Drawing up a shortlist and inviting candidates to interview

Drawing up a shortlist and inviting candidates to interview
When the response to your advertisement starts coming through you need to:

- Compare applications against the job description and person specification you have for the role, this will allow you to keep the skills and experience you need at the front of your mind
- Group the candidates together in to yes and possible piles depending on how well their skills and experience match your requirements
- Eliminate applicants who do not have the basic requirements for the position
- Create a list of candidates to interview who most closely match your needs
How do I make a shortlist?
- Have an idea of the number of candidates you want to interview based on the amount of time you have. Make sure you allow time for preparation before and time after to write up any notes you have.
- Draw up a table listing each essential requirement for the job you can then complete the table for each candidate, the ones that meet all the requirements could be your short list.
- If you have too many that meet the essential requirements you can do the same with the desirable requirements you are looking for.
- Make sure you do not use the candidate’s personal data to draw up the shortlist. Don't discriminate against applicants on the grounds of sex, race, age or disability, sexual orientation, religion or belief.
- If possible use more than one person to compile the shortlist to avoid possible bias.

Inviting candidates to interview

Having created the short list invite the most suitable candidates for an interview, if you speak with the candidates it is worth while confirming the details in writing either in an email or letter.

The candidates will need to know:
- When the interview is
- Where the interview will be held make sure you include the full postal address, if there is parking on site or the nearest train/tube station. Include a map if you have one or if sending an email a link to an online map.
- Who they should ask for on arrival
- What information you would like them to bring with them and if there is anything you need them to prepare for i.e. a test or presentation
- Who the interview will be with and their position within the organisation
You should also ask candidates to tell you if they have any special needs that you will need to cater for. It is also worth providing a contact name and number in case they are unable to attend or are running late on the day.