How to Use an Interview Strategy, Prep, and AI to Create a Smarter Hiring Process
TJ Kastning
Hiring great talent isn’t just about asking the right questions—it’s about asking the right questions at the right time. Too often, interviewers repeat the same questions across multiple rounds, wasting valuable time and missing the opportunity to build on previous discussions. The solution? A structured interview strategy that ensures every interviewer walks into their session informed, aligned, and ready to go deeper.
Here’s how you can use an interview strategy, prep materials, interview transcripts, and AI-generated summaries to set up each round of interviews for success.
🔹 Step 1: Start with a Clear Interview Strategy
Before the first conversation even happens, you need a plan. A great interview strategy outlines:
✅ Key competencies the candidate needs to demonstrate
✅ Who is responsible for assessing each competency
✅ Question themes for each round of interviews
✅ A progression plan so later interviewers build on previous discussions
Without this structure, every interviewer is flying blind, often duplicating assessments or failing to uncover critical gaps.
🔹 Step 2: Provide Interview Prep to Every Interviewer
Each interviewer should receive a prep document before their session that includes:
📌 Job description & key requirements
📌 Who has already interviewed the candidate & what they covered
📌 Notes from previous rounds (we’ll get to how AI makes this easier)
📌 Suggested focus areas & new questions to ask
When interviewers don’t have this information, they default to generic, surface-level questions. A strong prep document prevents that from happening.
🔹 Step 3: Capture & Organize the Interview Transcript
Even the best interviewers forget details. Taking notes helps, but manually summarizing and tracking key moments across multiple interviews is inefficient. The best way to solve this? Record and transcribe the interview.
Many AI tools can generate highly accurate transcripts, allowing you to:
🎙️ Review exactly what was said
📖 Extract key responses to critical questions
🔍 Identify patterns across multiple interviews
Transcripts provide a single source of truth, ensuring that each interviewer isn’t relying on a game of telephone to understand previous conversations.
🔹 Step 4: Use AI to Summarize & Highlight Key Insights
Manually reading through transcripts is time-consuming, which is where AI comes in. By running transcripts through AI-powered summarization tools, you can quickly generate:
📝 Key takeaways from previous interviews
🚦 Strengths & concerns identified so far
🔄 Unanswered or unclear questions that need further exploration
These AI-generated summaries allow every interviewer to come in prepared and focus on building deeper insights instead of rehashing old conversations.
🔹 Step 5: Deliver a Targeted Prep Document to the Next Interviewer
Now that you’ve structured the interview process, captured transcripts, and summarized insights, you need to package that information for the next interviewer. This final prep document should include:
📂 Brief candidate summary
🎯 What’s been covered & what still needs assessment
🗂 AI-generated key takeaways & potential red flags
❓ Custom questions for this round based on previous insights
By providing a clear roadmap, you ensure that each interviewer contributes to a more complete evaluation—rather than repeating what’s already been asked.
🚀 The Competitive Advantage of Structured Interviews
Most hiring teams wing it. They don’t document previous conversations well, don’t provide structured prep, and end up making decisions based on gut feelings instead of real insights. A structured, AI-assisted interview process gives you the advantage by:
🔹 Eliminating wasted time on repetitive questions
🔹 Ensuring interviewers focus on the right things
🔹 Creating a more data-driven, fair hiring decision
Next Steps: Stop Winging It, Start Winning at Hiring
If you want to implement a smarter interview strategy, it starts with having the right system in place. Let’s discuss how to integrate AI-driven interview support into your hiring process.
📅 Schedule an exploratory call with Ambassador Group to level up your hiring process:
Book a time here →
Make every interview count. Your best hires depend on it. 🚀
