An Interview Guide to Having a Great Meeting

The Essential Steps for Conducting an Effective Interview

Finding the perfect person for a job is important for any company. It’s not always about skills; sometimes, it’s about whether someone will fit in with the team and the company’s culture. That’s why a good interview is so important, and why we are sharing this interview guide with you.

To make sure you find the right person, it’s a good idea to focus on things like how they communicate, how hard they work, how they take feedback, and how committed they are to their work. 

Below are the essential steps for conducting a thorough and insightful interview.

Prepare for the Interview

First and foremost, preparation is absolutely crucial for a successful interview. Before you sit down with someone, take a moment to carefully review their resume and any other information you have about them. Next, think about what you need to learn more about. Then, jot down some questions to ask. In this interview guide, we’ll give you a starting point with some questions about how they’ve handled different situations at work. This will help you see how they might approach similar situations in your company.

Structure the Interview

A good interview is like a well-planned trip – you want to make sure you hit all the important stops without wasting time. Here’s a basic roadmap to follow:

1. Welcome Wagon: Start by being friendly and introducing yourself (and anyone else who’s there). Give the candidate a quick rundown of your company and the job they’re interviewing for.
2. The Candidate’s Story: Let them tell you about themselves – their background, what they’ve done, and why they’re excited about this opportunity.
3. The Questioning Game: Now it’s your turn to ask questions. This is where you get to see if they have the skills and experience you need, and if they’d be a good fit for your team.
4. Their Turn to Ask: Give the candidate a chance to ask you questions about the company, the job, and what you expect from them.
5. Wrapping It Up: Let them know what the next steps are in the hiring process (like when they can expect to hear from you), and thank them for their time.

Use Behavioral Interview Questions

Behavioral questions help predict future performance by assessing past behaviors in similar situations. Some strong behavioral interview questions include:

• “Describe a time when you faced a conflict with a coworker or team member. What steps did you take to resolve the situation, and what did you learn from the experience?”
• “Tell me about a time when you saw an opportunity to improve a process or project at work. What steps did you take to make a difference, and what was the result?”
• “Give me an example of a time you had to work under a tight deadline or in a high-pressure situation. How did you manage your time and priorities, and what was the outcome?”
•  “Share about a tough project you worked on where you made a big difference. What did you do, and what were the results?

When asking behavioral interview questions, try to get the candidate to tell you a story about a time they faced a challenge. Ask them to describe the situation, what they did, and what happened as a result. [Situation | Behavior | Outcome] This will help you understand how they think and act when things get tough.

Assess the Candidate’s ‘Desire Factor’

It’s not just about skills and experience. Any organization wants to see if someone is truly excited about the job and if they fit in with the company culture. People who are passionate about their work and share the company’s values are more likely to do great work.

Take Notes and Use a Checklist

Taking notes during an interview is essential! It helps an interviewer remember what the candidate said and what impressions they made. A checklist can make sure key topics are not forgotten. And later, when comparing candidates, the notes will help you make a fair decision.

Watch for Nonverbal Cues

Nonverbal communication can reveal just as much as verbal responses. Pay attention to:

• Eye contact and facial expressions
• Body language
• Tone and confidence in responses
• Level of engagement and enthusiasm

Maintain Professionalism and Courtesy

Regardless of whether a candidate is the right fit, maintaining professionalism reflects well on your company. Offer a welcoming environment, provide water if needed, and be respectful throughout the discussion.

Avoid Common Pitfalls

Certain types of questions should be avoided, as they can lead to unclear or biased evaluations:

• Closed questions (Yes/No answers that provide little insight)
• Leading questions (Suggesting the desired answer)
• Multiple-choice questions (Overloading the candidate with too many options)
• Hypothetical questions (May not accurately reflect real-world behavior)

Evaluate Without Bias

Once the interview is completed, assess the candidate’s responses based on specific evidence rather than gut feelings. Avoid falling into the charisma trap—enthusiasm is great, but the candidate must also have the necessary skills and work ethic. Key factors to evaluate include:

• Attitude and motivation
• Work ethic and cultural fit
• Ability to handle constructive criticism
• Behavioral traits and problem-solving skills

Follow Up and Make Your Decision

It’s good to follow up quickly with candidates after an interview. This shows professionalism and keeps them interested in the company. It’s also a good idea to tell them when they can expect to hear a decision. After hiring someone, it’s always helpful to think about how the process went. What worked well? What could have been better? Learning from experience will help you make better hiring decisions in the future.

Conclusion

Finding the right person for the job is more than just checking off skills on a list. It’s about finding someone who fits the company culture and shares its values. To make this happen, an interviewer should have a plan for the interview, ask questions that get to the heart of how someone works, and be fair and professional. Use this interview guide to help with that. A great hire will be a valuable team member, share the company’s values, and contribute to its success.

This information is from the Improving Communications classes on Behavioral Interviewing. If you’re looking for ways to improve your written or spoken communication skills, register for one of our public classes.

Image by Gerd Altmann from Pixabay