Preparing for Interviews
This module will
prepare you to schedule your candidates for interviews with your
clients. It will provide an overview of the interviewing formats
likely to be used by the client. It will also review procedures for
interviewing and consulting the candidates.
Interviewing Candidates in Your Office
This section is
designed to provide insight on the presentation of your services to a
potential candidate who is meeting with you in your office.
-
Present yourself
as the professional you are.
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Convey interest
and compassion in regards to their needs as a potential candidate.
-
Establish your
position by displaying knowledge, not intimidation.
-
Retrieve all
pertinent background information on the potential candidate.
-
Review their
background, check references and work history before representation.
Give the candidate a
feeling of security by assuring them of your ability to represent them
in a professional manner.
This section
illustrates the need for confidentiality between you and your
candidates. The goal is to gain their commitment in maintaining
confidentiality before engaging in your representation process.
-
Discuss
confidentiality with them in a thorough and direct manner.
-
Have the candidate
commit their confidentiality regarding your efforts and in reference
to the companies you represent.
In general, state
the confidential nature of your service. Provide the candidate with an
explanation of why breaching confidentiality could be damaging.
Especially if the company could be a future or
current client. Any conflict of interest could be extremely
detrimental to both you and your candidate.
Statement of Confidentiality
Confidentiality is a
very important issue. Many of your candidates could also be your
clients. It is in the long-term best interest of everyone involved to
maintain anonymity throughout the entire process regardless of the
outcome.
Many organizations
conduct exit interviews when an employee leaves their firm. During
these exit interviews, they may ask the (soon to former employee)
about their new position or their new employer. Questions such as
-
the name of the
new company
-
the job title and
responsibilities
-
type of offer you
were presented with
-
how
they found out about the position.
During these exit
interviews, or in discussions with others, the candidate's discretion
is extremely important. Serve the best interest of all parties
involved in the career advancement process by taking careful
consideration for discretion, confidentiality and anonymity. If they
are asked how they were made aware of their new position, ask them to
please not mention your involvement. They simply were referred by a
third party. Discretion will serve the needs of everyone in the
placement process."
The Art
of Interviewing
The process of
becoming familiar with a new candidate�s accomplishments and future
desires should be an enjoyable exchange of information. It should not
be an interrogation. Before representing any candidate you must gather
as much information as you can.
The following
procedures are designed to assist you in building your relationship
and extracting all technical and personal information related to your
potential candidates.
-
Created a
professional and consultative relationship form inception.
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Gather and
document appropriate candidate information for representation.
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Provide answers to
any questions the candidate may have.
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Leave the
candidate feeling comfortable and confident.
-
Represent the
candidate to appropriate positions.
Success
Questions: Candidate Background
You�ll need to
better understand your candidate�s background and below are some great
questions to developing that understanding. When your candidate has
answered these questions, enter them into your database or contact
management system.
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What is your
current title?
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What date did you
start here?
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What is your
current base salary?
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How is your total
compensation package structured? (Base, Bonus, Stock Options etc.)
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Where did you
attend college?
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What degree did
you receive?
(BA, BS,
MS, MBA, etc.)
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What year did you
graduate?
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What was your GPA?
-
Do have any other
certifications? (CPA, CISA etc.)
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What is your home
address?
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What locations are
most desirable?
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Would you relocate
for the right opportunity?
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What type of
companies, positions, and compensation are you looking for?
Keep in mind the
following when you are researching your candidate�s background
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Have the candidate
send you a current version of their resume.
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Document all
previous employer information. Size - Type - Location etc...
titles and responsibilities in their last
three previous positions. Enter all
pertinent data into the database.
-
Secure references
from past employers and enter contact information and reference
information into your database.
-
Check references
in order to gain greater knowledge of the candidate.
Note: candidate
references should include immediate supervisor and others who can
attest to their work ethic, skill level, personal style and
attributes.
Success
Questions: Gaining Candidate Commitment
Commitments are
required to ensure your ability to meet both the candidate's and your
client's expectations. Make sure the candidate gives appropriate
responses to the following questions:
-
Have you ever
utilized the services of a staffing agency or recruiter in the past?
What was your experience like?
-
Have you been on
recent interviews? With what companies? Engage their opinion of each
company and each position?
-
What times are
best for interviewing? Are you able to schedule interviews on short
notice?
-
If the right
position is offered, are you prepared to resign from your current
job?
-
How much notice
would you need to give your current employer if you accepted another
offer? (Standard is two weeks)
-
What could
interrupt the process of you accepting an appropriate offer from
another company?
-
Are you expecting
any promotions or other major changes in job status in the near
future?
-
If yes, would this
affect your job search?
-
Can you keep me
updated on your overall interviewing campaign?
Preparing your Candidate for the Interview
There is a lot that
goes into preparing your candidate to successfully interview with a
client. The following steps will definitely increase your candidate�s
chances for success by preparing them to handle difficult questions
and issues.
There is a lot that
goes into preparing your candidate for the interview. Below is a
general procedure for you to follow
-
Provide the
company's address, main phone number and Internet address in order
for the candidate to acquire additional information and directions.
If your candidate has difficulty locating the correct building
location, office or other important research material relevant to
the company and position, they may also have difficulty with many
other very important job requirements.
-
Coordinate
alternative times between both candidate and client before
confirming actual interview time.
-
Have them review
all primary responsibilities and all technical requirements of the
position. If you have documentation, such as a word document version
of the position description, email it to your candidate, review and
prepare with them so they can highlight their skills and attributes
as they relate to the position.
-
Have them review
the company and their competitors. Research their revenue streams
overall and from their various business operations.
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Provide details on
salary structure, bonuses, and other important benefits.
-
Describe the
company�s interviewing process. How long should they expect the
interview to last? How many people will be involved in the
interview? Who are they and what is their relationship to the
position being interviewing for? What is the interview format? Will
the interviews be conducted one to one, or will there be a panel
interview? What are the personality types of the prospective manager
and the others on hiring team?
-
Counsel the
candidate on issues facing the company. Focus on how they feel their
skills can help solve these issues. Assist them in preparing and
asking open-ended questions during the interview process. Advise
them to elaborate on their answers when they're asked close-ended
questions. Based on the candidate�s perception, it may be good
strategy to emulate the tone adopted by the interviewer. If for any
reason a candidate should ascertain the position is not right for
them during an interview, advise them to maintain an even, upbeat
attitude and present themselves as strongly as possible. It is very
possible the company may have another position better suited for the
candidate, and their first impression will determine whether or not
the candidate will be considered.
-
Advise the
candidate to be prepared with facts and reasons for leaving their
current and former employers. Advise them to express these facts and
reasons in the most positive way. Example: ("The Company was cutting
back"). This is not a very positive statement. It shows the company
could probably get along without the candidate's participation.
Rather, a response such as ("The Company was restructuring and it
would have required a move on my part to continue with them"). Or
("I was in need of greater challenges, new direction, opportunity
for growth, higher responsibilities which has helped to drive my
decision to seek something new"). This approach took a negative
situation and turned it into something much more positive.
-
Make sure the
candidate is clear and concise in reference to their current
compensation; including base salary, all bonuses, profit sharing,
benefits etc. Advise them when filling out employment applications,
to convey their flexibility with regards to salary. If they write
specific numbers in the space on an application which relates to
salary desired, they may limit the ability to negotiate. They may be
more flexible in certain situations. They should use this strategy
to provide flexibility needed for negotiating.
-
Consult and
prepare the candidate on any pre-employment testing which may be
administered by the client. Many companies have outside services
that provide pre-employment testing related to aptitude, technical
skills, and physiological profiling. You should know about these
tests and how they are administered. Candidates who are prepared
better for this type of testing will perform much better.
Preparing Candidate for the Client Interview
The goal of
interviewing is to receive the job offer. Interviewing successfully is
indeed an art form. Increase your candidate's chances by advising them
on what to do
-
before
the interview.
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during
the interview.
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after
the interview.
In general, you
should prepare your candidate for the interview by telling them to
always take time to think clearly about the questions they are posed
before responding. They should take time to briefly analyze each
question before responding. They don't want the hiring manager to
think the candidate is giving "canned" responses.
Too much coaching is
not always your best method of preparation either. Candidates, who do
their own research on the industry, the company's products/services,
financial details and other relevant information, are usually the ones
who get the best results. If you need to tell them how to get to the
place, and what to do once they have arrived, it does not say much for
their preparation skill in general. Help them do better by getting
them involved right from the start.
Before the Interview
Preparation for the
interview involves activities done by both you and your candidate.
Consider the following
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Elevator Pitch:
prepare a 30-second description of their
background. Many interviews begin by the interviewer asking a simple
question such as "Tell me about yourself.�
They need to be prepared with a legitimate answer which doesn't take
up the entire interview.
-
Research the
company:
review the
company's website or other Internet directories to research the
company and their position. There are other resources available such
as; Yahoo Finance, Standard and Poor�s , the Thomas
Register, where they can gather data on the company, the
industry, growth, products, top executives, recent financial
performance, and many other important items.
-
Target the
resume:
if the
company's requirements have been made clear, targeting the resume to
meet specific requirements of the position by highlighting the
candidate's skills and relevant experience as they relate to the
open position is an effective strategy .
-
Get the
interview details:
Find out as
much as possible about the time requirements for the interview. You
don't want them to feel rushed during the interview. Find out how
many people will be involved in the interviewing process. Who they
are and how their positions relate to the open position and prepare
them accordingly.
-
Prepare the
references:
Let them
know in advance if their references are to expect any calls.
References are certainly important, but most clients will want more
than just a nice feeling from someone they know. They will want
those who can attest to your candidate's skills, approach,
personality and style. Someone who managed or supervised is usually
requested. But the client may also want a cross section of different
people with varying interface levels with the candidate.
-
Compensation:
they may be
asked point blank during the interview, (What do they need to accept
a new position)? They need to know how to respond to this question.
It is best if they state their current or most recent compensation,
and let them know there is flexibility. Displaying their interest in
the opportunity and challenge should be first and foremost. Leave
salary open for negotiation with the client. Example response, "My
current package is around $100, 000.00 annually, but I'm very open
to a fair offer based on my experience."
When they encounter
a question on a job application regarding desired salary, write
"flexible," "open," or "negotiable.�
These are just a few
common questions the candidate should be prepared for. In addition to
questions similar to the ones below, they should be well prepared to
present their skills and attributes as they pertain to the position
they are interviewing for.:
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Why do you want to
work for our company?
-
Why are you
leaving your current position?
-
Why did you leave
your previous positions?
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What do find most
difficult about your current position?
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What do you like
most about your current position?
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What was one of
the most difficult situations you�ve been confronted with?
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How did you handle
the situation?
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What was the most
difficult situation you�ve dealt with involving a fellow employee?
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How did you
resolve the situation?
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What do you least
like about your current position?
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Where do you
picture yourself in five years?
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What have been
some of your most significant accomplishments?
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What are your
personal goals and interests? Strengths? Weaknesses?
During the Interview
During the
interview, your candidate should start by arriving early and dressed
appropriately. They should bring their brief case and take out a
notepad, but make sure to be careful not to be distracted by taking
notes during the interview. If they are facing a panel interview,
remember all members are equally important. Include the panel in their
answers by speaking to the entire group and not just to one
individual. Give examples and details of their expertise and how it
will relate to their needs.
If they are asked
closed-ended questions, elaborate and gain some control of the
interview by asking some of their own questions. They could be about
the position and its impact on the company. They could be about the
company and its long-term strategic goals. Then provide examples of
how they believe they can fulfill those needs and goals, if they
involve the position in question.
The chemistry
between your candidate and the interviewer is of great significance.
Empathizing with the interviewer(s) by understanding their thoughts,
feelings, and attitudes-is a great tool. Your candidate should assess
the interviewer's personality type and match their own demeanor and
approach to blend well with it. The outcome of the interview is
dependent on the interaction they have with those who are doing the
interview. They should be personable, listen carefully, give good
detailed responses to the interviewer's questions and ask intelligent
questions in return.
Before completing
the interview, your candidate should ask the interviewer if they feel
everything has been covered, and if everyone is satisfied they can
move into the next round. Your candidate should ask the interviewer(s)
if there is anyone else they would like them to meet. If the second
round of interviews would be on another day, they can request a date
and time. If the client is interested in knowing about their time
frame for accepting a new position, they can inform them of any other
opportunities they are exploring, and the potential timing of their
decision making.
After the Interview
If nothing else,
your candidate should send a thank you letter or an email thank you
and try to move the interview to the next level with their follow up.
The thank you letter, and or follow up email should be sent on the
same day. It should express briefly, their skills and how they fit the
positions requirements. Their interest in the
position and their appreciation for being considered for it.
They should let the potential employer know they are looking forward
to hearing from them soon. If they receive an indication that there
will be further interviews, they should prepare for the next level.
They should not necessarily expect an offer at any particular
interviewing stage. Every company has a different approach.
Whether they have
just finished their first or final interview, they should always leave
things on a positive note. From shaking the interviewer�s hand at the
end of a meeting to verbally expressing their interests in the
position, it will make it that much easier for the hiring team to make
a decision in their favor if they are positive throughout the entire
process.
Interview Formats
Here are three basic
types of interview formats
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Phone Interviews
-
One-person
interviews
-
Group interviews
Candidates who are
new to the interviewing process may not be aware of the many different
types of interviewing methods a potential employer could use. It can
be very frustrating if the candidate should go into an interview
expecting an interviewer to utilize a conventional approach, and
suddenly their confronted with a totally unfamiliar format.
Phone Interview
This method is
becoming more and more popular in today's job market. The employer
representative will call a candidate and assess them over the phone.
They are considering many different aspects of a person's
qualifications and candidacy when they use this method. One of them
would certainly be their ability to communicate well during the
initial phone conversation. This may determine whether or not they
would recommend bringing the candidate in for a more in-depth, formal
interview.
The candidate should
usually expect to talk to only one person, and the phone interview
will likely last no more than 20 or 30 minutes. They should be
prepared to answer very structured questions about their background.
They should be located in a position where they will have no
distractions and they should be focused and articulate in their
delivery.
One Person
Interview
The one person
interview is generally used when companies are hiring contract,
temporary or hourly employees. If the responsibilities of the position
are clear cut and results from the work to done can be simply measured
this method can be effective.
The process will
consist of the hiring authority from the company interviewing one on
one with a prospective candidate. When organizations are interviewing
for management professionals, executives and or other difficult to
fill positions, they would more likely use the Panel Group or
Structured interview approach.
Group Interview
Many
companies like this method the most because
it gives them the opportunity to compare notes from all the
participants. They pool their feedback and make more of a team
decision on whether or not a candidate is viable. Group interviewing
can be organized in different ways:
Examples:
-
The Panel
Interview:
several members of the hiring team are present at the same place and
time to interview the candidate. Each individual participant may
have their own set of structured questions to ask. Each individual
could be charged with asking certain pre-planned types of questions
during their questioning period.
Multiple members may
even ask the same questions as another participant has asked, but in a
different manner. This strategy is often deployed in order to check
the overall consistency of a candidate's answers.
-
The Structured
Interview:
multiple interviewers meet with the candidate each on an individual
basis and at different intervals. Usually the group interviewing
team will include members from various departments which would be
effected by a new hire. There is usually someone from
-
the human
resources department
-
peers from the
department where the position exists
-
the hiring
manager
-
the hiring
manager's boss
-
others
who may interface with the person being hired.
If the position is
an upper-level executive management position they may have the
candidate meet with members of the company's board. The level of the
position will determine the number of interviewer's on the hiring
team. The average number of participants for these types of interviews
range from three to six.
This interviewing
approach will most likely provide the most thorough information about
any prospective candidate
Gaining
Control of the Interviewing Process
During an interview,
knowing what to say and how to say it is very important. The following
are basic fundamental principles to help a candidate increase their
chances of doing well during their interviews. This can be done by
gaining a certain amount of control during their interviewing process.
Before the
interview, gain as much knowledge about the company as possible. The
candidate will make a much stronger impression if they are well
prepared with sound information about the company, the industry, and
the economic effects and challenges which are facing them, both now
and in the future. Below are a few examples of preparation
-
If the company is
public, they can easily secure all the information they need online.
-
They can log on to
the company's website. If they don�t have the URL they can do a
Google search on the company�s name to gain access. If they don�t
have Internet access at home, they can go to the library to educate
themselves on the industry and the company.
-
They should gain a
very clear understanding of the technical responsibilities required
to be successful within the offered position.
-
They should be
well prepared to answer tough questions relative to company, the
industry, and most importantly, the job opening.
If your candidate
has planned well in the early stages of presenting their candidacy,
they should have tailored their resume toward the company's needs.
They have been asked to come in for an interview based on the
company's conception of their ability to handle the position. Last but
not least, consider the compensation range for the position. They may
be asked questions about salary during their interview.
These can be very
direct, such as "What dollar amount would it take for you to accept
this position?� They should respond to this question by indicating
that they are currently earning $X. They should portray their interest
in the position. They should give an indication of their desire to
receive some incentive, but also display their flexibility. Conveying
one's interest in motivations beyond just monetary gain is very
impressive to a prospective employer. Some of these could include
-
interest in the
type of company
-
the type of people
working there
-
the challenges and
the opportunities for contribution and growth within the position
There are many
motivating factors, other than just money, which can be conveyed to
the potential employer.
Your candidate
should identify the short and long term goals of the company and how
they will relate to the position they are interviewing for. If this is
done early in the interviewing process, they should feel more
comfortable in adjusting their questions and answers towards the
position's requirements and the company's needs.
Defining issues most
important to the employer, and placing themselves in a position to
convey how they can help the organization achieve important goals is a
very powerful strategy.
Expect the
interviewer to focus on four key categories:
-
Resume
-
Self-Appraisal
-
Situation
-
Stress
Resume
The candidate should
be prepared to give accurate and thorough answers with regards to
their resume. They should be well organized in their responses and
should elaborate when it is required.
Self-Appraisal
They will most
certainly be asked about their achievements. What are some of their
most significant accomplishments? They should be ready to explain
these assets in ways that are not boastful or arrogant.
Situation
They should be
prepared to explain their past actions. How would they handle
hypothetical scenarios which the interviewer will create? Most
interviews will have many situation based questions. The best way to
prepare for these types of questions is to consider the requirements
of the position.
What likely
scenarios could confront a person in this position? This is typically
how an interviewer would originate their line of questioning regarding
hypothetical scenarios.
Stress
These types of
questions evaluate the candidate's emotional reflexes, creativity, and
attitude under pressure. They should be prepared to give examples of
how they would handle stressful or difficult situations.
Your candidate will
never get a second chance to make a first impression. If their first
impression isn�t professional and confident, they will have little
chance of gaining control over the interview. Make sure they
understand the fundamentals of making a lasting, positive first
impression
�
Don�t
be late: Demonstrate promptness by showing up early. This
will put them in a less stressful position for the interview.
�
Dress
for success: it�s best to always be dressed professionally for
an interview. These days many companies have a casual dress code and
they may inform you to consider dressing in a manner befitting the
attire and environment of the company. It is always good practice to
dress for success. Dress like someone the interviewer wants to work
with.
�
Be
confident: when greeting the hiring authority or hiring team,
provide a firm yet pleasant handshake and maintain good eye contact
throughout.
Chemistry is a very
significant. The candidate should be aware of the interviewer's style
and approach. The sooner they feel comfortable with the person they
are interviewing with, the better they will do.
Matching the
presentation level of the interviewer without changing ones
personality. This requires skill, because a person always needs to be
genuine and sincere in their approach. The candidate's success depends
completely on how they present themselves during the interview, so
they should be natural, personable, listening carefully, answering
questions intelligently and thoroughly while asking questions in a
timely and relevant manner.
Before leaving the
interview the candidate should feel they have covered everything.
Asking the interviewer if they feel everything has been covered, is a
good practice. They should be open to seeing other decision maker�s
right away or at least conveying an interest in returning for a next
round. This will show the interviewer there is strong motivation and
interest from the candidate.
Helping your
candidates develop this type of rapport and empathy during the
interviews will go a long way to ensuring their success.