How to Take Better Interview Notes: Best Practices and Template

Effective note-taking during an interview serves as an essential skill that can significantly impact hiring decisions. Capturing all the essential details, impressions, and insights, you can make more informed decisions and create a thorough record for future reference. This article explores best practices for taking interview notes, the tools to simplify the interview process further, and a template to get you started.

What are interview notes?

Interview notes are the detailed observations and comments recorded during a job interview by the interviewer. They include everything from the candidate's responses to specific questions, their body language, and the overall impression they leave. These great interview notes serve multiple purposes, such as:

• Documentation: Keeping a record of what was discussed for future reference.

• Comparison: Allowing hiring managers to compare candidates more effectively.

• Decision making: Providing a basis for making informed hiring decisions.

• Legal protection: Offering documentation that can be useful in the event of a legal dispute.

Taking effective interview notes from job candidates requires attentiveness and a clear understanding of what information is important.

What notes to write during an interview?

Knowing what to note down during an interview can be challenging. Here are some key areas to focus on in person interview insights:

1. Candidate's responses

   Record their answers to your questions, noting both content and delivery.

2. Skills and qualifications

   Highlight relevant skills, experiences, and qualifications that match the job search.

3. Behavioral observations

   Note the candidate's body language, eye contact, and overall demeanor.

4. Questions from the candidate

   Pay attention to the questions they ask, as these can provide insight into their priorities and interests.

5. Red flags

   Document any concerns or potential issues that arise during the interview.

Importance of taking good interview notes

Taking detailed and concise interview notes is very important for several reasons:

• Ensures a standardized evaluation process for all candidates.

• Helps you remember specific details about each candidate, especially when interviewing multiple people over a period of time.

• Provides a written record that can be referenced later, supporting your hiring decision.

• Facilitates better communication and discussion among hiring team members.

• Reduces bias by focusing on documented facts rather than relying on memory.

Tools to simplify your interview note-taking

Interviewing candidates can be overwhelming, especially when you need to keep taking notes and insights. Using the right tools can streamline this process and ensure you capture all the essential details.

1. Digital notebooks: Applications like Evernote or Microsoft OneNote allow you to organize notes in a structured manner.

2. Voice recorders: Devices or apps that record the interview (with the candidate's permission) can be transcribed later.

3. Applicant Tracking Systems (ATS): Many ATS have built-in note-taking features that integrate seamlessly with the candidate's profile.

4. Collaborative tools: Google Docs or other shared documents can be used for real-time collaboration among hiring team members involved.

5. Templates: Pre-designed templates help ensure that you capture all necessary information consistently.

Interview notes template and example

The image below displays an "Interview Notes Template and Example” for Alex Mclean, a Product Marketing Specialist candidate. Sarah Lee's notes show Alex's structured market research, project management with Asana, and proactive industry trend strategies. His experience and communication skills make him a strong, enthusiastic candidate.

How to take good interview notes during an interview

Taking good interview notes involves preparation and attentiveness during the interview. Here are the essential steps to help you take better notes:

1. Step 1. Prepare in advance

   Review the candidate’s resume and prepare a list of questions based on the job requirements, whether it’s about compensation, trends, relevant experience, and technical skills. Familiarize yourself with the key skills and attributes you’re looking for.

   To keep up with job market trends, utilize Real-time Job Posting Salary Data. It allows you to understand market demands and compensation trends for similar roles, ensuring your questions align with the latest industry standards.

2. Step 2. Be attentive

   Pay close attention to the candidate’s responses and behavior. Focus on both what is being said and how it’s being said.

3. Step 3. Use a template

   Use a pre-designed template to ensure you capture all necessary information. This will help you stay organized and consistent. Include a separate evaluation form to score and assess each candidate systematically.

4. Step 4. Note key points

   Rather than trying to write down everything verbatim, focus on noting key points and impressions. Highlight significant responses, skills, and any red flags.

   Leverage Real-time Job Posting Salary Data to identify key qualifications that align with market expectations, making it easier to spot standout attributes or potential issues.

5. Step 5. Summarize after the interview

   Immediately after the interview, take a few minutes to summarize your notes and add any additional thoughts or impressions while they are still fresh in your mind.

6. Step 6. Review and collaborate

   Share your notes with other team members and discuss your observations. This collaborative approach ensures a well-rounded evaluation of the candidate.

Best practices for taking interview notes

Adhering to best practices job interviews can enhance the effectiveness of your interview notes. Here are some tips:

• Stay objective: Focus on facts and specific observations rather than subjective opinions.

• Be consistent: Use the same template and criteria for all candidates to ensure a fair comparison.

• Maintain confidentiality: Keep your notes secure and ensure they are only accessible to those involved in the hiring process.

• Ask for permission: If you plan to record the interview, always ask for the candidate’s consent first.

• Review regularly: Periodically review your note-taking process and make adjustments as needed to improve accuracy and efficiency.

Taking effective interview notes is a critical part of the hiring process. Following the best practices, using the right tools, and utilizing a structured template ensures that your notes are comprehensive, consistent, and useful. However, good note-taking also depends on well-researched questions. Keep up with market trends using Salary.com's Real-time Job Posting Salary Data to ensure your questions stay relevant.