The hardest part of shortlisting is often deciding what “good” means before a familiar name influences the room.
Define five job-related criteria
Choose criteria from the work, not from a picture of the person the manager already has in mind. For an operations coordinator, the criteria might cover scheduling, accurate records, problem escalation, stakeholder communication and relevant systems experience.
Make essential qualifications or licences explicit where the role genuinely requires them. A convenient preference should not quietly become an unexplained barrier. Review applicable local requirements with appropriate HR or legal support where necessary.
Write the evidence before assigning a score
For each criterion, describe what an assessor can observe. “Good communication” is broad; “explains a delayed-delivery case clearly, identifies the next action and confirms who must be informed” is easier to discuss.
| Criterion | Evidence to look for |
|---|---|
| Accuracy | A relevant example of checking and correcting records |
| Prioritisation | A reasoned response to two competing deadlines |
| Communication | A clear explanation of the issue and next action |
| Role knowledge | Specific understanding of the advertised responsibilities |
| Learning | An honest example of learning an unfamiliar process |
Use comparable questions and record reasons
Give candidates a comparable opportunity to explain relevant evidence. Agree a small scoring scale and what each level means before interviews begin. Assessors should record observations before debating the shortlist together.
Indeed’s employer guidance describes interview scorecards as a record of what was said and the reasoning behind a selection. The sample criteria here are HumanValue examples, not a validated assessment instrument or a substitute for a role-specific process.
End with an action and an owner
For every shortlisted person, record the next step, the decision owner and any evidence still needed. Keep candidate information in an appropriately controlled system and avoid forwarding entire CV piles into informal groups.
A useful shortlist helps a hiring manager understand why each person remains under consideration. It should also make it possible to explain why someone was not taken forward, using relevant evidence rather than vague impressions.
Your next step
Need a more focused starting point for your next hiring search? Explore HumanValue Talent Bank.
Join the conversation: Which hiring criterion is hardest for your team to assess consistently?
Further reading: Indeed for Employers: interview scoring sheets.
