A poor interview can lead to bad hires, wasting resources and hurting team morale. A well-run interview, however, looks beyond a resume to assess a candidate’s skills, temperament, and cultural fit. Mastering the interview process is a strategic way to build an effective workforce. This guide provides a framework for conducting interviews that identify the right person for the job.
Prepare for the Interview
Preparation begins with analyzing the job description to create an ideal candidate profile. By reviewing the responsibilities and qualifications, you can define the necessary skills and attributes for the role. This profile should distinguish between required skills and desirable traits.
This profile serves as the standard for evaluating all applicants. It should include technical skills, soft skills, and personality traits that align with the company culture. Collaborating with department heads or future team members provides a more complete understanding of the position’s demands.
Logistics are also important. Schedule enough time to avoid a rushed conversation and allow the candidate to ask questions. The interview environment, whether physical or virtual, must be professional and free from interruptions. This shows respect for the candidate and sets a focused tone.
Structure the Interview for Success
A structured interview format ensures consistency and fairness, allowing for a more accurate comparison between candidates. Every applicant should be asked the same core set of questions. This approach helps minimize unconscious bias and keeps the evaluation focused on job-relevant competencies.
Begin with a welcome to establish rapport and ease the candidate’s nerves, as a relaxed applicant gives more authentic responses. Introduce the interviewers and their roles, then briefly outline the meeting’s agenda. This overview helps manage expectations and puts the candidate at ease.
After introductions, provide a concise overview of the company and the role. This context is helpful for the candidate before questioning begins. The core of the meeting is for asking prepared questions that assess the attributes identified during preparation. Manage time effectively to cover all planned topics.
Reserve significant time for the candidate to ask their own questions. This allows the applicant to clarify details and offers insight into their priorities and motivations. Conclude the interview by explaining the next steps in the hiring process, including the expected timeline for a decision. This transparency creates a positive final impression.
Ask Effective Interview Questions
The quality of an interview depends on the questions asked. Use open-ended questions, which cannot be answered with “yes” or “no,” to encourage detailed responses that reveal a candidate’s thought process. These questions often start with phrases like “Tell me about…” or “Describe a situation where…” to prompt specific experiences.
Behavioral questions help understand how a candidate has performed in the past. Based on the principle that past behavior predicts future performance, these questions ask candidates to recount specific professional experiences. For example, “Tell me about a time you dealt with a difficult customer,” reveals their problem-solving abilities and communication style.
Situational questions present hypothetical work scenarios to gauge a candidate’s judgment and problem-solving skills. A question like, “What would you do if you missed a deadline?” assesses their accountability and ability to perform under pressure. These questions are useful for roles requiring quick thinking.
For many positions, you must also verify technical competencies with skills-based questions. These can range from practical tests, like a coding challenge, to questions about experience with particular tools. The goal is to confirm the candidate has the skills required for the job.
Understand Legal Boundaries
Hiring managers must understand the legal boundaries of interviewing. Federal, state, and local laws prohibit discrimination based on protected characteristics like age, race, religion, sex, national origin, or disability. Any question about these topics can expose a company to significant legal risk.
Interviewers must be trained to avoid illegal questions. For instance, asking “Do you have children?” is unlawful. A legal alternative to gauge their ability to meet work schedule demands is to ask, “This role requires occasional evening work and travel. Can you meet these requirements?” This focuses on job demands, not personal life.
Similarly, questions about a candidate’s age, like “What year did you graduate?”, are off-limits. To assess experience, ask about their years of experience with a specific skill. Questions about health or disabilities are also prohibited. Instead of asking about health conditions, ask, “Can you perform the essential functions of this job with or without reasonable accommodation?”
Ensure all questions relate directly to the candidate’s ability to perform the job. Small talk can lead to prohibited topics, so remain professional and focused. It is safer to let the candidate initiate any discussion of their personal life; interviewers should not initiate these topics.
Evaluate and Follow Up
Begin the evaluation process immediately after the interview. Use a standardized evaluation form or scorecard to assess candidates objectively based on the competencies defined during preparation. Scoring each candidate against the same criteria helps minimize bias and ensures a fair comparison.
Measure each candidate against the ideal candidate profile rather than against each other. This approach keeps the focus on the job’s requirements and prevents a good candidate from being overlooked. Your interview notes provide specific examples to justify the scores on your rubric.
Prompt and professional communication creates a positive candidate experience. All interviewed applicants should receive a follow-up. Notify those not selected in a timely and respectful manner. This practice reflects well on the company and encourages future applications or referrals.
For the top candidate, the final steps involve checking references and extending a formal job offer. Reference checks can validate a candidate’s skills and work ethic. Once a final decision is made, extend the offer promptly, outlining the salary, benefits, and start date.