INTERVIEWS NOTES

MJ

Interview means view between.  It means two people meeting for purpose of getting to view each other or knowing each other.  The interviewer is interested to know whether or not the candidate can fit in the open position.  On the other hand, the interviewees will assess the organization to decide whether or not to join it.

THE PURPOSE OF INTERVIEWING

  • To find out what sort of person (personality) the applicant is
  • To check on factual data in the application
  • To give the applicant information about the job
  • To assess the applicants suitability for the job
  • To enable the candidate to ask questions about the job
  • To select the most suitable applicant for the job

INTERVIEWING TECHNIQUES

They include:

  1. Screening

This refers to the preliminary interview which is done when there are many applicants for a given post.  The aim of screen interview is to eliminate unqualified applicants and prepare a short list of qualified applicants

  1. Random appearance

This method is used when physical appearance is the essential requirement for a given post, such as for bouncers, air hostesses, policemen and others

  1. Tests

Written or oral tests can be used to test the intelligence, proficiency and general knowledge of the applicants

  1. Under stress interviews

In this method the candidate is provoked to test his poise and how he will acquit himself from difficult situations.  The candidate may be asked embarrassing questions or asked to demonstrate how he can carry out a given task such as selling items to panelists

INTERVIEWER’S PREPARATION, i.e, role of interviewer before the interview

You should:

  1. Have a thorough knowledge of the company, its profile, operations and employment policies
  2. Know the nature and profile of the job to be filled
  3. Know the type of personality, character or temperament required for the job
  4. Send all interview messages on time to candidates
  5. Make proper seating arrangements for candidates in the waiting room
  6. Make interview room conducive for the interview that is with no interruptions
  7. Supply each member of the committee with a copy of the candidates bio-data
  8. Decide before hand who is going to initiate the interview
  9. Develop questions

HOW TO CONDUCT AN INTERVIEW, i.e., role of interviewer during the interview

  1. Welcome the candidate in a friendly way Offer warm smile to the candidate, talk to him in a friendly tone of voice, hold a small talk with him in an areas he is familiar.
  2. After the candidate has been made comfortable then you should start talking to him on the subject you want to know about. You will want to know the candidate’s qualifications (ability to do the job), aspirations (willingness to do the job), social effectiveness and emotions balance (relationship with others) character (trustworthiness), physical vigor and energy, spouse’s attitude towards the job, financial stability, willingness to travel and willingness to make permanent move.
  3. Make notes about the candidate and discuss the notes with other panelists when the candidate has left
  4. Give the candidate time to ask questions
  5. If a decision is to be made immediately let the candidate know shortly after the discussion
  6. Thank the candidate for his time and tell him by when he should expect a response from you

PREPARING FOR AN INTERVIEW, i.e, role of interviewee before the interview

  1. Make sure you know everything there is to know about yourself, such as academic qualifications, ambitions, hobbies, work experience
  2. Gather as much information about the company as possible e.g. their operation, servicers, personnel remunerations
  3. Carry with you all your certificates to the interview room
  4. Prepare a list of questions you predict the interviewers may askf
  5. Prepare appropriate answers for your predicted questions
  6. Prepare questions that you could like to ask during the interview
  7. Dress appropriately; example for men a black or navy blue suit and a plain light coloured shirt may be winning colors
  8. Arrive for the interview on time, arrive time is ten – fifteen minutes before the time of the interview

HOW TO CONDUCT YOURSELF DURING THE INTERVIEWS, i.e, role of interviewee during the interview

  1. Walk carefully into the interview room, do not wear a scowl or a stupid smile when entering the interview room
  2. Greet the interviewers politely and avoid shaking hands unless the interviewers stretch their hands to you
  3. Do not sit down until you have been asked to do so, adopt a natural and upright composed posture when seated
  4. Pay attention to what is being said and do not interrupt the interviewer
  5. When responding give relevant answers only and be audible enough for all the panelists to hear you
  6. Do not boast of your capabilities or qualifications
  7. If there is something you don’t know admit it straight a way
  8. If you are being interviewed by someone who does not possess as many degrees as yourself do not put on airs. Give the interviewers your co-operation and respect
  9. Be calm throughout the interview. Do not lose your temper or argue with the panelist, these may not work your way
  10. Adopt a positive approach throughout the interview; express your enthusiasm for the job and the company. If you give an impression that you are not interested you may realize that the interviewer is also not interested in hiring you
  11. Avoid shifting in your seat, chewing fingers, smoothing your hair, adjusting the knot of your tie or playing with the pen or paper. All these are signs of nervousness.  Nervousness is your worst enemy in interview
  12. When you are asked about your previous employer, be frank but do not criticize your former employer. Mention only positive aspects of your former employer
  13. Ask questions where full information has not been provided by the interviewer
  14. When the interview is over do not forget to thank the interviewer. You can ask tactfully when the result will be made known to you.

ROLE OF INTERVIEWER – After the interview

  1. This is frequently signaled by the interviewer thanking the applicant for attending and stating that a letter regarding the outcome will be sent as soon as possible. This is not a polite way of turning someone down, it simply indicates that it takes time to make a final decision or that there are other applicants to be considered.
  2. Sometimes an offer of the job is made on the spot, or the applicant is told that he or she was not successful. In this case you could expect all reason to be given or some advice offered which could be helpful to you for future interviews and therefore worth remembering.

ROLE OF THE INTERVIEWEE – After the interview 

  1. If you are offered a job on the spot, you should not necessarily accept it automatically there and then. During the interview new information about the job will have emerged and it might be wise for you to consider it.  Unless you are absolutely certain that the job is without doubt the right one, it is safest to indicate pleasure and interest and to say that you would appreciate a day or two to think it over.  This is quite normal and if the interviewer is sure enough to offer the job immediately he or she is not likely to change their mind for the sake of a short delay.  An immediate acceptance could reasonably be expected, however, if information in great detail were sent out in advance of the interview.
  2. If it is agreed that an answer can be deferred then you must make your decision within the agreed time period whether it be ‘yes’ or ‘no’. apart from the fact that it is discourteous, the employer will probably want to contact and offer the job to someone who was previously turned down or who is still awaiting to hear.
  3. Make notes right away so that you don’t forget critical details. Look at what you wrote and assess how you did.  Find out what worked and what didn’t and what you will do differently next time. Sit down and write a follow-up letter.  Thank the interviewer for the opportunity, remind the interviewer of the qualities you would bring to this position and address any concerns or issues that surfaced during the interview.  This is another chance for you to sell yourself.
  4. Reply to a formal offer of a job immediately in a formal manner either repeating the terms of employment or stating acceptance of them as laid down in the letter. If you decide to decline the offer, your reply should be equally prompt.  There is no need to give a reason unless you with to do so, but it is usually appreciate

TYPES OF INTERVIEWS

  1. Screening interview – this type of interview is generally conducted by larger companies where there is a large applicant pool and is typically the first phase of selection. Screening interview are used to ensure that the candidates meet minimum requirements and are often conducted by an interviewer from the human resources department who is skilled at determining whether there is anything that might disqualify you from this position
  2. One-to-one interview – this is fairly straightforward. You meet face-to-face  with an individual representing the company in which you applied for or were recruited for a variety of questions are asked by the interviewer who is your direct supervisor so it is important to be thoroughly prepared by knowing the job and yourself
  3. Telephone interview – often companies request an initial telephone interviewer before inviting you for a face to face meeting in order to get a better understanding of the type of candidate you are. These interviews are often used to screen candidates in order to narrow the pool of applicants who will be invited for in person interview
  4. Panel interview – these interviews involve a number of people sitting as a panel with one chairperson. It is designed to reduce individual interviewer bias.  One member of the panel may ask all the questions or individual panel member may take turns.
  5. Group interview – several candidates are present at this type of interview. Group interviews offer employers a sense of your leadership potential and style and provide a glimpse of what you may actually be like as an employee and how you would fit into the team.  Candidates may also be asked to solve problem together which allows interviewers to assess the candidates in action e.g. team work.
  6. Sequential interview – these are several interviews in turn with a different interviewer each time. Usually each interviewer asks questions to tell different sets of competencies.  Sequential interviews involve a number of ‘first impressions’ opportunities so be aware of how you present yourself each time.  At the end of the process, the interviewers meet to evaluate each applicant and make their decision.
  7. Stress interview – it typically used only for positions in which the job seeker will be facing stress on the job and the interviewer wants to see how well you can handle the pressure. The interviewer may try to stress you in one way or several ways such as asking four or five questions in a row, activity rude or sarcastic disagreeing with you or simply keeping you waiting for a long period.
  8. Exit interview – it is an employer’s attempt to collect data so that they may improve working.  Conditions and retain more employees.  This is the chance of leaving employee to be honest.
  9. Informational interview – is when you request an interview in an attempt to expand your network and meet people who can positively influence your job search.
  10. Video interviews – they are becoming common place in the workplace. As hiring becomes more global, both for employers and candidates, video interviewing is a way to expediate the interview process.  Hiring managers and recruiters can conduct first round interviews more quickly, save on transport costs and get the interview process started much faster using video conferencing than they can scheduling in-person interviews.  The interview process will be the same as an in-person interview.  The interviewers objective (to screen candidate) is the same.  You will be asked the same type of interview questions.  Also be prepared to ask questions as well.
  11. Situational interview – job seekers are asked to respond to a specific situation they may face on the job. These types of questions are designed to draw out more of your analytical and problem-solving skills.  For example, an employer will describe a situation for you and expect you to:
  • Discuss the actions you would take
  • Relate the reasoning and
  • Specify your anticipated outcomes
  1. Structured interview – it is fairly standard. An interviewer will ask every candidate the same set of question, so that they may easily compare candidates.
  2. Behavioral interview – it is based on the theory that past performances is the best indication of future behavior.

For example, employers will ask questions such as “tell me about a failure and how you overcame it and give me a specific example of when you were required to handle several projects at once.  The employer will expect you to answer these questions in four parts:

  • Describe the situation
  • Discuss the actions you took
  • Relate the outcomes and
  • Specify what you learned from it

Behavioral based job interviews are based on learning how the interviewee acted in specific employment related situations. The logic is that past behavior will predict future performance.

TESTS CARRIED OUT DURING INTERVIEWING

  1. Proficiency tests – may be classified as:
  • Trade or achievement test – they aim at measuring the knowledge and proficiency which has already been achieved by a candidate in his field such as operation of computers, machines, etc
  • Dexterity tests – its object is to see how quickly and efficiently a candidate uses his hands and fingers to perform the assigned job such as shorthand, typing, etc

Proficiency texts measure the present capability and ability of a candidate.

  1. Aptitude tests – these measure the candidates potential for performing a certain job in future. They include:
  • Intelligence tests – they asses a person’s aptitude or potential to solve job related problems by providing information about their ability to learn quickly, reading comprehension, verbal or mathematical reasoning, memory and other enduring mental abilities that are fundamental to success in many different jobs
  • Personality, character or attitude tests – they measure the non-intellectual traits of a candidate. They assess whether the individuasl have the potential to be successful in jobs where performance requires a great deal of interpersonal interaction or work in team settings. They ensure that the candidate has the necessary temperamental and emotional make-up to handle the job which he is to be employed.
  • Movement test – they measure the speed and precision of movement in a candidate
  • Interest test – they measure a candidate’s interest in a particular kind of work, so as to assign to each person the job for which he has the greatest liking such  that he derives maximum job satisfaction and consequently contributes his utmost to the enterprise

REVISION QUESTIONS

  1. Outline six documents that an interviewee should carry to a job interview. (9 marks)
  2. Identify three types of questions that an interviewer can use during an interview. (3 marks)
  3. Highlight six reasons why organizations hold interviews (9 marks)
  4. Give three reasons for conducting employment interviews (3 marks)
  5. State two reasons why interviews are carried out (2 marks)
  6. Give five reasons for conducting interviews during the recruitment process (10 marks)
  7. Explain five types of negative behavior an interviewee should avoid during an interview (10 marks)
  8. You have been assigned the responsibility of preparing for upcoming interviews for some posts which were advertised recently in your organization. Outline four steps of preparation you would make for the interview (8 marks)
  9. Explain four types of tests which may be given to applicants before an oral interview (8 marks)
  10. You work as a personal assistant to the Human Resource Manager. He has asked you to make adequate preparations before interviews for sales people next week.  Highlight four preparations that you should make. (8 marks)
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