How to be a quality job interviewer: Balancing comfort with professionalism

When you’re tasked with conducting job interviews, your role extends beyond just assessing a candidate’s qualifications and experience. It’s about creating an environment where the interviewee feels comfortable enough to showcase their skills and personality. A good job interviewer knows how to balance professionalism with a welcoming atmosphere. This balance helps to ensure you get the most accurate representation of the candidate, while also making the process as stress-free as possible. Here are some essential tips on how to be a good job interviewer.

1. Prepare Ahead of Time
Preparation is key to being a successful job interviewer. You need to know the role you’re hiring for, the specific skills and traits you’re looking for, and have a clear understanding of the candidate’s resume before the interview begins. Having a set list of questions that align with the job’s requirements will help guide the conversation and keep you focused on what truly matters.

But preparation doesn’t stop at the technical side of things; it also involves creating a welcoming atmosphere. Make sure your interview location is quiet, free of distractions, and comfortable. Whether you’re conducting the interview in person or virtually, having the right setting shows that you value the candidate’s time and creates a sense of professionalism from the start.

2. Establish Rapport Early On
The first few minutes of the interview are critical in setting the tone. How you greet the candidate and the first words you speak can greatly influence the comfort level of the person sitting across from you. Start with a friendly, warm introduction, and make small talk to ease any tension. Ask how their day has been or comment on something positive in the room—anything that makes the candidate feel at ease.

Remember, they might be feeling nervous, especially if it’s an important job. A light, casual approach at the start can help them relax and transition into the more formal parts of the interview. A candidate who feels at ease is more likely to open up and give you a better sense of who they truly are.

3. Create a Welcoming Environment
You want the candidate to feel like they belong in the space and not like they are under intense scrutiny. For in-person interviews, this could mean offering them a comfortable seat, providing water, and ensuring they have all the information they need (like the bathroom location or Wi-Fi details). Virtual interviews require a similar level of consideration—ensure the technology works smoothly and be prepared for potential technical issues.

Setting a welcoming tone doesn’t mean abandoning professionalism. It just means offering warmth and approachability in your demeanor. People perform best when they don’t feel threatened, and a calm, respectful interviewer makes the experience more collaborative and less adversarial.

4. Use Open-Ended Questions
A big part of making the candidate feel comfortable is ensuring they have the opportunity to express themselves. Instead of asking “yes” or “no” questions, use open-ended ones that encourage conversation and thought. For example, rather than asking, “Are you a good team player?”, you might ask, “Can you tell me about a time when you worked successfully as part of a team?”

Open-ended questions invite candidates to provide examples, give you insight into their experience, and engage them in a more natural flow of conversation. When people feel they are having a meaningful dialogue rather than just answering a checklist of questions, they are more likely to feel comfortable and perform better in the interview.

5. Listen Actively
As an interviewer, it’s essential to give the candidate your full attention. Active listening involves not just hearing the words they say but also interpreting their tone, body language, and emotional cues. This helps you better understand their responses and assess whether they align with the requirements of the job.

Make eye contact, nod occasionally, and use other non-verbal cues to show you’re engaged in what the candidate is saying. This helps the candidate feel heard, validated, and respected. In turn, this can lead to a more open and honest conversation, making the interview feel less like an interrogation and more like an opportunity for dialogue.

6. Be Mindful of Your Body Language
As important as the words you say are, your body language can send powerful signals to the candidate. If you’re crossed-armed, checking your phone, or glancing at the clock frequently, it could make the interviewee feel like you’re disinterested or in a rush. On the other hand, leaning slightly forward and maintaining open body language can signal warmth and attentiveness.

Avoid interrupting, and be sure to let the candidate finish their thoughts before asking your next question. This shows that you value their input and that you’re genuinely interested in what they have to say.

7. Manage the Flow of the Interview
While it’s important to let the candidate speak freely, it’s equally important to keep the interview on track. You’re likely working within a limited time frame, so balance allowing the candidate to express themselves with staying focused on the core aspects of the role. Guide the interview by gently steering the conversation back to relevant topics if the discussion veers off course.

If you sense the candidate becoming nervous or unsure, you can gently ask clarifying questions or offer them a moment to gather their thoughts. A good interviewer understands when to take control and when to step back and let the candidate take the lead in the conversation.

8. Give Constructive Feedback (When Appropriate)
As an interviewer, you’re also there to help candidates grow. While it’s not always appropriate to give feedback immediately, if the interview environment allows, offering constructive feedback can show candidates that you respect their efforts and see potential for growth. This could be something as simple as noting that you appreciated how they answered a particularly tough question or suggesting they elaborate on certain skills that could be valuable to the position.

Candidates will remember this as a sign of respect and professionalism, and they’ll leave the interview feeling like they’ve gained something from the experience, whether or not they are offered the job.

9. Be Transparent and Honest
Throughout the interview process, transparency is crucial. Be clear about the next steps in the hiring process and when they can expect to hear back. If the role requires particular qualifications or experiences that the candidate doesn’t have, be honest about it—but do so with kindness. Candidates appreciate when they understand why they may not be the right fit, rather than being left in the dark.

Honesty ensures that both parties are aligned in their expectations, preventing misunderstandings or wasted time down the road.

Being a good job interviewer is about more than just assessing skills and experience—it’s about creating an environment where the candidate feels comfortable enough to perform at their best. By preparing thoroughly, establishing rapport early, using open-ended questions, actively listening, and balancing professionalism with warmth, you can create an interview experience that is as informative as it is respectful.

Ultimately, the best interviews are those where both the interviewer and the candidate feel they’ve had a meaningful conversation, allowing for a clearer understanding of whether they are a good fit for one another.