Remember your last job interview? Whether it was fantastic or frustrating, those emotions probably still linger. That's exactly why designing a positive candidate journey isn't just good practice—it's essential for both your employer brand and your ability to attract top talent.
Think of the interview process as hosting guests in your home. Just as you wouldn't leave visitors waiting at your door or keep them guessing about what's next, candidates deserve the same thoughtful treatment. Let's explore how to create an interview experience that makes candidates feel valued, regardless of the outcome.
Step 1 - Pre-Interview
The journey begins the moment a candidate decides to apply. Clear communication is your foundation.
Send a warm, detailed welcome email that outlines the entire process—from initial screening to final decision.
Include details like interview format, expected duration, and who they'll be meeting and possibly the LinkedIn profiles of the panelists they’d be interacting with. This simple step will immediately reduces stress.
Want to take an additional step? Create a candidate guide with helpful tips about your company culture, dress code, and office location (or video conferencing setup). When candidates know what to expect, they can focus on showcasing their best selves rather than worrying about logistics.
Example:
Instead of a generic "We'll be in touch" email, try this:
"Hello Raunak,
Thank you for your interest in the Senior Product Designer role at XYZ Design! We're excited to learn more about you. Here's what you can expect over the next few weeks:
A 30-minute video chat with Maya from our design team (scheduling link attached)
A collaborative design exercise (90 minutes)
Team interviews with our product and design leads
Final conversation with our Design Director
For your upcoming chat with Maya, no special preparation is needed—we'd love to hear about your past experiences and discuss your perspective on user-centered design. Feel free to dress casually; we're pretty relaxed here!
Quick tip: Test your Zoom link 5 minutes before the call. If you need to reschedule or have questions, just reply to this email.
Looking forward to our conversation!
Step 2 - During the Interview
Here's where the magic happens.
Start conversations with a few minutes of casual chat—Offer water, coffee, or a moment to collect themselves. You could also offer them a casual tour of the office. These small gestures show you care about candidate comfort and recognise that interviewing is mentally demanding work. (Tip: Build in breaks for longer interview session)
Structure interviews to feel more like discussions than interrogations. Yes, you need to evaluate skills, but you can do so while maintaining human connection.
Share stories about your own experiences at the company, be transparent about challenges, and encourage questions throughout the conversation rather than saving them for the end.
Example:
"Before we dive in, I have to ask—I saw in your portfolio that you designed a food delivery app. As our office's unofficial foodie, I'd love to hear that story!"
Step 3 - Post-Interview:
This phase often makes or breaks the candidate experience.
Create a consistent follow-up process that respects candidates' time and emotional investment.
Send a thank-you email within 24 hours, outlining next steps and expected timelines. If there are delays in decision-making, proactively communicate updates rather than leaving candidates in silence.
Treat rejected candidates with as much care as those who receive offers. Provide constructive feedback when possible, and keep the door open for future opportunities. A candidate who feels respected during rejection becomes an advocate for your brand, even if they never join your team.
Example:
“Hello Chaitra,
Thank you for investing time with us over the past few weeks. While we were impressed by your strategic thinking and leadership experience, we've decided to move forward with another candidate whose technical skills better align with our immediate needs.
I particularly appreciated your insights about building inclusive design systems, and I'd love to keep in touch as our team grows. We're planning to expand our enterprise design team in Q4, which might be a fantastic fit for your enterprise background.
Would you be open to connecting on LinkedIn? I regularly share updates about our team's openings. Wishing you the best in your search.
Step 4 - Making It Sustainable
The key to maintaining a positive candidate journey is building it into your company's DNA.
Create feedback loops by regularly surveying candidates about their experience (candidate NPS is an important tool).
Use feedback to refine your process, and celebrate interviewers who consistently receive positive feedback. Remember, every interaction is an opportunity to demonstrate your company's values. When candidates experience these values firsthand during the interview process, they gain authentic insight into your culture—and that's something no job description can convey.
Final Implementation Tip:
Start by mapping your current candidate journey on a whiteboard with your team.
Use different colours for emotions (red for stress points, green for positive moments) and identify quick wins.
For instance, one company realised their office building's complex layout was stressing candidates, so they started sending an arrival guide with photos of landmarks—simple, but immediately impactful.
Remember, the goal isn't perfection but progress. Each positive change, no matter how small, contributes to a more human, engaging, and effective hiring process.
