How do you schedule an interview with someone?

Scheduling an interview with someone—whether it’s a candidate for a job, a potential mentor, or a mock interview partner—seems simple at first. But there’s more to it than just sending a calendar invite. From clarifying the format to choosing a convenient time, these extra steps can make the process smooth and hassle-free. Below is a comprehensive guide on how to schedule an interview so everyone involved arrives prepared and ready to engage.

1. Clarify the Purpose and Format

Before diving into logistics, you need to be absolutely clear on the purpose of the interview:

• Type of Interview: Is it a technical coding interview, a behavioral chat, or a system design discussion?
• In-Person or Virtual: Make sure both parties know if they’ll be meeting on Zoom, Google Meet, or at a physical location.
• Duration: Determine a time window—usually 30 minutes to an hour for most interviews. If you’re covering more complex topics (like advanced system design), allow more buffer.

Pro Tip: If you’re scheduling a mock interview for a system design or coding practice, consider specialized sessions like Coding Mock Interview or System Design Mock Interview at DesignGurus.io. These can be structured to fit your objectives perfectly.

2. Pick Suitable Time Slots

Avoid guesswork by offering a few specific time slots:

• Time Zone Considerations: If you’re in different time zones, use a tool like Timezone.io or Google Calendar’s “Find a time” feature.
• Work/Personal Schedules: Suggest at least two or three potential slots to give flexibility.
• Advance Notice: Ideally, schedule interviews at least a few days in advance, giving both parties enough time to prepare.

3. Send a Formal Invitation

Make the invite professional, whether via email or a calendar request:

• Subject Line: Clearly state “Interview Invitation” or “Mock Interview Invitation.”
• Include Key Details: Purpose of interview, date, time, duration, and any additional instructions (e.g., “Please have paper and pen ready for problem-solving” or “We’ll focus on system design questions”).
• Attach Documents or Links: If you want the person to review a job description, a resume, or a set of topics, include them in the invite.

Extra Resource: If you’re scheduling a mock interview to prepare for coding challenges, be sure to review foundational topics. Grokking the Coding Interview: Patterns for Coding Questions by DesignGurus.io is a great resource to structure your practice sessions.

4. Confirm and Follow Up

After sending your invite, confirm the details:

• Acknowledgment: Promptly respond to any clarifications or questions from the interviewee.
• Calendar Invitations: Make sure you both have the meeting officially on your calendars to avoid confusion.
• Reminder Note: Send a friendly reminder about 24–48 hours before the scheduled time—particularly useful for virtual interviews.

5. Share Preparation Materials

Depending on the interview focus, you might want to share resources:

• Example Questions: If it’s a technical interview, provide sample problems or topics.
• Company Info or Project Brief: For a real interview, a short overview of the company or project ensures both parties make the most of their time.
• Mock Interview Guidelines: If it’s a practice session, outline what areas you’d like feedback on (communication style, coding patterns, system design approach, etc.).

System Design Tip: If system design is on the agenda, check out Grokking System Design Fundamentals for beginners. It covers foundational principles you need to get comfortable before the real interview. For more advanced roles, you might consult Grokking the System Design Interview or Grokking the Advanced System Design Interview.

6. Plan the Logistics (Especially for Virtual)

If you’re conducting the interview online, ensure everyone is on the same page:

• Platform Check: Confirm which tool (Zoom, Google Meet, Microsoft Teams) and test audio/video settings beforehand.
• Backup Contact: Share a phone number or secondary communication method in case technical issues arise.
• Recording Permissions: If you intend to record the session for review (especially if it’s a mock interview), get consent from the interviewer/interviewee first.

7. Respect Time and Stick to the Agenda

Once the day arrives:

• Start On Time: Show professionalism and courtesy by beginning promptly.
• Stay Focused: Follow the interview agenda. Don’t veer off-topic or linger too long on a single question.
• Manage Transitions: If you have multiple segments—technical, behavioral, system design—allocate time wisely.

8. Provide Closure

End the interview on a clear note:

• Next Steps: If this is a real interview, let candidates know when they might hear back. For a mock interview, summarize action items for continued improvement.
• Express Gratitude: A genuine “thank you” for the time invested goes a long way.
• Follow-Up Resources: Share any relevant links, solutions, or reading material discussed during the interview.

Final Thoughts

Effectively scheduling an interview is about much more than finding an open slot on someone’s calendar. It involves clarity, communication, and respect for each other’s time and objectives. Whether you’re organizing a real job interview or a mock session for practice, these steps help ensure both parties are aligned and well-prepared.

Looking for More Guidance?

• Mock Interviews with Experts: Consider Coding Mock Interview or System Design Mock Interview from DesignGurus.io for personalized feedback.
• Interview Roadmaps: If you’re preparing for big tech interviews, explore the FAANG Coding Interview Roadmap.
• YouTube Channel: Check out the DesignGurus.io YouTube channel for tutorials on coding patterns, system design, and interview strategies.

By following these steps and leveraging the right resources, you’ll find scheduling interviews—whether mock or actual—becomes far simpler and more efficient. Good luck!