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Unit 9

Communication skills

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16 views5 pages

Unit 9

Communication skills

Uploaded by

Syd
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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UNIT 9: INTERVIEWS

Content

i. Interview defined

ii. Purpose of interviews

iii. Forms of interviews

iv. Preparing for interviews as:

a. Interviewer

b. Interviewee

By the end of this topic, you should be able to:

i) attend interviews comfortably

ii) effectively chair an interview panel

iii) explain the purpose of interviews

What is an interview ?
An interview is said to have taken place when two or more people meet to achieve a fore
defined objective through mutual asking and answering of question.

PURPOSES OF INTERVIEWS
• Employment purpose – to get the right candidate for employee.
• To get information (workers attitude, working conditions, managerial effectiveness etc).
• To give information (periodic evaluation or as a means of communication).
• To evaluate a person.
• Handle confidential matters.
• Change behaviors’.
• Interact and improve relationship.
• Provide counseling services]
COMMON FORMS OF INTERVIEWS

1. Job selection interview


The purpose of a job selection interview is of three fold:-
(i) Find the most suitable candidate for job.
(ii) Ensuring that a candidate understands the job, and any future prospects toable to
grade whether he/she wants the job or not and making all the
applicants fill that they were given a fair treatment whether this get the job
or not.
2. Promotion interviews
Conducted when an employee has applied for a job of a higher caliber within the
organization. They are conducted in a manner similar to selection interviews and aim
to establish whether the applicant has the necessary qualifications and abilities to
perform the job.
3. Appraisal interviews
These are ways of assessing the work done or the progress made by individual
employees. Usually they are done at yearly intervals. Their results aid in planning,
promotion, training or transfers. They may give employees a chance to comment
on the organizations procedure.
4. Instructional interviews
Interviews used to issue instructions about new procedures. They involve
explanation and demonstration of the procedure concerned.
5. Disciplinary interviews
These are the least pleasant and are conducted when an employee has been accused of
committing a breach of the company’s policies. These should be conducted on the basis
of sound, factual knowledge, the objective being to arrive at the truth.
6. Grievance interviews
Takes place when an employee feels that another member of the organization has
treated him/her wrongly. In many organizations there are clearly defined
grievances procedures.
7. Decisions making interviews
These are essentially meetings that bring company members to equal states.
PREPARATION FOR AN INTERVIEW
(i) Determine the objectives.
(ii) Prepare content if there is need e.g. a list of specific questions.
(iii) Physical preparation to include, obtaining suitable room for the interview.
Opening
• Explain the purpose of the interview.
• Establish the tome and the atmosphere of the interview e.g. formality or informality
established by the layout of the room, the number of interviews etc.
In the middle
• Ask the right questions.
• Listen to the answers.

OPEN QUESTIONS
The type of who, what, where? etc requires the interviewee to put answers into complete
sentences. They encourage the interview to talk at length and keeps the interview flowing. They
are however time consuming and give the interviewer little control of the interview.

CLOSED QUESTIONS
Yes, No or questions that require short answers. These obtain answers only to the questions
asked. Do not allow the interviewee to express personality and make it easier for the
interviewer to conceal information.

PROBING QUESTIONS
Similar to open questions. They aim to obtain deeper meaning of an answer. They help to
clarify issues and clarify to the interviewee that the interviewer is listening.

MULTIPLE QUESTIONS
Two or more questions asked at once. These are used to encourage the interviewee to talk at
length and to test interviewee’s ability to listen and to handle a large amount of information.
GUIDELINES IN PLANNING AND CONDUCTING INTERVIEWS

For the interviewer


(i) Plan the interviews
Determine the information needs. These are usually expressed in a list of questions
such a list should be prepared and used as an outline.
(ii) Make the purpose clear
Explain the purpose to the interviewee from the beginning.
(iii) Put the interviewee at ease
Begin with some friendly talk or enquire about the interviewees home town,
hobbies etc.
(iv) Let the interviewee do most of the talking
Talk only to guide the interviewee and take care not to put words in their mouth.
(v) Guide the interview
Ask questions and get answers.
(vi) Listen and make it apparent that you are listening.
(vii) Keep a record
Take notes during the interview or soon after the interview.
(viii) End the interview
With a finalizing question, a friendly fall or outline the steps.

For the interviewee

(i) Prepare for the interview


If you know the purpose of the interview, you anticipate questions and form answers.
Also gather additional information for instance about the company, its history, its
current activities etc. Your knowledge of the company can impress the interviewee.
(ii) Make appropriate appearance
Dress appropriately according to the situation; observe standards of dressing, neatness,
your posture, facial expression, and gestures should give a favorable impression.
(iii) Show interest
How you show interest varies with the occasion. However, look at the interviewee
and give him or her undivided attention.
(iv) Answer correctly and completely
Dishonest answers benefits no one.
(v) Practice courtesy
In order to make a good impression.

ADVANTAGES OF INTERVIEWS
(i) Immediate feedback.
(ii) Highly interactive – ideas can be exchanged.
(iii) Non-verbal signals can be observed.
(iv) Encourages honesty and openness.
(v) Helps change behavior
(vi) Useful for handling conflicts
(vii) Useful for confidential matters.

PROBLEMS INVOLVED IN INTERVIEWS

• The interviewee is usually nervous.


• Limited interview time.
• Artificial as both parties do not display their bad behaviour.
• Lack of honesty by the interviewee.
• Interviewer might be prejudiced or judgmental.

Revision Questions
1. List FOUR types of interviews.
2. Wanjiku has just received an invitation for an interview. She is very nervous and
has come to you for advice. Give her tips on how to make a good impression during
the interview.
3. Interviews are better than aptitude tests. Discuss.

Suggested Answers to Revision Questions


1. List FOUR of interviews.

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