The obvious is technological glitches that can disrupt the interview or, worse, cut it off entirely. Other challenges may be truly engaging with the candidate and adequately picking up on nonverbal cues, like body language and facial expressions. And you can almost forget about eye contact…and if you have an interviewee without a camera or who refuses to turn theirs on, you can imagine the challenges.

Tip #1: Ensure Your Technology Works

First and foremost, you must ensure that your technology works and is free of potential glitches.

• Ensure you have a reliable internet connection and sufficient bandwidth to support video;
• Test your video and audio equipment ahead of time;
• Using a headset or external microphone, although not the prettiest, often results in a better audio experience (no one likes hearing the echoes or background noise…); and
• Ensure you are familiar with your virtual meeting platform.

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Tip #2: Provide Clear Details to the Candidate

Prepare your candidates well in advance of the interview. The best method is sending a calendar invite with the virtual meeting login information. This way, time zones are already considered, and the candidate will receive the necessary reminders automatically. When preparing candidates, consider providing the following information:

• The day, date, and time of the interview (ensure the time zone is clearly indicated);
• Who the candidate will be meeting with. Include their names and roles in the organization;
• The meeting platform you will be using and the login details for the interview;
• Do not assume the candidate is familiar with your meeting platform. There are various platforms, and everyone uses something different. Provide instructions for how to launch and join the meeting;
• Provide recommendations for internet bandwidth and audio and video equipment, and let the candidate know if you expect them to be on camera; and
• Provide a backup method, such as a phone number, in case of technological glitches before or during the interview.

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Tip #3: Select an Appropriate Location

It should go without saying that the location of the interview needs to be appropriate. However, I’m always surprised by what people allow to be seen via video. This may be a little easier if you’re working from an office. Using a conference room would be best, but if you need to use your office, make sure you consider what can be seen from your camera (e.g., is your desk visible? Are documents on your desk visible? Do they have confidential information on them, should they be moved from sight?).

Suppose you work from home and do not have a home office/office space setup for a professional-looking environment. Using a professional virtual background or the blur feature is best in that case.

Also important is the noise level. Selecting a location with minimal distractions will be best for everyone on the call. Remember, background noise in your physical area may not seem loud to you, but it often overpowers the speaker when you’re on the other side of the screen. Additionally, if you are taking notes during the interview and using an external or built-in microphone, everyone can hear you typing. Using a headset with a mic will minimize this noise, or muting yourself while the candidate responds will remove the noise altogether.

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Tip #4: To Record or Not to Record, that is the Question

Recording an interview can be helpful when others are part of the hiring team who could not be present and, of course, to go back and review something specific. It’s also a good way to avoid the typing noise mentioned above, as recorded videos minimize the need to rely on notes and recollections.

However, you must remember that each state has its laws regarding video and audio recording. In some states, both parties must provide consent to be recorded. If you plan on recording the interview, obtain the candidate’s consent beforehand.

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Tip #5: Be Prepared and Ensure Consistency

This step is not limited to virtual interviews. Whether in person or virtual, the interviewer must be prepared and ensure consistency in the questioning part of the interview. Interviewers must be trained to know how to effectively conduct an interview, including reading body language, facial expressions, and tone of voice, and how to minimize legal risks (e.g., discrimination claims). Being prepared means:

• Understanding the requirements of the job you are recruiting for;
• Creating standard questions that are job-related and can be asked of every candidate who is interviewing for the same role; and
• Creating standard questions that cover organizational competencies that are expected of everyone who works for the organization.

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Tip #6: Be Engaging

Sometimes technology can make us feel a bit disconnected from the person on the other side of the screen. However, candidates are still humans who need to feel a connection, even with a prospective employer, and vice versa. Most of our decision-making comes from how we feel and connect with someone. This is still true in a virtual setting.

From the very start, you are setting the tone of the meeting. Allow the candidate to be reminded that you are human and have a personality – that you’re not Artificial Intelligence with a human face. Create rapport with the candidate by thanking them for joining (a great way to sound welcoming is to say something like, “thank you so much for taking some time out of your day to spend with us.”), introducing who is on the call and describing the general process. Then, invite the candidate to share their background and interest in the role and the company. Then, you should proceed with your (prepared) questions.

Make sure you are intentional about making eye contact. That may feel odd to you because it means looking at the camera rather than the screen but doing so will make the candidate feel you are truly engaged.

At the end of the interview, thank them for their time, let them know the next steps, tell them whom they can contact for questions that may arise after, and wish them well for the remainder of the day/week.

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Tip #7: Remember the Realities of Technology

Remember that not everyone is a tech genius. Many people do not need to use video technology, so they may not be the best at it. We’ve all been there, right? Talking when you’re muted. Can’t figure out why your camera isn’t turning on. The internal microphone isn’t loud enough for others to hear…

If technological expertise or know-how is not an essential function of the job, then you should not give any weight to the candidate’s technological performance. Additionally, unless the position is to be remote, avoid penalizing candidates for any technical glitches that may occur during the meeting. At some point or another, we all freeze, lag, or have our connections dropped. If the position is remote, then, of course, technological requirements must be met to be qualified for the role.

When these issues occur, simply inform the candidate and allow them to correct the problem. If the issue cannot be resolved in a reasonable time frame, be flexible and allow the candidate to phone in.

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Tip #8: Avoid Bias and Discrimination

As stated earlier, a virtual interview should be treated with the same professionalism and seriousness as an in-person interview, and interviewers must be trained. The following federal laws play a key role in compliant interviews, as well as any applicable state and local laws:

• Title VII of the Civil Rights Act,
• Age Discrimination in Employment Act (ADEA)
• Americans with Disabilities Act (ADA)
• Equal Pay Act
• Uniformed Services Employment and Reemployment Rights Act (USERRA)
• Genetic Information Nondiscrimination Act (GINA)

Do not be tempted to have less formality in a virtual interview because they seem to provide a (literal) view of the candidate's personal life. You must guard against bias related to protected characteristics that become apparent during the meeting.

For example, seeing religious décor should not lead to questions about religion. Hearing children playing in the background should not lead to questions about childcare. In general, you must ignore any information you learn about a candidate via the virtual setting when it is not directly job-related. At the end of the day, hiring decisions must be based on job-related skills, experience, and core competencies.

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Conducting interviews can be time-consuming and exhausting, even if they are virtual. And as I stated earlier, anyone who is working in the capacity of an interviewer must be trained. Connect with Hi-Wire HR and take advantage of our interviewing services. We are properly trained, know what can and can’t be asked, and are skilled at reading people, asking thought-provoking, open-ended questions, and making informed recommendations. Schedule your exploration consultant today to learn more.