CHAPTER 8
INTERVIEW PREPARATION NOTES
INTRODUCTION
This document encompasses the key components of interview preparation as elucidated by Dr. Rogis Baker, updated February 2024.
1. JOB ANALYSIS
The process of interview preparation commences with a thorough Job Analysis, which entails the following points:
i. Duties and Responsibilities
Job analysts, primarily HR specialists, should spend time in relevant departments observing and conversing with current employees to understand various job aspects.
It is important to engage with supervisors to gather insights on the job's scope.
Job analysts must ensure that the job duties during the job analysis are realistic concerning prior experience and educational requirements.
ii. Education and Prior Experience
Determining prerequisites for education and experience involves collaboration between managers and HR representatives. Key questions include:
What skills and knowledge are essential for the job?
What validates these skills and knowledge as necessary for successfully performing job duties?
How consistent are the requirements with job duties and responsibilities?
Are the requirements influenced by the background of current or previous incumbents?
Are personal expectations inadvertently affecting the requirements?
Are we compromising on quality due to urgency in filling the position?
How do the requirements align with equal employment opportunity laws?
Precise language should be used to choose candidates that effectively combine tangible and intangible requirements, through phrases such as:
"Demonstrated ability to required."
"In-depth knowledge of _required."
Concluding notes emphasize balancing education and experience for diverse applicants without sacrificing standards.
iii. Intangible Requirements
Intangible criteria facilitate rounding out a job's concrete requirements. They include attributes like:
Interpersonal skills (ability to get along with coworkers, management, clients)
Personal traits (appearance, initiative, maturity)
Capability to function optimally in entry-level roles devoid of extensive educational prerequisites.
iv. Reporting Relationships
Analysis must include determining:
Direct and indirect reporting lines of the job.
Job placement within organizational charts.
Direct and indirect reports to the job in question.
Relationships concerning level and responsibility within the department and organization.
v. Work Environment
The work environment consists of four essential aspects:
Physical Working Conditions:
Potential factors include standing, sitting, ventilation, exposure to chemicals, and noise levels.
Geographic Location:
Types of locations might include central offices, branch sites, and whether positions are permanent or temporary.
Travel Requirements:
Considerations revolve around the purpose, advance notice, frequency, duration, and reimbursement for travel.
Work Schedule:
Varies through full-time, part-time, contingency arrangements, flextime options, and other considerations like meal breaks.
vi. Growth Opportunities
Applicants generally seek to understand advancement potential, including:
Frequency of performance reviews and salary increases,
Promotion policies,
Internal job postings,
Tuition reimbursement programs,
Training opportunities available.
2. JOB DESCRIPTIONS
Job descriptions serve to identify the fundamental tasks essential to a position. They establish agreements between employers and employees on performance expectations.
Guidelines for Writing Job Descriptions
Logical Arrangement:
List duties in the sequence of responsibility and time commitment.
Clear Statements:
Define responsibilities concisely to enhance clarity.
Avoid Generalizations:
Use specific terms to convey meaning accurately.
Prioritize Tasks:
Use terms like "Primary duties include…" for clarity on focus areas.
Provide Examples:
Specific examples aid understanding of responsibilities.
Use Plain Language:
Ensure descriptions are comprehensible across all audiences.
Frequency of Duties:
Indicate the occurrence of tasks visually, perhaps via a percentage.
Individual Listings:
Avoid narrative forms; list duties succinctly.
Anonymity:
Focus on roles rather than individuals.
Present Tense Usage:
Ensures fluidity and directness in descriptions.
Accuracy:
Objectively describe roles without bias based on previous incumbents' performance.
Functional Focus:
Highlight active responsibilities, discouraging vague procedural language.
Legally Compliant:
Ensure alignment with equal employment obligations.
Conciseness:
Maintain brevity without compromising clarity.
Action-Oriented Language:
Use dynamic verbs to denote responsibility.
Post-Writing Check:
Confirm purpose, supervision duties, work conditions, skills necessary for performance, and relevant employee interactions with the job.
Essential Elements of Job Information:
Job title, responsibilities, requirements (education and experience), and environmental factors relevant to the position.
3. THE RIGHT FIT
1ST Stage: Skills and Accomplishments
Evaluate accomplishments focusing on measurable responses to determine capability.
2nd Stage: Willingness to Use Skills
Utilize competency-based inquiries to align past performances with job expectations.
Final Stage: Intangible Qualities
Assess qualities such as:
Reception to criticism,
Adaptability to diverse work environments,
Collaboration skills,
Multitasking ability, and willingness to work across varied effectiveness levels.
4. REVIEWING THE APPLICATION AND RESUME
Importance:
Review is critical to familiarizing with credentials and preparing discussion points.
Focus Areas:
Appearance and Readability: Neat, grammatically correct format.
Omissions: Identify missing information for inquiries during the interview.
Work History: Note any gaps without immediate judgment.
Overlapping Activity: Ensure accuracy in reported timelines.
Inconsistencies in Experience: Explore reasons for apparent gaps or irregular career paths.
Job Change Patterns: Understand reasoning behind frequency of changing roles.
Salary Objectives: Analyze salary expectations objectively.
Reasons for Leaving Jobs: Identify patterns that may hint at deeper issues.
Unclear Duties: Clarify job titles that require elaboration on responsibilities.
Red Flags: Watch for discrepancies that cause concern, using specific answers to gauge honesty.
5. SETTING THE STAGE FOR INTERVIEWS
Critical Components:
Sufficient Time Allocation: Consider total interview time for applications, discussions, and reflections post-interview.
Comfortable Environment: Ensure applicants feel at ease for a productive interaction.
6. PLANNING BASIC QUESTIONS
For those with formal education but no experience:
Questions should center around educational experiences and perceptions about coursework relevance.
For those without formal education:Consider hypothetical scenarios related to the job to gauge preparedness.
7. QUESTIONS INTERVIEWERS SHOULD ASK THEMSELVES
Organizational Questions:
Prepare to inquire about corporate philosophy, strengths, weaknesses, management styles, and organizational goals.
Job-related Questions:
Explore job specifics, challenges faced, and work commitments expected.
Growth Opportunities:
Understand characteristics of successful employees, promotional structure, and growth potential.
Applicant Chances:
Consider how the applicant compares with others and their areas for improvement.
Interviewer Reflection:
Assess personal experiences within the organization for relatability.
CONCLUSION
This detailed guide encompasses the crucial elements involved in the interview preparation process, outlining both preparation from the interviewer's side and expectations from the applicant's perspective. Adequate preparation can lead to successful interview outcomes and enhanced organizational fit.