Interview Note Taking
Table of Contents
Table of Contents
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What Are Interview Notes?
Imagine interviewing four or five candidates for a position and trying to remember later the qualifications of each. By taking notes during the interview and then adding to them after the candidate leaves, interviewers can distinguish among the candidates for each position and more fairly document the conversations.
Interview note-taking can be quick and effective. It’s okay for the interviewer to pause for a few moments to jot pertinent information.
To make the process even easier, consider using an HR software platform like Eddy Hire so you can organize your notes for each potential candidate and share that information with other employees who will be involved in the decision-making process. Request a demo today to see how this could work for you
The Importance of Taking Good Notes During an Interview
Note-taking is an interviewing technique that helps keep your hiring process consistent across the board. Interview note-taking is the first step in documenting the interview, both in terms of a candidate’s qualifications and in defending a hiring decision later on. It ensures that interviewers don’t confuse candidates and don’t overlook important factors in a hiring decision. While there are many reasons note taking is essential, here are just a few:
- Taking notes during an interview helps distinguish the candidates from each other. Each candidate deserves a chance to showcase their capabilities and be remembered for their qualifications. It’s easy to confuse who said what after the fact, yet those details can be critical when making a hiring decision.
- Taking notes during an interview serves as a baseline for scoring candidates later on. By jotting notes during the interview, the interviewer can then score the candidates using the information in the notes.
- Taking notes during an interview helps employers defend hiring decisions when there are claims of unfair discrimination. Perhaps a candidate tells the interviewer they are only looking for a short-term position even though they have applied for a position that will require extensive training. By documenting this critical fact, the interviewer may choose to select someone less qualified but whose circumstances will be a better long-term fit.
- Taking notes during an interview helps candidates feel confident that the interview is fair. When candidates see interviewers paying attention and documenting the conversation, they have more confidence in the process and the outcome.
What Great Interview Notes Look Like
Great interview notes have a few important elements:
Short and Concise
Interview notes need not be lengthy and should focus on key factors related to a candidate’s qualifications.
Interview notes should be legible so other team members involved in the hiring decision can read them. They may also be discoverable in the case of litigation. For this reason, some software programs have a notes section that allow interview notes to be typed into a shareable database.
Objective and Pertinent
Interview notes should relate to the position for which a candidate is applying and include the candidate’s qualifications for that position. If an interviewer documents information not pertinent to a hiring decision, such as describing a visible tattoo on a candidate, the notes may be viewed as irrelevant at best and possibly discriminatory and illegal.
Avoid anything that could be subjective and irrelevant, including comments about someone’s physical appearance. A best practice is to avoid writing anything related to a legally protected job class, such as age, race, gender, disability status, etc.
How to Take Great Notes When Conducting an Interview
Great interviewers prepare in advance for each interview. They usually have a scorecard or rating rubric with appropriate questions written in advance. They also review the candidates’ resumes prior to the interview so they convey interest in and respect for the candidates’ time.
Having paper and pen handy or a computer ready to take notes will be helpful to make the note-taking process seamless. Letting candidates know what to expect during the interview is also important for putting candidates at ease.
Step 1: Welcome the Candidate
Welcome the candidates and let them know what to expect in the interview. Some interviewers will tell candidates they are free to ask questions during the interview while other interviewers request candidates ask their questions at the end. Establishing the format up front helps candidates feel comfortable.
Step 2: Explain Why You’re Taking Notes
If candidates know at the outset that their responses are important enough to document, they will have more confidence in the interview process. Tell candidates you will only be documenting key points to help you remember them better after the interview is over.
Step 3: Build Rapport With Candidates
Showing genuine interest in the candidate’s responses by listening intently, asking follow-up questions, and maintaining eye contact will elicit much better information than reading a list of questions as though it’s a chore to finish. By exhibiting these rapport-building practices, interviewers will make the note-taking process almost invisible to the candidates. Feel free to pause between questions if that helps you conduct a more fluid interview.
Step 4: Ask Candidates to Repeat Their Responses for Clarity
If a candidate’s response is unclear, ask them to repeat their response or provide another example. Sometimes candidates don’t understand the question and may respond with something unrelated to the information the interviewer is asking. Other times, they may be avoiding the question by responding to something they hope will satisfy the interviewer. Clarity in communication is essential for making the right hiring decisions.
Step 5: Take Notes on a Separate Document From the Application Form
It’s a best practice to take notes on a blank paper or evaluation form rather than making notes directly on an employment application. Sometimes the interviewer may have written something in haste that is unclear or that can appear discriminatory. By using a separate evaluation form, the interviewer can correct such errors more easily.
Step 6: Prioritize Listening Over Writing
As you take notes, it’s easy to fall into the trap of focusing more on what you’re writing than on what the other person is saying. But if you’re hyper-fixated on recording every word the candidate says, you’ll probably end up missing a significant part of their response to your question! To make sure that your notes are helpful without being distracting, balance listening with writing. Rather than attempting to record responses word for word, take notes only on key information. You should spend the majority of the interview listening carefully to gain an overall impression of the candidate.
One important benefit of prioritizing listening? Interviewees will feel like you’re engaged in the conversation, and they’ll find it easier to open up. Talking to somebody who nods, makes eye contact, and replies is easy—talking to someone with their eyes glued to a page is just awkward.
Tools That Can Simplify Your Interview Notes
Many tools are available for note-taking. Paper and pen are common and still used by interviewers even when using an electronic tool such as a recording device. Different tools have advantages and disadvantages. Choose which method works best for you.
Pen and Paper
Writing notes by hand on a separate evaluation form is still the most commonly used form of interview note-taking. It can be slower than using a computer or automated device, and care must be taken to attach the notes to the correct candidate so the notes are preserved.
Laptop or Computer
Some interviewers find that taking notes on a laptop is quick and comfortable. The same rules apply in terms of what to document and how to maintain a comfortable interview environment. Computer notes should be saved frequently to avoid loss.
Audio and Video Recordings
Some states have laws requiring all-party consent in order to record interviews for later review, but many employers find such formats a helpful way to involve other decision-makers after the interview. One advantage is minimizing the distraction of note-taking. However, some candidates may experience extra stress when they know they are being recorded. As Ryan Archibald points out, “[Recording] may add more stress to the candidate, leading to the interviewer misinterpreting nonverbal and verbal communication.” For Ryan, it’s important to think about the candidate’s comfort level. “The goal is to give each candidate the best experience . . . so they also feel good going forward in the process.” Lastly, note that preserving recordings requires an established process.
Using an HR platform like Eddy can simplify the entire hiring process for your organization. Eddy’s ATS system allows you to keep notes on each candidate and makes it easy for you to move candidates from one stage to another. Request a demo of Eddy today so you can start saving hours a week on your hiring processes.
Applicant Tracking System (ATS)
Certain applicant tracking software programs include a section for interview notes, whether taken concurrently or after the fact. This is an effective way to store notes, as it allows all decision-makers access to them as they consider final candidates.
For example, Eddy Hire stores information about job candidates on profiles that can be viewed and edited by everyone on the hiring team. With each team member creating written feedback, giving star ratings, and leaving emoji reactions, collaboration is simple and efficient.
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Questions You’ve Asked Us About Interview Notes Taking
Carol Eliason Nibley, SPHR, GPHR and Principal Consultant at PeopleServe, has more than 25 years of experience in human resources, most recently serving as Vice President of Human Resources for a technology company in Utah County. Carol has taught HR certificate courses at Mountainland Technical College and in other settings for more than 12 years.