7 Best Practices to Create a Winning Candidate Experience

A lot of focus is placed on how companies recruit and what the interview and evaluation process looks like. Because organizations are so invested in what they need to deliver a great hire, they sometimes forget about the other side of the equation. Namely the candidates and what experience they are receiving going through the application and interview process. Candidate experience has become a defining factor in attracting and retaining top talent for successful companies. A positive experience can set your organization apart, build your employer brand, and ensure candidates leave with a favourable impression — even if they don’t get the job. On the other hand, a poor experience can hurt your reputation and push candidates toward competitors.

So, how can you ensure your hiring process is engaging, streamlined, and respectful of candidates’ time? Here are 7 best practices to create a winning candidate experience.

1. Streamline and simplify the application process

Candidates don’t want to spend hours navigating a cumbersome application process. A lengthy or unclear system can discourage even the most qualified applicants.

Best practice:

• Make your application process user-friendly and mobile-optimized.

• Limit unnecessary steps or repetitive questions. Don't ask candidates to upload a resume and then type out all the same information they just uploaded.
  

• Communicate timelines so candidates know what to expect.

Pro Tip: Keep the process short and intuitive - aim for an application that takes no more than 10 minutes to complete. Candidates are more likely to apply when the process feels quick and easy. If you want a second opinion, have a team member go through the process to identify any pain points before the posting is opened to candidates.

2. Prioritize clear and timely communication

Communication gaps are one of the biggest frustrations candidates face. Candidates appreciate clarity, updates, and transparency throughout the hiring process. Avoid the candidate black hole of communication to ensure a more positive experience for everyone.

Best practice:

• Acknowledge applications as soon as they’re received.

• Provide a clear timeline for next steps and stick to it.

• Keep candidates informed about their status at every stage and let them know when a decision has been made.

Pro Tip: Automated tools or applicant tracking systems (ATS) can help keep communication consistent, while a personal touch for top candidates adds a memorable human element.

Read More: Will AI change how we hire?

3. Make interviews candidate-centric

Interviews are not just an opportunity to evaluate candidates — they’re also a chance for candidates to assess you. A poorly executed interview can create doubts, while a thoughtful process builds trust.

Best practice:

• Train interviewers to ask consistent, structured questions that connect to role requirements and avoid personal tangents.

• Give candidates a chance to ask questions and learn about the team and culture.

• Be respectful of time: start and end interviews on schedule.

Pro Tip: Keep interviews fair to give every candidate an equal chance. Decide on interview questions in advance so every candidate gets every question in the same order with roughly the same time to respond. The more equal you can keep your interview process the better chance you have at comparing candidates effectively.

4. Create a personalized candidate journey

Every candidate is unique, and your hiring process should reflect that. Providing a tailored experience can make candidates feel valued and respected.

Best practice:

• Address candidates by name and personalize communications so candidate aren't getting form emails.

• For top candidates, share insights about your company that align with the candidate’s interests or values that have come up during the interview process. For example, if the candidate likes to volunteer and you have a corporate social responsibility program make sure that's mentioned.
  

• Highlight the specific ways a candidate could contribute to your team to show you're already thinking about how they would fit it.

Pro Tip: Follow up with candidates after significant touchpoints (e.g., later stage interviews) to reinforce their value and interest. A brief, thoughtful note shows you care about their journey and builds rapport.

5. Emphasize company culture and values

Top candidates are looking for more than just a job — they want to find a workplace where they can thrive. Showcasing your company culture and values early on can attract candidates who align with your organization.

Best practice:

• Highlight your mission, vision, and values in job descriptions and interviews.

• Share stories of team success and growth.

• Be honest and transparent about what makes your culture, and your company, unique.

Pro Tip: Use real employee testimonials or stories during interviews to bring your company culture to life and give candidates a genuine look at what it’s like to work with you.

Read More: Is job fit or the resume more important when you hire?

6. Provide feedback after the process

Candidates invest time and effort into the hiring process. Providing feedback, whether they’re hired or not, shows respect for their efforts and leaves them with a positive impression of your organization.

Best practice:

• Offer constructive, actionable feedback to candidates who made it far in the process.

• Be encouraging, honest, and thank them for their time and interest.

• Give them space to ask questions during the wrap up call.

Pro Tip: Showing respect never goes out a style. Even a brief follow-up email can show appreciation and help keep the door open for future opportunities.

7. Evaluate and continuously improve

Creating a great candidate experience is not a one-and-done effort. Regularly seek feedback and refine your process to ensure it continues to meet candidates' needs and expectations.

Best practice:

• Ask candidates for feedback through post-interview surveys.

• Monitor metrics like application drop-off rates, time-to-hire, candidate satisfaction, and early turnover rates.

• Use feedback to address pain points and improve your process.

Pro Tip: Review feedback data quarterly and involve your hiring team in brainstorming solutions. Small adjustments can have a big impact on the overall experience.

How McQuaig can support a positive candidate experience

At McQuaig, we understand that a great candidate experience requires the right tools to ensure fairness, efficiency, and engagement throughout the hiring process. Here’s how McQuaig can support your organization:

• Ideal candidate profiles: Gain pre-hire alignment on what a successful candidate should look like by creating an ideal profile with the McQuaig Job Survey. Then you can use your profile to create targeted job descriptions that let candidates know exactly what they would need to succeed in a role. Using a benchmark also allows you to fairly compare candidates to see how close each comes to matching your ideal profile.
  

• Behavioural assessments: Using behavioural assessments helps you get a clearer understanding of who your candidate is and their potential in a role. Not only does this allow you to interview more effectively and make data-driven hiring decisions, it also helps you build a rapport with your top candidates and personalize the experience.
  
  

• Structured Interview Guides: Don't leave your interviews to chance. Leverage McQuaig's Job Fit Interview Guide to provide hiring managers with clear, role-specific questions, ensuring a consistent and positive interview experience for every candidate.

• Feedback Report: While you might not want to debrief every candidate who takes the McQuaig Word Survey assessment, you can still leave your candidates with insight into their results. The Feedback Report is designed to be given to candidates as a high-level summary of their personality and how they work. They might not have gotten the job but at least they won't leave empty handed.

By leveraging McQuaig’s tools, you can create a fair, streamlined, and engaging process that leaves candidates feeling valued and sets your organization apart as an employer of choice.

A winning experience is a winning strategy