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Project Outline

Introduction

This project aims to design and roll out an interviewer calibration and scheduling system that improves efficiency, fairness, and candidate experience while maintaining high quality standards.

Background

The business is scaling rapidly, hiring >100 technical roles in the coming year. Current interviewer assignment and scheduling processes are strained due to:

Scheduling inefficiencies (high decline rates, bottlenecks).

Inconsistent interviewer calibration (quality risk).

Interviewer capacity constraints (burnout and uneven distribution).

Candidate experience gaps (delays, reschedules, uneven interview quality, panel composition issues incl. diversity).

Objectives

Efficiency: Reduce scheduling decline rates and time-to-schedule.

Fairness & Calibration: Ensure consistent evaluation across all interviews.

Capacity Management: Distribute load evenly and prevent burnout.

Candidate Experience: Shorten cycle time, reduce reschedules, ensure consistency.

Scope

In Scope:

Capacity building for technical interviews

Consistency of interviewer calibration for technical interviews

Out of Scope:

Any other (non-technical) interviews

Interview process redesign (incl. adding new interview types)

Methodology

The project will aim to use co-creation of solutions with stakeholders, in order to increase the sense of shared ownership and buy-in, as well as include diverse perspectives

Timeline

The project will consist of 5 phases. The program is expected to reach the Roll-out and Change Management phase (Phase 4) within a single quarter, with Monitoring and Iteration (Phase 5) rolling into the following quarters.

Weeks 1-2: Root Cause Identification and Data Gathering

Week 3: Program Design

Weeks 4-8: Pilot and Feedback Analysis

Weeks 9-12: Roll-out and Change Management

Ongoing: Monitoring and Iteration

Resources

Pending results of root cause identification and pilot, we anticipate the following:

Potential scheduling tool investment - $..... (GoodTime, Calendly, Ashby) - if manual tracking not feasible

Training design and delivery - 80 hours FTE RecOps

Change Management

Stakeholder alignment

Recruiting: Ensure buy-in from recruiters and coordinators (biggest users).

Engineering: Secure pool leads to champion calibration and fair load.

Business stakeholders: Provide visibility into hiring progress and impact.

Communication plan

Kickoff briefing (explain rationale and expected impact).

Regular updates during pilot.

Post-pilot iteration and wider rollout.

Training & enablement

Playbook for Recruiting Coordinators.

Refresher training for interviewers.

Open Q&A for feedback.

Risks

Risk: Interviewer burnout if capacity is underestimated.

Mitigation: Build capacity dashboard with forecasting tied to hiring targets.

Risk: Adoption resistance from interviewers or recruiters.

Mitigation: Involve them early, show quick wins, keep workflows lightweight.

Risk: Tech/tooling limitations.

Mitigation: Pilot with manual/low-tech version before committing to tooling.

Success Metrics

Efficiency: Decline rates reduced from 35% → <20%. Reduce average time-to-schedule by 20%.

Calibration: Achieve even distribution of qualified interviewers per session. Ensure each session has at least one fully qualified interviewer (Lead).

Capacity: Achieve desired interviewer capacity to fill 100 engineering roles by EOY 2026

Candidate experience: Increase candidate scheduling satisfaction by +15% (via surveys).

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