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Interview Techniques Shailaja Karve Interview Techniques 1 Steps in the Interview Process • • • • • • Preparing Scheduling Opening Body Closing Recording Interview Techniques 2 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 Interview Techniques 3 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 Interview Techniques 4 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 Interview Techniques 5 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 Interview Techniques 6 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) Interview Techniques 7 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 Interview Techniques 8 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 Interview Techniques 9 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 Interview Techniques 10 Questions Continued • Don’t cue the interviewee about what answer you expect by asking leading question • Phrase the questions so they are nonthreatening, non-judgmental, and inclusive Interview Techniques 11 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 Interview Techniques 12 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 Interview Techniques 13 Communication Continued • Receiver gives feedback to sender via actions, words, body-language • Barriers to effective communication – attitudes – channel noise – technical words Interview Techniques 14 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 Interview Techniques 15