Interview Guide For Hiring Managers: How To Structure Your Interview Process From Start to End

When you're hiring a new team member, it’s tough to know if you're asking the right questions or just making small talk. You need to make sure candidates tick off the important boxes, but also that they get your business’s vibe.

This interview guide for hiring managers will walk you through the full interviewing process, from prep to offer. We'll also dig into interview best practices and the kind of interview questions that'll help you spot a great fit (and not just a good resume).

TL;DR: Interview guide for hiring managers

Things to ask about with examples of 1-2 questions for each

• Skills-based questions
• Teamwork and interpersonal skills
• Career goals
• Work experiences
• Adaptability
• Communication
• Creativity
• Customer service
• Integrity
• Conflict resolution

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What are the responsibilities of a hiring manager

A hiring manager’s responsibilities include everything from defining the job role all the way through to selecting a candidate. They play a central role across all of the hiring process steps, and often work closely with HR, recruiters, and team leads to find the right fit.

From beginning to end, the responsibilities of a hiring manager include:

• Defining the job role
• Determining the hiring timeline with HR or recruiters
• Reviewing resumes and selecting candidates to interview
• Creating a list of interview questions
• Leading or participating in the actual interviews
• Collaborating with team members for feedback and decision-making
• Making the final hiring decision or recommendation

Putting together a hiring guide is a great way to streamline the process and keep hiring managers from having to do the same work over and over again.

Structure interview vs. unstructured interview

Structured and unstructured interviews are exactly what they sound like: one comes with rules in place, and the other is more go-with-the-flow. 

In structured interviews, everyone gets asked the same interview questions, in the same order, and responses are scored using the same criteria. Not only does an interview scoring system keep things fair, it also makes comparing candidates way easier.

For new hiring managers, the structured interviewing process might feel kind of rigid or intense. But when there’s no structure, the job interview process gets inconsistent, and leaves room for bias. At the end of the day, hiring employees isn’t the same thing as making new friends.

But this doesn’t mean you should be a brick wall! As long as you stick to solid interviewing best practices, natural conversation is a key window into work-culture fit.

Before the interview

Before you ever sit down with a candidate, it’s homework time. Coming in prepared helps you ask better questions and create a smoother hiring experience for both you and the candidate.

Whether you're hiring solo or working with a team, here’s what every hiring manager should cover before the first interview:

• Consult with the relevant teams and managers who will be working closely with the new hire. Encourage them to get real about what skills are actually the most needed day-to-day.
• Set expectations in the job description. A transparent, well-written description saves you from wasting your and the candidate’s time. Be clear on salary, hours, benefits, responsibilities, and qualifications.
• Determine KSAs (Knowledge, Skills, and Abilities). Before you dream up the nice-to-haves, lay out the must-haves. What would your dream candidate have in their pocket?
• Select rating scales. A good structured interview guide comes with a consistent scoring system to keep things fair and help you compare options.
• Determine the format of the interview. Will it be a panel, a phone screen, or back-to-back sessions? Choose a format that fits your goals.
• Train interviewers. Even seasoned team members benefit from interview training or a refresher on best practices for hiring employees. There’s no downside to being on the same page.
• Review the candidate’s resume. Come in with context. With knowledge of their background, you’ve got more time to dig deeper.
• Prepare your questions. This is where a job interview template comes in handy. Include your essential questions in the boilerplate, and then tweak as needed.

During the interview

Once the prep work is done, it’s go time! This is your opportunity to get the insights you need and build trust with candidates in the first few minutes.

Here are interview best practices for hiring managers during the interview itself:

• Set up your in-person or virtual space. Make sure your environment is comfortable and distraction-free. And if you’re working with a remote hiring process, a good internet connection is 100% essential.
• Provide background. Start by briefly explaining your role and how the interviewing process will work. If the candidate knows what to expect, they can relax and show up as themselves.
• Make introductions. If other team members are part of the conversation, introduce everyone and explain their role so the candidate has the context they need.
• Take notes. Capture details (vibes count!) during the conversation to support consistent scoring later, especially if you're using a structured interview guide or rating scale.
• Use prompts. No yes-or-no questions here! Asking “what did you do at your last job?” gives better answers than “did you do xyz at your last job?” If a candidate gives a vague answer, follow up with prompts that dig deeper. This is one of the best interviewing tips for managers—keep things open but focused.
• Leave time for interviewee questions. Great candidates are evaluating you, too. Be open, honest, and ready to answer their questions for the hiring manager.
• Provide clear next steps. End the interview with a quick overview of what comes next in the hiring process. This helps candidates feel informed and respected.

After the interview

The interview might be over, but your work as a hiring manager isn’t done yet.

Here's what to focus on after the interview so you can make solid decisions:

• Score responses. Use that structured rating system while the conversation is still fresh. Scoring each answer will make it easier to compare candidates.
• Provide a summary to internal team members. Share a quick recap with other decision-makers to highlight stand-out strengths or red flags.
• Follow up with the candidate. Keep the hiring experience positive by communicating clearly. Let them know where things stand even if they’re not moving forward yet.
• Conduct reference checks. If the candidate’s moving ahead, now’s the time to confirm their background and past performance. Thoughtful, role-specific questions help validate what you heard in the interview.
• Make a selection. Now’s the moment of truth! Combine your notes, feedback, and data to choose the best fit. When your interview structure is solid, the right choice usually stands out.

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Common interview questions to get you started

Ready to build your interview guide template? Here are some starter questions for conducting interviews.

Skills-based questions

These questions help you understand whether a candidate actually has the KSAs needed for the job, especially for technical or specialized roles.

• What part of your skill set do you think is strongest?
• Can you walk me through how you completed [X task] in your last role?
• What technical tools or platforms are you most comfortable using?
• What’s a skill you’ve mastered that others might overlook?

Teamwork and interpersonal skills

No one works in a vacuum, especially on small teams. These questions help gauge how a candidate collaborates and communicates with others.

• Tell me about a time you worked on a team project. What was your role?
• How do you handle disagreements with coworkers?
• What do you value most in a teammate?
• What’s something you’ve learned from working with others?

Career goals

Understanding a candidate’s goals helps you see if they seem like a long-term fit. These questions take the classic “where do you see yourself in five years?” a couple of steps further.

• How does this role fit into your broader career path?
• What’s a professional skill you’re currently working on?
• What do you hope to learn in your next role?
• Have your career goals changed over time? If so, how?

Work Experiences

Past work experiences give context on future behavior, and the right interview questions help draw out real examples and dig deeper.

• What’s a typical day like in your current (or most recent) job?
• What’s an accomplishment you’re proud of in your last role?
• Tell me about a challenging project and how you handled it.
• Why did you leave (or why are you leaving) your current role?

Adaptability

Things change fast, especially in small businesses. These questions help you assess how candidates handle change, uncertainty, and shifting priorities. 

• How do you prioritize when everything feels urgent?
• How do you handle last-minute changes or shifting deadlines?
• Describe a time when something didn’t go as planned. What did you do?

Communication

It might sound like a sweeping statement, but communication is the most important part of any role. These questions help uncover how well someone can express themselves and if they’re a fit for your manager’s communication style. 

• How do you approach giving feedback?
• How do you prefer to receive feedback?
• What do you do if you’re not sure how to respond to a difficult question?
• Have you ever misunderstood instructions? What happened next?

Creativity

Creativity isn’t just for designers. Problem-solving, innovation, and new ways of thinking all fall under this umbrella, which is especially useful in small or scrappy teams.

• What’s a unique idea you brought to a team or project?
• What’s something unconventional you tried that actually worked?
• When you hit a creative block, how do you get past it?
• How do you stay inspired or come up with new approaches to your work?

Customer service

Even if your role isn’t customer-facing, these interview questions reveal how a candidate handles people under pressure, and whether they can represent your business well.

• Can you give an example of going above and beyond for a customer?
• Describe a time you dealt with a difficult customer or client.
• How do you handle complaints or negative feedback?
• Have you ever had to deliver bad news to a customer? How did you approach it?

Integrity

These questions dig into how a candidate handles ethical situations, accountability, and transparency.

• Tell me about a time you made a mistake at work. How did you handle it?
• How do you build trust with coworkers or clients?
• Describe a situation where you had to admit you were wrong.
• What are your values when it comes to work?

Conflict resolution

Disagreements happen, but how someone handles them says a lot about how they’ll operate on your team.

• Tell me about a time you had a conflict with a coworker. How did you resolve it?
• Have you ever had to mediate a disagreement between others?
• What’s your first step when addressing tension within a team?
• How do you stay calm and focused in high-stress situations?

Interview question do's and dont's

When conducting interviews, following legal guidelines keeps you compliant and ensures a fair and respectful hiring process.

Avoid questions about age, marital status, religion, citizenship, disability, or anything unrelated to the candidate’s ability to do the job. Leave it to the employee to self-disclose if they’re interested, and focus on getting to know more about their KSAs rather than their personal lives.

Avoid directly asking about criminal background in early interviews. If you run a background check, ensure it complies with Equal Employment Opportunity Commission (EEOC) guidelines and state laws like “ban the box” regulations.

Always assess criminal history in the context of the job, not as an automatic disqualifier. A candidate’s past doesn’t mean they can’t excel in a new role.

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Frequently asked questions about interviews for hiring managers

What is usually asked in a hiring manager interview?

Hiring manager interviews usually ask about skills and past experience to determine if the candidate fits the team and the role. This includes interview questions about job-specific tasks, problem-solving, and real-life examples of how the candidate has handled similar work.

What are four questions you could ask a hiring manager during an interview?

Four questions you could ask a hiring manager during an interview include:

• What does success look like in this role?
• Currently, what are the team’s biggest challenges?
• What do you enjoy most about working here?
• What’s your management style like?

If you’re a hiring manager who’s getting ready to conduct interviews, remember that candidates are interviewing you too. Considering the role from their perspective can help you prepare for questions they might have.

What is the format of a structured interview?

A structured interview uses the same set of questions and scoring criteria for every candidate. This format helps reduce bias and keeps the interview process more fair and objective.

How to pass a structured interview?

To pass a structured interview, candidates should answer questions clearly, as well as give specific and unique examples. Asking the hiring manager good questions at the end of the interview is another sign that they’re engaged.

What is the difference between structured and unstructured interviewing?

Structured interviews have standardized questions for every candidate, while unstructured interviews are more conversational and flexible. 

What is the main advantage of using a structured interview?

The main advantage of using a structured interview is that it keeps the interview process fair and consistent. By giving every candidate the same questions and scoring criteria, hiring managers can get a clearer comparison of their candidates’ skills. 

Finding the right candidate

Hiring a new team member shouldn’t feel like a gamble. Using a solid interview guide for hiring managers, a consistent process, and thoughtful questions helps find the candidate who has what it takes to join your team—and thrive there long term!

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