Lessons From an Unconventional Group Interview Experience

Recruitment is a delicate balance between efficiency and human connection. As someone who has been both an Executive Recruiter and a Hiring Manager, I’ve experienced my fair share of surprises and disappointments.

I have a hiring format I've been using with great success for over five years. It's part group interview and part company overview. There are breakout groups and activities, speed interviewing (think speed dating), and a Q and A. Feedback from attendees has been exclusively positive stating it's originality as a pleasant surprise.

One recent group interview stands out—highlighting lessons on boundaries, respect, and the unpredictability of human behavior that I won't soon forget.

Setting the Stage

Having run dozens of these events, I thought I knew what to expect. We carefully selected candidates from a large pool, confirmed their availability, and shared multiple communications—from dress codes to road closures. I strive to make the interview process as stress-free, interactive, and memorable as possible.

We had 14 confirmed candidates sourced through Indeed and LinkedIn. In past experiences, this typically meant 10-12 would show up, 2-4 might be late, and from those, we’d extend trial offers to 2-3. Of those, we might see 1 or 2 become long-term hires. So, I prepared accordingly.

But, as anyone in talent acquisition knows, plans rarely unfold as expected.

Instead of the 14 candidates, only three showed up.

Yes, just three.

Despite the many confirmation emails and the clear communication. Eleven simply did not show up. Two called that morning. Which means that nine were inexplicably absent. What was shocking to me was the lack of communication — no heads-up, no phone call before or after, no email before or after, no apology, no explanation…just silence. Ghosting, in recruitment, is becoming the norm. In fact, recent studies suggest that up to 50% of job seekers ghost potential employers in today’s market.

This experience brought to light important lessons about expectations, personal responsibility, and energy management in recruitment.

Lesson 1: Boundaries Matter—For Both You and the Candidate

One candidate, upon informing me that she couldn’t attend, suggested I poll candidates to accommodate their schedules better. While well-meaning, this idea clashed with the principles I uphold at SOS. In response to her message I said “that’s a hard no for me” (and proceeded to explain why to soften the blow of the hard no).

Boundaries are essential. As much as I’m willing to accommodate my team and often go beyond expectations, I can’t afford that level of flexibility for candidates—especially those I haven’t met. Protecting my energy and time allows me to protect my business. In recruitment, boundaries are non-negotiable, and it’s about more than being rigid—it’s about being efficient.

Takeaway: Protecting your own energy through clear boundaries ensures you remain efficient while creating a professional and inviting recruitment environment.

Lesson 2: Respect Must Be Mutual

It’s not unusual for candidates to drop out last minute or to ghost entirely, but the sheer lack of courtesy still baffles me. We hear candidates often complain about disrespectful hiring practices, but mutual respect is essential. For candidates to not respond to RSVPs or not show up without explanation proves a serious disconnect.

Respect is a two-way street. Just as I take the time to respond to every application, I expect the same in return. These interactions are not mere transactions—they’re opportunities for mutual growth. Candidates need to understand that how they engage in the process is just as important as their qualifications. Treating an opportunity as disposable is a mistake.

Takeaway: Mutual respect is foundational. Candidates’ engagement during the hiring process is just as critical as their experience.

Lesson 3: Be Ready to Pivot

Despite the low turnout, the group interview was unexpectedly successful. We had an intimate and productive conversation with the three who did show up. I quicky adapted the agenda, turning group activities into individual ones and offering trial opportunities to all three candidates.

One of the attendees never followed up (SMH), but the other two have more than made up for it. Days later, a major project required “all hands on deck,” giving my regular team and the two new hires an excellent opportunity to bond and thrive. They’ve handled their learning curves well, and I feel confident they’ll be valuable long-term additions.

Sometimes, things don’t go as planned, but flexibility can still lead to the desired outcome. While I didn’t get 14 candidates, I found two who fit perfectly. 

Takeaway: Flexibility is crucial. When recruitment plans change, adapting quickly can still yield great results.

Lesson 4: Investing in “Maybes”

Recruitment is an investment—not just in candidates, but in yourself. I spent hours preparing for this interview, setting up the space, and thinking through every detail. Was the effort worth it? Absolutely. But I’ve also learned that much of this effort goes to waste or is for not (i.e. building an itinerary, buying props, and setting up a room expecting 14 people versus three) and that’s the cost of working with “maybes.”

You won’t always get the return you expect. But that’s okay. The one or two excellent additions make it all worthwhile. I’ve learned to conserve my energy by focusing only on those who truly want to be part of the journey.

Takeaway: Recruitment is an investment of energy. By focusing on quality candidates, you ensure a return worth the effort.

Final Thoughts: Awareness is Key

The world is full of talented, capable people who stay unemployed or underemployed because they lack awareness—of how they present themselves, how they engage, and how they miss opportunities. This process reminded me of what I’ve seen in both hiring and matchmaking (I once had a matchmaking and relationship coaching business): people are often their own worst enemy, not because they aren’t qualified, but because they aren’t fully present and/or lack self-awareness.

At SOS: Stacie's Organizing Solutions , we’re not just hiring for qualifications—we’re looking for those who are not “asleep at the wheel”. Those who show up, respect the journey, and engage are the ones who earn a career they can be proud of.

Takeaway: Candidates need to be fully present. Those who are awake to the process will reap the rewards of a meaningful career.