Interviewing
- 1. Guide to Interviewing Presentation by Asiya firdose 2nd MBA
- 2. Contents Types of interviews Three steps in successful interviewing The interview schedule The interview guide Conducting the interview Rapport Questioning Interview review The interviewee Dos and don’ts Further assistance 2
- 3. Interviews Interviews are in essence guided dialogues to gain information, made effective by using a well prepared interview guide. Some examples are: • Requirements gathering interviews • Post implementation review interviews • Job and team selection interviews • Performance review interviews • Exit interviews 3
- 4. Three steps in successful interviewing Preparation: produce an interview schedule and interview guides. Execution: conduct the interviews Review: write up the interview notes 4
- 5. Steps in the interview process Preparation Execution Review Interview Interview Interview Interview schedule guides notes format Who you are going What questions are • Structure What results were to interview, why, you going to ask? • Rapport obtained? when and where? • Listen • Information found • Probe • Decisions • Clarify • Actions An interview guide should be created prior to all interviews to ensure the interviews are focused and efficient and enable comparison and summarisation. 5
- 6. The interview guide Section Question Sub Question Introduction 1. Personal background • Education 2. Key mission of the department • Work experience 3. …………….. • Major activities • Major interfaces • Body 4. Recent development in area x • Major products 5. Customer reactions • Competitor activities 6. ………………. • Switching costs 7. ………………. • Timing of change 8. ………………. • Wrap up 9. Future trends • Next S - curve 10.Restate key points • Timing • To make the most out of an interview, a well thought through interview guide is extremely helpful. 6
- 7. Preparing the interview guide • Determine the objectives of the interview. • Plan the structure of the interview. • Prepare interview questions. • Prepare additional notes if they assist. For example having an organisation chart helps in clarifying roles and responsibilities. The interview guide enables standardisation of interviews for effective comparison and summarisation 7
- 8. How to conduct the interview Introduction Conduct at their place of work where possible Always state the reason for the interview and how it will be conducted Put the interviewee at ease Ask the interviewee if they agree to you taking notes Body Listen to the answers and request clarification if necessary Avoid making criticisms or taking sides Keep control of the interview: refocus the interviewee if they are rambling or clarify if they misunderstood the question Stay focused and follow your interview guide Allow the interviewee to ask questions Wrap-up Thank the interviewee Advise them what the next steps are and the timeframe 8
- 9. Interview review A standard interview note format is useful in orienting interviews to results: Key Steps Format Interview Notes Interview Notes ••Write interview notes Write interview notes as soon as possible after the Interviewees: Interviewees: as soon as possible after the interview Interviewers: Interviewers: interview Location: Location: ••Outline key findings, Date: Date: Outline key findings, note emerging hypotheses note emerging hypotheses KEY FINDINGS KEY FINDINGS ••Consider how findings fit Consider how findings fit with earlier evidence BACKGROUND AND BACKGROUND AND with earlier evidence SITUATION SITUATION ••Identify gaps to be Identify gaps to be filled in subsequent filled in subsequent DISCUSSION NOTES DISCUSSION NOTES interviews interviews NEXT STEPS NEXT STEPS Interview notes are valuable when sharing information with other team members. 9
- 10. The interviewee may be • Assuming no possible improvement • Assuming they have the full picture • Assuming knowledge on your part • Describing work out of sequence • Covering up their own failings • Exaggerating • Scoring off others • Overwhelmed by you • Protecting others • Exaggerating the immediate problem • Overestimating the importance of the job • telling you what they think you want to hear 10
- 11. Adjust your style to suit the interviewee The nervous interviewee Be very explicit in setting the scene, tell why you are there and what they can expect. Establish rapport and make sure you are relaxed and confident The non-talker Make a special effort to build rapport and find common language and experiences. Avoid closed questions, use open questions to draw them out The angry/hostile interviewee Do not tolerate threatening behaviour. If anger is directed at you: • admit your mistake if you are wrong • stay calm, avoid getting angry in return If anger is directed at others: • do not get involved and do not taking sides • correct misinformation tactfully ie do not challenge honestly held opinions 11
- 12. Poor interviewing behaviour Examples: × Did not make an appointment × Arrived late × Was rude × Exhibited one upmanship × Did not explain the purpose of the interview × Did not explain the scope of interview × Used jargon × Became confrontational × Was inconsiderate × Talked down to the interviewee × Abruptly ended the interview × Did not explain what happens next 12
- 13. Do not × Arrive without warning × Forget interviewee’s name or role × Show off × Criticise × Interrupt × Be impatient × Use coarse language × Fidget, lounge or appear bored × Go over time without agreement from interviewee × Fail to thank the interviewee for their time 13
- 14. Do Create rapport Make notes Be sincere Be objective Be courteous Verify your findings Separate fact from fiction Pitch the interview at the right level Keep within the scope of the interview Establish the option to ask follow up questions Wrap up the interview and thank the interviewee for their time. 14
- 15. Further assistance For additional supporting guides refer to: Guide to communicating Guide to requirements gathering Guide to conducting meetings and RAP sessions 15
- 16. THANKING YOU 16
Editor's Notes
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