Scheduling job interviews without email ping-pong
Efficiently schedule interviews and reduce coordination effort. Discover how to easily coordinate appointments with candidates and departments.
The perfect candidate has been found – now the coordination marathon begins
You did it: After reviewing countless applications and the initial screening, you have identified a promising candidate. What a good feeling! But now often the most tedious part of the process begins: finding a time for the actual job interview.
What follows is a time-consuming email ping-pong. You try to get the candidate's calendar, your own, and that of the responsible department head to align. Every suggestion is countered with counter-suggestions. It takes days to find a common time – valuable time during which your top talent could already accept another offer.
The coordination trap: A slow process harms your recruiting
This manual scheduling is not only nerve-racking, it harms your recruiting success on multiple levels:
It takes too much time: Your working hours as a recruiter are too valuable to spend on administrative calendar management.
It slows down the process: A long "time-to-hire" (the time from application to hiring) is a huge disadvantage in the competition for the best talents. Speed is often crucial.
It harms the candidate experience: A chaotic, slow, and cumbersome scheduling process makes your company appear disorganized and unappreciative. The first impression counts.
The key: Give the candidate control (within your framework)
The most efficient method for scheduling is to give the candidate the opportunity to choose a suitable time from a pre-defined selection that you provide. This completely eliminates the back and forth.
For this, specialized online booking tools (like Calendly, Microsoft Bookings, etc.) are an excellent solution. You can reserve fixed blocks for interviews in the department's calendar and present only these options.
But how do you seamlessly integrate this into your process, especially after a positive initial phone call? Instead of saying after the conversation, "I will send you a few suggestions via email," you can continue the process seamlessly. An AI assistant like Safina can take this step for you. Directly after your phone screening, the assistant can automatically send the candidate an SMS:
"Hello Mr. Sample, thank you for the good conversation. As discussed, here is the link to book a meeting with the department: [Link to your booking tool]"
This approach connects the personal first contact on the phone with a highly efficient, digital next step. The candidate feels well taken care of and can act immediately. You have done your part and do not need to follow up.
You transform one of the biggest time wasters in recruiting into a fast, professional, and pleasant process for the candidate. This accelerates your hiring, improves your company's reputation, and gives you more time for what really matters: the personal conversation with the talents of tomorrow.
