Conducting interviews

Conducting Interviews

Copyright © 2008 - 2012 managementstudyguide.com. All rights

reserved.

Introduction

At first blush, the job interview can seem like a simple enough meeting to conduct:

shake hands, make small talk, ask questions, and compare the candidates.

"There's actually a lot of preparation that goes into a good professional interview.”

Janis Whitaker, the author of ‘Interviewing by Example’.


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Introduction

Remember:• The cost of a bad hire is steep - wasted salary, severance

payments, training time, potential customer problems, and recruiting a replacement. • Many experts estimate that the cost of a bad hire exceeds

the annual salary of a position.• To prevent your company from making an expensive hiring

mistake, it's important to have an intentional process for conducting interviews.

So how do you keep from hiring someone whose best skill is coming off well in a job

interview?


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Preparing for an Interview

Types of Interviews

What is an Interview

Role of Soft Skills while conducting an Interview

Asking Right Questions in an Interview

Structuring an Interview

Learning Objectives

Interview Styles


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What is an Interview?

A Interview is more often than not a

formal discussion between a hirer and

an applicant / candidate, typically in

person, in which information is

exchanged, with the intention of

establishing the applicant’s suitability

for a position.


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Human Resource

ManagementPerfomrmace Evaluation

Training & Development

Compensation & Benefits

Recruitment


Do You Know where does Interview fit in Human Resource Management?


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Candidate Hired

Induction & Orientation

Interview Extend OfferInitial Screening

Negotiation


Recruitment Process


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Information Exchange

Close

Follow-up

Making the Right Decision

Preparation2

3

4


Interview Process[from the Interviewee’s point of view]


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Interview Process[from the Interviewer’s point of view]

Reviewing CVs

Interviewing

Report Preparation

Making the Right Decision

Preparation2

3

4


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Remember – Your Goals and Interviewee Goals…

Interviewee Goals

To fully understand the job.

To match skills & experience to the job.

To demonstrate that he is a good “fit”.

Your Goals

To assess knowledge, skills, abilities.

To evaluate job “fit”

vis-à-vis the role.

To hire the best candidate for the job.


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Types of Interviews





Learning Objectives

Interview Styles


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Types of Interviews

• Are used to qualify a candidate before he or she meets with a hiring authority for possible selection.

• Are usually quick, efficient, and low cost strategies that result in a short list of qualified candidates.

Screening Interview1

• Reveal the true strengths, weaknesses and personalities of candidates.

• They could be one-on-one or in aform of a panel / group interview.

Hiring Interview2

Interviews can be classified into two broad categories:


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Types of Interviews

Telephonic InterviewsHelps interviewer explore applicant’s background and experience. It saves time & money. They may be tape recorded for review of other interviewers. It is used to narrow applicant pool before bringing applicants on-site.

Involves answering multiple-choice questions by accessing a web site / telephone. For e.g. "If you see a fellow worker eat a candy bar, do you a. Confront co-worker, b. Tell the supervisor, c. Do nothing."

Computer Interviews

Provides transfer of audio and video between remote sites. It is convenient and an alternative to face-to-face meetings.

Videoconferencing Interviews

Types of Screening Interviews:


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Types of Interviews

One-on-One InterviewsThe interviewer meets with one candidate at a time. This is usually first level informational interview. It is more detailed as compared to the screening interviews.

Also referred to as a Panel Interview. A panel of 3-7 people meet the candidate in a conference room or a room specifically designated for conducting group / panel interviews.

Group Interviews

The candidate is called over lunch / dinner. This interview is conducted usually when the interviewer is sure about the prospects of the candidate getting hired.

Over Meal Interviews

Types of Hiring Interviews:


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Types of Interviews

Assessment Group InterviewsCandidate is interviewed with 6-10 other candidates. Various exercises and tasks are assigned to the group and evaluated by evaluators who could be from within the organization or external.

After candidate has successfully made it through the first interview, many companies invite him / her back for another interview--or two. The aim is to get finer details and discuss about salary / procedures etc.

Second / Follow-up Interviews

Types of Hiring Interviews:

Remember…Hiring the right people is central to the growth & success of any

business. Use your interview wisely: to identify job skills, personal strengths & weaknesses and to get a feel for candidate's team spirit.


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Types of Interviews





Learning Objectives

Interview Styles


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Interview Styles

• Domineering style to put candidate on edge or distract him with concerns about the work environment.• It is not necessarily reflective of

the interviewer’s management style.

• Overly casual style might make the candidate lose focus or feel so comfortable and let the conversation drift to off-topic matters.

Autocratic

Folksy / Neighbourly


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Interview Styles

• This distracted style might make the candidate wonder if interviewer is even seriously considering him / her for the position.• The interviewer’s aim is to see how the

interviewee gets his attention.

• This "look at everything we can do for you" style might make candidate feel like “Wow" and leave him complacent.

Disinterested

Salesy


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Interview Styles

• This hard-to-grasp style might be frustrating for the candidate in its lack of feedback. • Sometimes even the interviewers

too need an ice-breaker.

• This style seems to be just plain argumentative. This is especially tough for candidates to get past. • Interviewer intentionally takes this

position to see how candidates react in difficult or stressful situations.

Brick Wall

Contrarian


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Interview Styles

• Interviewer creates a relaxed environment, sits the same side, or uses a round table.• The lighting is kept natural.• Questions are asked in a calm voice.• Aim is to have a better dialogue.

• Interviewer sits at the opposite end of a large table / across a large desk.• Bright florescent lighting is ideal. • Asks extremely difficult questions.• Challenge the answers provided. • Aim is to evaluate a candidate's ability

to handles stress & work under pressure.

Relaxed

Intimidating


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Interview Styles

• This interview type, usually used by inexperienced interviewers, relies on candidate to lead the discussion.• It might begin with a statement like "tell me about yourself," which candidate can use to his advantage.

• Previous behavior is an indication of future performance. Interviewer uses standardized methods to mine information.• Candidate might be asked to describe a

time that required problem-solving skills, adaptability, leadership, conflict resolution, or stress management.

Meandering

Behavioural


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Types of Interviews





Learning Objectives

Interview Styles


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Define Role

1 2

Advertise Role

3 4

Review CVsreceived

5

Logistical Arrangements

Prepare a list of Questions


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Define Role

At ReCellular, Inc., a cellular phone remanufacturing and reuse company in Dexter, Michigan, the team first defined the qualities & basic aptitude they wanted to find in a potential remanufacturing employee.

• Excellent Attendance & Dependability; Flexibility• Integrity and Honesty; Strong Work Ethic• Motivated & Dedicated• Detail-Orientated; Team-Orientated• Positive, Polite, & Approachable; Good Communication Skills• Actual Hands-On Demonstration of Capability to Sort Phones

& Identify Cosmetic Problems With Phones


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Advertise Role

It is imperative for interviewers to get access to the Right People.• Think beyond the organizational chart to get

truly useful interviews. • Staff who interact with the most

departments and come in contact with people of varying levels of seniority are often gold mines of information.• Social Media is also one of the popular

medium to advertise role / look for prospective employees.• Others – Print media, Job Centers, Placement

consultancies, networking, etc.


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Prepare a list of Questions

Continuing with ReCellular example, the Team developed Interview Questions to identify the characteristics identified:• When we call your previous employer / references

what are they likely to tell us in regards to your dependability / attendance?• Tell me about a time when you demonstrated your

trustworthiness / integrity in school or at work.• Give me an example when you were able to

successfully communicate with a person even when that individual may not have liked you (or vice versa).


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Review CVs received

Resume Screen Criteria:1. Confirm experience matcha. Number of yearsb. Relevant industry(ies)c. Relevant job function(s)d. Degrees/education2. Identify track record of resultsa. Number of types of jobsb. Key accomplishments3. Confirm relevant domain knowledge4. Confirm relevant technical capabilitiesa. Specific technology skills b. Technology project experiences


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Logistical Arrangements

• Call in advance to make an appointment.• Arrange interview room to augment the

success of your interview style. • Come prepared with a pencil, notebook,

recording device [always ask permission before recording an interview].• Distribute candidate resumes to all

interviewers and discuss the desired characteristics of the ideal candidate. • Plan your list of questions carefully to make

sure that you are not crossing any legal boundaries.


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Types of Interviews





Learning Objectives

Interview Styles


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1.Arrangements

2.Preparation

3.Interview

Interview Structure

4.Reconstruction


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• Call in advance to make an appointment.

• Identify yourself by your name.

• Fix a time, venue, and duration of the interview if possible.

Arrangements1

• Research as much as possible on the candidate through internet and people who can provide background information.

• Prepare your questions.

• Bring pencils, paper, and a tape recorder.

Preparation2


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• Make some casual conversation to relax the candidate.

• Questions should be short. Be a good listener.

• Draw out specifics: How long, when, etc.?

• Note gestures.

Interview3

• Review your handwritten notes in a quiet place.

• Underline / put stars alongside characteristics of the candidate that seemed most compelling. It will speed the process when you get to writing.

Reconstruction4


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Research, research, research! Sources –Internet, References

Contact the person you wish to interview. Ask when a good time would be to do the interview. Be polite!

Brainstorm a list of 15 questions. Never ask questions that can be answered with a simple yes / no. Make your interviewee talk!

Be on time! Arrive at your interview with plenty of time to spare. Conduct your interview in an organized, timely manner.

Come prepared with a pencil, notebook, recording device [always ask permission before recording an interview]

Before the Interview


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Be courteous to your candidate. Use nonverbal gestures like smiling, leaning forward, and nodding your head to make the candidate feel comfortable.

Always listen carefully to the answers. Each answer could lead to more questions or include an answer to a question you haven’t asked yet.

Always take time to ask for an explanation about things you don't understand. Let the interview take its natural course.

Don’t look distracted or uninterested unless this is the interview style you are following.

Take notes on what the person looked like, what the person was wearing, where he or she sat.

During the Interview


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After the interview, while the details are still fresh in your mind, write everything down you can remember about the person you interviewed.

Review your research and your interview notes. Use the whole interview to evaluate each criterion.

Always take time to discuss each criterion & candidate’s response with the other interviewers on panel.Don’t be biased

and make the right decision. Communicate the result of the

interview once decided.

After the Interview


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Types of Interviews





Learning Objectives

Interview Styles


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How was the behaviour of your last employer towards you?

Did you get enough salary in your last job?

Would you be able to work without any incentives?

Consider these questions

Do You think the questions listed above are good questions to be asked in an interview?


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A good question contributes to your interviews in two ways:

It topically supports the knowledge you’re gathering.

It helps foster good interaction with participants by building on the flow of your conversation.

What is a Good / Right Question in an interview?

Aim of any interviewer should be to get a mix of responses to his / her questions - including facts, anecdotes, opinions,

attitudes, feelings, perceptions, and values.


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Types of Questions

Behavioural Questions

Behavioural QuestionsQuestions that require candidates to give examples from their past experience. Eg. - "Tell me about a time when you displayed multitasking.”

Fact Based / General

Questions

Situational / Hypothetical

Questions

Situational / Hypothetical QuestionsQuestions that seek candidate’s response when exposed to a certain situation / scenario. Eg. - "What would you do if you saw a coworker stealing?”

Stress Questions

Fact Based / General QuestionsQuestions that clarify information listed on the candidate's resume. Eg. - "How many years did you work at X Ltd.?]

Stress QuestionsQuestions that intentionally put the candidate in a stressful situation to learn how the candidate reacts. Eg. - "Why would we hire you? You have no experience."


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Tip:

Behavioral questions are a great opportunity for candidates to demonstrate leadership or other desirable kinds of performance. However, a good interviewer should be able to sift through the information a candidate provides to see what it really says about experience and ability.

Example - Instead of asking, "Do you have initiative?" the interviewer would ask for an example of a time when the candidate demonstrated initiative.


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Useful Tips while framing questions

• Experiment with the phrasing of your questions until each question elicits the type of response you intend. • Expand the vocabulary you use when asking

questions. • Use open-ended questions to avoid getting

yes / no responses and to stimulate thoughtful answers:

o When could you see yourself doing that?o How does that make you feel?o Why were you expecting that?


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• The interview process is subject to numerous employment laws designed to protect

applicants' privacy and ensure them a fair shot in the selection process. • Employers cannot ask questions about

religion, national origin, age, height, weight, marital status, disability, or gender unless they represent genuine qualifications essential to the operation of the business. [A contracting firm can ask if candidates are physically able to perform certain tasks.]

Danger! Danger! Danger! – Keep it Legal


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Example:

Google, a company that prides itself on its creative approach to the hiring process, uses tailored questionnaires that candidates answer online. Given that it's a tech company, many of the questions are technical.

One candidate was asked to design a system that would produce a report of the top 1 million Google search requests—using only custom-written applications and free open-source software. Other Google questions seek out extracurricular experience.

"If we find individuals who have done interesting

things, they seem to make a better connection with

the community here.“ Google staffing director,

Arnnon Geshuri.


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Example:

Tom S. Turner, a Vancouver-based independent consultant who designs selection systems, uses a list of about 7- 12 criteria & develops 4 questions for each factor he is looking for. • 2 questions are positively worded, asking the

candidate to speak about something he / she did well. • 1 question is negatively worded, asking the

candidate to describe when they made a mistake and how they dealt with it. • Last question serves as a backup in case the

candidate draws a blank on either of the questions.


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Types of Interviews





Learning Objectives

Interview Styles


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Role of Soft Skills while conducting Interview

While a strong cover letter and resume may help you identify the best job applicants to call in for interviews,

if you don’t conduct your interview effectively, you won’t be able to determine which candidate is the

best fit for your company.


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Source: Conducting the Interview: Why Soft Skills Count Melanie Berkowitz, Esq.

Think about your company’s work environment that can help you pick employees who will be a good fit. • Is the atmosphere at the office formal or relaxed? • What is the dress code? • Are projects completed collaboratively or individually? • Do people tend to work “9 to 5” or at odd hours?Being able to effectively characterize a company’s personality to prospective employees can help identify candidates that will mesh well with your workforceExample:When the HR manager of ABC Corp. schedules in-person interviews, she makes a point to describe the company’s relaxed atmosphere, which includes telling the interviewees that they do not need to wear a suit to their interview.

1. Know your Company’s Personality


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2. Identify the Soft Skill Job Attributes

When thinking about the position you need to fill, don’t forget to consider the subjective skills. There may be many candidates who meet the technical criteria, and only by considering the job’s soft skills can interviewers decide between otherwise equally qualified candidates. Factors to consider include:• Amount of interaction with customers or clients• Frequency of discord and conflict from customers or clients • Amount of collaboration with co-workers, subordinates or superiors Example:HiTech Co. needs to hire a manager who is highly skilled. The position also requires that the manager resolves complex problems. As part of the interview, candidates are asked to resolve a mock question from an irate client whose system has crashed. They are judged on how well they handle client’s anger.


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Think critically about the employees you select to conduct interviews. • When interviewing a number of people for the same position(s), have at least one

employee meet with every candidate. • Include both “technical” & “character” interviewers. The 1st assesses the

candidates’ experience & ability to perform the job; 2nd focuses on the “softer” requirements of the job. • Conduct regular training for employees on legal interview techniques & questions. • Have interviewing teams meet ahead of time to review CVs & plan the process.Example:EarthGoods, Inc., a “green” products company needs to hire a new scientist in its cleaning supplies division. The head of the division, to whom the new employee will report, is a great product developer but is not a strong conversationalist. HR pairs him with an outgoing marketing manager during interviews and they divide up the subjects to be covered during the interview.

3. Pick the Right Interviewers and Train Them!


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Remember:As you learn how to interview candidates, you’ll realize that there is no one right way to conduct an interview; what works for one

company may not for another, depending on size, industry or company atmosphere.

What is common for all employers?It is the importance of planning your team’s hiring decision.


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Business

Conducting interviews