5 Important Tips for Conducting Virtual Interviews

We have all seen the videos by now: kids barging into closed offices, partners wandering by half-dressed, and pets lovingly leaping into the laps of people trying to look professional on camera. Virtual interviews used to feel like a strange, temporary workaround. These days they're just how hiring works. In fact, virtual interviewing is here to stay and has become a permanent part of the hiring process for businesses of every size. So the real question isn't whether you'll conduct virtual interviews, but whether you'll do them well.

Unboxed Wisdom: Virtual Interviews in a Nutshell

Skimming before your next interview? Here's the whole thing, minus the scrolling:

• Test your tech first. Internet, video, audio, and the actual meeting link. And tell your candidate which platform you're using.

• Kill the distractions. Good lighting, a closed door, silenced notifications, and a heads-up to everyone (human and furry) in the house.

• Get dressed. Fully. Pants included. It sets your mindset and saves you from becoming someone's cautionary reel.

• Calm your nerves. Breathe before you log on. Your confidence sets the tone for the whole conversation.

• Make eye contact. Look at the camera when you talk, at their square when they talk. It turns a cold call into a real connection.

Virtual Interviewing in the Digital Age

Interviewing is daunting enough without the added pressure of technology. While virtual interviews are similar to traditional, in-person interviews, there are a handful of things worth taking into consideration to make sure the digital format works for you instead of against you.

Here are five simple tips to help keep your interviews going smoothly:

1. Test Your Technology Before the Interview

We've been on plenty of virtual meetings where the technology just flat out failed. Webcams not working, audio cutting out, or someone not having the right program installed. No matter the issue, they're almost all preventable if you simply test your tech before any interview.

Oh... and be sure to communicate to your candidate what method (Zoom, Microsoft Teams, Skype, FaceTime) you'll be using. It sounds silly, but we have had many clients tell us about how candidates didn't show for an interview and it turned out that they just dropped the ball on communicating the method. Finding good people right now is a chore so, don't make that mistake!

Alright, back to checking your technology. Following a few virtual interview best practices up front saves you a world of awkwardness later. Here's a basic list of items to run through before any virtual interview:

Internet connection:

This seems like an obvious... but it would stun you to know how many small businesses get tripped up and lose a candidate by a last minute internet connection issue.

Video:

Check to make sure that whatever webcam you're using is in good working order. Also, make sure that it has whatever permissions it needs to function with your computer and meeting software. Lastly, make sure you have a backup!

Audio:

Same with the webcam, make sure that you have the permissions for the meeting software. Run an audio test prior to the start time. Most of the meeting programs have the audio tests built in.

Group interviews:

If you're giving a group interview, make sure you coordinate with the other interviewers before the start of the meeting. This way you can ensure that not only your own computer is in good working order, but also the rest of the team who is scheduled for the interview.

Before our team's interviews, we like to have everyone log on five-to-ten minutes before the official interview time to sort out the order of introductions and the asking of questions.

2. Minimize Distractions

Be sure to start by picking the perfect spot. The lighting shouldn't be too dark, but too much light can also cause awkward glares. Natural light is best, so if you can, pick a spot near a window.

Next up is to silence all technologies that could cause distraction during the interview process, such as your phone or email notifications on your computer. If you're on a mac try using the temporary don't disturb setting for the meeting's duration.

Working from home and you have others around including children or pets, residing with you? Make sure they're aware you're conducting an interview. If you can, lock yourself in a separate room, where interruptions can be kept scarce.

Bonus Tip:

If you're in an office setting, make sure that others that would be likely to need you're aware that you'll be in an virtual interview. One simple, but effective way to do this is to simply tape a sign on the outside of your office or cubicle. For the long term, try to establish a policy around the office to check people's schedule before dropping in on them.

Lastly, if you're forced to work out in the "real world" try to do what you can to minimize external distraction. If you're at a coffee shop, find the most secluded seat or somewhere with minimal background noise.

3. Get Dressed... Fully

Even though you're not meeting in person, it's still important to give a good first impression. Remember, just like you're trying to discover if they're the best fit for the job, they're also interested in seeing if you're a good fit for them. Sit up straight, wear pants, and smile!

I know it seems silly and maybe a bit overboard, but make sure that when you're dressing for success on this working from home virtual interview that you dress head to toe. For one, we've all seen the mishaps on reels of the unexpected happening... and it leading to very embarrassing moments. But also, it'll help frame your mindset. You taking your dress seriously will translate into you taking the work and meetings seriously, too.

Don’t forget your backdrop!

Make sure that you home office is also dressed to impress. Set up your background to be something pleasing and professional. Leave out the dirty hampers and dishes. Show the person on the other end that you maintain professionalism even at home. If you must, you can use a background filter, but we all know that just adds that 'what are they hiding' thought to everyone on the call.

4. Calm Your Nerves Beforehand

Nerves seem to be magnified in the little square boxes on the computer screen. While we're used to interacting in person, there's little distracting us from behaviors on the screen. It's important to remember to slow down, and don't forget to breathe.

Just like an in person interview, the confidence we convey is crucial. Make it a point to go through some breathing exercises or some other method of calming just before your virtual interview.

Communicating uncertainty or nervousness toward your candidate is a good way to run them off before you ever have a real chance. Plus, you want to set the expectations on how persons should conduct themselves on virtual meetings within your business up front!

5. Make Eye Contact

This is one of the more subtle or tricky items, but is absolutely impactful if you can master it. When you're meeting in person, or any social exchange really, looking people in the eye is a sign of confidence and genuine nature. You need to carry that over to virtual interview settings as well!

Be sure to look at the camera, instead of the person's square, when you're speaking to them. They will be looking at your square and it will feel like you're making eye contact. It will also help you stay focused on what you're saying.

Then when it's the candidates turn to speak, switch your gaze towards their square. This will make them feel like you're actively listening to what they have to say. If you keep staring at the camera at this time, it just comes of stiff and fake.

Every time you have an online meeting practice this skill. It can make the difference of someone feeling the coldness of an online meeting versus the warmth of a real conversation!

Bonus for 2026: The AI Factor

Here's something the original version of this post never had to mention. AI has quietly become a big part of virtual interviewing, and it cuts both ways. On your side of the screen, AI tools can genuinely help. AI note-takers like Otter, Notta, or your meeting platform's built-in assistant can transcribe and summarize the conversation, which frees you up to actually listen to the candidate instead of scribbling notes the whole time. Just be transparent and let them know it's running.

On the candidate's side, though, AI has created a brand new thing to watch for. As virtual interviews have become the norm, so have a few less-than-honest tricks: candidates reading AI-generated answers off a second screen, or in rare cases, identity mix-ups where the person you interview isn't quite the person who shows up. You don't need to get paranoid about it, but do ask follow-up questions, dig into specifics, and pay attention to whether the answers feel like a real human thinking out loud or a chatbot reading a script. A genuine conversation is still your best lie detector.

The best advice is to embrace technology and lean into virtual communication instead of fighting it. We have had years of extensive practice at this point, and we're still learning new ways to make virtual meetings better. With these tips, you can take your small business to a higher professional level and lock down that awesome talent!

About us: We're a team of experienced small business owners who have been coaching and empowering other owners since 2012. We take what we have learned in the trenches and use it to help you succeed.

If you need help with your small business, sign up for a free consultation with Out of the Box Advisors. We'd love to help you build a team that lasts.

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