HR Lowdown

We all know how stressful it is to go on an interview, but most people don’t consider how intimidating it can be for the person conducting the interview, too. An interview can be just as nerve-wracking for the hiring manager as it is for the interviewee. What if you don’t get all of the information you need? How will you ever find the right person for the job? And how can you avoid saying something offensive? Ease your fears with our guide to conducting a successful job interview.

Before the interview

It’s important to have a game plan before you actually start interviewing. If you don’t have a clear vision of what kind of person you’re looking for, you may not even realize it when you find the perfect candidate. What’s more, it’s vital to determine exactly what information you want to get from the interview. Otherwise, you may end up discovering afterwards that you haven’t received enough usable information from the candidate to make a qualified decision. Here are some steps to take before the interview even starts.

Write a job description: The ultimate goal for the job interview is to determine which candidate will be the best fit for your position, so it’s important that you know exactly what your needs are. If you haven’t already, come up with a clear definition of the position’s duties and goals, then have a copy to review with the person you’re interviewing. This way, you can judge each candidate fairly based on the requirements of the position.

Do your homework: Consider each candidate individually and come up with a few questions that are specific to them. Take a look at their resume and cover letter, then make note of any items that you’d like clarification or elaboration on. For example, if they’ve got work experience that’s relevant to your position, ask for more information on their role in that organization.

Be prepared: In addition to discussions that are individually tailored, have a list of questions that you will ask of each candidate. It’s all right to let the discussion go beyond these set questions; however, having a standard set will better allow you to compare candidates after the interview as well as make sure you’ve covered every point you wish to.

During the interview

You’ve laid the groundwork and you’re ready to go. Now make sure that you get the most out of your face to face meeting with the candidate. You’ll need to create a setting that helps you get a good idea of how your interviewee will perform once hired, so be sure to keep jitters and small talk from interfering. It’s easy to get wrapped up in conversation, but it’s important to not let things get so far off track that you miss out on or forget to keep track of vital information. Take these steps to make sure your meeting goes off without a hitch.

Make the candidate comfortable: Lots of people get interview jitters. It’s normal, but it doesn’t make for a good discussion. Do your best to keep the interview friendly and casual so that your candidate feels that they can open up to you. Consider creating an icebreaker, such as a trip to the coffee bar or a short tour of your facilities so that you can interact before the formal interview starts.

Take notes: If you’re conducting a series of interviews, don’t trust your memory to remember each candidate individually. At some point, they’ll all start to blend in together and you may forget key details from your meeting. Instead, jot down notes on a pad or their resume while you talk. Take it one step further and print out your pre-determined questions, then fill in the blank with their response. Keep in mind that it’s not necessary to transcribe everything the candidate says. Simply jot down a few words that will jog your memory when it’s time to make a decision.

Pay attention to non-verbal cues: A good discussion is key, but listen to your instincts when it comes to the behavior of your interviewee. Body language can give away dishonesty or a lack of confidence. Look for candidates that sit up straight and look directly at you while you converse.

Make a good impression: The interview is not just about choosing the right person for the job; it’s a chance for candidate to consider how they feel about your company, too. Be polite and positive about your organization. Otherwise, your dream candidate may get a bad impression and decide to turn down your job offer.

Key questions

Questions: they’re the meat and potatoes of an interview. You’ll want to ask questions that give you a clear picture of the candidate’s work ethic and ability, but what exactly are they? Most interviewers like to begin with a few general questions to get started, then work into more detailed questions that give a clear picture of the candidate’s ability to handle workload and specific situations. Here are a few examples.

The Standards: You’ll want to get a general feel for your candidate, so ask a few simple, broad questions. These can include:

• Tell me a little bit about yourself.
• What made you interested in working for our company?
• What strengths can you bring to our organization?

In these questions, you’re looking for information concerning the candidate’s background as well as a genuine interest in your company.

Behavioral and situational questions: To get an idea of how your job prospect will perform if they are hired, ask questions that require specific examples. Doing so will help you understand their thought process and the way they handle themselves in situations pertinent to the position. For example, an interview for a customer service position might include questions like these:

• How would you handle a dissatisfied customer?
• Tell me about a time when you demonstrated your honesty.
• Generally, how do you develop and maintain a rapport with customers?
• Tell me about a time when you went beyond the call of duty for a customer.

Be sure to get detailed actions and examples from the candidate. You should be able to get a situation, action and result for each answer. If you don’t, prompt them with a follow-up question.

Keep it fair and legal

Asking the wrong question during an interview can land your organization in hot water. It’s important to avoid discrimination when hiring, but you may not even realize that your questions or actions could be seen as inappropriate. Follow these guidelines for a fair, legal interview process.

Ask yourself, is this relevant to the position? If you can’t remember anything else, keep this in mind as a rule of thumb. Everything you discuss with the candidate should center on their ability to do the job. Anything else is off limits. For example, asking a woman if she has adequate child care is inappropriate. She may not have kids, or she may have an arrangement already worked out. Either way, it’s not relevant to the position. It is, however, relevant to ask a candidate if they will be able to adhere to your organization’s business hours.

Questions you should absolutely not ask:

• How old are you? Instead, you may ask if they can, upon being hired, provide proof that they are of legal age to work.
• Do you have kids? Avoid discussions about marital or family life. If you think the candidate may have trouble keeping a regular schedule or making required travel, ask them about it, but do not bring up questions about the candidate’s home life.
• Are you disabled? If your position requires certain physical or mental abilities to perform the job, you may ask the interviewee if they would be able to perform these functions. You may need to make reasonable accommodations.
• What’s your nationality? If you’re concerned that the candidate may not be allowed to work in the United States, ask them if they can, upon hire, provide proof of eligibility to work here.
• What religion do you follow? Or, What church do you attend? You may ask if the candidate would be able to work Saturdays or Sundays, provided that they are required work days.

So, what if they volunteer this information? It would be rude not to acknowledge something that the candidate says, but you can’t discuss illegal subjects, even if you’re not the one to bring it up. Simply move on from the subject as quickly as you can. Avoid making any note of it and do not take the information into consideration when making your decision. If necessary, inform the candidate that you just can’t talk about the subject, then move on.

We’ll call you… Inform candidates of the next step. It’s simply not fair to leave them hanging for weeks at a time. If you’re interested, tell them your intentions for the rest of the process. Discuss when you plan to make a decision and when they can expect to hear from you, then follow through with your promise. If you know a candidate is not a good fit, be frank with them. If you can’t bring yourself to let them down in person, send an email or give them a call in a timely manner.

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Staff :: Jun.03.2007 :: Features ::