How to give candidates competency-based interview feedback

Candidates dedicate serious time and effort to preparing for competency-based interviews. As an employer, you should strive to provide feedback to all candidates, as this can prepare them for future interviews and enhance your employer brand.

In this article, we will explore how to provide effective feedback and offer examples of competency interview feedback. But first, let’s delve deeper into why giving feedback is crucial after conducting an interview.

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What is interview feedback?

Interview feedback is simply an assessment of a candidate’s interview performance. While providing positive feedback is recommended whenever possible, offering objective and constructive feedback to unsuccessful candidates is equally important.

Try to avoid giving outright negative feedback as this isn’t necessarily going to be helpful to the candidate and could negatively impact their self-confidence. Instead, feedback should be constructive, identifying areas for the candidate to work on in the long term for future interviews.

This feedback process shares similarities with performance reviews and performance appraisals, though it is focused on candidates rather than current team members.

Providing this type of feedback helps candidates improve their interview skills and increases their chances of success in future job interviews, including potential opportunities with your organisation.

The importance of clear interview feedback

As an employer, you should always provide effective interview feedback to each candidate you meet during the hiring process. This is important for several reasons:

How to give competency-based interview feedback

Just as competency-based interview questions assess a candidate’s knowledge, technical skills, and behaviours, feedback should also consider these factors. During the interview, take notes to build an objective picture of the candidate using an effective candidate scoring system. Then you can deliver the competency feedback, focusing on:

• Competencies: Provide examples of where the candidate did or didn’t meet the required competencies assessed during the recruitment process, such as their communication or time management skills.
• Skillset: Evaluate the candidate’s strengths and weaknesses regarding their skills relevant to the job. For example, their ability to solve problems.
• Development areas: Offer suggestions for improvement so the candidate can perform better in future interviews, including ones with your organisation.

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Benefits of competency-based interviews

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When and how to give feedback

Feedback should be delivered promptly and in the best format for you and the candidate. This can depend on your industry, your organisation, and how much time you have to focus on this task. Ideally, you’ll want to give feedback within two to three days of the interview, or within that time frame after a decision has been made. This is because the information will still be fresh in you and your team members’ minds. The actual method for delivery can differ and could include:

• Written feedback: Sending the feedback via email is useful as it gives the candidate a written document to refer back to. They can review and reflect on it at their own pace.
• Verbal feedback: Scheduling a phone or video call to give feedback offers a much more personal touch. It is often a better route where more nuanced feedback may be required, especially for senior positions.
• A hybrid approach: Candidates will often appreciate getting both a written document with feedback as well as having a conversation with you so they can ask follow-up questions and maintain or build a relationship for the future.

However you choose to deliver feedback, keep a professional and empathetic tone. This helps to make sure the candidate will feel respected and improves the chances of them taking the feedback on board in a positive manner.

The results of competency-based interview feedback

So, you’ve gone to the effort of providing comprehensive competency-based interview feedback. Here’s a look at what positive effects that can have:

• Objective information: Obtain and provide reliable information about a candidate, reducing bias in the interview process and widening your talent pool.
• Informed decisions: Other hiring managers can use interview feedback to make informed decisions on next steps, whether that be moving to the next round, making a job offer, or rejecting the candidate.
• Readily available: The feedback is ready and waiting for candidates who have the right to request it in writing.

The dos and don’ts of competency-based feedback

Competency feedback for based interviews should:

• Give specific feedback for each competency.
• Be based on facts and evidence.
• Only give feedback on the skills related to the role.

Feedback for competency-based interviews shouldn’t:

• Be based on assumptions (avoid phrases like ‘I think’).
• Address anything outside of the candidate’s skills/ability to do the role.
• Make comparisons to other candidates or comment on personality traits.

Examples of competency-based interview feedback

Let’s turn to some examples of competency interview feedback. Remember, it’s best to adapt examples to make them specific to the roles you or your team are recruiting for.

Example 1 – QA Analyst

The candidate clearly showed that they can demonstrate problem-solving skills. They gave a strong example of how they used their problem-solving skills to identify and fix a critical defect in a software system with an innovative solution. This is key within the role of QA analyst, as they will be responsible for identifying and resolving defects in software.

Example 2 – HR Manager

The candidate didn’t demonstrate the required level of conflict resolution skills for the role of HR manager. They gave an example of how they handled a conflict between two employees by taking sides.

The candidate lacked evidence to show that they have the ability to mediate conflicts in a fair and impartial way, which is crucial in this role. My recommendation is that the candidate work on improving their conflict resolution skills by taking a conflict resolution course or reading books on the subject.

Examples 3 – Sales Representative

The candidate did not give an example to show they could demonstrate negotiation skills. Negotiation skills are crucial for a sales representative, as they will be responsible for negotiating deals with customers. To work on this, I would suggest the candidate practise their negotiation skills by participating in mock negotiations or taking a negotiation course.

Competency-based feedback templates

The above examples all come from the following templates. Working from a template form of feedback will ensure your feedback is objective and concise. You will likely want to provide feedback for each competency.

Template 1

The candidate clearly showed that they can demonstrate [insert competency], they gave a strong example [insert example]. This is key within the role [insert role interviewing for].

Template 2

The candidate clearly showed that they can demonstrate [insert competency], they gave a strong example [insert example]. This is key within the role [insert role interviewing for].

The candidate didn’t demonstrate the required level of [insert competency] for the role [insert role interviewing for]. They gave an example of [insert example], however the candidate lacked evidence to show [insert where the candidate didn’t meet expectations], my recommendation is that [insert how the candidate can work on this for next time].

Template 3

The candidate did not give an example to show they could demonstrate the competency [insert competency].

[insert competency/skill] is crucial to this role and their answer lacked [insert where candidate fell down]. To work on this, I would suggest [suggest how the candidate can work on this competency for next time].

Leveraging feedback into performance gains

Providing clear, constructive competency feedback is crucial to strengthening your employer brand. When people leave with a positive, growth-focused experience, they’re more likely to reapply in the future or recommend your organisation to peers. In this way, feedback becomes a powerful tool for building long-term talent pools and attracting high-quality candidates.