You’re mid-interview. The candidate is talking, you’re thinking about your next question, and—oh wait—what did they just say about their last role?
This is the problem: trying to deeply listen while also remembering details is like trying to drive and write an email at the same time. Not a good idea. You miss stuff. You misinterpret. You rely on gut feeling instead of clear evidence.
Let’s fix that. Here’s how to actually take notes that help you make better hires:
👥 Tip 1: Use More Than One Interviewer
Bring a co-pilot. One person leads the conversation. The other observes, takes notes, and watches for red or green flags.
Why it works:
- You catch more nuance (body language, tone, word choice).
- You reduce personal bias (everyone sees through a different lens).
- You share the cognitive load (asking and documenting are two separate jobs).
This is one of the fastest ways to raise the quality of your hiring.
🤖 Tip 2: Let AI Be Your Notetaker
Tools like Otter.ai, Fireflies, or Rewatch can transcribe and summarize your interviews automatically.
Pro tip: Before the interview starts, tell the candidate you’re using a transcription tool so you can stay focused on the conversation. This builds trust and shows you value the discussion.
It is incredibly valuable to pull up the summary and notes from the AI transcript to prompt the mind while writing down interview thoughts.
Why it matters:
- You can revisit exact phrasing later.
- You get searchable transcripts to compare candidates.
- It removes the pressure of note-juggling mid-interview.
✍️ Tip 3: Use a Structured Feedback Form
You don’t need War and Peace. You need clarity and consistency.
Create a form with just a few sections:
- 🔍 Key competencies: What did you hear that aligns with the job description?
- ❓ Concerns: Anything that raised a flag?
- 💬 Quotes: Memorable things they said that reveal mindset or skill.
- 🤝 Culture/compatibility notes: Did they seem aligned with your team’s working style?
This keeps your feedback focused—and your team on the same page.
🧠 Tip 4: What’s Worth Writing Down?
Here’s what’s worth noting, even more than their resume highlights:
✅ Strength Signals
- Specific examples of past wins that align with the role.
- Clarity in how they explain complex decisions or processes.
- Questions they ask that show insight, curiosity, or prep.
🚩 Risk Indicators
- Vague answers or dodging accountability (“We did…” vs. “I did…”).
- Blame-heavy stories (bad bosses, bad clients, etc.).
- Signs they lack energy for the kind of work this role demands.
🎯 Motivation & Alignment
- Why they want this role—not just any job.
- What lights them up or drains them.
- What they’re hoping to learn or improve.
💬 Standout Phrases
- “I get energized when…” → reveals motivation.
- “I struggle with…” → shows self-awareness (or lack of).
- “I’ve never done that, but…” → potential and learning attitude.
🧠 Thought Process
- How they break down a problem.
- How they handle conflict or ambiguity.
- How they describe collaboration or leadership.
Bottom line: note anything that helps you understand how they think, work, and show up under pressure.
⏱️ Tip 5: Jot Notes After the Interview, Not During
Unless you have a second person or an AI tool running, don’t multitask. Be present.
Then, immediately after the interview (within 5–10 minutes), dump your thoughts while they’re fresh. Use voice memos if it’s faster.
You’re not writing a report. You’re capturing clarity while you have it.
💡 Bonus Tip: Compare Notes as a Team
After a panel or multi-stage interview, debrief as a group using your structured notes. This helps:
- Challenge assumptions
- Spot patterns
- Create accountability for decisions
Too many hiring decisions happen in vague territory. Notes create a trail of evidence.
🚧 Construction Leadership Reminder
Interviewing isn’t just a conversation—it’s an investigation. And good investigations need documentation. If you want to hire confidently (and protect your team from expensive misfires), learn how to take and use better notes.
Want to Build a Stronger Interview Process?
Let’s evaluate your current hiring setup. If it makes sense, we’ll walk you through how Ambassador’s process builds clarity and consistency into every interview—so you can stop relying on “gut feel” and start hiring with confidence.
👉 Book an exploratory call with us
Keep leading. You don’t have to be perfect—you just have to keep getting better. 💪
