HR Forum Interviewing Techniques

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HR ForumInterviewing Techniques

• Presented by
• Human Resources Division Operations Section

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Interviewing Techniques

• Objectives
• At the end of this session the participant will
  be able to identify and apply
• Hiring process overview
• Agency and Federal rules
• General interviewing practices
• Interviewing techniques

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TRUE or FALSE

• I have never made a bad hiring decision.

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Interviewing Techniques

• Costs of Bad Hiring
• Reinforces misconduct and poor performance
• Lowers employee morale
• Degrades customer service and satisfaction
• Erodes management credibility
• Increases operating costs

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Hiring Process Overview
Contact HRD
ConductRecruiting
Screen Applicants
Position Filled
Position Vacated
ConductInterviews
Check References
Finalize Selection
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Interviewing Techniques

• Rules and Regulations
• 3-PM Personnel Operations Handbook
• Merit Promotion Plan
• Union negotiated agreements
• Other guidance

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Interviewing Techniques

• FSA When/Who to Interview

Non-Bargaining Unit Non-supervisory
positions Interview all candidates at a
particular grade level on the Merit certificate
used for selection. Supervisory
positions Interview all referred candidates.
NTEU Bargaining Unit Non-supervisory
positions Interview or not, however if you
interview one Best Qualified (Merit Competitive)
candidate, you must interview all Best Qualified
candidates. Non-competitive referrals Interview
one, some, or none.
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Interviewing Techniques

• RMA When/Who to Interview

NFFE Bargaining Unit Non-supervisory
positions Interview all Merit Competitive
candidates at the grade level of the Merit
certificate used for selection. Non-competitive
referrals Interview one, some, or none.
Non-Bargaining Unit Non-supervisory
positions Interview all Merit Competitive
candidates at the grade level of the Merit
certificate used for selection. Supervisory
positions Interview all referred candidates.
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Interviewing Techniques

• Delegated Examining Unit Open Competitive
  Certificates When/Who to Interview

• Rule of Three applies
• Can interview one, none, or some within the
  Rule of Three
• Veterans Preference applies

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Interviewing Techniques

• Interview Panels
• Can be used for any position
• Required with some positions (FSA only)
• Not required for any RMA or FAS positions
• Consist of at least 3 members
• Include EEO observer

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Interviewing Techniques

• Interview Panels, cont.
• Structured and standardized process
• Refer to 3 PM Personnel Operations handbook
• Maintain documentation

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Interviewing Techniques

• Persons with Disabilities
• ADA and the hiring process
• Pre-offer, post-offer, employment stages
• Disability-related questions
• Confidentiality of medical information
• Additional information
• http//www.eeoc.gov/policy/docs/preemp.html

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Interviewing Techniques

• Prohibited Practices
• Discriminate for or against any employee or
  candidate for employment on the basis of race,
  color, national origin, gender, religion, age,
  disability, political beliefs, sexual
  orientation, and marital or family status.

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Interviewing Techniques

• Prohibited Practices, cont.
• Deceive or willfully obstruct any person with
  respect to such persons right to compete for
  employment.
• Appoint or employ a relative to a position over
  which you exercise jurisdiction or control as a
  selecting official.

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Interviewing Techniques

• Prohibited Practices, cont.
• Take or fail to take a personnel action with
  respect to a candidate for employment as a
  reprisal.
• Discriminate for or against a candidate for
  employment on the basis of conduct which does not
  adversely affect the performance of the candidate
  or the performance of others (except for
  criminal behavior).

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Interviewing Techniques

• Topics to Avoid
• Sex/Gender
• Marital Status
• Race and National Origin
• Religion

• Age
• Transportation
• Politics

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Interviewing Techniques

• General Guidelines
• Be prepared
• Be consistent
• Stick to job-related questions and discussion
• Dont wait to document

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Interviewing Techniques

• Preparing for the Interview
• Review the position description and
  qualifications
• Review all position requirements conditions
  of employment (travel requirements, work
  environment, etc), education requirements,
  certifications, etc.

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Interviewing Techniques

• Preparing for the Interview, cont.
• Thoroughly review all referred applications
• Decide who to interview
• Set up interviews

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Interviewing Techniques

• Conducting the Interview
• Welcome the candidate/establish rapport
• Describe the interview process
• Give a brief overview of the job
• Use open ended questions

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Interviewing Techniques

• Conducting the Interview, cont.
• Manage note-taking
• Probe as needed
• Observe during the interview

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Interviewing Techniques

• Closing the Interview
• Confirm candidate interest
• Confirm references
• Next Steps

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Interviewing Techniques

• Closing the Interview, cont.
• Thank candidate
• Document soon after interview completed

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Interviewing Techniques

• Post Interview Follow-up
• Inform HR
• Notify referred candidates of selection
• OPM 45-day hiring model
• Refer specific candidate questions to HR

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Interviewing Techniques

• Post Interview Follow-up, cont.
• Reference checks
• OF-306 and fingerprints
• Tentative/final offers

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Interviewing Techniques

• Reference Checks
• Final part of the interview
• Only way to verify what candidate claims
• During interview, ask candidate what their
  current/most recent supervisor is likely to say
  about them and for permission to contact

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Interviewing Techniques

• Reference Checks, cont.
• Check at least one, preferably 2-3 depending
  on work history
• Be consistent with all checks (same questions,
  etc.)

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Interviewing Techniques

• Traditional Interviews
• Known as Situational, Hypothetical, or
  What-if Interviews
• Lots of questions can be asked in a short time
  period
• Same basic questions asked of each applicant

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Interviewing Techniques

• Traditional Interviews
• Limited predictive value
• Generally higher comfort level

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Interviewing Techniques

• Traditional Interviews Typical Questions
• How do you work under pressure?
• What are your strengths?
• How would you handle a situation where you
  had conflicting information with which to make
  a decision?

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Interviewing Techniques

• Traditional Interviews Typical Questions
• What would you do if a supervisor asked you
  to do something unethical?
• What process do you use to solve problems?
• How would you rate your communication skills?

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Interviewing Techniques

• Behavioral Interviews
• Known as Behavioral, Behavior-based, or
  Competency-Based Behavioral Interviewing
• Highly structured interview process
• Based on the use of competencies
• The past predicts the future - the recent
  past is the best predictor

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Interviewing Techniques

• Behavioral Interviews - Advantages
• Selections based on objective performance
  data
• Based on real-world experience
• Increases the likelihood of conducting a
  legal interview
• Improved fairness and objectivity

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Interviewing Techniques

• Behavioral Interviews - Competencies
• A behavior or set of behaviors
• Technical and behavioral
• Linkages to interview questions through job
  analysis
• Common thread linking all HR functions

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Interviewing Techniques

• Behavioral Interviews STAR Approach
• Situation What was the problem/issue?
• Task What needed to be done?
• Action What did YOU do?
• Results Outcome?

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Interviewing Techniques

• Behavioral Interviews - Planning phase
• Job analysis conducted
• Competencies determined
• Interview questions selected
• Rating scales established

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Interviewing Techniques

• Behavioral Interviews - Conducting the Interview
• Explain the interview format
• Situation/Behaviors/Outcome or STAR format
• Responses focus on I actually
  did/said/thought/felt in the past

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Interviewing Techniques

• Behavioral Interviews - Conducting the Interview
• Minimize number of hypothetical/what-if
  questions
• Ask the same questions of all applicants
• Probe when needed

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Interviewing Techniques

• Behavioral Interviews Typical Questions
• Tell me about a time you did not handle a
  stressful situation well.
• Describe a time when one of your strengths
  enabled you to be successful where you might
  not have been otherwise.
• Describe a situation that youve faced where
  you had conflicting information with which to
  make a decision.

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Interviewing Techniques

• Behavioral Interviews Typical Questions
• Tell me about a time when you were asked to
  do something that you felt was unethical.
• Give me an example of a difficult problem you
  faced and how you solved that problem.
• Give me an example of a time when you felt
  that you did not communicate well and what you
  did to improve it the next time around.

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Interviewing Techniques

• Additional Resources
• High Impact Interview Questions 701
  Behavior- Based Questions to Find the Right
  Person for Every Job by Victoria A.
  Hoevenmeyer
• Leadership and Management Competency Model
  Behavioral Interview Guide National Institutes
  of Health
• Interviewing A Practical Guide for Selecting
  Officials by the Agricultural Research
  Service

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Interviewing Techniques

• Summary
• Planning and preparation key
• Understand rules
• Use the format that you are most comfortable
  with
• Keep all questions job related
• Work with HR and other managers
• Document the process

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Questions?
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Thank you!!!
Doug Dienhart [phone]
Human Resources Specialist (Recruitment and
Placement)