Small Business Owners Guide to Interviewing
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This document serves as a comprehensive guide for conducting effective job interviews, emphasizing the importance of preparation, body language, and question types. Key strategies include reviewing resumes, asking open-ended questions, and assessing candidates' motivations and cultural fit. It also outlines illegal questions to avoid and offers tips for creating a positive interview environment.
Small Business Owners Guide to Interviewing
- 1. Quick Guide to Interviewing A Priority HR White Paper info@priorityHR.com • PriorityHR.com • 616.437.7377
- 2. 2 MUST DOS FOR A SUCCESSFUL INTERVIEW • Before the interview, scan the applicant’s resume and cover letter for qualifications and discussion points. • Select 10-15 questions from the interview questions in this guide and modify them to fit your needs. • Make a good first impression: use direct eye contact, a firm handshake, smile, use their names, and make the applicant feel at ease. • Focus on watching each applicant’s body language, then make specific notes after they have finished their answer. • Look for openness, confidence and enthusiasm. • Ask open-ended questions and get clarification in any unclear response. • Listen for direct responses showing achieve- ments, understanding and results related to the required job skills. • Represent yourself and the organization profes- sionally. The applicant is also interviewing you. • Try to keep the length of each applicant interview equal for a fair comparison. • Assess how the applicant will fit into the culture, ethics and team orientation of the company. • Make sure you adhere to the guidance offered on the “Rules to Follow” page of this book. • Close the interview by giving the applicant a chance to ask any questions they may have. • Note your final impressions before seeing the next applicant. ANALYZING THE RESUME Characteristics of a good resume: • Layout that is neat, organized and consistent with no spelling or typing errors. • Positive direction and speed of career advance- ment. Is the applicant progressing? • Problem/action/result statements demonstrating measurable results. • Appropriate education and certifications. A good cover letter will: • Not be a canned, generic letter. • Show knowledge of your company and industry with terms meaningful to the position. • Be error-free. • Have an action-oriented tone requesting an interview. • Discuss how the applicant will be able to help meet your organizations specific needs, problems and challenges. 1. Use the applicant’s works history and past accomplishments as initial evaluation criteria. 2. Note the average amount of time in each job and get explanations for periods of unemployment. Turnover is expensive–you don’t want a “job hopper.” 3. Make notes on items to discuss during the interview, especially anything that is unclear. 4. Verify that the applicant meets the minimum qualifications before proceeding any further. 5. The day before the scheduled interview, all applicants should be called to confirm their appointments. TIPS
- 3. 3 1. The first 15 seconds of the interview are very important to both you and the applicant. Make an effort to present yourself well and notice your impression of the applicant. 2. Ask open-ended questions that start with the words “who, what, when, or how,” and provide positive feedback to encourage further discussion. 3. Make sure you keep the pace of the interview on track so you can gather all of the information you need during the time allocated. 4. Ask all applicant similar questions to obtain an objective evaluation. 1. Your goal is to determine the applicant’s ability to do the job and how they will fit within the organization. Qualify the applicant by reviewing and becoming familiar with their resume, asking open- ended questions for validation and noting your impression of their responses. 2. Have a list of questions ready with space after each for your notes and quickly review these before you greet the applicant. 3. Be flexible and design your questions so that each question builds on the previous one. 4. Know the required qualifications for the position. 5. Allow ample time for the interview, to make notes afterward and try to avoid interruptions. 6. Remember the applicant is also interviewing you, dress professionally and be well prepared and organized. 7. Make sure the interview area is prepared, clean and presentable. 8. Keep notes on other applicants and confidential information away from the applicant’s view. 9. Have any company materials you want to provide to the applicants ready and available. 10. Try to balance the amount of time you listen to the applicant with the amount of time you speak. 11. Try to develop and ask follow-up questions that are unique to this individual. TIPS TIPS PREPARING FOR THE INTERVIEW INTERVIEW STRUCTURE • Introduction: get to know the applicant and provide general information regarding the position and company. • Question and answer: review the applicant’s qualifications. • Investigation: assess the applicant’s ability to perform the required tasks. • Evaluation: notice that applicant’s personality and character to determine if they will be a good fit within you company. • End: Answer the applicant’s questions and discuss the next steps.
- 4. 4 BODY LANGUAGE Your (the interviewer’s) body language: • Mirror your applicant’s body language to establish a good rapport. • Welcome the applicant with direct eye contact, a firm handshake, smile and use their name. • Minimize note taking to observe their body language. • Consider minimizing barriers between you and the applicant (your desk for example). • Face the applicant directly and minimize hand gestures to avoid creating distractions. • Show your interest through active listening. Applicant’s body language: • Look for direct eye contact, firm handshake, friendly smile and use of your name. • A calm demeanor and minimal body movements are indications of maturity and confidence. • Facial responses while answering questions can signal confidence, confusion or uncertainty. • Notice breathing, voice, tone and speech rate. • Fidgeting, looking away, or similar gestures may indicate and inability to handle stress effectively. • Touching the nose when answering a question may indicate deception. • Crossed arms may indicate resistance or discomfort. • If the applicant pulls back after you ask a question, you may want to probe more deeply to understand the reactions. • Poor body postures (slouching) may indicate a lack of confidence. THE FIRST FOUR MINUTES What am I looking for in the applicant’s response? • Strengths that match your organization’s needs. • Well-thought-out, honest responses. • Good communication skills. • Ability to get along with others. What signals a potential problem? • Long, detailed answers unrelated to career progress or the question posed. • Laundry lists of generic attributes, such as “hard- working,” “loyal,” “perfectionist,” etc. • Inability to provide examples of previous job tasks. • No knowledge or research on your company shows a lack of preparation. • Problems with previous supervisor or co-workers may indicate poor people skills or a difficult personality. Getting the most from the applicant’s answer: • Qualify responses with follow-up questions and ask for examples of specific successes and challenges. • Open-ended questions starting with “What, How, When and Tell me about” lead to answers that better assess the applicant. • Take the time to write concise notes about the applicant that will help you remember their interview performance later on. • Don’t rush to break a silence during your conversation–observe how the applicant handles the pressure. • •
- 5. 5 RULES TO FOLLOW Illegal Questions You and the company may face serious legal and financial repercussions if you ask the wrong ques- tions. DO NOT ASK any questions regarding race, age, marital status, religious preference, national origin, disability, sexual orientation or political affil- iations. In general, only inquire about job require- ments and work-related capabilities. Examples of questions to avoid: • When did you graduate from high school? • How long have you been married? • Where were you born? • Do you have childcare arrangements? • Do you have physical disabilities that will prevent you from performing this job? • How tall are you? • What church do you attend? • Do you own your car? • What is your native language? • What does your spouse do for a living? • What type of military discharge did you receive? • Do you own your home or rent? • How old are you? • How many children do you have? • What is your Social Security number? MEASURING MOTIVATION Assess the applicant’s internal and external moti- vation. Try to determine whether the applicant is self-driven or may need constant reinforcement. Question examples: • What are your goals for the next five years? • What activities have you done outside of work that are related to your career? • Why did you choose this career path? • Which is more important to you, the pay or the job? • What does job security mean to you? • What motivates you to put forth your best effort? • Give me an example of a time when a project really excited you. 1. Look for motivation that fits the company culture. 2. Keep the existing team dynamics in mind and consider how the applicant compares. 3. Listen for answers indicating a positive disposition. 4. Look for specific, measurable examples of accomplishments. 5. Observe body language and mannerisms. 6. Look for indication of clear short-term and long-term goals. 7. Be aware that unrealistic goals may signal future dissatisfaction. 8. Assess the applicant’s interest in the possibility of advancement. 9. Internal motivation is a good indication that the applicant will find a way to perform regardless of barriers. 10. External factors such as money or canned responses may signal a lack of introspection. TIPS
- 6. 6 MEASURING MOTIVATION CONT. Good answers: • Illustrate self-reliance and leadership. • Include detailed, targeted responses directly answering the questions. • Covey enthusiasm about accomplishments. • Indicate desire to always perform well. • Show ability to work as part of a team. Poor answers: • Express lack of direction. • Expose no specific progress in career. • Disclose unrealistic ambitions. • Reveal personal goals that don’t match company needs. MEASURING PERSUASIVE ABILITY Assessing the applicant’s ability to work as a team player, expressing ideas and suggestions, and persuading others are imperative attributes for an effective employee. Question examples: • Tell me a time when you had to persuade someone to accept an idea or proposal. • Why do you want this job? • Why should we hire you? • Tell me about a time when you took a negative outcome and made it positive. Good answers: • Demonstrate creativity and illustrate unique talents and abilities. • Show mastery of influence methods (reason, reward exchange, pressure, etc.). • Display a natural empathy toward others. Poor answers: • Suggest an overactive ego. • Show a lack of concern for others and may expose goal achievement at any cost. • Show coercion or intimidation. Persuasive applicant answers contain: 1. A need: why current state is ineffective 2. A proposed solution 3. A plan to implement the solution 4. A vision of post implementation 5. Positive and upbeat demeanor 6. Strong vocabulary shows breadth of ability 7. Evidence applicant is considered a leader by friends and peers TIPS
- 7. 7 MEASURING ATTITUDE & ETHICS Analyzing the applicant’s demeanor and ability to handle typical daily frustrations. Question examples: • What job values are most important to you? • How did you get along with your last boss? • How do you feel about doing routine work? • How do you think a friend or coworker who knows you would describe you? • Tell me about a difficult situation where it was a challenge for you to keep a positive attitude. • Tell me a time when a team member wasn’t pulling their weight and how you handled it. • How do rules for doing business change in good times and when things are not going so well? • If your boss asked a question you did not know the answer to, but should, what would you do? Good answers: • Demonstrate flexibility. • Illustrate consistent enthusiasm. • Indicate a willingness to accept responsibility. • Show assertiveness. • Display commitment to solving problems instead of building excuses. Poor answers: • Identify repeated patterns of conflict. • Expose tendency to blame others. • Show inability to accept failures. • Reveal inability to adapt. 1. Pay attention to the significance of the issues in relation to the applicant’s attitude. 2. Observe non-verbal expressions during responses. 3. Look for patterns of behavior. 4. Watch for applicant responses that place blame on external factors—the “victim” syndrome. 5. Note the level of creativity and applicant displays in solving problems. 6. Look for a positive, solution-oriented, and successful mindset. 7. Watch for signs of fear and self-limiting statements, like “I’ve never…” and “I can’t…” 8. Identify responses showing behaviors that promote positive well being. 9. Ethical applicants will provide honest answers. Dishonest applicants will stumble, look for cues from you on how to respond or give the answer they think you expect. 10. Look for an applicant that is consistent and not afraid to answer honestly and directly, even if that displays some deficiencies. TIPS
- 8. 8 MEASURING INITIATIVE Now you will assess an applicant’s leadership qualities and abilities, team involvement and task completion. Question examples: • What are your proudest career accomplishments? • Do you prefer direction or autonomy at work? • Tell me about a project you led from start to finish and the results of that project. • How have you built enthusiasm in others? • What do you think it takes to be successful in and organization like ours? • Tell me about a time when you had to solve a problem with no rules or guidelines in place. Good answers: • Show consistent progression across career. • Demonstrate steady progress toward clear goals. • Illustrate follow-through in projects. • Convey a pattern of looking for opportunities and taking them. • Indicate ability to work with little direction. Poor answers: • Convey apathy. • Indicate a need for direction. • Expose dependence on teams. • Indicate lack of goals and achievement. THE LAST FOUR MINUTES This is one last chance for you to qualify the applicant. It is also your opportunity to “close” a quality applicant, so remember to use posi- tive body language–direct eye contact, a warm smile, a firm handshake and their name. 1. Pay attention to the applicant’s ability to answer questions with clarity. 2. Observe the level of enthusiasm in the answer. 3. Notice whether the applicant is able to come up with answers easily and quickly. 4. Beware of overly delayed responses. 5. Look for an applicant that can “pick the right battle.” 6. Quality applicants are motivated by both internal and external rewards. 7. Listen for answers that are detailed-oriented. 8. Make note of answers that express a desire to grow and learn professionally. TIPS 1. At the end of the interview, prompt the applicant to ask any questions that have not already been answered. 2. After the interview, make notes immediately. Include your first impression and instinctive feeling so that you will remember the applicant. 3. Ask your receptionist and/or other staff members who have had contact with the applicant for their feedback. Often applicants will be more relaxed with other staff members, and you may learn more about them. TIPS
- 9. 9 If you are interested in the applicant: • Find out when the applicant is available to begin. • Verify that they are not tied down by any other obli- gations, such as non-compete agreements. • Confirm whether the applicant is still genuinely interested in the position. • Make sure the applicant understands you are interested in moving forward and determine their time frame for making a decision—do they have other offers on the table or are they ready to start working? • Ask for and contact all references. ANSWERING QUESTIONS As an applicant asks questions, you will have an idea of their true interest. This is your opportunity to sell the benefits of working for your company. Standard applicant questions: • What type of assignments can I expect? • What characteristics does a successful employee in your company possess? • What training do you offer new employees? • Tell me about your performance review system. • What is the next step in the hiring process? • Why is this position available? • Describe a typical day in the office. • What are the goals of this department? • What is your greatest need? 1. Be sure to give an honest indication of the company culture. 2. Make sure job expectations are clearly communicated to the applicant. 3. Probe into perceived areas of weakness to give them a chance to respond. TIPS