How to Conduct the Interview?
Conducting Fair and Structured Interviews: Guidelines for Municipal Hiring
Basic guidelines for conducting an interview include the following:
1. In addition to asking questions of the applicant, the interviewer should give the applicant information about the job and working conditions in the organization.
2. The interviewer should watch out for interview bias.
3. The interviewer should keep the applicant from volunteering information which has no bearing on the selection process. If an applicant volunteers information about a spouse, children, religion, etc., the interviewer should stop the flow of information and politely explain that the municipality does not base its hiring practices on that particular subject area and then move the interview back to job-related questions.
4. The interviewer should prepare open-ended questions to solicit longer responses from the candidates. This is the municipality’s opportunity to get to know the candidate, what skills she/he will bring to the organization, and if the candidate will be a good fit.
5. Treat all interview candidates the same. Offer the same list of questions, have the same people present, limit the interview to about the same period of time (this may vary in length based on the candidate’s responses and how many questions they answer).
Montana Municipal Officials Handbook 74
6. Two sample interview rating forms are offered here. Be careful that there are no discriminatory or illegal information written in interviewer’s notes. Interviewers should keep notes that are job-related only. Regardless of the type of form a municipality chooses to use, the rating criteria must be clearly defined. In Sample Interview Rating Form #1, it would be helpful to define what the score of 5 means. This clarification can be given in an
attached key. Sample interview rating form #2 provides “look-for” (ideal answers). These answers represent the average rating, which would be marked as a check. Any answer that is above average would receive a plus and anything less would receive a minus. A plus, check, minus system can easily be converted to a 2, 1, 0 scoring system. A three-point system
helps to alleviate subjectivity in the scoring process.
Sample Interview Rating Form # 1
Applicant Name: Position applied for:
Interviewer: Date of Interview:
Please write job-‐related comments regarding each interview question below and rate the applicant’s response to the interview question (1 lowest – 5 highest)
Interview Question #1 1 2 3 4 5
Comments:
Applicant Name: Position applied for:
Interview Question #2 1 2 3 4 5
Comments:
Interview Question #3 1 2 3 4 5
Comments:
Interview Question #4 1 2 3 4 5
Comments:
Overall Rating 1 2 3 4 5
Recommended for Hire: YES NO MAYBE
3. Governing the Municipality 75
Sample Interview Rating Form #2
Tips for panel members:
Remember to take legible and legally defensible notes throughout the interview. Asking follow-up/drill down questions is highly suggested to learn more about the interviewee’s answer to a particular question. However, panel members must not ask questions that are not related to the pre-established questions listed below. +: above average answer, √ : average answer - :below average/may not have answered question
1. What helps you to be the best candidate in successfully communicating our message?
Look for: candidate’s answer demonstrates a firm understanding of the position and/or organization. Candidate is able to successfully explain how their background directly aligns with what we are seeking in this position. (+ √ -)
2. Describe a situation in which a crucial deadline was nearing, but you didn’t want to compromise quality. How did you deal with it? (Decision making/problem solving)
Look for: candidate’s answer demonstrates ability to manage work load, set priorities and solve problems on their own. They did not rely heavily on the guidance of another, used a variety of tools to meet the deadline AND ensure high quality in the work. (+ √ -)
1. In addition to asking questions of the applicant, the interviewer should give the applicant information about the job and working conditions in the organization.
2. The interviewer should watch out for interview bias.
3. The interviewer should keep the applicant from volunteering information which has no bearing on the selection process. If an applicant volunteers information about a spouse, children, religion, etc., the interviewer should stop the flow of information and politely explain that the municipality does not base its hiring practices on that particular subject area and then move the interview back to job-related questions.
4. The interviewer should prepare open-ended questions to solicit longer responses from the candidates. This is the municipality’s opportunity to get to know the candidate, what skills she/he will bring to the organization, and if the candidate will be a good fit.
5. Treat all interview candidates the same. Offer the same list of questions, have the same people present, limit the interview to about the same period of time (this may vary in length based on the candidate’s responses and how many questions they answer).
Montana Municipal Officials Handbook 74
6. Two sample interview rating forms are offered here. Be careful that there are no discriminatory or illegal information written in interviewer’s notes. Interviewers should keep notes that are job-related only. Regardless of the type of form a municipality chooses to use, the rating criteria must be clearly defined. In Sample Interview Rating Form #1, it would be helpful to define what the score of 5 means. This clarification can be given in an
attached key. Sample interview rating form #2 provides “look-for” (ideal answers). These answers represent the average rating, which would be marked as a check. Any answer that is above average would receive a plus and anything less would receive a minus. A plus, check, minus system can easily be converted to a 2, 1, 0 scoring system. A three-point system
helps to alleviate subjectivity in the scoring process.
Sample Interview Rating Form # 1
Applicant Name: Position applied for:
Interviewer: Date of Interview:
Please write job-‐related comments regarding each interview question below and rate the applicant’s response to the interview question (1 lowest – 5 highest)
Interview Question #1 1 2 3 4 5
Comments:
Applicant Name: Position applied for:
Interview Question #2 1 2 3 4 5
Comments:
Interview Question #3 1 2 3 4 5
Comments:
Interview Question #4 1 2 3 4 5
Comments:
Overall Rating 1 2 3 4 5
Recommended for Hire: YES NO MAYBE
3. Governing the Municipality 75
Sample Interview Rating Form #2
Tips for panel members:
Remember to take legible and legally defensible notes throughout the interview. Asking follow-up/drill down questions is highly suggested to learn more about the interviewee’s answer to a particular question. However, panel members must not ask questions that are not related to the pre-established questions listed below. +: above average answer, √ : average answer - :below average/may not have answered question
1. What helps you to be the best candidate in successfully communicating our message?
Look for: candidate’s answer demonstrates a firm understanding of the position and/or organization. Candidate is able to successfully explain how their background directly aligns with what we are seeking in this position. (+ √ -)
2. Describe a situation in which a crucial deadline was nearing, but you didn’t want to compromise quality. How did you deal with it? (Decision making/problem solving)
Look for: candidate’s answer demonstrates ability to manage work load, set priorities and solve problems on their own. They did not rely heavily on the guidance of another, used a variety of tools to meet the deadline AND ensure high quality in the work. (+ √ -)