1. Interview Techniques 1 Interview Techniques Shailaja Karve

2. Interview Techniques 2 Steps in the Interview Process Preparing Scheduling Opening Body Closing Recording

3. Interview Techniques 3 Preparing Determine interview objectives Who should attend (one on one may be best) Location and facilities needs (best on auditees turf) Know interviewee (personality, job, issues, history) Prepare agenda (order and content of interview), questions (see slide), aids to recording, and information/requests for interviewee in advance

4. Interview Techniques 4 Scheduling Mutually acceptable time Avoid Friday afternoon, day before or after a holiday or vacation, just before lunch or quitting time. Best times are morning or mid-afternoon Adequate notice about when and what to bring

5. Interview Techniques 5 Opening Purpose and how you will achieve the purpose Make clear how the interviewee’s contribution will be used Develop rapport (friendly and sincere) without wasting too much time Use interviewee’s name and position correctly

6. Interview Techniques 6 Opening Continued Be cordial and helpful (not threatening) Start with positive points, if possible (work not personal) Demonstrate good listening skills Be considerate of interviewee’s time, work space, personal needs, work schedule Solicit facts but don’t ignore opinions (be sure to keep the two separate in your mind and notes

7. Interview Techniques 7 Conducting or Body Communicate (see slide) Pay attention to verbal and non-verbal responses This is where the body of the interview takes place (objectives are achieved)

8. Interview Techniques 8 Closing Be alert for signs that it is time to end (verbal, non-verbal, tiredness, inability to concentrate) Summarize interview results with emphasis on positive if possible Record action items including responsibility and timing Reschedule if unfinished Confirm rapport with interpersonal skills

9. Interview Techniques 9 Recording Brief notes in meeting, if necessary As soon as possible after meeting (within a few hours) prepare detailed notes (workpaper) with proper heading including date, time, location, and those present Schedule time to record meeting results so it doesn’t get put off

10. Interview Techniques 10 Questions Closed ended –quick, easy to document Open ended –encourages cooperation and communication –doesn’t presuppose that you know all the possible answers or ramifications –encourages interviewee to describe related issues, may be more important than question

11. Interview Techniques 11 Questions Continued Don’t cue the interviewee about what answer you expect by asking leading question Phrase the questions so they are non- threatening, non-judgmental, and inclusive

12. Interview Techniques 12 Listening Skills Empathy vs. sympathy Facts vs. opinions especially for contentious issues Confirm understanding by rephrasing Provide verbal and non-verbal cues for encouragement Make only non-judgmental comments

13. Interview Techniques 13 Communication There are senders and receivers for messages communicated through a channel The message is encoded in written, oral, actions, and/or body-language forms Channel examples: report, letter, presentation - effect of channel noise Receiver’s acceptance of message depends on his experiences with channel and sender and his abilities

14. Interview Techniques 14 Communication Continued Receiver gives feedback to sender via actions, words, body-language Barriers to effective communication –attitudes –channel noise –technical words

15. Interview Techniques 15 Things Than Can Spoil and Interview Be late or arrive w/o appointment Invade interviewee’s space –Wait for permission to enter –Don’t use his desk or other tools without permission Assuming a poor attitude (know it all, talk down, imply your work is more important than his) Make interviewee feel inferior or unimportant Get the facts wrong