Chapter 4 Structuring the Interview

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Chapter Summary Opening the Interview The Body of the Interview Closing the Interview Summary

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Opening the Interview It takes two parties to launch an interview successfully. Two-Step Process Establish rapport Orienting the other party Rapport and orientation are often intermixed and reduce relational uncertainty.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview Interview Guide An interview guide is a carefully structured outline of topics and subtopics to be covered during an interview. A guide ensures the consideration of all important topics and subtopics. It assists in recording answers and recall at a later date.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview Interview Guide Outline Sequences Topical Time Space Cause-to-effect Problem-solution

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview Interview Schedules A nonscheduled interview is merely an interview guide with no questions prepared in advance. Unintentional interviewer bias is most likely to occur in a nonscheduled interview.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview Interview Schedules A moderately scheduled interview contains all major questions with possible probing questions under each. A moderately scheduled interview lessens the dangers of instant question creation.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview Interview Schedules A highly scheduled interview includes all questions and the exact wording to be used with each interviewee. Highly scheduled interviews sacrifice flexibility and adaptability for control.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview Interview Schedules A highly scheduled standardized interview is the most thoroughly planned and structured. All question and answer options are stated in identical words to each interviewee. Highly scheduled standardized interviews are necessary for precision, replicability, and reliability.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview Interview Schedules Consider a strategic combination of schedule types. Combined schedules enable interviewers to satisfy multiple needs.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview Question Sequences Tunnel Sequence: A series of similar questions, either open or closed. It works well with informal and simple interviews. Funnel Sequence: Begins with a broad, open- ended question and proceeds with evermore restricted questions. It works well with motivated interviewees.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. The Body of the Interview Question Sequences Inverted Funnel Sequence: Begins with a closed question and proceeds toward open questions. It provides a warm- up time for those reluctant to talk. Quintamensional Design Sequence: Five-step approach that proceeds from an interviewees awareness of the issue to attitudes uninfluenced by the interviewer, specific attitudes, reasons for these attitudes, and intensity of attitude. It is effective at assessing attitudes and beliefs and is often used in opinion polls.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Closing the Interview Take your time and be tactful in what you say and do in the closing. The closing often signals the continuation of a relationship.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Closing the Interview Functions and Guidelines for Closings First, the closing signals the termination of the interview but not the relationship. Second, the closing may express supportiveness to enhance the relationship and bring the interview to a positive close. Third, the closing may summarize the interview. A summary must accurately reflect the important elements of the interview.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Closing the Interview Functions and Guidelines for Closings Be sincere and honest. Do not rush the closing. Do not introduce new topics or ideas during the closing. Leave the door open for future contacts. Avoid false closings when the interview is not really over. Avoid failed departures when you soon meet up again with the party after having concluded the interview.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Closing the Interview Closing Techniques Offer to answer questions. Use clearinghouse questions. Declare completion of the intended purpose. Make personal inquiries. Make professional inquiries. Signal that time is up. Continued...

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Closing the Interview Closing Techniques Explain the reason for the closing Express appreciation or satisfaction Arrange for the next meeting Summarize the interview

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Closing the Interview Nonverbal Closing Actions Plan the closing just as you do the opening and body of the interview. Combine effective verbal and nonverbal techniques into effective closings.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Closing the Interview Nonverbal Closing Actions Common Nonverbal Closing Actions Straightening up in your seat. Leaning forward. Standing up or moving away from the other party. Uncrossing your legs. Placing your hands on your knees as if preparing to rise. Continued...

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Closing the Interview Nonverbal Closing Actions Common Nonverbal Closing Actions Breaking eye contact. Offering to shake hands. Making hand movements. Smiling. Looking at a clock.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved. Summary All three parts of each interviewopening, body, and closingare vital to its success. The opening influences how both parties perceive themselves and one another. The body must be carefully structured with an appropriate sequence that guides the questions. The closing not only brings the interview to an end, but it may summarize information.