9 best practices to sharpen your interview process

There was a time when interviews were simply about screening out the wrong candidates. Now, they’re a competitive advantage for attracting and securing the right person. 

Done well, interviews help you identify top talent, build trust, and sell the role. Done poorly, they lead to slow decisions, bias, bad hires, and a damaged employer brand.

At Taleron, we’ve worked with over 300 startups and scaleups across Europe to build sharper, faster, and fairer hiring processes. In this post, we’re sharing 9 practical best practices that help hiring teams move fast and hire right.

TL;DR

The keys to sharper, fairer interviews:

• Have a plan and follow a consistent process across every candidate

• Ditch “Easy Apply” and prioritise intentional screening

• Use scorecards to reduce bias and improve decision-making

• Make interviews two-way: you’re being evaluated too

• Ask the right questions at the right time, and document everything

The unexpected value of external training

Even experienced hiring teams can benefit from outside input. Why? Because hiring, like any discipline, evolves, along with candidate expectations, compliance requirements, market dynamics, and company goals.

The way you interviewed two years ago may not be enough to attract the talent you need today. And even if your process feels solid, it’s worth pressure-testing it.

Bringing in external experts to audit or train your hiring team can help:

• Keep your hiring process up-to-date

• Uncover hidden biases in how questions are asked, or interpreted

• Standardise the interview experience, especially when different managers may have different approaches

• Build confidence across the team that your process is structured, fair, and aligned with best practice

• Validate what’s already working, not just point out what’s not

That last point is key. Sometimes teams don’t need a dramatic overhaul. They need clarity and confidence that what they’re doing is actually working. A fresh perspective can help you identify strengths to double down on, not just gaps to fix.

We’ve seen companies unlock faster, more consistent hiring results by making just a few adjustments, like tightening scorecards, redefining interview stages, or aligning better on who should own which part of the process. And in high-growth environments, that’s often what makes the difference between a team that hires reactively and one that hires strategically.

Ready for best practice number one? 

1. Start with a plan (and stick to it) 

The best interviews start long before the call. If you’re going in cold or figuring things out on the fly, you’re setting yourself (and the candidate) up for a messy, inconsistent experience.

First: have a plan

Before interviews begin, take time to define:

• How many stages your process will include

• Who’s responsible for each step

• What each round is designed to assess

• What a successful candidate should look like (skills, behaviours, values)

• What specific questions or tasks will help you evaluate those things

That means doing your homework: reviewing the role, the candidate’s CV, and aligning with your team on what you’re actually hiring for.

Then: follow a consistent process

Once you’ve got a plan, the key is sticking to it—for every candidate. That means:

• Asking the same core questions

• Using the same scorecard and criteria

• Keeping the structure and flow of each interview round consistent

This kind of standardisation is what makes your process fair, unbiased, and scalable. When you treat each candidate the same way, it’s easier to compare feedback, spot red flags, and make confident decisions.

Consistency helps you hire better and shows candidates you’re running a thoughtful, professional process.

2. Define the role and the real person you want to hire

When interviews go off track, it’s often not the interview that’s broken—it’s the role definition. You can’t ask the right questions or nail the right job description if you’re unclear on who you’re trying to hire in the first place.

That’s why role qualification is one of the most important steps in the entire hiring process. And it starts with your Ideal Candidate Profile (ICP).

What’s an ICP—and why does it matter?

Your ICP is a clear, practical picture of the person you want to hire. Not a unicorn. Not a wishlist. A real candidate who could genuinely succeed in the role, with the skills, behaviours, and working style to thrive in your team.

It should define:

• Which skills and experiences are essential vs. nice-to-have

• What motivates them about the role 

• The kind of background your candidate is likely coming from

• The soft skills, values, or mindset that suit your stage and culture

• Any red flags or deal-breakers based on past learnings

• What success looks like for them and for you 

Here’s the key: you need to define the ICP before you write the job description. The JD flows from the ICP—not the other way around. Without that clarity, your messaging becomes vague, your sourcing is unfocused, and your interview questions won’t align.

Getting this right sets the tone for everything downstream: from who you source to how you interview and who you ultimately hire.

At Taleron, we always build and validate the ICP before any outreach begins. We align on the brief with your team, test it against real candidate profiles, and adjust early if needed. That way, the entire process—from job ad to offer—is sharper, faster, and more aligned.

Further reading: From seed to Series C: who to hire in different phases of growth

3. Use the screening call to qualify, not interview

One of the most common questions we get is: who should do the screening call?

From our experience, that first conversation is always best handled by HR, Talent Acquisition, or a recruitment partner like Taleron.

Why? Because the goal at this stage isn’t deep evaluation, it’s qualification. You’re checking whether the candidate is aligned on the basics and worth taking further into the process.

So what is the purpose of the screening call?

Think of it as a filter for fit and readiness. You're not digging into project work or case studies; you’re looking to answer a few core questions:

• Does their experience generally match what we’re looking for?

• Are they actively open to change, or just browsing?

• Are they motivated by this opportunity, or just looking for any job?

• Do the basics line up (salary expectations, notice period, location, visa)?

• Could they realistically succeed in this team and culture?

It’s not a formal interview, so don’t treat it like one

At Taleron, we approach screening calls more like a casual catch-up with a future colleague. We often imagine the scenario: if this person were already on our team, and we were having a quick coffee chat, how would it feel?

This light tone helps put candidates at ease and gives us a better read on their natural communication style, mindset, and energy.

Why this matters

A strong screening call sets the tone for the entire process. It ensures hiring managers only speak to serious, relevant candidates, but equally important: that those candidates are prepped, informed, and genuinely interested, too.

Done well, it makes every interview round more productive and avoids wasting anyone’s time.

See also: Time to hire: why fast doesn’t mean rushed

4. Avoid using “Easy Apply” on LinkedIn

Yes, it’s tempting. One click and your pipeline fills up. But the trade-off is signal.

“Easy Apply” attracts high volumes of low-intent applicants. You’ll get flooded with generic LinkedIn profiles and minimal information, forcing your team to manually sift through noise to find a few promising leads.

Even strong candidates may blend into the crowd, making it harder to prioritise who to follow up with.

Instead, we recommend adding intentional friction to your application process:

• A simple form with 1–2 short questions

• A request for a CV or brief cover note

• Screening automation for deal-breakers

This small extra step filters out unqualified candidates and helps you identify who’s genuinely interested. Your pipeline will likely be smaller, but the quality far higher.

5. Use scorecards to evaluate against clear criteria

Hiring without a scorecard is like trying to build a house without a blueprint. You might get lucky, but you won’t be able to repeat it, improve it, or explain how you got there.

That’s where candidate scorecards come in. They bring structure, clarity, and fairness to a process that’s otherwise full of subjectivity.

What’s a scorecard, and why does it matter?

A candidate scorecard is a structured framework used to evaluate every candidate in the same way, against predefined criteria that actually reflect the needs of the role.

Done well, it helps interviewers:

• Stay focused on what really matters

• Compare candidates objectively

• Document feedback clearly and consistently

• Make faster, fairer hiring decisions

It’s one of the simplest tools for reducing bias, improving hiring quality, and saving time in debriefs. And yet, many companies still rely on vague post-interview conversations like “I just had a good feeling” or “They weren’t quite what I expected.”

What should go into a scorecard?

A strong scorecard balances core competencies, role-specific criteria, and soft skills or behaviours tied to team culture and working style.

Here’s what we typically include:

• Technical or functional expertise: Do they have the hard skills to do the job?

• Communication style: Can they express themselves clearly? Can they listen and adapt?

• Problem-solving or analytical ability: How do they approach challenges?

• Initiative or ownership: Do they wait for direction or take action?

• Team and cultural contribution: Will they thrive in this team, at this stage?

Each attribute should be rated on a simple, consistent scale (e.g. 1–5), with space for notes or evidence. Some teams also include “weighting” to reflect which skills matter most, like in the example below.

Source

How scorecards make your process better

Scorecards help you explain why you chose one candidate over another and are crucial for alignment between hiring managers, talent teams, and leadership.

They also:

• Reduce groupthink: Each interviewer scores independently before group discussions

• Spot gaps: If all candidates are scoring low in a certain area, maybe the brief needs revisiting

• Speed up decision-making: With clear data in front of you, it’s easier to choose and justify a hire

• Improve candidate feedback: You can give more specific, helpful input based on actual observations

Pro tip from Taleron

If your team isn’t used to structured interviewing, scorecards are a great first step to introduce discipline without overcomplicating things. We often work with clients to build custom scorecards tailored to the role, company stage, and what "great" looks like in their context.

And remember: the scorecard should link back to your ICP (Ideal Candidate Profile).

6. Be aware of bias and how it creeps in

Even the most experienced interviewers are prone to bias, even when not at all intentional. Our brains are wired to make quick judgements, especially under pressure. Without structure, interviews become fertile ground for unconscious assumptions to influence who we hire, and who we overlook.

That’s why understanding bias is more than a fairness issue. It’s a core part of building a hiring process that consistently finds the right people.

The most common types of bias in interviews

Here are a few of the usual suspects we see play out in interviews:

• Similarity bias: Favouring candidates who look, speak, or think like you

• Contrast bias: Judging a candidate based on the one who came before them

• Halo (or horn) effect: Letting one strong (or weak) trait colour your entire impression

• Affinity bias: Preferring people who share your background, hobbies, or communication style

• Confirmation bias: Looking for evidence that supports your first impression and ignoring the rest

These patterns often show up in subtle ways. A candidate who reminds you of a past high performer might get extra leeway. A less confident communicator might be unfairly dismissed, even if they’re technically stronger. That’s how good people slip through the cracks.

What can you do about it?

You can’t eliminate bias entirely, but you can design your interview process to reduce its impact.

At a minimum:

• Use a structured interview plan

• Stick to consistent questions across candidates

• Score against pre-defined, role-specific criteria (see Best Practice #5)

• Avoid small talk or personal questions that can influence perceptions

Interviewer training is also critical, especially for managers who don’t hire often. A simple session on how bias works (and what to do about it) can make a big difference in decision-making.

In some companies or regions—especially where compliance is a priority—teams go a step further by introducing blind recruitment practices. This can mean anonymised CVs or assessments that hide identifying details like names, ages, or backgrounds. It’s not necessary for every role, but it’s worth considering if your hiring needs to meet stricter regulatory or DEI standards.

Awareness is the first step

The goal isn’t to make hiring robotic. It’s to make it fair and focused. When interviewers are aware of how bias works—and how to work around it—they make more confident, consistent decisions. And that leads to better hires, stronger teams, and a more inclusive culture over time.

7. Make it a two-way conversation

A good interview shouldn’t feel like an interrogation. While trying to make a good impression, the candidate is also deciding whether they want to work with you, join your team, and be part of your company.

However, that dynamic can easily get lost (especially when interviews are rushed or overly structured). And while some candidates will naturally come prepared with thoughtful questions, others won’t, usually due to a lack of confidence or experience with interviews. In this case, we recommend that the interviewer take the lead in making it a two-way street.

Take ownership of the experience

Start by introducing yourself, your role, and the team setup—but don’t stop there. Even if the candidate doesn’t ask about the company culture, day-to-day responsibilities, or what success looks like, you can still offer that information freely. In fact, you should.

You might share:

• What the team is working on right now

• How success in the role will be measured

• What the company culture feels like, especially in tough moments

• What people tend to love (or struggle with) in this environment

This kind of openness builds trust and gives the candidate a more complete picture of what they’re signing up for.

It’s not only about being nice

Candidates will remember how they were treated, especially if they’re choosing between multiple offers. Creating space for genuine dialogue makes your company stand out, even if they don’t get the job.

The goal is for every candidate to walk away thinking:
"That felt fair, thoughtful, and respectful. I understand the role, and I know where I stand."

That kind of impression pays off in multiples: in referrals, future applicants, and long-term brand reputation.

8. Asking the right questions at the right time

In interviews, it’s not only what you ask but also when and how you ask it.

Some questions are necessary to move things forward, like salary expectations, notice periods, or visa status. But if you jump into these too early, it can make the conversation feel cold or transactional. Candidates want to feel like people first, not logistics.

That’s why timing matters. It shapes how your questions land and how the candidate perceives your company.

Questions better asked early in the process

Some topics are important to cover upfront, often in the screening call or early-stage interviews. For example: 

• Availability / notice period

• Location or remote working preferences

• Basic alignment on role expectations

• Package expectations and deal-breakers

• General career motivations

Asking these kinds of questions can help avoid mismatches early on and ensure the rest of the process is worth everyone’s time.

Questions better saved for later

More sensitive or personal questions are best introduced once trust has been built and there’s clearer mutual interest. For example: 

• Salary expectations

• Visa or relocation requirements

• Feedback from past employers or teams

• Interest in equity or long-term incentives

When asked too early, these can feel intrusive or impersonal. When asked at the right time, with the right framing, they feel like part of a natural progression and a step towards landing the role.

And then there are questions you should never ask

Hiring managers often ask us: “What’s off-limits?” And it’s a fair question. Rules and expectations around appropriate interview questions can shift depending on your region, industry, and internal policies.

But as a general rule, steer clear of anything that touches on the candidate’s personal identity, beliefs, or private life.

That includes:

• Age or date of birth

• Marital or family status (including children or plans to have children)

• Health, disabilities, or medical history

• Religious or political views

• Ethnicity, nationality (beyond legal working rights), or sexual orientation

Even well-intentioned curiosity can cross a line here. When in doubt, stick to what’s relevant to the role, and always frame questions in a way that shows why you’re asking.

See also: The 6 most common hiring mistakes scale-ups make—and how to avoid them

9. Document everything (while it’s still fresh) 

One of the simplest ways to improve your hiring process is also one of the most overlooked: write things down.

Always try to capture what you saw, heard, and thought right after every interview. Adding a 10-minute block in your calendar after the interview is a great way to make sure you prioritise the time for it before jumping into another interview or meeting. 

What to document after every interview:

• Complete the scorecard (while it’s still fresh)

• Note key strengths or concerns

• Flag anything worth following up on (motivation, red flags, deal-breakers)

• Add quotes or examples that stood out

• Save it all in your ATS—not in Slack or your memory

Good documentation doesn’t need to be perfect or polished. But it does need to exist. Because when interview notes are missing or inconsistent, everything else starts to wobble. Calibration sessions get messy, decisions take longer, and candidates get stuck in limbo.

Why it matters:

1. It speeds up hiring decisions: When you have clear notes, it’s easier to compare candidates and move forward.

2. It builds context for others: Each interviewer can pick up where the last one left off. No repetition. No blind spots.

3. It protects your process: In case of confusion, disagreement, or future audits, you’ve got a documented trail to refer back to.

Make it a habit, not an afterthought

It can be tempting to put off documentation until later. But this is the habit that keeps your hiring process sharp and scalable.

Inconsistent notes lead to inconsistent hires. So write things down. Even if the candidate doesn’t move forward, your future self (and your team) will thank you.

The interview process is your employer brand

Every interview sends a message. It shows candidates how your team thinks, how your company operates, and what it might be like to work there. In that sense, your interview process is your employer brand—whether you’re aware of it or not.

That’s why investing in structure, consistency, and clarity pays off well beyond just making a good hire. It strengthens your reputation, improves candidate experience, and helps you win the best talent in a competitive market.

It also doesn’t happen once. Building a strong hiring process is ongoing work. Regular training sessions, scorecard reviews, and checkpoints with your hiring team help keep everyone sharp and aligned—especially as your company scales.

At Taleron, we help Europe’s most ambitious startups and scaleups design hiring processes that work—from the first screening call to the final offer. Whether you need support with interview training, role qualification, or full-cycle recruitment, we’re here to help.

Ready to make your interview process a competitive advantage? Let’s talk.