An average job interview lasts just 45 minutes, but the preparation that leads to success requires hours or even days of effort.
Applicants don’t arrive fully ready by chance; they need time to refine their approach, build confidence, and understand expectations.
When prepared, they can walk into the interview (or video call) knowing how to present themselves in the best light.
Let us show you 7 steps to help your candidates get there.
7 steps you need to take to get your candidates truly interview-ready
1. Understand the role and company culture
Before preparing an applicant, make sure you fully understand the role, which means going beyond the job description to get a clear picture of what the company is looking for.
Here’s how you can do it:
- Talk to the hiring manager: Ask about the role’s challenges, what success looks like, and any key skills that may not be listed in the job ad.
- Understand the company culture: Review the company’s website and social media to get a sense of its tone. Whether it’s casual or formal, emphasizes innovation or tradition, you can use this insight to guide the candidate on how to present themselves.
- Evaluate their collaboration skills: Examine how well applicants work with others. Look for signs that they actively listen, share ideas, and contribute to team success. Strong team players help ensure smooth cooperation and drive collective outcomes.
With this knowledge, you can guide your candidate in a way that aligns with the role and company needs.
2. Guide in customizing resumes for each job
Job seekers often fail to stand out as they use the same resume for every position.
Encourage candidates to tailor their application for each job, focusing on the skills and expertise that matter most.
For example, when applying for an executive assistant role, they should use relevant keywords like “calendar management,” “executive support,” and “organizational skills” to effectively address executive assistant questions during the interview process.
Rather than listing every job they’ve held, applicants should emphasize the experiences that best match the role.
You can offer to help them refine their resumes before submission if they need updating.
3. Prepare for online and in-person interview formats
As more companies move to video interviews, it’s essential to prepare candidates for both virtual and in-person formats.
Set them up for success in virtual interviews with these steps:
- Test technology in advance, ensuring the camera, microphone, and internet connection are working properly.
- Choose a quiet, well-lit space with a neutral background.
- Sit up straight and maintain eye contact with the camera.
- Avoid distractions during the interview.
Regarding in-person interviews, candidates must plan to arrive early and wear formal clothing or, at the very least, semi-formal attire.
Soft skills, like clear communication, confidence, and active listening, also play a significant role in making a strong impression.
Help candidates prepare for different interview types.
In technical interviews, they’ll need to demonstrate their problem-solving abilities, while in cultural fit interviews, they should show how their values align with the company’s.
With the right interview preparation techniques, they’ll feel confident and ready for any scenario.
4. Coach for success in behavioral interviews
Behavioral interview prep plays a key role, as these interviews are often used to evaluate past experiences and decision-making abilities.
Instead of asking hypothetical questions, they focus on real situations to understand how individuals handled difficulties.
Examining past behavior helps employers predict how an applicant will perform in similar situations at the company.
Teach them the STAR method, a simple framework for answering behavioral questions. It helps candidates structure their responses clearly:
- Situation: Describe the context or background of the scenario.
- Task: Explain the hurdle or responsibility they faced.
- Action: Outline the steps they took to address the issue.
- Result: Share the outcome, ideally with measurable success.
Common behavioral questions include, “Tell me about a time you worked under pressure,” “Give an example of when you collaborated with a difficult team member,” and “Describe a situation where you met a tight deadline.”
By practicing with the STAR method, candidates can provide concise, structured answers that showcase their skills and experience effectively.
5. Apply interview preparation techniques for different levels
a. Entry-level applicants:
For those starting out, focus on their potential and enthusiasm.
Help them prepare to speak about how quickly they can learn, adapt, and bring new ideas to the table.
Motivate them to highlight experiences like internships, academic projects, or volunteer work that showcase skills such as problem-solving, teamwork, and communication.
b. Mid-career professionals:
For candidates with more experience, guide them to emphasize leadership and collaboration.
Prompt them to share examples of managing teams, resolving conflicts, or driving initiatives that led to successful outcomes.
It’s crucial they show not only their expertise but also how they’ve influenced and contributed to the growth of their teams.
c. Executive-level candidates:
For senior-level candidates, the conversation shifts to strategic vision and decision-making.
Help them frame their experience in guiding organizations through change, making long-term decisions, and leading key business initiatives.
The focus should be on how they’ve shaped the company’s direction and made impactful decisions at a high level.
6. Reduce anxiety and boost confidence
To help candidates manage anxiety, teach them specific relaxation techniques such as deep breathing or using grounding exercises to stay calm.
Ask them to practice positive self-talk, focusing on what they bring to the table rather than stressing about potential mistakes.
Remind them to view the interview as a conversation where both sides are learning about each other. This shift in perspective can reduce pressure and help them stay present during the interview.
You can also set up mock interviews that mirror the real experience.
Pose common questions, but also include role-specific scenarios to test their responses under pressure.
Provide immediate, actionable feedback, focus on areas like clarity of thought, concise answers, and maintaining eye contact.
7. Conduct post-interview follow-up with constructive feedback
After an interview, provide applicants with clear and constructive feedback, especially those who weren’t selected.
Highlight their strengths and provide specific suggestions for improvement to help them perform better in future interviews, keeping them motivated and increasing their chances of securing a job offer.
Remind candidates to send a thank-you email within 24 hours of the interview.
Suggest they personalize the message by referencing something discussed, showing their attentiveness.
A thoughtful, timely thank-you note makes a strong impression and reflects their professionalism.
What are the common mistakes to avoid in candidate preparation?
1. Over-coaching and losing authenticity
While preparation is vital, over-coaching applicants can lead them to sound scripted and inauthentic.
Instead of forcing them into rehearsed responses, focus on building their confidence to express themselves naturally.
Invite candidates to share their unique perspectives while emphasizing key skills, which allows them to make a stronger, more genuine connection with the interviewer.
2. Lacking ongoing engagement
Candidate engagement shouldn’t be limited to the preparation phase.
Stay actively involved throughout the interview process by checking in regularly, offering reassurance, and addressing any uncertainties.
Consistent communication keeps candidates motivated and focused, ensuring they stay committed and perform their best during the interview.
3. Neglecting role-specific preparation
Each job comes with its own set of challenges, and candidates must be prepared to face those head-on.
Avoid generic prep advice; instead, provide applicants with insights into the specific skills and knowledge the client needs.
For instance, if the job requires quick problem-solving or adaptability, guide them to emphasize their experience in those areas.
This ensures they are well-prepared for the types of questions and scenarios they’ll face.
By avoiding these common mistakes, you’ll help candidates navigate the interview process with confidence and authenticity, leading to better outcomes for both them and the hiring company.
Frequently asked questions
1. How do I know when a candidate is ready for an interview?
You’ll know a candidate is ready when they can confidently talk about the role, highlight their relevant experience, and express an understanding of the company culture.
If they can answer common interview questions clearly and align their skills with the job requirements, they’re likely prepared.
It’s all about their ability to show they’re a great fit for the role.
2. Is it necessary to coach applicants to handle rejection after an interview?
Definitely! Rejection can sting, but it’s also a valuable learning moment.
Guide them on how to see feedback as a way to improve and keep moving forward, and remind them that it’s normal not to land every role, but maintaining confidence and staying positive is key.
A little perspective can go a long way in making them bounce back stronger.
3. How do I tailor interview preparation for a candidate applying to multiple roles at once?
Focus on the distinct needs of each role. For one, they may need to emphasize leadership experience, while for another, technical skills are key.
The goal is to match their strengths with the role’s requirements while staying genuine to their experience.
Adapt their approach for each job without losing the essence of what they offer.
