Hiring the right candidate is more than just finding someone with the right skills, it's about identifying individuals who can thrive within your company culture, contribute to your team, and meet both immediate and long-term goals.

But how do you navigate through hundreds, if not thousands, of applicants to find that perfect fit? What tools and strategies can simplify this process?

And, importantly, how can candidate screening be optimized to be efficient, fair, and unbiased?

Candidate screening is the first step in the hiring journey. It involves systematically evaluating applicants to filter out unqualified candidates early, focusing time and resources on those who show promise. But is your current screening process structured to find the best talent, or does it sometimes miss potential because of outdated methods?

Companies can lose up to 89% of potential candidates due to prolonged screening processes, highlighting the necessity for efficiency in hiring.

In this article, we’ll guide you through the essentials of candidate screening, from its importance to practical steps, tools, and best practices.

Candidate screening is a very crucial stage in the hiring process to identify the most suitable applicants based on job qualifications, skills, and other specific criteria. This starting phase typically includes reviewing resumes, conducting preliminary interviews, and sometimes even sending skill tests or personality assessments.

This part of the hiring journey is important for maintaining quality in your workforce while minimizing the time, cost, and resources invested in hiring. By eliminating unqualified applicants early on, candidate screening helps focus efforts on those who truly have the potential to succeed in the role.

But effective screening is not just about “disqualifying” candidates, it’s about ensuring that top talent isn’t overlooked. An efficient candidate screening process often involves using digital tools, structured evaluation methods, and objective criteria, helping hiring managers make informed decisions quickly and accurately.

Also, in the process of candidate screening, candidate experinece is a very important factor that should be on top of mind of the recrutiers and hiring managers. 60% of applicants abandon the recruitment process if it is too complex or stressful.

Breaking down the candidate screening process into three clear stages can help streamline hiring while ensuring that no important steps are overlooked. Here’s a simple yet effective 3-step guide:

Resume and application review

The first step is thoroughly reviewing resumes and applications. Screening tools or an Applicant Tracking System (ATS) can help in this, especially when handling high applicant volumes. Look for keywords related to relevant experience, education, and required skills to filter applications based on minimum qualifications.

Phone screening interview

After the initial resume review, the next step typically involves a phone screening interview. This stage provides insight into a candidate’s communication skills, verifies details on their resume, and lets you assess their bit about their knowledge for the role.

Skills assessment and evaluation

Once you’ve identified candidates who meet the minimum qualifications and align with the company’s values, a skills assessment becomes critical. This can involve technical tests, personality assessments, or situational judgment tests. Evaluating candidate’s abilities against real-world scenarios helps determine if they’re capable of handling job-specific challenges.

For organizations handling a large volume of applications, candidate screening software can significantly reduce time and improve screening accuracy. Here are the main types of candidate screening software that help streamline this process:

Applicant tracking systems (ATS)

ATS software assists in organizing applications, using keywords and specific criteria to match candidates with job descriptions. An ATS can automatically eliminate applicants who don’t meet essential requirements, helping narrow down the candidate pool quickly.97% of Fortune 500 companies use an Applicant Tracking System (ATS), which significantly enhances their hiring outcomes by improving quality of hire and reducing time to hire. (Source)

Video interviewing platforms

Video interviewing platforms allow candidates to record responses to pre-set questions, which recruiters can then review at their convenience. This helps evaluate personality and soft skills before a formal in-person interview, providing valuable insight early in the screening process.

Skill assessment tools

Tools like Intervue, HackerRank or Codility are often used for technical roles, particularly in software engineering. These platforms can assess specific skills, such as coding, problem-solving, and logic, providing a quantitative measure of a candidate’s ability.

The process of identifying, evaluating, and filtering candidates to ensure they meet the requirements for a role is commonly referred to as candidate screening. It can involve various techniques, from resume reviews and phone interviews to automated software assessments. Effective candidate screening varies based on industry, role, and specific hiring needs, but the goal remains the same - to match the right people to the right roles.

What should candidates bring for screening?

When a candidate is preparing for a screening interview, they must bring the following:

• Updated resume and cover letter
• Portfolio or work samples (if relevant to the position)
• List of references (can be asked after selection)Preferably, recent managers or coworkers who can attest to their skills.
• Identification documents
  Some companies may require proof of identity or eligibility to work.
• Prepared questions
  Candidates should also have a few questions about the role and company, which shows genuine interest and helps them understand if the job is a good fit.

A well-prepared candidate who brings the right documentation and shows a genuine interest in the role stands out during the screening.

Based on the data from the Indeed 2024 Workforce Insights Report, candidates prioritize many factors when researching a company before deciding to apply or accept a job offer:

Demographics/Diversity (24%) Diversity and inclusion are increasingly important to candidates. They seek organizations that value diverse backgrounds and perspectives, creating a welcoming environment for everyone.

Information on CEO/Leadership (25%) Leadership plays a crucial role in shaping the company’s culture and future. Candidates often research the CEO’s values, reputation, and vision to see if it aligns with their own.

Interview process (28%) A fair and efficient interview process signals respect for candidate’s time and effort. Candidates appreciate a transparent and well-structured process, as it reflects on the company’s professionalism.

Employee reviews matching employer’s claims (34%) Candidates look for consistency between what a company claims about itself and what employees actually say.

Workload (38%) Understanding the workload helps candidates assess if the role will allow for a reasonable work-life balance.

Employee happiness (58%) Candidates are interested in the overall happiness of current employees, as it can be an indicator of a positive workplace culture.

Benefits (70%)
Almost as important as salary, benefits such as health insurance, retirement plans, paid time off, and flexible work options are key factors.

Salary information (74%)
Unsurprisingly, salary remains the top priority for candidates, as it directly impacts their financial stability and quality of life.

These factors guide candidates in determining whether a company is a place where they can succeed and feel valued, beyond just the role they’re applying for.

The phone screening interview is a valuable opportunity to get into details of the candidate’s background, goals, and compatibility with the company. Here are a few much needed questions to consider:

1) Can you tell me about your current role and responsibilities?
This question helps recruiters understand the candidate’s recent work experience and how it relates to the position they’re applying for.

2) Why are you interested in this role?
By asking this, you’ll gain insights into the candidate’s motivations and whether their long-term goals align with the position.

3) What attracted you to our company?
This allows you to judge whether the candidate has researched and understands the company’s mission and culture.

4) What is your expected salary?
Salary expectations can help identify whether the candidate’s financial needs align with the position’s budget.

5) Can you describe a recent challenge you faced at work and how you handled it?
This question reveals the candidate’s problem-solving skills, resilience, and adaptability.

6) What is your availability?
Availability is key for urgent hiring needs, helping confirm if they can start within the desired timeline.

These questions are open-ended, encouraging candidates to elaborate, which provides recruiters with a clearer picture of their personalities, experience, and cultural fit.

Why is candidate screening important?

An efficient candidate screening process provides several benefits:

Improves hiring accuracy: Screening out unqualified candidates early allows recruiters to focus on top candidates, leading to more accurate hiring decisions.

Saves time and reduces hiring costs: A structured screening process reduces time-to-hire and eliminates the costs associated with drawn-out hiring processes.

Enhances candidate experience: An efficient, well-organized screening process creates a positive experience for candidates, reflecting well on the company’s reputation.

Reduces employee turnover: The screening process helps decrease turnover by identifying candidates who align with the company’s values and expectations, which in turn saves costs in the long run.

Boosts team productivity: Quality hires can contribute effectively from day one, leading to faster team productivity and enhancing overall business performance.

Final thoughts

Candidate screening is an essential step for building a capable, motivated workforce. From resume reviews to skills assessments, each part of the screening process is aimed at creating a structured, efficient, and fair hiring experience.

For organisations looking to streamline this process even further, Intervue offers an innovative solution. With its Level 1 interview screening, Intervue helps hiring teams by providing an initial assessment of candidate’s skills and qualifications. Intervue’s screening process not only identifies the top talent but also delivers a professional candidate experience, reinforcing the company’s brand as an organised, candidate-friendly employer.

What is the purpose of candidate screening?
Candidate screening ensures that only qualified and suitable candidates move forward in the hiring process, saving time and improving the quality of hires.

How long does candidate screening usually take?
The duration varies but typically ranges from a few days to a week, depending on the volume of applicants and role complexity.

Can candidate screening software replace human screening?
While software helps in filtering candidates, human judgment is very important for assessing qualities like cultural fit and interpersonal skills.

What questions should I avoid asking during a screening interview?
Avoid questions related to personal details such as age, marital status, religion, etc. Keep questions job-focused.

How can I improve my candidate screening process?
Use structured interviews and standardized criteria, invest in screening software, and maintain open communication with candidates to optimize your screening process.

What is the difference between candidate screening and interviewing?
Screening is an initial filter that evaluates if a candidate meets basic requirements while interviewing is a more in-depth process to assess qualifications and fit.