What is an Interview?
An interview is a dialogue (a conversation between two people) guided by questions and answers in order to obtain certain specific information. The two parties involved in an interview are called interviewer and interviewee. An interviewer is the person who asks questions in search for of specific information. While, an interviewee is the one to whom questions are set in trying to find out of particular information.
An interview is primarily dialogical but it may also involve a group of people (a panel of interviewers) enquiring for information from interviewees. An interview is always focused and does not give a room for other people to interfere. It is guided by specific topic or event (employment or research), involves specific participants and occurs at specific time, in a specified setting with clearly predetermined purpose.
Kinds of interview
Interview can be classified into two major kinds basing on the purpose of interview. These major kinds are informational interview and job interview.
1. Informational interview
An informational interview is a kind of interview whose major purpose is to obtain information from the interviewee.
2. Job interview
A job interview is an interactive dialogue based on questions and answers that are set between the job provider and the job seeker to elicit detailed information from both parties in order to find out and assess the suitability or each party to the other in the provision, acquisition and execution of the job.
Who Prepares a Job Interview?
It is the role of an employer to prepare a job interview. As the owner of the organization, the employer knows about the capital he invests, the process and the product (output) of the investment. Therefore, preparing for a job interview is importance to the employer as it is also important for him to determine the position of the organization.
Important requirements in preparing a job interview
There are many things that the interviewer as an employer has to prepare for a job interview. Some of these are:
i. When will the interview be conducted? The employer has to arrange the date, day and time the interview should be held.
ii. Where will the interview be held?
iii. Participants of the interview. Some job interviews require different people (interview panel). Therefore, it is important for the employer to use people who can contribute constructively to the success of the organization.
iv. Interview facilities. Facilities or materials for the interview such as sound devices like microphones, loud speakers, audio visuals like overhead projectors, chairs, papers, water and meals, and so on.
v. The manner in which the interview should be held. This involves planning for the interview events in terms of the order of the events and the formality to guide the interview.
vi. Interview questions. The interviewer should prepare a list of questions to ask the interviewee.
Types of job interview
Job interviews are categorized into two broad categories: pre-job interviews and in-job interviews.
i. PRE-JOB INTERVIEWS
A pre-job interview is any job interview held before a job applicant is accepted for recruitment into the job applied for.
The Purpose of Pre-Job Interviews
The principle purpose of any pre-job interview is to elicit the foremost information that guarantees the offering and acceptance of the job between the job provider and the job seeker. A job applicant also would wish to learn more about the prospective employer and the whole organization he is intending to join.
KINDS OF PRE-JOB INTERVIEWS
Pre-job interviews occur in different kinds. Three major kinds of pre-job interviews are screening, mock and selection interview.
A. SCREENING INTERVIEW
A screening interview is the first interview when the job provider and the job seeker meet for the first time, either face to face or through telephone, usually with the purpose to find out if the job seeker has enough qualifications for the job to be offered. Screening interview intends to find out if the job seeker possesses required qualifications for the interview (selection interview). Therefore, screening interviews helps the job provider to have a short list of qualified interviewees who can compete for the job or position.
B. MOCK INTERVIEW
Mock interview is a photocopy of the drafts of the real interview as planned by the interviewee.
The interviewees are given a chance to imitate on the actual interview. In this they are required to practice actual activities and the roles they are going to play in the job or positions applied for. For example, in schools, interviewees who apply for the teaching posts are required to teach their respective teaching subjects.
C. SELECTION INTERVIEW
Selection interview is the most common interview among many organizations and job providers. In the organizations which organize only one interview, the interview is selection interview. Since the interview involves choosing the required applicants for the job, the interviewer may wish to invite other interviewers from other trusted organizations in order to obtain the most required employee. In this interview, the interview situation is tense and every merit or demerit on the part of the interviewee counts greatly. It involves most challenging questions including those which could not be expected by the interviewee. Therefore, the interviewee has to demonstrate all possible interview skills and show that he is suitable for the job.
Stages and essentials of pre-job interview
So far we have seen that the job provider is responsible for arranging and preparing job interviews. He decides on the date of the interview, the venue, materials, interview procedures and a list of questions to ask the interviewee. This goes without saying that it is essential for the interviewee to prepare for a job interview. Normally, any job interview involves three major stages: before interview, interview stage and after interview stage. Each of these stages encompasses specific essentials for the interviewee to prepare.
STAGE I: BEFORE INTERVIEW
This is the first stage before the day of interview. Except for impromptu interview, the date of the interview is made known to the interviewee several days before the interview. Therefore, the following are the essentials for the interviewee to prepare before actual interview:
i. Know when: As an interviewee, you should be sure of the actual date, day and time when the interview will be conducted. Arranging for transport, and so on. You should learn that ‘last minute strugglers hardly win’.
ii. Know where: It is important to research the place where the interview will be conducted. Knowing the place sometimes may not be enough. Therefore, you should know the actual hall or room – the interview venue. Usually this information is provided by the interview organizer when advertising for the job, or it may be informed to you when you are called
for the interview.
iii. Know the means to get there: Plan ahead the means through which you should arrive to the interview. A good means of transport makes you comfortable on the interview day.
iv. Get there on time: When you know when, where and the means, you should be in place on right time. Thirty (30) minutes before commencement of the interview is appropriate for you. You should also be sure of where you sit while waiting for the interview.
v. Research for the details: Researching means finding out necessary information on various factors or aspects related to the job you have applied for. Research for the details about the organization. That is, the nature of the organization, its culture and policy, headquarter, affiliated branches, sections, departments and units, recruitment procedures, salary range, leadership, and any other information useful for understanding the organization. Also, research for the details about the job or position you have applied for. Try as much as possible to know the actual activities and responsibilities of a person doing the job or holding the position you have applied for. it makes you feel confident and comfortable being interviewed by the people whose ABC’s you know about.
vi. Plan for appearance: You should have your image on how you would wish to look like on the day of the interview. You should not ignore the fact that your personality is sharply expressed through the dress you put on, your hair style, the perfume you spray with, your face make up and general physical external appearance. Since you should dress neatly to appear well groomed, you should prepare for your appearance properly. But be careful that
you do not exaggerate.
vii. Master the skills: As the interviewee, you should know different interview procedures and encounters. Learn the skills before, so that you may, like the driver apply the skills on the day of interview. Learn the BEs and NEVERs of job interview for more interview skills.
viii. Prepare documents: Make sure that you prepare important documents. The most important documents include your CV, copies of your academic certificates, copy of your letter, identity cards and other cards like business cards, driving license, etc. These documents provide evidence in support of the details you provided in your application and during the interview. In other organizations, you may be asked to perform practically certain activity. Therefore, a driving license may prove you are a driver and may give both of you (interviewer and interviewee) confidence to try driving before your interviewer if you applied for the post of a driver.
ix. Prepare materials/tools: A notebook, a pen and a list of questions to ask your interviewers are important materials you should not forget to carry with you when going for a job interview. Use your notebook and a pen to record some questions, if found applicable during the interview. You should remember as pointed out already that interviews vary tremendously. In one interview occasion, you are asked a question and given time to answer.
In another interview, numerous questions are set to you and you have to respond to each question accordingly. In the second case, you may fail to remember the questions if you did not write the clues for the asked questions and important points as raised in interview which may be useful during the interview. Noting down some points during the interview also shows that you are active and attentive to the interview
x. Rehearse the occasion: To rehearse is to practice the event or an activity as it would be done in actual situation. Before going for interview, think about the occasion and the manner in which the interview will be conducted, and then practice the interview events as they would actually be done in really situation. Rehearsing the interview enables you identify your weak areas and find out solutions. In turn, rehearsing improves your interview skills and makes you confident. The following aspects are important to rehearse over before the day of the interview:
a. Practice opening and closing the door behind you when entering or leaving the
interview room.
b. Rehearse carrying your documents and greeting the interviewers. It is
recommended that you carry your documents in the left hand and use your right hand for handshake.
c. Rehearse answering the interview questions.
d. Rehearse asking questions to the interviewer.
e. Practice positive body language: How you move around, how you sit on the
chair, how you move your eyes around, and so on.
f. Rehearse how to thank the interviewer before leaving the interview room.
You can rehearse in front parents, friends, or any other people who can willingly accept to act as your interviewers. Tell them the purpose of the interview and if possible assign them with different roles like asking different question to you. If possible again, supply them with commonly asked questions. You can use one of the rooms in your house or any other place convenient for the rehearsal. Allow your acting interviewers to comment on the interview, and then improve the weak areas identified. If possible, you should have a camera and record a video. After the rehearsal get time to go through/watch the video and improve your weaknesses.
THE DAY BEFORE: The day before the interview day is very important for you to be successful in the interview. Therefore, it is important for you to consider the following one day before the interview:
i. You should have enough rest the day before the interview for your brain to be fresh on the day of the interview.
ii. Go to bed early and sleep well and comfortably.
iii. Select carefully the kind of food and drinks that you take. Be sure of all that you
eat and drink so that the stuff doesn’t upset with your health condition. Take only
the stuff that suits your stomach.
iv. Go through your interview checklist to satisfy yourself if you have packed
everything for the interview.
STAGE II: DURING THE INTERVIEW
This is the second, but very important stage of your job interview. It is the stage of actual interview.
You have only one thing to do – to show your interviewer that you suit in the job or position applied for.
The following aspects are essential considerations to make during the actual interview session:
i. When you are called in the interview room, greet the people (interviewers) you meet in. A formal greeting is always appropriate. Be sure that you do not confuse when to say Good morning, Good afternoon or Good evening, and so on. The informal greeting ‘Hi…’ or ‘Hi there…’ should be strictly avoided.
ii. Listen carefully and attentively to the instructions that follow, such as directives on where to sit or stand (if this information was not made clear to you before).
iii. Respond to all the instructions accordingly.
iv. Show sense of being time conscious, but do not be in hurry or delay to respond to the instructions and questions.
v. Answer the questions briefly keeping to the point.
vi. If you don’t get clearly the question, ask for a pardon for the speaker to repeat. Use polite and formal expression to present your request, such as, ‘I beg your pardon’, ‘I am sorry’, ‘Could you repeat that?’ In case the question is not clear and seems to attract multiple interpretation, be free to ask for clarity so that you may respond to it appropriately. Use polite language!
vii. Take time to think before responding to the questions. But think quickly and do not show that you are trying to memorize the answers. Make your responses fresh and natural.
viii. If the question is clear, but you do not have the answer for it, be sincere to admit lacking the answer to the question, and relax! Never try to cheat! You already know that no one in the world has the answers to every question.
ix. Demonstrate positive and promising non-verbal signals (the art of body language). Keep a natural smile on your face, but do not pretend. Maintain positive eye contact and ensure that you can see everyone. But never stare. Control you voice and maintain a polite tone.
x. Note that some questions are tricky and can be asked to mislead you. When you find a misleading question, show the different positions or point angles from which the matter can be looked at and try to focus only on the part that seems most relevant and important according to the nature of the interview at hand.
xi. For the questions that need you to tell about yourself, focus only on your strengths. This is the only opportunity for you to market yourself fully. If time and occasion allow, you can even assign your interviewers with quick tasks to perform either individually or in group.
For example, if you demonstrate certain activity in relation to the question, be confident to involve your interviewers in the task. When you do so, handle the activity as a facilitator.
This will help you show your ability to perform different tasks and will draw your image as a group organizer or supervisor. However, make sure that the tasks are directly relevant to the job or position you have applied for.
xii. At the end of the interview you will be given an opportunity to ask some questions to the interviewer. When this opportunity is given, ask the questions you have prepared already.
Normally you will have these questions in your note book.
STAGE III: AFTER THE INTERVIEW
This is the last stage in a per-job interview. This stage is important as it occurs after both the interviewer and the interviewee having provided and responded to their respective interview questions, usually after satisfaction of both parties on the interview. Precisely, it is the concluding part of the interview session.
Notes to the Interviewer
The following aspects are important for the interviewer to remember in this stage:
• Appreciate the interviewee for the attendance, time management, concern for the interview and performance on the interview in general.
• State whether the interviewee has to attend more interviews and specify when.
• State when and how the interviewee should expect for feedback of the interview.
• Show that the interviewee has a chance to win the job.
Notes to the Interviewee
The following aspects are important for the interviewee to note after the interview:
• Thank the interviewer on the interview.
• Indicate that you expect a positive response.
• Indicate willingness to visit the organization for feedback or any other purpose as the
organization shows itself a good place for different functions.
• Indicate willingness to offer your service when needed by the organization even if you may not be employed in the job or position applied for. (But study the occasion for you to say this).
• For a single interviewer or small interview panel, shake hands with your interviewer(s)
before leaving the interview room. (Also study the occasion for applicability of this
technique).
INTERVIEW FOLLOW-UP
•Never give in; continue showing the job provider that you are interested in getting the job and that you are the only one who deserves the job. Therefore, it is appropriate to write a thanks-giving letter to the interviewer for considering you for the interview. This continues drawing a positive image about you to your interviewer (job provider).
Besides, if it was stated that only the selected candidates will be informed, it costs you nothing at all calling or visiting your employer to remind him about your demand for the job. Therefore, you may stop asking the job provider about the job only when you are assured to your satisfaction that the position is filled or you miss important qualifications for the job or position.
ii. IN-JOB INTEVIEW
In-job interviews intend to elicit more information on the progress of the company or organization. The in-job interviews are also called during-job interviews.
In-job interview includes stay - in - job interview and job exit interview.
A STAY -IN - JOB INTERVIEW is a kind of interview held to probe certain information in the organization without intention or any other alarming factor to terminate the employee from job. The information acquired is useful to make some necessary changes to improve efficiency in the organization or at job place. In contrast, a job exit interview is an in-job interview held for the purpose to terminate employment contract between the employer and the employee. In some cases one or both parties show desire to terminate employment contract. Before such decision is effected, a job exit interview is held between the two
A STAY -IN - JOB INTERVIEW is a kind of interview held to probe certain information in the organization without intention or any other alarming factor to terminate the employee from job. The information acquired is useful to make some necessary changes to improve efficiency in the organization or at job place. In contrast, a job exit interview is an in-job interview held for the purpose to terminate employment contract between the employer and the employee. In some cases one or both parties show desire to terminate employment contract. Before such decision is effected, a job exit interview is held between the two
parties to negotiate and examine the matter and the situations in which the rights of each party have to be considered.
Different circumstances lead to the necessity for in-job interviews. These are:
a. Need of the employer to know the commitment of the employee on bases of daily responsibilities in the organization.
b. Inefficiency in the organization or company.
c. Fault in the organization.
d. Change or review of contract.
e. Appointment to a different position.
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