Crafting Effective Interview Summaries (with Examples)

Viraj Mahajan, Updated: 2024-10-08, 8mins Read

Content

• What constitutes an interview summary?
• A step-by-step guide to summarizing an interview
• Illustrative interview summary examples
• Developing your interview summaries with DeepVo.ai
• Frequently Asked Questions (FAQs)
• Principal conclusions

For Human Resources professionals and hiring managers, the challenge of managing numerous daily interviews is well-known. The era of relying on traditional pen-and-paper for capturing candidate responses is long past. There's no longer a need to repeatedly listen to recordings to grasp a candidate's answers. With the assistance of AI-driven summarization tools, condensing an interview into a concise report can be achieved in just a few minutes. Having navigated both manual and automated summarization methods, I aim to share firsthand knowledge on how to make interview summarization effortless. This piece will guide you through creating interview summaries using adaptable templates. Additionally, I will introduce an AI summarizer, DeepVo.ai, capable of producing an interview summary swiftly.

What constitutes an interview summary?

An interview summary, true to its name, involves condensing a conversation into a more concise format. Since it's impractical for the recruitment team to relay entire interview dialogues to colleagues, they opt for distilling the discussion into a written summary for wider distribution. The foremost advantage of an interview summary is its time-saving nature. Any reader understands the difficulty of wading through lengthy texts, which not only consumes time but also diminishes productivity. Consequently, summaries are preferred. A skillfully prepared summary can impart essential information rapidly and efficiently. It can enhance the decision-making process by ensuring all stakeholders can access necessary details with ease. For instance, after an interview, using a tool like DeepVo.ai to get a quick AI summary can be incredibly beneficial.

A step-by-step guide to summarizing an interview

As previously noted, an interview summary is straightforward to review and disseminate. It generally encapsulates the main topics discussed with the candidate. But how does one compile an interview report? Or, what elements should be included in the summary? Don't worry; this section details a systematic approach to manually summarizing interviews.

Step 1: Consult the interview recording or notes

The initial and crucial step is to access the interview data. This might be an audio recording from a phone call or a video recording of a virtual meeting via platforms like Zoom, Microsoft Teams, Webex, or Google Meet. If you possess a locally stored video recording, think about generating a transcript. Interview transcription software, such as DeepVo.ai which offers high-precision speech-to-text conversion (up to 99.5% accuracy across 100+ languages), can convert spoken dialogue into readable text. You can then mark the primary ideas and themes for inclusion in the summary.

Step 2: Identify Core Insights

The subsequent step involves jotting down the most significant takeaways from the interview. You can formulate brief bullet points that concentrate on the major themes. An effective method is to note the candidate's confidence in their responses. Rather than interpreting, concentrate on how their answers related to the subject matter.

Step 3: Select a Summary Structure

The third action is to choose your summary's format from three primary types: multi-paragraph, single-paragraph, and Question-Answer (QA) format.

• Multi-Paragraph: In this layout, different interview segments are broken down into distinct paragraphs. It's most suitable for lengthy interviews where bullet points or lists might not be adequate.
• Single-Paragraph: This summary style is perfect when aiming for a summary that emphasizes highlights. Opt for this format if you wish to condense the interview into a few key points.
• Question and Answer (QA): This specific format begins and concludes with a narrative description, with the interview Q&A section in between. Magazine interview articles are a prime example of this style.

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Step 4: Maintain a Professional Tone

Assuming you are summarizing a job interview, adopt a formal tone. For example, instead of using informal words like 'cool,' use a formal equivalent such as 'composed.' Furthermore, focus on employing neutral phrasing. For instance, if you intend to say, 'The candidate was picky in his job preferences,' rather than using a word with negative undertones like 'picky,' choose a more neutral term like 'discerning.'

Step 5: Provide Initial Context

Instead of delaying the main point, begin the summary with a direct statement. Clarify the context by introducing the candidate in the opening paragraph. The optimal way to start is by stating the candidate's name and the position they are applying for. For example, 'Eleanor Vance is a candidate for the Senior Analyst position. She holds a Master's degree in Data Science and possesses 3 years of experience as a Junior Analyst.'

Step 6: Elaborate with Subsequent Paragraphs

You can now incorporate other pertinent details that the reader should know about the candidate. This might include an expansion of their previous roles, any certifications, etc. Arrange the information according to its priority. Use bullet points where appropriate to highlight important details. Instead of directly quoting the interviewee, paraphrase their responses to keep things brief and to the point. While paraphrasing is essential, avoid rewriting sentences by injecting your personal opinions or external reactions at this stage.

Step 7: Conclude with Key Observations

Finish the interview summary with strong key takeaways and underscore any crucial details. If you wish to include your opinions or suggestions, this is the place. For instance, you can comment on the candidate's confidence, their enthusiasm for the role, and more. This will provide the reader with greater clarity on your assessment of the interviewee.

Step 8: Review and Refine

Once the summary is complete, proofread it thoroughly to eliminate any errors or typographical mistakes. An error-free summary reflects your professionalism. For an automated check, consider using an AI-powered spelling and grammar tool.

Illustrative interview summary examples

When compiling an interview summary, you'll need to invest effort in gathering information. To get you started quickly, here are a few interview summary examples and templates.

Here is a general sample of an interview summary:

[Candidate's Full Name]
[Candidate's Contact Details]
[Date and Venue of Interview]
[Interviewer's Name and Role]

[Introduce the candidate, their educational background, and the role they have applied for.]

[Summarize the candidate's responses to key questions.]

[If applicable, include any relevant additional information or elaborate on the candidate's past experience.]

[Your assessment, recommendations, or comments regarding the candidate.]

[Your Name, Date, and Signature]

Job interview summary example

A job interview summary should convey its purpose and essential information concisely. Here’s a sample job interview summary:

[Candidate Name]
[Date of Interview]
[Purpose of the Interview]

[Introduce the candidate and explain how their skill set aligns with the job description.]

[Describe the candidate's skills, abilities, and knowledge relevant to the role.]

[Briefly outline who they are as a professional.]

[State reasons why they should or should not be considered for hiring.]

[Reiterate the primary goal of the interview.]

[Conclude the summary with the main takeaways from the interview.]

[Provide your recommendations.]

Best Regards,
[Your Name]

Interview summary report example

Here is an interview summary report example and template you can adapt for your needs:

Company Name: Interview with Candidate [Candidate's Name]

[Summarize who was interviewed and the reason for the interview.]

[Use bullet points for the subsequent information:]

• Candidate background
• Skills, abilities, and competencies
• Relevant examples provided
• Future potential of the interviewee

[Next, focus on presenting the main points in an appropriate format.]

[If you need to elaborate on any specific point, add that section here.]

[Conclude the summary and state the major takeaway from the interview.]

[Here you can write any recommendations or final thoughts.]

Best Regards,
[Your Name]

Example:

Innovatech Solutions: Interviewing Sarah Miller

Sarah Miller's educational background includes a Master's degree in Marketing, a key requirement for the Digital Marketing Lead position. Her professional experience encompasses over six years as a Senior Marketing Specialist. Prior to applying at Innovatech Solutions, Sarah was with TechForward Inc. for more than four years in a similar senior role. Her duties and responsibilities at her previous employer involved developing comprehensive digital strategies and overseeing campaign execution. She collaborated closely with the design and sales teams to ensure cohesive operations. Sarah exhibited strong interpersonal abilities and sound judgment, along with a pronounced interest in this position. I recommend proceeding to the next round of interviews with Sarah to further assess her alignment with our company's objectives.

Best Regards,
Michael Chen

Developing your interview summaries with DeepVo.ai

To achieve faster and more accurate transcription and summarization of your interviews, consider leveraging an AI-powered platform like DeepVo.ai. DeepVo.ai is dedicated to saving you valuable time through task automation. With DeepVo.ai, you can easily process interview recordings (audio or video) for later reference. Simply upload your file to the DeepVo.ai platform.

Now that you understand how to prepare your recordings, let’s explore how DeepVo.ai assists during transcription and summarization. This speech-to-text service can significantly boost your overall productivity and summarize interviews with just a few clicks. Upload the interview recording, and within minutes, you can generate an interview transcript with high accuracy (up to 99.5%).

Once the meeting is transcribed, DeepVo.ai's AI Smart Summary can generate a concise overview in under 10 seconds, often including chapters and action items to highlight the most important points. You can even customize summary templates to fit your specific needs. What sets DeepVo.ai apart is its exceptional transcription accuracy and support for over 100 languages, making it incredibly versatile and accessible for any team. Furthermore, DeepVo.ai can generate an intelligent mind map from your transcript or summary, offering a visual, structured overview of the conversation, which can be easily exported as an image and shared. You can start using DeepVo.ai for free, and all your data is protected with end-to-end encryption.

Frequently Asked Questions (FAQs)

What are the essentials for crafting a high-quality interview report?

An interview report involves documenting detailed information, facts, and topics from the discussion between the interviewer and the candidate. Here are several tips for writing an effective interview report:

• Focus on gathering and including all pertinent information about the interviewee.
• Always conduct prior research and have your materials prepared.
• The report's writing style may vary based on the intended audience. For example, an interview report for a magazine article will differ in tone from one for a recruitment team.
• Utilize interview summary examples and templates to create concise reports that cater to the reader's requirements.
• Complete the template with the necessary details immediately after the interview concludes, as the experience will be fresh in your mind, facilitating a swift completion of the report.

What is the summary of a candidate interview?

A candidate interview summary is a document created by the interviewer after the interview has finished. It usually contains the information and data shared by the candidate during their screening. Key points covered in the report include the candidate's name, location, skills, interest in the job position, and the answers they provided. Essentially, the summarized information collected by the interviewer constitutes a candidate interview summary. The primary objective of the summary is to assist the hiring manager and the entire recruitment team in determining if the candidate is a suitable match for the company.

Why is an interview summary important?

Companies conduct one-on-one interview sessions to ascertain if a candidate meets their requirements. Condensing these sessions into digestible text helps the interviewer share their experience with others. Let's look at some benefits of interview reports:

• The summary provides a searchable record of events, enabling anyone to access the information they need.
• It aids the recruitment team in making hiring decisions more quickly.
• Unlike lengthy reports, summaries are easy to share and review.

Principal conclusions

An interview summary is a condensed version of the significant points discussed during an interview. It is typically a paragraph or a few paragraphs in length but encapsulates content and information from a much longer exchange. If you find recording, transcribing, or summarizing interviews challenging, try DeepVo.ai – an intelligent interview processing tool. This advanced software transcribes, summarizes interviews, and can even create mind maps in real-time with impressive speed and accuracy, and it's free to start with robust security.

Viraj Mahajan

Viraj Mahajan is a highly accomplished author and professional writer with over a decade of experience. Having worked with prestigious publication houses, EdTech companies, and FinTech firms, Viraj's expertise spans various domains.