How to Nail the Hiring Process (Without Relying on “Gut Feeling”)
In this article of The Undefined Leader, we are curious about a universal challenge for leaders: how to hire the right people without rolling the dice on gut instincts. In the episode “Are You Hiring the Right Way? Avoid These Common Hiring Mistakes & Interview Tips for Success” we unpacked our own mistakes, the value of a clear interview structure, and how to align new hires with core values so they genuinely fit your culture.
Below, we expand on our conversation, sharing practical tips you can apply whether you’re the interviewer or the candidate preparing for the big day.
Why a Solid Hiring Process Matters
1. Wrong Hires Are Expensive
A poor hire can cost companies up to 50% of that employee’s annual salary—factoring in onboarding, lost productivity, and potential turnover on the team they disrupt.
2. Culture Impacts Performance
“Good on paper” doesn’t cut it if the new hire creates toxic dynamics. Conversely, someone who fits the culture can learn many technical skills on the job.
3. Desperation Leads to Mistakes
Rushing to fill a role often results in ignoring red flags. Planning ahead prevents frantic, last-minute decisions.
5 Common Interviewing Mistakes
Relying on Gut Instincts Alone
Why It’s Risky: Emotions are inconsistent and prone to bias. Without objective measures, you’re basically guessing.
Better Approach: Establish clear criteria and evaluate consistently across candidates.
Ignoring Cultural Fit
Why It’s Risky: Someone may have the perfect résumé but derail team morale.
Better Approach: Define your core values and create interview questions to assess alignment.
Hiring Out of Desperation
Why It’s Risky: Quickly “filling a seat” often means missing red flags or skipping reference checks.
Better Approach: Predict staffing needs well ahead and accept you might need multiple interviews to find the right person.
Not Knowing What You’re Looking For
Why It’s Risky: If you aren’t crystal-clear on needed skills and personality traits, you can’t recognize them.
Better Approach: Write down exactly which competencies, values, and experiences are non-negotiable.
Too Many (or Too Few) Interviews
Why It’s Risky: One interview rarely covers all bases; six or eight often frustrates candidates and delays hiring.
Better Approach: Typically two or three structured interviews (fit, technical, final conversation) suffice.
The Two-Interview Structure That Works
Interview 1: Culture & Values Fit
Focus: Are they the “right person” for your team environment?
Questions: Map each question to a core value (e.g., authenticity, continuous learning). Look for concrete examples and genuine stories.
Scoring: Use a simple rating scale (e.g., plus, minus, or plus/minus). Set a minimum threshold for moving forward.
Interview 2: Skills & Learning Ability
Focus: Can they do the job or quickly learn to do it well?
Method: Administer a short “homework” exercise or in-interview challenge that reveals their thinking process.
Key Insight: How do they handle feedback? Look for collaboration, coachability, and adaptability—more than a “perfect” final answer.
(Optional) Follow-Up Call
If you still have concerns, schedule a quick phone call. Share your reservations directly and see how the candidate responds. This conversation can clarify any lingering doubts or confirm your decision.
Measuring Success with a Hiring Funnel
Just like a sales funnel, track each step’s conversion rate:
Resumes/Applications → 2. First Interview → 3. Second Interview → 4. Offer
Ask: Are we attracting the right people to apply? If you’re weeding out most at the first interview, your job ad or role description might be off.
Set Targets: E.g., hire within 30 days, or aim for 5 second interviews to find 1 great match.
Our Favorite Interview Questions
1. “What’s the Most Recent Thing You’ve Learned—And How Would You Apply It Here?”
What It Reveals: If they’re naturally curious and proactive about developing new skills (even outside formal training).
2. “What’s a Common Misconception Coworkers Have About You—and Why Might They Think That?”
What It Reveals: Self-awareness, openness to feedback, and how they handle misunderstandings or stereotypes.
(Pro Tip): Avoid generic “strength and weakness” questions. Ask for real-world examples that show problem-solving, empathy, or continuous learning in action.
Tips for Candidates: “Interview the Company”
1. Ask Why the Position Is Open
If the last person quit, learn why. If the role is new, find out what success looks like.
2. Get Real About Culture
Don’t just nod at “great culture.” Ask specifics: “How do you handle conflict on the team?” or “Which core values do you all prioritize daily?”
3. Know Your Non-Negotiables
If you value autonomy, flexible hours, or professional growth opportunities, ask direct questions. Don’t settle and hope it works out.
Key Takeaways
Process Over “Gut”
Establish a clear method for evaluating cultural fit and technical skills.
Rate candidates systematically on core values and capabilities.
Two Interviews, Purposefully Structured
One focuses on who they are, the other on what they can do (or learn to do).
Add a quick follow-up call if needed to address any final hesitations.
Track & Refine
Monitor how many applications lead to interviews, how many interviews to offers, etc.
If it takes 30+ interviews to find 1 fit, analyze why. (Often the job ad or unclear requirements are the culprit!)
Culture Is King
A candidate might look great on paper, but the real question is: “Do we share values and behaviors that build the team, not erode it?”
Listen to the Full Episode
Want more stories about hiring disasters, tips for dynamic interview exercises, and how we overcame our own mistakes? Tune in to this latest episode. We dive into:
How Aleks ended up interviewing 77 people for one position—and what she’d do differently now.
Derrek’s transition from “I’m terrible at this” to adopting a structured, metric-driven approach.
Why both parties—company and candidate—should be asking questions to avoid desperation hires.
Subscribe to The Undefined Leader on your favorite podcast platform, and follow us on Instagram @undefinedleader for behind-the-scenes insights. Have a favorite interview question—or a hiring horror story? Drop us a comment or DM!
Remember: Great teams don’t happen by luck. A solid, repeatable hiring process can transform your culture and set everyone up for success.
