1. Prepare in Advance for the Interview
Know what you want in a candidate before you begin the interview.
Review the job specifications and requirements that have been prepared.
Know the job and its responsibilities.
Review the job description.
Prepare a list of standard questions concerning the candidate's
skills, abilities and past work performance that you want him/her to answer.
Prepare a list of prioritised and measurable criteria, either in the
form of a worksheet or other method, for analysing and comparing the candidates.
Review the candidate's CV prior to the interview.
Set specific appointment times and reasonable time limits.
Be prepared to justify the use of any required employment test.
Typically, the most legally defensible tests are those that involve a "piece
of the job."
2. Collect Pertinent Information During the Interview
Since past behavior predicts future behavior, look for the candidate's behavior
"patterns" as you collect information. For example, has the
candidate enjoyed "big picture" work or detailed analysis more? Is he/she
more of a generalist or more of a specialist? Oftentimes, by listening to how the
candidate responds to your questions about previous jobs, you will be able to get
a very good idea of what their behavior will be like in the future.
Try not to offer too much detailed information up front so that the candidate
will be able to formulate answers that exactly fits your company's needs.
Don't put the right words in his/her mouth! Remember, the candidate (hopefully)
wants the job and will be looking to say the right thing to impress you.
Ask questions that focus on the candidate's past performances.
For example, if the job, such as an office manager, demands an individual who is
well-organised and handles paperwork easily, you may want to ask, "How do you
keep track of your own schedules and desk work in your current position?"
Ask specific, structured questions in regards to specific problems that the
job holder may face. Focus on past behavior and the results of the
candidate's actions in a particular situation. For example: "As the Help Desk
person, you may encounter a few unhappy users who will yell and scream at you over
the telephone or in person. Have you had any experience dealing with difficult users?
Who was the most difficult user you had to deal with? What was the situation? How
did you resolve the problem?"
Notice how well the candidate listens and responds to the questions asked.
Note the candidate's choice of words and non-verbal behavior. Are
they answering your questions clearly?
Listen to the questions the candidate asks. Clarify the reasons
why the questions are being asked. Notice which questions he/she asks first as they
may be his/her primary concerns.
Take detailed hand-written notes concerning job related topics that will help
you distinguish the candidates from one another (especially if you
will be conducting several interviews). Help yourself remember each candidate and
each interview clearly.
Record information pertaining to the set criteria that will help in the evaluation
of candidates.
Organise and analyse the information immediately after the interview when memory
is fresh. Don't try to remember everything, it's impossible. One idea
is to "rate" each candidate on each of the criteria immediately following
the interview.
3. Look and Act Professionally During the Interview
Dress appropriately.
Avoid appearing bored and fatigued.
Set a businesslike atmosphere.
Structure the interview and inform the candidate of the structure. Let
the candidate know you will be focusing on past results and that you will be taking
a lot of notes.
Provide information on the company and the job to each candidate.
4. Treat All Candidates Fairly
Use your list of standard questions during each interview so that
you treat the applicants the same and so that you can compare apples to apples.
Refer to the criteria for analysing candidates. Ask questions in
regards to the job criteria.
Keep all questions job-related.
Do not ask discriminating questions.
Show a genuine interest in every candidate you interview.
If possible, have at least one other person meet and/or interview candidates who
are "finalists". They should also "rate" the candidates
on each of the criteria; ultimately, all interviewers should compare their "ratings"
and discuss any discrepancies. Having more than one interviewer helps control for
personal biases.
5. Be Courteous and Respectful
Conduct the interview in a private place away from distractions.
Begin the interview on schedule.
If possible, conduct the interview without interruptions.
Allow sufficient time for the interview.
Appreciate the candidate's accomplishments.
Do not patronise the candidate.
Do not argue with the candidate.
Thank the candidate for his/her time and interest.
6. Facilitate Open Communication
Immediately attempt to establish a rapport with the candidate by
breaking the ice; for example, ask about their experiences in a particular industry
or geographical location (refer to his/her CV).
Promote a relaxed environment with free-flowing conversation.
Do not dominate the discussion by talking too much. Many experts
use a 80/20 rule - you talk 20% of the time and the candidate talks 80% of the time.
Politely probe the candidate for information by asking open-ended
questions that will provide insight into the candidate's values and traits.
Ask structured questions that will require some thought on the part of the candidate.
Listen carefully to the candidate's answers. If they do not provide
you with specific results, probe until they do.
Explain the selection process to the candidate. Offer realistic
time frames and stick to your word!