All about video interviews: An HR manager’s guide

Video interviewing tools are perfect for busy HR or hiring managers. They help streamline the interviewing process, giving recruiters the time and headspace they need to make smart, data-driven hiring decisions.

But, video interviews come with their own set of challenges – from technical glitches to awkward on-screen moments. To avoid these headaches, you must prepare. 

In this comprehensive guide to video interviews, we discuss everything from the most popular video interviewing software to common pitfalls. Plus, we provide plenty of tips to help you get the most out of your video interview process. 

Key Takeaways

• Video interview tools can be used to conduct one-on-one, one-way, group, panel, or technical interviews.

• They can help you narrow down a large applicant pool, hire a geographically dispersed workforce, or recruit in high volumes. 

• Great video interview software includes video conferencing software like Microsoft Teams and one-way video interview software like TestGorilla.

What is a video interview?

A video interview is an interview that happens over video conferencing or one-way video interviewing software. 

Instead of meeting face-to-face with you, your candidates join a video interview from anywhere with an internet connection. They can complete an interview from the comfort of their homes, a dedicated office space, or another co-working space. 

To participate in a video interview, candidates might need to create an account on the video interviewing software platform you’re using. Or, you might be able to send them a direct invitation link (which you’ll generate through your platform’s interface). Depending on the platform, they may need to download and install software – or they can interview directly through a web browser without any downloads.

They’ll need:

• A strong wi-fi connection

• A laptop, tablet, or smartphone with a camera and microphone

• Clear instructions for accessing and using your chosen video interview software

What are the different types of video interviews?

There are multiple types of video interviews, and each comes with its own pros and cons. 

Live video interviews

Live video interviews happen face to face and in real time, so they typically offer the depth of an in-person interview. However, technical difficulties – like poor internet connection or awkward delays – can make the conversation feel clunky. 

One-way video interviews

Also called pre-recorded video interviews, one-way interviews involve candidates recording video answers to pre-set interview questions. The benefit? Candidates can practice their answers and re-record test questions if they aren't happy with them. However, you can’t ask clarifying or probing questions if a candidate doesn’t offer enough depth or misinterprets the question. 

Group video interviews

In group video interviews, a group of people are interviewed simultaneously for a job role. Such interviews are often used for sales, hospitality, or customer-facing roles, as they can be a great way to see how candidates interact with others and perform in a team setting. However, some candidates – especially those with weaker Wi-Fi connections – may struggle to find time to speak or accidentally talk over each other due to delays. 

Panel video interviews

In a panel video interview, multiple interviewers converse with a candidate at the same time. This format is typically used for more senior or specialized roles, where different team members or departments are involved in the hiring decision. Panel interviews save time by enabling everyone involved in the hiring decisions to get to know a candidate at once. 

The downsides? Too many people speaking at once can cause confusion, and interviewees can get overwhelmed when trying to engage with multiple interviewers through a screen. 

Technical video interviews

Technical video interviews are designed to measure a candidate’s technical skills and abilities. For example, in an online coding interview, a developer might be asked to demonstrate how they’d approach a coding problem. These interviews can give a clear and direct view of a candidate's technical expertise and how they handle problem-solving under pressure. 

However, technical issues (like lag or poor connectivity) could interfere with their ability to demonstrate their abilities fully. These types of video interviews are also more difficult to conduct, as they usually involve alternative tools in addition to video. For example, online coding interviews often require whiteboard technology or integrated development environments. 

When to use video interviews

In which circumstances should you use video interviews? 

Conducting video interviews is beneficial in various circumstances.

When hiring for remote jobs

Companies that offer remote roles but don’t have local office spaces can’t expect candidates to travel for in-person interviews – it’s unfair. 

Video interviews enable you to assess candidates in the same environment they’ll be working in during the role, giving you a real sense of how they’ll perform in a remote setting. Plus, it saves everyone time and money on travel.

When conducting a large hiring campaign

Conducting large hiring campaigns in person is impractical. If you’re hiring for more than ten roles, video interviews can help you manage the process much more efficiently. 

Instead of coordinating dozens (or even hundreds) of in-person interviews, you can use pre-recorded video interviews to screen candidates at scale. This way, you can review responses on your own schedule, saving valuable time while still getting a feel for each applicant’s personality and qualifications.

When hiring a global team

Traveling internationally when hiring candidates globally isn’t practical or cost effective. Video interviews can connect you with candidates from around the world while giving you a chance to see how well they communicate and collaborate in a virtual setting – a key skill in a global team.

When personality matters and in-person interviews won’t work

It’s always important to find candidates who complement the current team dynamic and will add to your company culture. But, in customer facing or public-facing roles, it’s crucial that they have a personality that’ll shine in interactions with clients or customers. 

Understanding someone's charisma, friendliness, and communication style is much easier to do through video than through written responses or phone calls. So, video interviews are great if in-person interviews aren’t feasible.

When in the hiring pipeline should you use video interviews? 

Different types of video interviews work well for different stages of the hiring process. 

During the pre-screening stage / the first round of interviews

Say you’re hiring for three roles, but receive over 300 applicants. Interviewing each candidate in person can be overwhelming and time consuming.

Instead, consider using a one-way video interviewing tool to get a quick sense of each candidate. You can ask key questions, then watch responses at your convenience – quickly identifying top contenders. 

You may also find holding a group video interview useful as a first stage for roles that require strong teamwork or communication skills. This way, you can observe how candidates interact with each other, handle pressure, and communicate in a group setting – and narrow down your selection pool.

During the next round of interviews

Once you’ve shortlisted your candidates using one-way or group interviews, live video interviews and group interviews can be used to separate the best from the rest. Live interviews enable you to interact with candidates in real time, giving you a better sense of their personality, communication skills, and ability to think on their feet. It’s a great way to dive deeper into their experience and ask follow-up questions.

Technical interviews can also be useful here, as they can help you better understand your candidate’s skills set, giving you and your team a clearer picture of their expertise and how they’d apply it to the real-world challenges they’d face at your company.

During final interviews

Panel interviews, live interviews, and group interviews are great for the final interview rounds, as you can use these to assess your candidates’ ability to fit in with and enhance your company culture – and get senior leadership aligned on the final selection. 

Video interview tools

There are tons of video interview tools you can use to virtually meet candidates. These include:

• MS Teams. Teams is a well-known video conferencing software you can use to conduct live, panel, group, and technical video interviews. Teams can connect to your Outlook calendar (if you use Outlook), which you can use to seamlessly schedule video interviews. A drawback? It can’t facilitate one-way video interviews. 

• Zoom. Zoom is another popular video conferencing software known for its user-friendly interface and ability to host large groups. Zoom is great for live interviews, panel discussions, and even group interviews. One of its standout features is the ability to record interviews. Plus, its use of “breakout rooms” enable candidates in group interviews to move into separate virtual rooms to discuss ideas in smaller groups. 

• Skype. Skype’s video conferencing software doesn’t have one-way video interviewing capabilities, but it’s a solid option for live interviews. It works well for smaller-scale interviews, including one-on-one or panel interviews. Its integration with Microsoft tools makes it convenient if you're already using other Microsoft products.  

• Google Meet. Google Meet is great for businesses that use Google products and want an easy, integrated solution for video interviews. It connects seamlessly with your Google Calendar, making scheduling a breeze. It’s perfect for live, one-on-one, panel, and group interviews. 

• TestGorilla. TestGorilla is an all-in-one talent discovery and one-way video interviewing platform.  It offers skills tests and one-way interview capabilities, which make it a great all-in-one solution for evaluating candidates. We’ll cover more of TestGorilla’s standout features below.

• Calendly. While Calendly doesn’t have video interviewing capabilities, it can make the interview scheduling process simple. With a handy link to individual calendars, candidates can plan an interview in your schedule at a time that works for them. This is a great software to use in addition to your video interview software. 

• Transcription software like Otter.AI can help you create transcripts and summaries of interviews, which you can use for your records or to aid in hiring decisions.

Benefits of video interviews

There are tons of benefits to using video interviewing tools over in-person interviews. 

1. Better candidate experience – and a more inclusive interview process

Candidates can really benefit from video interviews, as they can complete the interview from a comfortable environment. This can reduce stress, often leading to more relaxed and authentic responses. Ultimately, the video interview experience can be more manageable and enjoyable than the in-person experience.

This is especially true for candidates with disabilities. Imagine the added stress such candidates  might face – say, if they’re worried about whether the interview space will accommodate their needs or have difficulty traveling. Video interviews remove this stress, enabling candidates with disabilities to focus purely on showcasing their skills and experience from the comfort of their own space. 

Better yet, neurodiverse, deaf, or blind candidates may have specialist technology set up on their personal computers that makes communication and navigating the interview process easier for them. This creates a more accessible experience, enabling them to focus on what really matters – showing you why they’re the best fit for the job.

2. Wider talent pool

Whether you’re hiring for a remote or in-person role, with video interview tools, you don’t need to consider the geography of your candidates when selecting who to interview. Instead, you can cast a much wider net and bring in talent from anywhere in the world.

This flexibility enables you to select candidates based on who has the best skills for the job – as opposed to who lives around the corner or is willing to travel to interview for a job they may not get. This enables you to tap into a more diverse pool of candidates, bringing in fresh perspectives and ideas from different places and backgrounds. 

3. Easier scheduling

In-person interviews are difficult to conduct – especially in-person panel interviews. With so many conflicting schedules, planning a convenient time for everyone is tough.

But, with video interviews, finding a time that works for everyone is much easier since you’re not dealing with the hassle of travel or coordinating meeting rooms. 

This is especially true for one-way interviews, which don’t need to be scheduled – candidates can record their responses whenever it’s convenient.

4. Better long-term data tracking

Since video interviews can be recorded, you can revisit them whenever needed, enabling you to compare candidates more effectively and come to the best decision. This is especially helpful if multiple team members are involved in the hiring process, as everyone can watch the interviews at their convenience and offer input.

What’s more, a minute-by-minute record of what’s discussed at the interview can help you handle disgruntled, unsuccessful candidates who raise false claims of unfair treatment during the interview process.  

Mistakes to avoid in video interviews

Be sure to watch out for these common pitfalls when conditioning video interviews.

1. Not having a backup plan

Wi-Fi problems happen. However, not having a backup plan can leave you scrambling if things go wrong. 

Always ask for a phone number or alternative way to reach them in case the video call drops unexpectedly. This way, you can quickly reconnect and keep the interview going without too much disruption.

You might also come up with an alternative method of interviewing – for instance, if Zoom is down, you can catch up on Google Meet. 

2. Not muting when the candidate is answering

It’s good video-interview etiquette to mute yourself when the candidate is speaking. Background noise, even if it’s just typing or shuffling papers, can be distracting and make it harder for the candidate to focus. Plus, it helps keep the audio crisp and clear for both of you. 

3. Creating an echo 

Turning your laptop speakers on at the same time as a microphone enabled headset can create an uncomfortable echo when candidates are answering questions. Equally, if you’re conducting a panel interview, using more than one laptop in the same room without muting one can also lead to some serious echo issues. 

To prevent this, make sure only one microphone and one set of speakers are active at a time. If you're in a panel interview, ask your colleagues to either mute their laptops or turn off their microphones while you're speaking.

3 tips for conducting successful video interviews 

Try following these three tips to take your video interview from satisfactory to first class. 

1. Complete a tech rehearsal 

Test your camera, mic, and internet connection with a colleague beforehand to avoid any last-minute hiccups. This way, you won’t be scrambling with tech issues while the candidate waits awkwardly.

2. Send candidates clear instructions

Don’t assume candidates know how to use your preferred video interview tool. Send clear and direct instructions to facilitate a smooth interview process. 

A few details like how to access the platform, any software they need to download, and a quick rundown of what to expect during the interview make the world of difference. You can even include helpful tips – like “test your internet connection” or “log in a few minutes early” – to avoid last-minute hiccups. The clearer the instructions, the more confident your candidates will feel.

3. Make sure your chosen software offers excellent support 

Your chosen software should also offer good customer/candidate support, such as technical support or a FAQ for troubleshooting. This way, if your candidates struggle with the technology, they have immediate assistance – including for issues you can’t help them with (like software bugs or account access problems). 

4. Put a smiley face sticker next to the camera

Putting a smiley face sticker next to your camera makes it infinitely easier to maintain eye contact with your candidate.

Maintaining eye contact during a video interview can be difficult, especially if you’re inclined to look at the candidate’s face on the screen. The smiley face reminds you to look at the camera, helping create a sense of direct engagement. 

How to avoid bias in video interviews

Bias happens during interviews – that’s a fact. But, you can prevent it or reduce its impact. Here’s how.

1. Coach hiring managers on unconscious bias

Educate your hiring team on what unconscious bias is and help them identify their own unconscious bias. Providing training sessions – including online courses or role-playing exercises – can help them see the subtle ways their perceptions might influence their decision-making. 

Here’s an easy-to-use unconscious bias test. 

2. Create a robust interview structure

A structured interview format helps measure what really matters – a candidate’s skills and abilities. It also ensures that every candidate gets a fair shot, as you ask each one the same questions, in the same way. No more veering off-track or letting small talk influence your impression. 

⭐ Read our guide on conducting structured interviews.

3. Use a diverse interview panel

A panel-style interview can reduce bias by bringing multiple perspectives into the conversation and ensuring one person’s bias doesn’t sway the hiring decision.

4. Roll out skills tests before video interviews

Skills tests are a surefire way to prevent bias, remove subjectivity, and support data-driven hiring decisions. 

A talent discovery platform like TestGorilla offers a library of standardized tests you can use to measure the specific skills needed for the job. Our tests measure various factors – from role-specific skills to cognitive abilities to situational judgment. 

Combine up to five tests and include your own custom questions to create an assessment that perfectly fits your role. The test results will give you the data you need to find the most qualified candidates for the role – who you can then shortlist for your interview rounds.

💡Did you know you can add custom one-way video questions to any skill assessment with TestGorilla?

Use TestGorilla to make video interviews a breeze

TestGorilla’s video interview features streamline the video interview process and make everything so much easier.

Our software facilitates one-way video interviews by enabling you to create custom tests wholly made up of video questions. You can set standardized questions for candidates and set time limits on answer length (30 seconds, one minute, two minutes, or three minutes).

Invite candidates to interview through a public link, email, or your ATS. Candidates don’t need to download software or create an account, and they can easily record their answers via laptop, tablet, or smartphone. They get three attempts to answer each question, and if they face any issues, TestGorilla offers excellent candidate support.

Then, review their answers at your leisure. You can even rate their answers from one to five so you can easily compare them against each other. Plus, you and your hiring team can leave each other helpful notes – which can aid your hiring decision.

TestGorilla makes video interviews a breeze – for all parties!

Interested in our platform?  Schedule a chat – or sign up for a free account now. 

FAQs

Why are one-way video interviews so hard?

One-way video interviews can be tough for candidates due to the pressure to record the perfect answer and the lack of real-time feedback. The best thing a candidate can do is carefully prepare their answer, practice before recording, and try not to overthink their response once they’ve pressed send. 

Should I dress up for a video interview? 

Yes, interviewers should always dress appropriately for video interviews. Dressing professionally projects confidence and sets the stage for a professional interview. Candidates should dress professionally, too, as it demonstrates their seriousness about the position and respect for the interviewer.