Interviewing Skills

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While there are different types of interviews associated with hiring (and promoting) employees, many would recommend use of the structured (and standardized) interview for a number of reasons. And while in Edwards's (2005) comparison of tools the overall reliability and validity of the interview is low, many would suggest that a properly administered and structured interview would produce significantly greater reliability and validity.

Job Related Questions

First of all, the interview is considered a "test" and hence must be job related, valid, and reliable. Secondly, the interview is perhaps the most vulnerable part of the selection process to charges of discrimination, disparate treatment, and a host of other allegations (Mondy & Noe, 2005). Keeping it structured and standardized is one of the best defenses for such allegations. All questions must be job related. While you want to create rapport with the interviewee and a climate that encourages the interviewee to speak freely, the casual conversation, the "harmless" joking, and chit chat, while pleasant, may be the most dangerous things the interviewer can do (Mondy & Noe, 2005).

Let's talk about developing the interview questions used in a structured and job related interview. First, review the job analysis and the job description. Develop your list of questions. It is critical that every question be related to the knowledge, skills, abilities, and duties associated with the job; questions must be job related to ensure validity of the questions. It should document to which knowledge, skills, or abilities each question relates.

Next, develop a standardized scoring guide. What would an "excellent" answer sound like? Give this a point value of 5. What would an "acceptable" answer sound like? Give this a point value of 3. What would an unsatisfactory answer sound like? Give it a point value of 1. Note: These are guides; it is unlikely a candidate will respond exactly in the words of the sample answer.

As Mondy and Noe (2005) stated, while you will want to record the individual's specific answers to the questions, having thought out what a good answer would sound like and what clearly unsatisfactory answers might be really helps with objectively scoring the answers (vs. the person's appearance, dress, color, etc.). The interesting thing is that with a panel of interviewers, the final scores will often produce a common ranking of the candidates (even if the total scores may differ slightly).

Legal Questions

All questions must be legal. I strongly recommend that you consult with your department's human resources person and/or your city or county human resources department. Or, consult with your state's human rights commission. (Many commissions actually publish documents regarding legal and illegal questions). Certainly if your state statutes address interviewing, make sure your questions are in compliance with those provisions.

Be advised of a couple of things. First of all, sometimes certain information may be asked on the application form that is not appropriate for the interview. Secondly, bear in mind that what are considered legal and unlawful questions can change so staying current is critical.

Generally speaking, those questions that "reflect bias, may promote bias, or cause sensitivity to persons because of race, religion, creed, color, sex, disability, age, national origin, and, (depending upon the jurisdiction), sexual orientation are prohibited" (Zucco-Gatlin, 2005).

While it is not comprehensive, take a look at the following chart discussion of legal and illegal questions (Gaebler Ventures). The list below defines legal interview questions and illegal interview questions and serves as good guidance on how to comply with the law. The questions marked as inadvisable may constitute evidence of unlawful discrimination. However, be aware that this is not an exhaustive compilation of all acceptable and inadvisable pre-employment inquiries.

Legal and Illegal Interview Questions

TOPIC	ACCEPTABLE	INADVISABLE
Arrest Records	None	Any inquiry is inadvisable
Availability for work on weekends and/or evenings	If asked of all applicants and it is a business necessity for the person to be available to work weekends and/or evenings.	Any inquiry about religious observance.
Birthplace & Residence	Applicant's place of residence, length of applicant's residence and/or city where employer is located.	Birthplace of applicant or parents; birth certificate, naturalization or baptismal certificate prior to hiring.
Child Care	None, unless asked of all applicants.	Inquiry into child care arrangements of only female applicants.
Citizenship	Whether applicant is prevented from lawfully becoming employed in this country because of visa or immigration status.	Whether applicant is a U. S. Citizen.
Conviction Records	Inquiry into convictions, if job related.	Any inquiry about convictions, unrelated to job requirements.
Creed or Religion	None, except where religion is a bonafide occupational qualification.	Applicant's religious affiliation, church, parish, or religious holidays observed.
Credit Records	None, unless job related.	Inquiries about charge accounts, bank accounts, etc.
Family Status	Whether applicant has responsibilities or commitments which prevent him/her from meeting work schedules, if asked of all applicants, regardless of sex.	Marital status, number and ages of children, spouse's job.
Handicap	Whether applicant can perform job in question.	To ask applicant to list or describe his/her handicap(s).
Height & Weight	None, unless job related.	Any inquiry unrelated to job requirements.
Language	Languages applicant speaks or writes fluently.	Applicant's mother tongue, used by applicant at home, or how applicant acquired the ability to read, write, or speak a foreign language.
Marital Status	Any inquiry is inadvisable.
Military Service	Military experience or training.	Type or condition of discharge.
Name	Whether applicant has worked under a different name.	The original name of an applicant whose name has been legally changed or the national origin of an applicant's name.
National Origin	None, except whether applicant is legally eligible to work in the United States.	Applicant's lineage, ancestry, national origin, descent, parentage, or nationality of applicant, or applicant's parent or spouse.
Organizations	Applicant's membership in professional organizations, if job related.	All clubs, social fraternities, societies, lodges or organizations of which applicant belongs.
Photographs	None, except after hiring.	Photograph with application or after interview, but before hiring.
Pregnancy	Any inquiry is inadvisable.
Race or Color	Any inquiry is inadvisable.
References	Name of character references.	Name of applicant's pastor or religious leader.
Age	Are you over 16, 18, or 21, etc.	Date of birth
Sex	None, except where sex is a bonafide occupational qualification.	Any inquiry, except where it is a bonafide occupational qualification

Adapted from Gaebler Ventures: For Entrepreneurs http://www.gaebler.com/Illegal-Interview-Questions.htm

Candidate Specific Questions

Yes, you may ask candidate specific questions. These are questions that would typically apply only to one applicant. They usually reflect questions regarding employment history, gaps in employment (and there might be legitimate reasons for them!), or other relevant questions raised by the candidate's application materials.

Use Open Ended Questions and Behavioral (Situational) Questions

Try to avoid "closed" questions. Closed questions are those that can essentially be answered with a yes or no. They provide little insight as to the candidate's ability to process questions, organize thoughts, and communicate effectively. (In my book, these three qualities are directly related to a candidate's potential success in emergency services).

Avoid "leading" questions. A leading question is one in which the phraseology of the question suggests the desired answer. For example, "We need someone who can handle stress. Can you handle stress?" You may be shaking your head but this happens all too often!

Open ended questions require the candidate to develop his/her own independent answer and communicate that answer effectively. The responses not only have content but also demonstrate the mental abilities to comprehend the question, process information, formulate responses, and communicate those responses effectively.

Research has shown that behavioral questions are highly predictive of success on the job, so in addition to the more "typical" open ended questions, you'll want to incorporate some of these. Behavioral questions require the candidates to describe a situation in their previous job (or in their life) that indicates the presence of a desirable job skill/knowledge/ability.

For example: "Describe a situation in which you used your fact finding skills to gain the information you needed to make a decision or resolve a problem. How did you proceed to analyze the information and arrive at a decision?"

Go to the HR-Guide.com website and view the "Staff Member Guide to Interviewing, Section II - Competencies, Key Behaviors & Sample Questions" at http://www.hr-guide.com/data/A302.htm. You should also visit HR-Guide.com's webpage entitled, "2000 Interview Questions" at http://www.hr-consultant.net/tools/interview.htm. The HR-Guide.com website provides not only a review of selection techniques, but also contains excellent information on a wide variety of human resource issues at http://www.hr-guide.com/.

Before you actually begin the interviews it is not a bad idea to have your central human resource office (or the department's attorney) review your final list of questions.

References

Edwards, S. Fire Service Personnel Management. 2nd ed. Upper Saddle River, N.J: Pearson Education, 2005.

Mondy, W. & Noe, R. Human Resource Management. 9th edition. Upper Saddle River: Pearson, 2005.

Gaebler Ventures. "For Entrepreneurs: Legal and Illegal Questions." http://www.gaebler.com/Legal-Information-for-Entrepreneurs.htm.

Zucco-Gatlin, K. "Interviewing and Selecting Employees," Training Program, Pullman: Washington State University, 2005.

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