Glossary
Shortlist
A shortlist is the small group of applicants, chosen from everyone who applied or was interviewed, that the hiring team decides to take forward to the next step.
Shortlisting is where hiring narrows from “everyone who might fit” to “the people we’re actually going to meet.” It’s also where many unfair decisions happen, because it’s often done quickly, by one person, without notes.
Longlist versus shortlist
A longlist is everyone who passed the first check, such as meeting the basic requirements or reaching a pass mark. A shortlist is the smaller group you invite to the next interview. For a job with 300 applicants, the longlist might be 60 and the shortlist 8.
How big should it be
Base it on the next step, not on habit. If the manager who is hiring has time for six 45-minute interviews next week, a shortlist of six to eight makes sense, allowing for a couple of people who drop out. A shortlist of 25 isn’t really a shortlist. It just puts off the decision.
Building one fairly
- Write down what you’re looking for first. Use the same skills and weights as your scorecard. Don’t invent new ones while reading applications.
- Decide based on evidence. Every applicant on the shortlist should have a note or quote showing why. “Strong” isn’t a reason.
- Use two reviewers where you can, especially for close calls. A disagreement is worth a two-minute conversation.
- Look just below the line. A few applicants just outside the shortlist are often no different from those just inside it.
- Write down the reason for each decision, including the no’s. It helps if you need to look at the list again, and it keeps you honest.
An example
A startup interviews 90 applicants for a job looking after existing customers. Thirty reach the pass mark. The founder and a team lead each read the 30 scored write-ups on their own, mark their top ten, then compare. Seven names are on both lists. They discuss four more and agree on two. The shortlist is nine.
Mistakes
- First impressions. The first strong application you read becomes the standard everyone else is measured against.
- Familiar names. Well-known former employers or schools push applicants up the list without evidence.
- Forgetting everyone else. Applicants who aren’t shortlisted still deserve to hear back. A short, respectful note is enough.
The shortlisting fairly guide covers good review habits in more detail.