'From Both Sides of the Desk'

ISSUE NO 8 - MARCH 2005

Interviewing for Results!

THE INTERVIEW - An opportunity for information exchange and analysis - between equal participants

In our last issue, we discussed: Preparing for the Interview, Unlawful Discrimination and Suggested Questions for Interview. In this issue, we move to the next stage of ‘Conducting the Interview’, and continue with:

Conducting the Interview

Some of the factors which have a direct bearing on the outcome of your interview are:

The Agenda

While you will usually be working from a résumé or application for employment form, it is very important that you do not allow these documents to direct the interview agenda. Set your own agenda based on your knowledge of what is required to be successful in the position, and compare this with the experiences and qualifications of the applicant. In allowing a résumé or application for employment form to be your interview agenda, you could easily overlook important information not included in those documents.

Control the interview by sticking to the timetable you have set and do not allow interruption from telephone, pagers, or other sources.

Suggested Format

One which is suitable in most instances is:

• Welcome the applicant and introduce yourself and other interviewers if conducting panel interviews.
• Explain the process you will be following, the agenda and the likely timetable. Check that the applicant is able to spend that amount of time with you and will not be distracted by concerns about parking restrictions or other appointments.
• Let the applicant know that you will be taking notes during the interview so that important points are recorded.
• Begin by asking the applicant to describe their work experience, major achievements, career aspirations and any other detail you require, using the questions you have prepared. Although you will have this information on a résumé or application form, the applicant should be given the opportunity to describe this in their own words.
• Once you are satisfied that you have collected all the detail you require, tell the applicant about the company and the position. Be prepared to highlight the benefits of working for your company - the applicant may have incomplete knowledge or misconceptions. It may be appropriate at this point to guide the applicant through the position description so that you can address any questions that arise.

Two Important Points

1. Although it is normal to provide the applicant with an outline of the job at the commencement of the interview, we suggest you leave specific details until the latter part. By doing so you will limit the possibility of the applicant providing tailor made answers based on what they believe you wish to hear.

2. If you do not wish to discuss salary in any detail at this time, ask the applicant for their broad expectations. This will serve to indicate the degree of fit between the applicant's requirements and the remuneration level for the position.

Make a point of providing the applicant with the opportunity to ask additional questions.

Close the interview by detailing your intentions regarding further contact or subsequent interviews or pre-employment testing and the likely timing.

Be aware that the applicant may be attending other job interviews. If they are a good match with your KHC, avoid losing them by telling them so and request they inform you of other job offers before accepting.

Handling Tension or Anxiety

For most applicants the interview is extremely important and often a cause of some anxiety. Interviewers may also feel anxious before an interview. An effective way to reduce this anxiety is to:

• Provide a verbal agenda - so that the applicant knows what to expect.
• Allow some time for rapport building with the applicant by engaging in a friendly conversation after introductions have been made.
• Discuss their personal interests, current events and other general topics.
• If you wish to get the best possible interview results, forestall the formal part of your interview until you believe the applicant is as relaxed as possible.
• Ask your questions in a non-threatening manner. This is not a cross examination and you do not want to intimidate the applicant.
• Never ask trick or loaded questions - your credibility may be badly damaged.

Body Language, Seating and Listening

When conducting the interview maintain eye contact and keep your body language open. For example, avoid folding your arms or turning away from the applicant. Remember, you are representing your company to a number of people  - their first impressions are as vital as yours. If using a desk, seat yourself and the applicant in such a way that the desk does not form a physical barrier. For example you may choose to both sit on the same side or across a corner.

How well you listen

Prepare to do most of the listening and limit your speaking time to asking the questions you have prepared, seeking clarification of particular points and answering the applicant’s questions. Do not allow yourself to become distracted.

Sit relaxed but alert

• Listen actively. Paraphrase and repeat what the applicant has told you. Listening is not always hearing. Ask clarifying questions.
• Listen to the tone of voice and where emphasis is placed on different words.
• Observe the applicant’s body language. Does the body language support or contradict the verbal response? Be aware that the generally accepted rules for analysing body language do not apply equally across all cultures.
• Let the applicant know you are listening by nodding your head, maintaining eye contact or writing down a specific point.
• Hear the applicant out before you make any judgements.

In the next issue, we will discuss ' Interview Analyses & Follow up'

'From Both Sides of the Desk' - written by Roger W Hilton and Les Brandis in a unique style, that allows both the employer andjob seeker to simultaneously look over each others shoulder - allowing each to better understand the motives and strategies of the other. . . . read more >>>

Roger W Hilton
Principal
Hilton Consulting Group P/L
Ph: (02) 9957 1513
Fax: (02) 9954 4528

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