Interview Guide
Preparing for an Interview
Prepare a folder with personal job-related information, such as originals of academic transcripts, references and samples of work. In addition, include a copy of the information you have already supplied to the employer/interviewer - and know what you have written in your cover letter and résumé.
Review the job advertisement and statement of duties (if provided). These can often be the basis for the questions that will be asked at the interview.
Research the organisation with which you have an interview and find out all you can about its structure, history, personnel and goals (review their website and any information you have gathered).
It’s a good idea to prepare questions you want to ask the interviewer.
Practise answering likely questions. Don't try to be word perfect, but prepare your thoughts and ideas about what you want to include in your answers.
Know the exact place and time of the interview, and the correct pronunciation of the interviewer's (or interviewers') name(s).
What to Wear to an Interview
While dress codes vary in different industries, professions and workplaces, it is generally wise when attending an interview to note the following advice. Women should wear a smart skirt or trousers and blouse, or a business suit. For men, smart trousers and a shirt with a collar and tie are appropriate. Dressing on the conservative side is generally advised unless you think that a more individual style of dress would be appreciated. Personal grooming is very important: neat, freshly combed hair, clean fingers and nails, and clean shoes are recommended. Physical appearance is a factor too; get a good rest the night before your interview so that you look and sound your best.
Types of Interviews
What Kind of Interview?
The type of interview chosen by the employer is determined by a number of factors including: the personal preference of the interviewer; the history and customs of the organisation; the cost; administrative/legal requirements; and the wish to use modern interviewing techniques perceived to be more effective (e.g. behaviour-based interviewing, group interviews, assessment centres).
When preparing for your job interview, try to find out what type it will be. In most cases, rehearsing your answers to expected questions is a good preparation. Mock interviews, videotaping, or even giving your answers in front of a mirror can help you improve not only the content, but also the delivery of your answers.
Interview techniques are not rigid. An employer may use a number of them as part of the interviewing process. Some employers may use four or more separate interviews in selecting key staff.
Informal Interviews
While all interviews are formal in some sense, it is quite common for the first part of an interview, at least, to be somewhat unstructured (the exception is the panel interview). The interviewer wants to get to know you a little better-to find out more about the person behind the résumé. The interviewer would usually prepare a number of points of discussion based on your background, and ask questions designed to reveal more about you. The interview will proceed according to the leads that you provide in your responses. It is important for you to be proactive in this process.
Telephone Interviews
Smaller organisations, or organisations recruiting staff from a wide geographical base, may use an initial telephone interview as a screening device to cut down on the number of applicants for a position. Such an interview can be quite challenging because there are no visual cues to guide your responses. Clarity of speech, variation of tone in the voice, and good listening skills are therefore very important. Have a "sales pitch"-a quick summary about yourself ready to deliver over the phone if necessary. Good preparation is essential before you dial!
Interviews Via Video Conferencing
Interviews via video links deprive you (and the interviewer) of the opportunity to fully read body language. Therefore you need to stay on the point but be concise, as you may not be able to tell if the interviewer is getting bored. A useful technique to overcome this problem is to ask the interviewer if they would like more detail. Dress in plain, bright colours-checks and stripes can blur. Do not watch yourself in the screen and look directly at the camera so the interviewer feels you are looking directly at him or her. Avoid sudden movements, which could cause blurring on the received picture. Work to establish rapport right from the beginning of the interview. Smile! Be certain to know and use the name of the interviewer. Use a normal volume of voice, directing your speech to the microphone. Stay seated to say goodbye at the conclusion of the interview.
One-on-one Interviews
In this type of job interview, you are interviewed by one person (e.g. a manager, senior executive, or owner of an organisation). The style of interview can vary from formal to relaxed, and will often reflect the personality of the interviewer. Whatever the style, you need to be mindful that the interviewer is assessing you as a future employee, and stay alert, positive and responsive to the questions asked (see "Types of interview questions" below).
Two-on-one Interviews
In this type of interview, you are questioned by two interviewers, who will generally have worked out who'll ask which questions, and in what order. Such an interview method is somewhat more objective than the one-on-one type, as it allows for later discussion between the interviewers about the best candidate for the position. A somewhat extreme version of this type of interview is the "stress" or "pressure" interview, where applicants are subjected to rapid questioning-often in an abrupt or even hostile manner-to determine how well they can cope under pressure. This method is not common and its use is generally limited to recruiting for high-pressure positions, such as commission selling.
Panel Interviews
The panel interview is much used by employers such as the public service, universities, TAFEs, and other government-funded teaching establishments and research establishments. It involves at least three, and often as many as seven, interviewers. At least one interviewer is an "independent" whose role is to ensure that selection is not biased by discriminatory practices, and to provide an external perspective to the interview process (countering, perhaps, the selection of a clone of existing staff instead of the best person for the position). Panel interviews can be quite challenging. Each interviewer has a set number of questions to ask and your task is to answer each question as well as possible. The following hints might help:
· before the interview, attempt to find out the names of the interviewers and their job positions;
· address your responses directly to the questioner, even if an additional question on the subject is asked by another panel member;
· try to interact (make eye contact) with the whole panel, but remember to focus your response on the questioner.
Each interviewer will usually take notes for later reference during their discussion of applicants. Generally this method, while expensive in terms of staff time, is seen as more objective than most of the other methods.
Behaviour-based Interviews
Behaviour-based interviews use past behaviour as a predictor of future performance. This interview method is also referred to as "targeted selection". Applicants have to be able to give specific examples of their experiences as a way of showing that they can meet the critical requirements of a job. In theory, such interviews should involve a number of interviewers, though this is not always the case. Behaviour-based interviews can be understood by contrasting a couple of common interview questions. In each example, the question is presented a) in a straight or direct interview format, and then b) as a behavioural question:
a) "Are you good at problem solving?"
b) "Describe a problem you have been asked to solve. What did you do? What alternatives did you consider? Did you succeed or fail? Why?"
a) "How do you go about making decisions?"
b) "Give me an example of a good decision you have made recently. What were the alternatives you considered? Why was it a good decision?"
Behavioural simulations – creating a work-related scenario – can be used to supplement information collected during the interview. For example, in an interview for a position which requires a lot of client contact and customer service, the following workplace problem could be presented: "Imagine your major client phones on a Friday afternoon with a problem which requires immediate attention and a solution before Monday morning. However, you have committed yourself to a social weekend with your immediate supervisor and other managers who may be able to assist your progress through the organisation. What is your response to this situation?"
Your answers to such simulations can reveal your approach to prioritising, problem solving, loyalty, and commitment. In preparing for such interviews, you need to carefully research the qualities required to carry out the job, and then reflect on how your previous experiences could be relevant and could be used to demonstrate your competence and suitability. Real experiences, not simply what you might do in hypothetical situations, give the interviewers an idea of your ability.
A variation on behavioural interviews now being used by US employers (management consultants, law firms, counselling and social work organisations and police departments) is case interviewing. This interview method is used by employers whose recruitment requirements emphasise understanding the thought processes of job applicants. Case interviews will present you with a series of "facts" relating to a work situation and such interviews are designed to observe how you analyse, conclude and act to recommend actions to be taken. Your "task" in such interviews is to become the professional, make further inquiries to clarify the facts, develop and present a framework for thinking about the issues and then work within the framework of the situation (or scenario) to come to conclusions. Case questions can relate to business operations or business strategy.
Types of Interview Questions
The number of questions that a job applicant can be asked is considerable, but there is only a narrow range of issues that employers usually want to canvass in selecting the right person for the job.
Employers' questions can be divided into the following categories, reflecting the information being sought:
· job qualifications (including previous relevant work experience), job-related interests and career goals;
· aptitudes, abilities, skills and experience (this can include your stress tolerance, motivation for work, tenacity, resilience, enthusiasm, planning and organisation skills, judgement, management of subordinates, problem analysis, decisiveness, financial and analytical ability, and integrity);
· sales ability (persuasiveness);
· listening skills;
· oral communication and presentation skills;
· written communication skills;
· adaptability, work standards, risk taking;
· initiative, independence, creativity, energy;
· ability and willingness to work and learn;
· ability to work in teams, or without supervision;
· goal orientation, leadership experience and potential.
Not all of these issues will be covered in each interview you attend but you need to be prepared to answer questions on likely topics for the particular position you are seeking.
Employer Questions
Job interview questions can be asked in different ways, all of which can be used to seek out information about your personal characteristics. Following are several types of question, along with some advice about how to answer such questions.
Closed Questions
These generally require "yes" or "no" answers. Inexperienced or inadequately trained interviewers often ask such questions. These questions prevent you from conveying the extra information you need to give. You should take the initiative by giving more in your answer than is strictly called for by the question.
Open Questions
Open questions give you a chance to talk, and this is where your preparation is vital. If you are asked "Tell me something about your time at university" the employer does not want to know about your drinking prowess or how you nearly failed a final exam because you didn't study enough! On the contrary, your response should show the strengths and skills you have which are appropriate to the job.
Leading Questions
Poor interviewers may use leading questions, where the required response is indicated in the question, for example, "You will have to take responsibility for a department of five people. Does this appeal to you?" Generally, all you can do is tell the interviewer what they expect to hear, unless you think it unwise to do so.
Hypothetical Questions
Hypothetical questions, often asked by more experienced/skillful interviewers, put you in an imaginary situation, for example: "Imagine you were put in charge of staff who were older than you and who resented having a younger supervisor. How would you deal with them?" The best way of answering such questions is to tactfully point out that in real life the situation would depend on the personalities involved, but then answer as well as you can, and attempt to present a positive outcome.
Past-experience Questions
Such questions are part of an interview technique known as "behaviour-based job interviewing" (as discussed above). These questions require you to give real examples from your past experience, for example: "Can you tell me about a time when you had to motivate somebody to do something?" Remember to take your time and always be positive in your response.
Unexpected or Difficult Questions
Even with your best preparation, there can be questions which you have not considered and for which you have not developed answers. The important thing to do is to take time to think before you answer, but not too long (you may be able to create some extra thinking time by asking for clarification: "What exactly do you mean?"). If you really cannot answer the question, it is better to say so rather than trying to bluff your way through it. You may want to request the chance to come back to the question later in the interview, when you have had time to consider your answer.
When answering employer questions, try to prepare a positive response. Each answer is an opportunity to promote yourself as the most appropriate candidate for the vacancy. In response to the final question, you can indicate a keen interest in the organisation by asking questions about current projects, which you have discovered when researching your potential employer. Such questions are likely to impress the interviewer or interview panel.