It is important for the manager, perhaps with the help of a Human Resources professional, to develop the most effective questions possible well before the interview process. These are the questions that will be asked of each and every job applicant. Their answers determine whether or not they are considered for a job offer.
Following are guidelines to consider when developing this list of questions for the interview.
Basic Qualifications of the Job Applicant
Typically, the most important information the manager needs is confirmation of the applicant's ability to do the actual work.
- Review the main responsibilities of the position and ask the applicant to explain how his qualifications and/or experience are a 'good fit' for each one.
- Be prepared to explore potential and transferable skills if there is not an exact fit.
- Ask for specific information about any diplomas, professional development, or specialized skills.
- Ask what the applicant thinks his strengths and challenges are in the work he does now.
- Include one or two 'what if' questions that test the applicant's response to hypothetical situations. For example, 'What would you do if a colleague was taking over one of your large accounts?'
If the applicant cannot provide adequate information to prove he is qualified to do the basic tasks for the position, he is not eligible.
Personal Attributes for the Job
It is important to understand how the applicant, as a person, would fit into the work unit. If the job description does not have the desirable personal attributes, the manager can take the time to develop a list. This might include communication skills, ability to work as part of a team, organizational skills, reliability, and anything else that is appropriate for both the job and the organizational culture.
Here are suggestions for the questions that will elicit that information.
- Develop questions that allow the applicant to talk about the kind of work team he prefers. 'How would you describe an ideal work team?' or 'What does it mean to you to work as part of a team?'
- Find out what the applicant expects from a manager. 'How would you describe an effective supervisor/manager?'
- Be prepared to assess how the applicant communicates during the interview.
- Try to get a sense of how he views himself in the workplace. 'How do you think your colleagues would describe you?'
- Check on skills and experience in organizing work and time management. ‘How do you organize your workday?’
Be prepared with follow up questions if the answers are too brief to be useful.
Career Path of Interviewee
A manager might want to know if the applicant is really interested in this particular position or does he simply want out of his current job. Provide opportunity for the interviewee to share his career plans, perhaps using a question like one of the following.
- ‘What do you want from your next job that you are not getting in your current position?'
- 'In what way do you feel your present job has developed you to take on even more responsibility?'
- 'Where do you see yourself three years from now?'
There are no right or wrong answers to these questions. The manager will know whether or not the applicant’s motivation is acceptable to him and how it might affect his ability to do the job well.
Written Exercise or Demonstration of Job Skills
If appropriate, allow the applicant to demonstrate certain key knowledge or job skills. This is usually done after the actual interview. Following are examples of this kind of 30-40 minute exercise.
- Settle the applicant into a private space with a computer. Give him a copy of a brief report on a topic common to this kind of work and ask him to prepare notes of the key points in a format that could be presented to senior management.
- Provide statistics or financial data and ask the applicant to format it into a user-friendly document.
- Have the applicant demonstrate his ability to use specialized equipment to do certain tasks. This should be a typical assignment for this job.
This kind of exercise gives the manager a glimpse of how the applicant can do the job and his approach to work.
Common Errors in Preparing Interview Questions
In order to have an effective employment interview with as much information flowing as possible, try to avoid the following.
- Questions that can be answered merely by 'yes' or 'no'. For example, not 'Do you know how to do this task?', but rather, 'How would you do this task?'
- Leading questions that suggest the 'right' answer to the applicant. For example, 'You don't mind working overtime, do you?'
- Questions that reveal the interviewer's attitude. For example, 'I think that's a good way to get the job done. What do you think?'
- Questions that are already asked and answered on the application form or resume. Instead, the interviewer can acknowledge that he has already seen the information but would like clarification or additional examples.
- Questions that are illegal often because of discrimination. The interviewer should check with HR staff who know exactly what legislation covers job interview questions in their part of the world.
Taking the time to develop effective questions will help the manager avoid these pitfalls.
Timing
Plan the timing of the interview. Most employment interviews last 45-60 minutes, not including a written or practical assignment. This means it is important to prepare questions carefully, calculate the time it would take to provide a preferred response, and then consider how many minutes should be allotted to each one.
The interviewer that follows the above guidelines will be well prepared to cover all the important areas of each job applicant's experience. This results in being able to conduct an employment interview that is fair, impartial and results in the successful hiring of the best applicant.
Constance Woloschuk - 30 years experience in management and organizational development; extensive volunteer work with faith-based organizations.
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