Conducting a job interview looks easier than it is. And that's the problem. The vast majority of managers and small business owners take interviewing for granted. The interview process should be a structured, well-planned process – one that's well integrated into a company's overall staffing practices.

In a Robert Half survey, respondents reported interviewing candidates an average of four times before making an offer. Repeated exposure to an applicant can yield a more accurate assessment, but the use of a consistent, methodical approach is even more important than the number of interviews conducted.

The job interview is one stage of the hiring process where it's not advisable to be creative or spontaneous. By having a system in place that allows an objective standard on which to base your decisions, you'll overcome interviewing pitfalls and identify the best person for the position.

Your ability to get the most out of the interviews you conduct invariably depends on how well prepared you are. Here's a checklist of things small businesses should do before popping the first interview question:

• Thoroughly familiarize yourself with the job description, especially its hiring criteria.
• Review everything the candidate has submitted to date: resume, job description, cover letter, and so on. Note any areas needing clarification, such as quirky job titles, gaps in work history or hobbies that may reveal aspects of the candidate's personality that can have a bearing on job performance.
• Set up a general structure for the interview. Create a basic schedule for the interview so that, as the meeting progresses, you reserve enough time to cover all the key areas you want to address. Having a rough schedule to adhere to will help you begin and end the session on time, allowing you to be more efficient and show that you respect the candidate's time.
• Write the questions you intend to ask. Base your questions on the areas of the candidate's background that deserve the most attention, based on the job description and your hiring criteria. Keep the list in front of you throughout the interview.

Make arrangements to hold the interview in a room that's private and reasonably comfortable. Generally speaking, a conference room is a better place to conduct an interview than your office, but if your office is your only option, try to create a reasonably calm environment. Clear your desk, close the door, and set your phone so calls go to voice mail or are forwarded somewhere else.