Interviews

Because of their conversational form, interviews might not feel like public speaking, but they actually require many public speaking skills and habits of mind. Interviews require careful preparation, purposeful communication, and polished delivery. Whether you’re interviewing someone else to inform yourself about a new career or being interviewed for a new job, these structured conversations will call on all your research skills and presentation strategies.

If you’re looking for a new job or exploring a change of career, one of the best ways to learn about different fields and industries is to conduct informational interviews, conversations in which a person seeks insights on a career path, an industry, a company, and/or general career advice from someone with experience and knowledge in the areas of interest.

Even though an informational interview is usually less formal than a job interview, it still requires preparation and application of public speaking skills: research, audience analysis, crafting your message, delivering your message succinctly and professionally, active listening, and soliciting feedback, among others.

Although each interview situation will be different, the following general steps can help you with all interviews.^[1]:

1. Research
2. Introductions
3. During the Interview
4. Follow Up and Reflect

Informational Interviews

Research

There are two ways to go about selecting people to interview: using your social and professional network or reaching out to people outside of your network. If you can use your network, you’re more likely to have a successful response, but you may be able to get closer to the career field you’re looking for if you reach outside your network. When you find someone you might want to talk to, find out what you can about their professional presence so you can focus your questions to their specific situation. Note, though, that it is unwise and unprofessional to research personal information, since it’s not relevant to the situation. Keep notes to remind yourself how you found your interviewees and why you want to talk with them, which will help you during the interview.

Introductions

In reaching out – usually via email, unless you’ve been invited to text or call – be clear and specific about what you’re asking for when asking for an informational interview.  Mention how you got their name. Ask for a 20–30 minute appointment at their convenience. Emphasize that you’re looking for information, not a job. Especially if you’re cold-contacting someone (emailing someone without an introduction from a shared connection), you should not be surprised if your request is ignored completely. That’s OK! Just go to the next name on your list.

Dress professionally for the interview and make sure you arrive on time or early. Introduce yourself, thank them for coming, and remind them why you wanted to meet with them. Remind yourself (and, if an opportunity arises, your interviewee) that you’re looking for information, not a job; this interview is about the interviewee and their experience, not about you and your qualifications.

During the Interview

Before the interview, you should prepare a list of questions you’d like to ask, but also be ready to go off script. You should spend time in advance thinking about what you want to learn from this particular person. The more specific and informed your questions are, the more useful the answers will be. That said, don’t expect the person you’re meeting with to guide the conversation. You are responsible for asking the questions that will bring out the information you’re looking for. ^[2] Remember that this interview is a speaking situation, not just a friendly chat (though it will probably be friendly as well). Speak clearly and concisely, and try to use specific, concrete, and professional language.

Follow Up and Reflect

It’s important to write down a record of the meeting as soon as possible afterwards, while the details are fresh in your mind.^[3] Track not only what you learned and next steps, but also reflect on the interview itself. What went well? Did anything happen that you weren’t expecting? What can you do more effectively next time?

Be sure to send a thank-you message within one or two days of the interview. Whether you write the note by hand or send an email will depend largely on how you reached the person, whether you have a physical address to send it to, and your personal preferences. Either way, you should try to be as specific as possible, and mention something about the interview that you remember.^[4]

Job Interviews

Research

Research the company, if you have not already done so when deciding to apply for the job. Your prospective employer may ask you what you know about the company, and being prepared to answer this question shows that you took time and effort to prepare for the interview and that you have a genuine interest in the organization. It shows good care and good planning – soft skills you will surely need on the job. Also read and reread the job posting or job description, to prepare examples of how you meet the skills and attributes the company seeks.

Introductions

Introductions in job interviews start even before you speak a word – they start through appearance, body language, and the confidence or image you project.  According to information reported in Quartz’s article on “Here’s how quickly interviewers decide whether or not to hire you”:

“The study looked at more than 600 30 minute job interviews with college and graduate students. Many interviewers said they made rapid decisions about a candidate’s suitability: 4.9% decided within the first minute, and 25.5% decided within the first five minutes. Overall, 59.9% of decisions were made within the first 15 minutes, less than halfway through the scheduled interview time. Still, sliced another way, this new data shows that 69.6% of decisions occurred some time after the first five minutes, which runs counter to those earlier studies that found that most decisions are extremely early.” need a footnote here.  The article is at https://qz.com/406976/heres-how-quickly-interviewers-decide-whether-or-not-to-hire-you

Also, dress appropriately. Interviewees are generally most properly dressed for an interview in business attire, with the goal of looking highly professional in the eyes of the interviewer. In the article “Here’s What ‘Business Casual’ Really Means” (opens in new window) by Jacquelyn Smith, learn exactly what is meant by “business casual,” and see the specific types of attire appropriate for men and women.

The main idea here is that you need to make everything count in the introductory stage of your job interview. Bring your resume, cover letter, and a list of references to the interview. You may also want to bring a portfolio of representative work. Leave behind coffee, turn off your phone, and get rid of any other items that could be distractions. Above all, be confident and courageous so you make a strong first impression. As the saying goes, “There is never a second chance to make a first impression.”

During the Interview

For most job candidates, the burning question is, “What will I be asked?” There’s no way to anticipate every single question that may arise during an interview. It’s possible that, no matter how well prepared you are, you may get a question you just didn’t expect. But that’s okay. Do as much preparation as you can, on your own or with a family member, friend, or colleague, to will build your confidence in answering, and trust that the answers will come. During the interview, make sure to answer all questions directly, clearly, truthfully, and positively.  If you are asked about a negative situation in the past, find a legitimate positive in the negative.

As you respond to questions, try to remind yourself that this is not so much “about you” as about the interviewer finding the right fit for this opening. The questions are intended to establish whether your skills and experiences will meet the needs of this company. That is where your research comes in. Explain your background relative to the company’s environment. If the interviewer says, “Tell me about yourself,” that is not a cue to start with your earliest memory. Instead, focus on the specific knowledge and skills you possess as related to what you know about this position.

The simplest place to start is to have a list of about four to six examples of workplace actions that you are proud of. Think of times you excelled. Then think about how this same story might fit several situations. One story might show initiative, leading others, decision-making, and more. With these stories in mind, when a question comes, pull out the best fit and reword it to match the specific question.

There are all kinds of memorable names techniques to answer interview questions. STAR, which stands for Situation, Task, Activity, Result, is a technique to showcase your skills in under two minutes by setting the context of when you exercised a skill, describing what was required of you, what you did, and how the situation concluded. For more information, link to a summary with examples from the article “Using the Star technique to shine at job interviews: a how-to guide” (opens in new window) by Michael Higgins.

There is no substitute for going through as many questions as you can prior to the interview. As you practice on your own, think about your answers. Make notes if that helps.  Say your answers out loud. You can use the tables below to find questions to practice with. Even if you find it painful, record yourself. Then watch the recording and score each response against the STAR technique (opens in new window). Ideally, conduct a practice interview with a friend, a family member, or a colleague.

From the Ohio State University Fisher College of Business Career Management Office, here is a video featuring representatives from recruiting companies offering advice for answering the question, “Why should we hire you?” As you watch, make mental notes about how you would answer the question in an interview for a job you really want.

You can view the transcript for “‘Why Should We Hire You?’ How to Answer this Interview Question” here (opens in new window).

Here is the video with accurate captions: Why Should We Hire You How to Answer this Interview Question (opens in new window).

Follow Up and Reflect

Make sure to send a thank-you message within one-two days after the interview.  After the interview, review what happened.  Were you able to answer all questions clearly?  Were there any that caused you to stumble?  If so, note them so that you can be prepared should similar questions be asked at other interviews.  Also, note your impressions of the organization.  Do you think it will be a good “fit” for you professionally?  Why or why not?  Are there questions you wish you had asked?  If so, jot them down so that if the company follows up, you will remember to ask those questions.

Types of Job Interview Situations

Every interview you participate in will be unique. The people you meet with, the interview setting, and the questions you’ll be asked will all be different from interview to interview. A good strategy for planning is to anticipate the type/s of interview you may find yourself in, since it may be that you go through a series of interviews. Knowing a bit more about the different formats for job interviews and being aware of techniques that work for each can help you succeed in the interview, no matter what form your interview takes.

Screening Interviews

Screening interviews might best be characterized as “weeding-out” interviews. They ordinarily take place over the phone or in another low-stakes environment in which the interviewer has maximum control over the amount of time the interview takes. Screening interviews are generally short because they glean only basic information about you. If you are scheduled to participate in a screening interview, you might safely assume that you have some competition for the job and that the company is using this strategy to whittle down the applicant pool. With this kind of interview, your goal is to win a face-to-face interview, so prepare well and challenge yourself to shine. Try to stand out from the competition and be sure to follow up with a thank-you note.

This is where studying the job ad or other reference may be the most helpful. That starting point has many specific words describing the job opportunity. Work to use those words in your interview and think about the experiences you have that use those concepts. For example, if you were a supervisor and the ad says manager, be sure to describe how many people you “managed” rather than how many people you “supervised.”

Online Interviews

Whether or not you are geographically separated from your prospective employer, you may be invited to participate in an online interview instead of meeting face to face.

The University of Southern California’s Career Services Department provides some useful tips on how to prepare for an online interview:

• Test your video and audio before an interview so you know everything is working properly.

• Turn off anything on your computer that might distract you during the interview. This includes email alerts, software updates, and notifications that may distract you or show up on the screen for those you are interviewing with to see.

• Make sure your laptop or tablet is fully charged.

• Dress professionally from head to toe.

• Do your interview from a room that is well-lit. Keep your background professional and free of distractions.

• Organize your materials, such as your resume, cover letter, and questions you want to ask the employer, around your screen so that you do not have to look away from the screen or shuffle through papers.

• Maintain good eye contact. As when giving a speech, focus on looking into the webcam.

• Assume the audio connection could be delayed and let the interviewer finish what they are saying and then pause for a few seconds before delivering a response.

• Get a friend or relative to practice with you for an online interview. Do a full run-through of the interview. Dress the part and have all your materials ready to go. Have your practice partner provide you feedback on the lighting, sound, and background, as well as your appearance and nonverbal cues.

• Try recording yourself responding to typical interview questions to get an idea of how you appear on camera in an interview setting.^[5]

In-Person, One-to-One Interviews

Many job interviews are conducted in this format – just you and a single interviewer – very often the manager you would report to and work with. The one-to-one format gives you both a chance to see how well you connect and how well your talents, skills, and personalities mesh.

Since you’re in person, be aware of body language, which may be more noticeable. Sit easily and quietly, use your hands naturally when you speak, and make sure to maintain eye contact appropriately.

As always, be very courteous and professional. Have a portfolio of your best work ready. Make sure to send a thank-you note after the interview.

Panel Interviews

An efficient format for meeting a candidate is a panel interview in which perhaps four to five coworkers meet at the same time with a single interviewee. The coworkers compose the “search committee,” which may consist of different company representatives such as human resources, management, and staff. One advantage of this format for the committee is that meeting together gives them a common experience to reflect on afterward. In a panel interview, listen carefully to questions from each panelist, and try to connect fully with each questioner. Be sure to write down names and titles, so you can send individual thank-you notes after the interview.

If you have personal business cards, this is the time to hand each interviewer one. Hand them out yourself rather than slinging them across the table. Be sure to make eye contact.

Serial Interviews

Serial interviews are a combination of one-to-one meetings with a group of interviewers, typically conducted as a series of meetings staggered throughout the day. Ordinarily this type of interview is for higher-level jobs, for which it’s important to meet at length with major stakeholders. If your interview process is designed this way, you will need to be ultra-prepared as you will be answering many in-depth questions. Stay alert.

Lunch Interviews

In some higher-level positions, candidates are taken to lunch or dinner, especially if this is a second  or “call-back” interview. If this situation describes you, count yourself lucky and be on your best behavior because even if the lunch meeting is unstructured and informal, it’s still an official interview. Do not order an alcoholic beverage, and use your best table manners. You are not expected to pay or even to offer to pay. But, as always, you must send a thank-you note.

Many candidates worry about the right food to order. Think of the meal interview as more of an interview and less of a meal. Order a moderately priced item that is not likely to be messy to eat. Then plan to focus on engaging with the other person more than eating your food.

Group Interviews

Group interviews comprise several interviewees and perhaps only one or two interviewers who may make a presentation to the assembled group. This format allows an organization to quickly pre-screen candidates. It also gives candidates a chance to quickly learn about the company. As with all interview formats, you are being observed. How do you behave with your group? Do you assume a leadership role? Are you quiet but attentive? What kind of personality is the company looking for? A group interview may reveal this information.

Interviewing Others

There may come a time in your career when you need to conduct an interview, which requires some different skills.

For best results, and to avoid litigation, interview questions should be relevant to the position and reflect the realities of both the position and the operating environment. To be specific, questions should focus on the job duties, relevant skills and qualifications, and related success factors. A key point to keep in mind is that questions represent not only the position but the company’s values. Understand that an interview is a two-way assessment; that is, a candidate is also evaluating interview questions, assessments, and interactions with company representatives to determine believability and “fit.”

There are two types of interviews: unstructured and structured. In an unstructured interview, the interviewer may ask different questions of each different candidate. One candidate might be asked about their career goals and another might be asked about their previous work experience. In an unstructured interview, the questions are often, though not always, unspecified beforehand, and responses to questions asked are generally not scored using a standard system. This type of interview can be particularly useful when interviewing for a new (and possibly still nebulously defined) position. As you interview candidates, their expertise and knowledge of the field will help flesh out the new position.

In a structured interview, the interviewer asks the same questions of every candidate, the questions are prepared in advance, and the interviewer uses a standardized rating system for each response. With this approach, the interviewer can accurately compare two candidates’ interviews. In a meta-analysis of studies examining the effectiveness of various types of job interviews, Michael McDaniel et al. found that structured interviews were more effective at predicting subsequent job performance of the job candidate.^[6]

What You Should Ask

Interview questions will be different for each job; after all, it takes very different skills to create a product than it does to sell that product. The job advertisement can be a good source for interview questions since it contains a good summary of the required skills and knowledge needed for the position.

Often you’ll find that you have several equally talented candidates if you simply ask about the specific knowledge, skills, and abilities needed for the job. Once you’ve established your pool of top contenders, you can start looking at individuals to evaluate their fit in the company. First Round’s interview with Koru Co-Founder and CEO Kristen Hamilton provides perspective on getting at the person behind the resume. The opening sentence is an admission: “Hiring the right people is hard.”^[1] In order to improve the odds of success, Hamilton recommends focusing on skill sets and mindsets instead of metrics such as GPA. Based on extensive employer research and reverse engineering exceptional performers, Hamilton identified seven core characteristics that in combination translate into job success or, as she phrases it, “someone killing it at their job”:^[7]

• Grit. In today’s fast-paced working environment, employees need to be resilient, able to work through difficult or boring projects. You may ask candidates to talk about lengthy projects they’ve completed, and ask about how they persevered.

• Rigor. Employees need to use data they have at hand or gather data to make good decisions. You may ask candidates about a time they made a difficult decision at work and how they arrived at a conclusion.

• Impact. Teams work better when each member is working together to achieve the company’s goals. You may ask candidates about efforts they’ve made in the past that either helped their previous company’s mission or that are related to your company’s mission.

• Teamwork. Speaking of teams working together, being a team player is an essential trait in almost any employee. Even individuals who mostly do solitary work need to at least talk to their managers to report how things are going. Questions for this trait will vary depending on how much teamwork is needed for the position. You may ask candidates about their work in teams in the past.

• Ownership. Employees need to have personal responsibility for their positions. In order for a company to run smoothly, employees need to rely on each other to own their role and make things work. You may ask candidates to talk about a project they either ran or participated in, and how they overcame challenges in the process.

• Curiosity. Companies can only flourish if they change and adapt to the market. In order to achieve this adaptation, employees must be curious and creative and willing to push the boundaries to make change. You may ask candidates about the last thing they learned and why they chose to pursue that knowledge. If employees are curious in their personal lives, they’ll likely be curious in the workplace as well.

• Polish. The way candidates presents themselves can say a lot. As you interview, take note of how candidates dress, how they speak, and how they put together resumes, cover letters, and sample work products. If they don’t provide polished work during the interview process, it’s likely they won’t in their job either.

First Round’s compilation, “The Best Interview Questions We’ve Ever Published (opens in new window)” is an excellent source of not only interview questions but perspective on candidate evaluation (and, for those who are interviewing, the intent behind questions).

What You Shouldn’t Ask

Perhaps the first step in developing effective interview questions, both in forming questions and in coaching inexperienced interviewees, is to know what not to ask. You need to be aware of both state and federal laws when considering interview questions and procedures.^[8] For perspective, California Department of Fair Employment & Housing guidelines recommend that “employers limit requests for information during the pre-employment process to those details essential to determining a person’s qualifications to do the job (with or without reasonable accommodations).”^[9]

The best policy is to consider questions that relate to protected categories – that is, those that reference a candidate’s age, race, gender, religion, sexual orientation, etc. – cannot be asked. Even if they’re not illegal per se in a particular state, they may be seen as a discriminatory hiring practice that negatively impacts the employer’s brand and recruiting efforts.