Other Oral Communication Situations: Interviews BBS 2nd Year Business Communication

 

Interviews

An interview is a formal meeting between two or more people where questions are asked and answered to evaluate the qualifications, skills, and suitability of a candidate for a job or to gather information on a specific topic. Interviews can also be used to assess the knowledge, opinions, or experiences of an individual. The purposes of conducting an interview vary depending on the context, but generally include evaluating a candidate's fit for a job, gathering information for research or journalism, or assessing a person's qualifications for a specific role or task. Interviews are an essential tool for gathering information, making decisions, and evaluating individuals' capabilities and suitability for various purposes.

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Types of Interviews

Interviews can be classified into various types based on their purposes. One common classification is based on the purpose of the interview, which includes job interviews, research interviews, informational interviews, and investigative interviews. Job interviews assess a candidate's suitability for a specific job role. Research interviews are used to gather information for academic or professional research purposes. Informational interviews are conducted to gather insights and advice from professionals in a specific field. Investigative interviews are used in journalism or law enforcement to gather information or produce testimonies. The common types of interviews are mentioned below:

A.  Selection Interview: Selection interviews can take various forms, such as structured interviews with predetermined questions, unstructured interviews that allow for a more conversational approach, or panel interviews with multiple interviewers. The focus is on assessing the candidate's qualifications, experience, skills, and cultural fit with the organization.

B.    Performance Appraisal Interview: Performance appraisal interviews provide an opportunity for managers and employees to discuss performance goals, achievements, challenges, and development opportunities. These interviews often include a review of the employee's performance against predefined goals and expectations.

C.    Disciplinary Interview: Disciplinary interviews should be conducted privately and respectfully. The interviewer should clearly explain the reasons for the interview, provide specific examples of the behavior or performance issues, and allow the employee to respond and present their perspective. The goal is to address the issues constructively and to identify solutions to improve performance or behavior. The procedures for a disciplinary interview typically include the following steps:

a.      Notification: The employee is notified in advance of the disciplinary interview, including the date, time, and location of the meeting. The notification should also include the reason for the interview and any relevant documentation.

b.    Preparation: The manager or HR representative conducting the interview should gather all relevant information, such as performance records, incident reports, and any other documentation related to the disciplinary issue.

c.      Conducting the Interview: The interview should be conducted in a private and confidential setting. The manager or HR representative should explain the purpose of the interview, including the specific concerns or issues that have led to the disciplinary action.

d.     Allowing the Employee to Respond: The employee should be allowed to respond to the concerns or allegations raised during the interview. They should be encouraged to provide their perspective and any mitigating factors that may be relevant.

e.      Providing Feedback: The manager or HR representative should provide clear and specific feedback to the employee regarding their performance or behavior. They should explain the impact of the employee's actions on the organization and the expectations for improvement.

f.       Discussing Consequences: If appropriate, the manager or HR representative should discuss the potential consequences of continued poor performance or behavior. This may include verbal warnings, written warnings, or other disciplinary measures.

g.     Developing an Action Plan: If necessary, the manager or HR representative should work with the employee to develop an action plan for improvement. This plan should include specific goals, timelines, and support mechanisms.

h.     Documenting the Interview: A record of the disciplinary interview should be kept, including notes from the meeting, any agreements or action plans developed, and any follow-up steps that are required.

i.       Follow-up: The manager or HR representative should follow up with the employee after the disciplinary interview to ensure that any agreed-upon actions are being implemented and to monitor progress.

j.       Reviewing the Outcome: After some time, the manager or HR representative should review the outcome of the disciplinary action to determine if further action is necessary or if the issue has been resolved satisfactorily.

D.   Personal Problem Interview: Personal problem interviews require a sensitive approach. The interviewer should create a supportive environment where the employee feels comfortable discussing their challenges. The focus is on providing assistance, resources, and guidance to help the employee address and manage their issues effectively.

E.    Grievance Interview: Grievance interviews should be conducted impartially and objectively. The interviewer should listen actively to the employee's concerns, gather relevant information, and work towards a fair and timely resolution. The goal is to address the grievance satisfactorily and to prevent similar issues from arising in the future.

 

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Guidelines for the Interviewers

Guidelines for interviewers involve thorough preparation, including familiarizing oneself with the job description and the candidate's background. It's important to dress and speak professionally, actively listen, and ask clarifying questions. A structured approach with predetermined questions should be used to ensure fairness. Biases in questioning and evaluation should be avoided. Engage with candidates to show interest, and be flexible while staying focused on the interview objectives. Provide constructive feedback and thank candidates for their time. Explain the next steps in the selection process and follow up with candidates afterward. 

The following three basic guidelines for the interviewer are:

A.   Preparing the Interview: Preparing for an interview involves familiarizing yourself with the job description and company, researching the candidate, preparing questions, considering logistics, and gathering necessary materials. This preparation ensures a smooth process and helps in making an informed decision. Under this topic, other sub-topics are discussed below:

a.      Determining Objectives: Before conducting an interview, it's important to determine the objectives. This involves clarifying what you hope to achieve through the interview, such as gathering information, assessing a candidate's suitability for a job, or understanding a person's perspective on a particular topic.

b.     Gathering Information: Once the objectives are clear, gather relevant information to prepare for the interview. This may include reviewing the candidate's resume, researching the company or topic, and identifying key areas to explore during the interview.

c.      Identifying Areas of Focus: Based on the information gathered, identify specific areas or topics that you want to focus on during the interview. This will help guide the conversation and ensure that you cover all relevant points.

d.     Setting Suitable Time: Choose a suitable time for the interview that works for both you and the interviewee. Consider factors such as availability, time zones, and any other scheduling constraints.

e.      Informing the Person: Finally, inform the person being interviewed about the objectives, format, and logistics of the interview. This ensures that they are prepared and know what to expect, leading to a more productive and successful interview.

B.   Conducting the Interview: During an interview, you greet the interviewee warmly to create a positive atmosphere. You explain the purpose of the interview and discuss the agenda. Open-ended questions are used to encourage detailed responses from the interviewee. Active listening and note-taking help you capture important information. Maintaining a professional demeanor is important, and interruptions should be avoided. At the end of the interview, you thank the interviewee for their time and explain the next steps in the process.

a.      Observe Standard Etiquette: Adhering to standard interview etiquette is essential. This includes being respectful, maintaining a professional demeanor, and following any specific guidelines or procedures set for the interview. It's important to create a positive and respectful atmosphere throughout the interview process.

b.     Begin with Small Talk: Starting the interview with some informal conversation can help break the ice and create a more relaxed atmosphere. This can be particularly helpful for easing nerves and allowing the interviewee to feel more comfortable opening up during the interview.

c.      Ask Appropriate Forms of Questions: Using a variety of question types is important to gather comprehensive information. Open-ended questions encourage the interviewee to provide detailed responses, offering insights into their thoughts and experiences. Closed-ended questions can be used to gather specific information or confirm details.

d.     Take Notes: Taking notes during the interview is important for capturing key points and important information. This helps ensure that nothing is overlooked and provides a reference for follow-up or further discussion.

e.      Display Sensitivity: Demonstrating sensitivity during the interview is crucial, especially when discussing potentially sensitive topics. It's important to be empathetic and understanding and to respond appropriately to the interviewee's emotions and reactions.

f.       Encourage to Ask Questions: Encouraging the interviewee to ask questions can help clarify any doubts or concerns they may have. It also demonstrates their interest and engagement in the interview process. Providing opportunities for questions can also help ensure that all relevant information is covered and that both parties have a clear understanding of the topics discussed.

C.   Post-Interview: After the interview, several activities are typically performed to complete the interview process. These include evaluating the candidate's performance, comparing it with other candidates if applicable, and making a decision on whether to move forward with the candidate. Feedback may be provided to the candidate, either through a formal letter or email or verbally over the phone. If the candidate is selected, the next steps in the hiring process, such as reference checks or job offer negotiations, are initiated. For candidates who are not selected, communication is sent to inform them of the decision and thank them for their interest.

Guidelines for the Interviewees

Guidelines for interviewees include preparing thoroughly by researching the company and the position, practicing common interview questions, dressing professionally, arriving on time, communicating clearly and confidently, asking thoughtful questions, and following up with a thank-you note. These guidelines help demonstrate your interest, professionalism, and suitability for the position.

a.      Research: We conduct thorough research on the company, its culture, values, and the job role we're interviewing for. This will help us tailor our answers and show interest in the organization.

b.     Prepare: We anticipate common interview questions and prepare our answers. We also practice our responses to ensure they are clear, concise, and relevant to the job.

c.     Dress Appropriately: We have to dress professionally for the interview, paying attention to the company's dress code. Our attire should reflect our respect for the opportunity and the organization.

d.     Arrive on Time: We plan our route to the interview location to ensure we arrive on time. Being punctual demonstrates our reliability and respect for the interviewer's time.

e.      Communicate Clearly: We speak clearly and confidently during the interview. We have to listen actively to the interviewer's questions and respond thoughtfully.

f.       Ask Questions: We prepare insightful questions to ask the interviewer about the role, the team, or the company. This demonstrates our interest and engagement in the opportunity.

g.     Follow-up: We send a thank-you email or letter to the interviewer after the interview. We also express our gratitude for the opportunity, reiterate our interest in the position, and highlight any key points from the interview that we want to emphasize.

 

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