troubleshooting any unforeseen issues or last-minute changes.

3. Start with a warm intro

As with an in-person interview, make it a point to start the video interview as warmly as possible. This will largely entail introducing yourself and telling the candidate a little about you and your role at the company, as well as an overview of the organization’s mission and vision.

You could even make some small talk to break the ice and help the candidate feel a little more comfortable.

4. Outline the format

One mistake that many hiring managers often make is jumping right into the interview itself, without first explaining things like the interview structure and how long it will take. But outlining the format is beneficial in more ways than one.

Indeed, it helps manage the candidate’s expectations, while it also helps them develop a picture of what you’re like as an employer: caring, supportive and nurturing.

5. Ask open-ended questions

“Are you a team player?” and similar yes/no questions will often elicit one-worded responses from candidates, which gives you little information to use when evaluating their fit.

A better alternative is to ask open-ended questions like “Do you prefer working with others, or alone. And why?” In fact, these types of questions often invite the candidate to share more information about their skills, experiences and qualifications.

6. Listen

Job interviews are a two-way street: as much as the candidate is listening to what you’re saying, you too should be actively listening to what they’re saying.

The same rules apply: avoid interrupting, give the applicant time to finish their thoughts, and generally focus on their responses. Often, when you really listen, you can glean information that wasn’t exactly said.

7. Take notes

Throughout the interview, take notes of key points being discussed — but without breaking the flow of the conversation, and discreetly.

You don’t want to distract the candidate, after all, as this could cause them to lose their train of thought or, worse, that you don’t really care about being there. (But you could always inform them that you’ll be taking notes so as to reassure them.)

8. Be conscious of your body language

Even as an interviewer, how you present yourself to candidates can make or break your company’s image as well as your own professional reputation. This is why it’s imperative to be mindful of your body language.

Some tips to keep in mind include making eye contact (which you can achieve virtually by looking into your camera), maintaining good posture, smiling (naturally) and nodding (where appropriate) to show you’re listening.

9. Dress appropriately

Even though the candidate might not be able to see all of you (typically just your chest and up), it’s still a good idea to dress as you would for an in-person interview. This means no pajama-bottom-and-dress-shirt combos.

The more professional and presentable you look, the better the impression you will make on the candidate. And, yes, you’re making an impression on them as much as they are on you.

10. Allow time for candidate questions

As mentioned previously, job interviews are meant to be a two-way conversation — not a one-sided interaction where you fire question after question at the candidate. Remember: they have questions of their own, and you should allow time for those questions.

This is usually done towards the end of the interview, before you discuss the next steps of the hiring process (including any pre-employment tests), but candidates should feel comfortable asking their own questions during the entire conversation.

The best video interview tools

Looking for your next video interview tool? Here are five ideas!

1. Google Meet

A simple-to-use video conferencing tool, Google Meet is great if you’re already using G Suite.

The coolest thing about Google Meet is that participants don’t even need an account and can instead simply join a meeting through a link you share with them. Its premium features include recording so you can record the interview and come back to it at a later time.

2. Skype

Skype is among the most popular video conferencing tools, and for good reason, too. Among its many features are its screen sharing capabilities, call recording, background blurring, HD video and audio calling, and a live testing code environment.

3. Zoho Meeting

Featuring a 14-day free trial, and starting at just $3 per host per month for meetings with up to 10 participants, Zoho Meeting is an excellent choice for video interviews that take a group or panel format.

It boasts, among other things, a whiteboard feature and a file-sharing function, while it even lets you create polls to ask candidates multiple-choice or short-answer questions.

4. VidCruiter

VidCruiter is a specialist video recruiting software that offers both live and pre-recorded interview options. One of the great things about this tool, and particularly with its live interviewing functionality, is that interviewers can leave comments and other evaluation notes in real time.

5. Zoom

Zoom was popularized largely in response to the COVID-19 pandemic, when teams had to collaborate from home. As an interviewing tool, it’s just as much as a life-saver. Indeed, it offers a range of features and functions, including transcripts, virtual backgrounds, screen sharing and lighting control.

Final thoughts

And there you have it: how to conduct a video interview.

From understanding the usefulness of video interviews over in-person interviews, to making the necessary preparations for a successful call, we’ve discussed everything you need to know about hiring talent from in front of your screen.

Whichever video tool you use, or whether you combine it with an in-person interview, you just need to keep one thing in mind: create a process that works for you and your company.

Got a question, or want to share your own tips and best practices for conducting video interviews? Let us know in the comments section below.

This article is a complete update of an earlier version originally published in 2017.