Conducting Effective Interviews and Reference Checks
As a selecting official, you can ease the hiring process and avoid applicant challenges by being prepared and knowing what you can and cannot do related to the interview and reference check process. Feel free to click on any of the bolded terms or phrases to get more detailed information about a particular issue. You may also refer to the more comprehensive version of this guide by clicking here. (Guide with fillable forms)
Creating and Asking Interview Questions
Certain questions are inappropriate to ask an applicant and some are illegal. Only ask questions that are relevant to a person’s ability to perform the job and make sure that you review the types of interview questions you can ask in advance.
When planning for an interview and drafting interview questions, you need to determine what skills and competencies are necessary and/or desirable for the position. The interview questions naturally flow from the skills and competencies needed to successfully perform the job. Prepare the questions in advance and keep the questions open ended so that the candidate has an opportunity to expand and elaborate on his or her answers. Review the suggested standard interview questions based on common job skill sets that are needed for many jobs. In addition to the standard questions, you may also ask different individualized questions relevant to the applicant’s ability to perform the job based on each applicant’s experience.
Prior to the interview, review applicant information, education, work experience, training, job performance, and responsibilities regarding the last three jobs and question any unusual gaps. Questions about actual past experiences are often preferable to hypothetical questions where the individual can imagine the best possible way to handle something rather than how they actually did handle a situation.
Evaluating Applicant Responses
You should record notes of each applicant’s responses to the standard questions and the individualized questions on the Interview Questions form. You may write your evaluation of the applicant’s response using a consistent method among all interviewed applicants. For example, you may use a rating scheme of “A, B, C, etc.” based on your evaluation of the applicant’s ability to perform the job based on the response.
Conducting the Interview
Start the interview by explaining the organizational structure, the position, work products, facilities, work environment, employee population, and organizational philosophy. Ask the applicant all the pre-determined standard and individualized questions and take notes on the Interview Questions form. Conclude the interview by asking the applicant if she or he has any questions and explaining the next step in the hiring process.
Completing Reference Checks
As a selecting official, you are responsible for conducting reference checks prior to making a final selection. Checking references before making a final decision can save time, money, and effort, since it reduces the likelihood of making an inappropriate selection. Some applicants provide false or exaggerated information. Prepare a Reference Check form (Form Fillable) in advance and write notes on it while completing a reference check. The following are tips for effectively checking references:
- Once you have selected your final candidates, ask the applicant if you may contact all of their listed references.
- Ensure that at least one reference is a former or current supervisor and ensure that all references are individuals who have worked with the candidate (the immediate past supervisor is usually one of your best reference sources).
- Always maintain confidentiality and retain your notes from reference checks.
- Ask open-ended questions such as “What duties did this applicant perform?
- Ask the about the applicant’s strengths and weaknesses.
- Describe your vacant position and ask the reference how he or she feels the candidate would fit into the position.
- Disregard information about which the reference has no first-hand knowledge or that is unrelated to the applicant’s skills, performance, and qualifications.
- Always check more than one reference.
- Listen carefully to the reference’s tone for an indication of underlying feelings.
- Conduct reference checks on all applicants you are seriously considering for the position.
