Conducting Effective Job Interviews to Select the Best Applicant

Jan 21, 2012
Constance Woloschuk

Prepare to Interview - Fanginhoon

An effective job interviewer uses his questions to engage the applicant, listen to responses, and gather enough information to select the best employee.

The vacant job was posted. The applications have been submitted. The manager and someone from Human Resources have developed appropriate job interview questions. They have reviewed all the applications and selected five or six to be called for an interview.

Following are guidelines and suggestions for the manager to follow in order to conduct an effective employment interview and select the best applicant.

Schedule the Employment Interview

The phone call or e-mail to schedule the job interview sets the tone for the entire process.

If possible, offer a choice of dates and times. It is not always easy for an applicant to take time away from a current job.
Let the applicant know who the interviewers are and how long the interview will be. This is also the time to inform the applicant of any written test or demonstration of skills that will be conducted after the interview and how long it will take.
Give the applicant a contact name and phone number in case there is a last minute problem.
Leave adequate time between interviews so the applicants are not running into each other. For example, leave at least 75 minutes between interviews planned for 45-60 minutes.

Try to schedule the interview at least 3-5 days prior to the time. This gives time for everyone to be well prepared.

Prepare the Space for the Interview

These few tips will help ensure a productive interview in a comfortable, functional space.

Reserve a quiet, private space for an interview, with enough room for everyone.
Try to set up the room so it is comfortable; e.g. the applicant is not facing a window with sunlight streaming in; the applicant does not have to swivel back and forth if there is more than one interviewer to address.
Provide a note pad and pen in case the applicant wants to make notes of the questions being asked in order to organize his thoughts.
Provide a glass of water for the interviewee.

If the manager, as interviewer, has not arranged the room himself, he should make sure to check it out before the interview starts. Also, tidy the room between interviews.

Conducting the Job Interview

It is a good practice to actually write out an agenda for the interview so nothing is forgotten. If there is more than one job interviewer, divide the questions beforehand so the interview runs smoothly.

Welcome the applicant and introduce any other interviewers by name and by role in the organization.
Allow time for the job applicant to sit down and organize his papers.
Clarify the purpose of the interview: there is a decision to be made on both sides; the applicant will have opportunity to share information to help the manager make a hiring decision; the interviewer will share information about the organization and how it operates.
Explain the process; for example, if there is more than one interviewer, explain that they will take turns asking questions; that they will be writing everything down as they want to make sure they have all the pertinent information; that the applicant should ask for clarification if he doesn't understand the question; that there will be opportunity at the end to add closing remarks; reminder of any written or practical test that will take place after the interview.
Begin asking the questions. If there is more than one interviewer, take turns as arranged beforehand.
Focus on the job applicant. Listen to understand his responses.
If the responses are too brief, take the time to ask follow-up questions, probing into the subject area. Do this in an encouraging way; e.g. 'That sounds like an interesting project. Could you tell us exactly how you organized it?'
Do not ask leading questions that suggest the 'right' answer; e.g. 'You wouldn't mind working off site one day a week, would you?'
Do not be afraid of silence if the applicant is simply thinking his way through an answer.
Make sure the answers are recorded in detail. Any one response could be the deciding point between applicants.
As the interview draws to a close, ask the applicant if he has any other questions or if he has remembered some pertinent information he would like to share.
At the end of the interview, the interviewer should provide follow-up information. When can the applicant expect to be informed of a decision? Will he be informed if job references are going to be checked? Might there be a secondary interview?
Thank the applicant for his time and interest.
Escort him to the door or take him to the person who will supervise the written or practical test.

Managers and supervisors need to take the time to prepare thoroughly and thoughtfully for conducting an effective job interview. If they do so, by the end of the interview, they will have complete and valid information to use to rate the results and select the best applicant.