Most hiring mistakes start with an unplanned conversation. A structured interview takes a little preparation and makes better, fairer decisions.
In an unstructured interview, each candidate gets different questions and the decision often comes down to rapport. Research on employee selection has consistently found that structured interviews, where every candidate is asked the same job-related questions and answers are scored against set criteria, predict job performance better than unstructured conversations. They are also easier to defend as fair, because decisions are based on documented, job-related evidence.
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| Structured | Unstructured | |
|---|---|---|
| Questions | Same core questions for every candidate | Varies by conversation |
| Basis | Job requirements | Interviewer’s instincts |
| Scoring | Rating scale with examples | General impression |
| Bias risk | Lower | Higher |
| Comparability | Easy to compare candidates | Hard to compare |
Before you interview, list the four to six most important competencies for the role. For a server, that might be guest service, speed under pressure, teamwork, reliability and menu knowledge. For a field technician, technical troubleshooting, safety, customer communication and time management. Use the job description as your starting point.
Use a mix of question types:
| Type | Example | Good for |
|---|---|---|
| Behavioral | “Tell me about a time you had to handle an upset customer.” | Past behavior as a predictor of future behavior |
| Situational | “A coworker doesn’t show up and the rush is starting. What do you do?” | Judgment, especially for entry-level candidates |
| Technical or skills | “Walk me through how you would diagnose a no-heat call.” | Job knowledge |
| Motivational | “What kind of schedule works best for you, and why this role?” | Fit with the job’s realities |
| Work sample | A short practical task, such as a register count or a knife skills check | Direct evidence of skill |
See our behavioral interview questions, restaurant interview questions and construction interview questions for ready-made lists.
| Score | Meaning |
|---|---|
| 1 | No relevant example or a concerning answer |
| 2 | Limited example; weak on key points |
| 3 | Solid example that meets expectations |
| 4 | Strong, specific example with good results |
| 5 | Exceptional example showing skill well above the role’s needs |
Write a short description of what a “3” and a “5” answer look like for each question before interviewing. It keeps interviewers calibrated.
| Time | What happens |
|---|---|
| 0 to 3 min | Welcome, introductions, explain the format |
| 3 to 6 min | Brief overview of the role, schedule and pay |
| 6 to 22 min | Structured questions with follow-up probes |
| 22 to 27 min | Candidate’s questions |
| 27 to 30 min | Next steps and timeline |
Federal laws, including Title VII, the ADA and the ADEA, and many state laws prohibit discrimination in hiring. Keep questions job-related.
| Avoid | Ask instead |
|---|---|
| “How old are you?” | “Are you at least 18?” (only if legally required for the job) |
| “Where are you from?” or “Is English your first language?” | “Are you legally authorized to work in the US?” and, if needed, “This role requires communicating with customers in English. Are you comfortable with that?” |
| “Do you have kids?” or “Who watches your children?” | “This role requires weekend shifts. Are you able to work that schedule?” |
| “Do you have any disabilities?” or health questions | “Can you perform the essential functions of this job, with or without reasonable accommodation?” |
| “Are you married?” or “Are you planning a family?” | No equivalent needed; not job-related |
| “What religion are you?” or “Which holidays do you observe?” | “Are you available to work the scheduled shifts, including weekends?” |
| “Have you ever been arrested?” | Follow fair chance laws on when and how to ask about convictions |
| “What is your current salary?” | “What are your pay expectations?” (salary history questions are banned in many places) |
If a candidate volunteers protected information, do not write it down or factor it into your decision.
| Competency | Question | Score 1 to 5 | Evidence noted |
|---|---|---|---|
| Guest service | “Tell me about a time you turned around an unhappy guest.” | ||
| Speed under pressure | “Describe your busiest shift. How did you keep up?” | ||
| Teamwork | “Tell me about a time you helped a coworker during a rush.” | ||
| Reliability | “How do you make sure you are on time for every shift?” | ||
| Menu knowledge | “How would you describe our most popular dish to a guest?” |
Use the “evidence noted” column for what the candidate actually said. It makes group discussions faster and keeps decisions grounded.
Watch for common biases: first impressions, similarity to the interviewer, a halo from one strong answer, and contrast with the previous candidate.
Tell candidates when to expect a decision and keep the promise. Send a brief, respectful message to those not selected. For the person you hire, move quickly to a written job offer letter and a structured onboarding plan.
Keep interview notes, scoring sheets and the reasons for hiring decisions. Federal rules generally require employers to keep hiring records, including applications and interview notes, for at least one year, and some states require longer. Store them securely, separate from day-to-day files. See our personnel file guide.
An interview where every candidate for a role is asked the same job-related questions and answers are scored against predefined criteria. It is generally more predictive and fairer than an unstructured conversation.
Often 20 to 30 minutes for hourly roles and 45 to 60 minutes for skilled or management roles, sometimes over several rounds.
Questions about protected characteristics such as age, race, religion, national origin, sex, pregnancy, disability, genetic information and, in many places, salary history, should be avoided. Keep questions job-related.
Having two interviewers, or a short panel, often reduces individual bias and gives a fuller picture, as long as everyone uses the same questions and scoring.
Score each candidate on the same criteria right after the interview, then compare scores and evidence for each competency, not general impressions.
Federal rules generally require keeping hiring records for at least one year from the decision, and longer in some cases or states. Check the rules that apply to you.
Yes, sharing the pay range early saves time for everyone, and in many states and cities pay transparency laws require you to disclose it in the posting or on request.
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