Learn@Lunch Oct07

8/18/2019 Learn@Lunch Oct07

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Interview & Selection

Guidelines for hiring managers

School of Science

October 22, 2007

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The Interview Process

Pre Interview Define the need

Advertise the position

Resume screen (refer to handout page 1)

Telephone Screen

Interview Plan the interview

Conduct the interview

Post Interview Debrief the interview

Validate applicant Extend the offer

Upon acceptance


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Pre Interview

Telephone Screen

The phone interview is intended to explore the

applicant’s background and experience with a focus

on his or her track record of results. The phone

interview should follow a thorough screen of the

applicant’s resume and be used to narrow the

applicant pool before bringing applicants on-site for

interviews.

Refer to handout page 2 for sample

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Planning the Interview

Determine who covers what content

Make sure messages are consistent

Appoint someone to own the process

Find an interview room

Verify applicant has directions to meeting

location


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Conducting the Interview

Host the applicant Be on time

Greet/Make introduction

Offer refreshments/restrooms

Open the Interview Set the agenda, including the amount of time for the

interview and who they will be meeting

Provide information about your history/experiencewith the organization

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Conducting the Interview (cont…)

Ask Your QuestionsQualify their Experience/Skills

Validate their Education/Technical Credentials

Discover their Opinions on important aspectsof the job

Ask questions based upon selected core

competencies (behavioral based)Refer to handout page 3 for sample questions


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Legal Do’s and Don’ts If in Doubt, leave it out

Avoid questions dealing with: Age

Gender

Marital status

Ethnic origin

Religion

Sexual orientation

Disabilities

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Legal Do’s and Don’ts (cont…) You can ask or answer questions such as:

Are you authorized to work in the US?

Do you have responsibilities or commitments that will preventyou from meeting specified work schedules?

Tell me about your educational background.

Note taking

Do Not write on the front of a resume Only record the applicant’s responses


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Selling Strategy

Emphasize the organization’s culture, technology,

leadership, future

Benefits overview

Focus on the position’s challenges, opportunities,

visibility, internal/external audiences

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Closing the InterviewSet decision making timeframe

Distribute your card, marketing literature, andother takeaways

Invite the applicant to follow-up with anyquestions/issues

Thank them for their timeHand-off to the next interviewer


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Post Interview

Debrief after the Interview Regroup as a team

Assess the applicant(s) and decide next steps

Refer to handout page 5

Inform the candidate and Recruiting/HR of your decision

Validate the Applicant Check References

Refer to handout page 6

Establish a realistic timeframe

Reaffirm the candidate’s interest

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Post Interview (cont...)

Local approval process within DLCs, if applicable

Extend the Offer Verbal Offer

Project a start date

Offer Letter (offer confirmation form)

Set expectations for a reasonable response time

Upon Acceptance Take care of logistics –schedule, parking, phone, computer, who

to ask for, etc…

Plan for Orientation (MIT and local DLCs) Notify finalists of position status (local)

Second place applicants


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MIT Policies

1.0 Employment Policies

http://hrweb.mit.edu/policy/1/index.html

2.0 Hiring Policies

http://hrweb.mit.edu/policy/2/index.html

7.1.1 Nondiscrimination Policy

http://web.mit.edu/policies/7.1.html#7.1.1

7.1.2 Equal Opportunity/Affirmative Action Policy


7.1.3 Affirmative Action Serious Search Policy


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MIT ResourcesHuman Resource Officers

http://web.mit.edu/hr/empservices/hro.html

Compensation

http://web.mit.edu/hr/compensation/index.html

Staffing Services

http://hrweb.mit.edu/staffing/index.html

Disability Services

http://hrweb.mit.edu/benefits/disability/dis_obtain.html

New Employee Orientation

http://web.mit.edu/hr/connections/

Benefits

http://hrweb.mit.edu/benefits/

http://hrweb.mit.edu/worklife/index.html


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Search and Selection Guidelines for Hiring ManagersSchool of ScienceOctober 22, 2007

Resume Screen Criteria

1. Confirm experience matcha. Number of yearsb. Relevant industry(ies)c. Relevant job function(s)d. Degrees/education

2. Identify track record of resultsa. Number of types of jobsb. Key accomplishments

3. Confirm relevant domain knowledgea. Functional knowledge (managing changing priorities…)b. Industry knowledgec. Customer/market knowledge

4. Confirm relevant technical capabilitiesa. Specific technology skills (troubleshooting and installing software for PC and MACb. Specific package/program knowledge (MSOffice, email)c. Technology project experiences


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Telephone Interview

Explore the applicant’s background and experience with a focus on his or her track record of results.Use to narrow the applicant pool before bringing applicants on-site for interviews.

1. Confirm with the applicant the length of the interview and his or her availability to talk.

2. Convey that the purpose of the interview is to explore a little further the applicant’s background and interestsas well as answer any questions he or she may have at this time.

3. Describe to the applicant the basics of the position including duties, hours, location, and context for the job.a. Be sure to specifically mention any negative aspects of the job

i. Does the description of the Senior Administrative Assistant position still interest you?b. Inquire about the applicant’s current compensation and compensation expectations for this position

_____________________

4. Why are you looking to leave your current position?

5. What does your current position entail?

6. What do you like/dislike about your current job/company?

7. What skills could you bring to MIT?

8. What are you looking to do in your next role?

9. What else should we know about you/your qualifications?

10. Overall Impressions (note any issues or concerns)

11. Next Steps/ Refer to:

12. Future Interest:


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Interview Guide

I. Confirming Interest

a. Confirm with the applicant the length of the interview

b. Convey that the purpose of the interview

c. Describe the day-to-day responsibilities of the position to the applicant

i. Question: Does the description of the Senior Administrative Assistant position still interest you?(Yes/No)

d. Current Compensation and Compensation Expectations

Note any issues or concerns:

II. Exploring Roles and Capabilities

a. Once the applicant's interest in the position is confirmed, the next portion of the interview will focus on thecandidate's work history, and their track record of job performance.

b. The objective of this section is to determine if there is a match between the applicant's past experience andthe experience necessary to perform the position being screened. In addition, you will be assessing theapplicant's ability to meet the Domain Knowledge and Technical Capability requirements of the position.

c. While this portion of the interview is not intended to explore additional capabilities, please make note at theend of the section any information that may help to determine the applicant's fit with the organization.

d. Current or Last Position

i. Question: What are/were the most important responsibilities in your current/last position?ii. Question: What would you say were your greatest accomplishments in that position?

e. Previous Position

i. Question: Tell me about your previous position. What results were you responsible for and who wasyour "customer"?

ii. Question: In that position, how did your work contribute to the organization's objectives?

f. Team Orientation

i. Question: Tell me about a situation where you motivated others to work together toward a commongoal. How did you handle the situation?


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ii. Question: Give me an example of a time when you had to build relationships outside of your group.What did you do and how did things turn out?

g. Customer Focus

i. Question: In your current role, who are your customers- the people who count on what you do? What

are their needs, concerns, and priorities?ii. Question: Can you share a time when it was difficult to understand the specific point or request acustomer was making? How did you make sure that you understood the request?

h. Domain Knowledge

i. Question: Give me an example of a time when you used your knowledge of _________ to develop asolution to a problem.ii. Question: How do you stay informed of what’s going on in the industry? Tell me about a time whenyou used this information.

i. Leadership

i. Question: Tell me about a time you had to quickly get a group of people up to speed on an issue.How did you get the key message across?ii. Question: Describe a situation when you did not have sufficient resources to complete a project.What did you do? How did you overcome the challenge?

j. Flexibility and Adaptability

i. Question: Tell me about a time when a project or assignment was changed significantly after you hadalready made progress. How did you adjust to the changes?ii. Question: Describe a time when you had to adjust your behavior, style, or communications to aparticular situation in order to have influence. What did you do? What were the results?

k. Technical Capability

i. Question: Tell me about your experience with (technical capability). How have you used those skills onthe job?

l. Integrity and Trust

i. Question: What are the most important qualities and beliefs you bring to your role and your work?Can you talk about a specific time when one of these qualities and beliefs have been apparent in yourapproach to a situation or task?ii. Question: Tell me about a time when you needed to gain someone’s trust. What approach did youuse and was it successful?

m. Competitive Drive

i. Question: Tell me about a time when you recognized an opportunity to improve a process or product.How did you go about implementing your idea?ii. Question: Where have you found ways to improve a process, product, or service by going beyond thecustomary approach?iii. Question: Tell me about a time when a colleague had a great idea and you were able to help themget it implemented. What specifically did you do to support your colleague’s efforts?


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Additional Comments:

III. Conclusion

a. Inform the applicant that this concludes your questions for him or her. Explain that you would now like to tellhim or her a little about MIT.

i. Spend 3-5 minutes telling the applicant about MIT's organization and culture. Keep in mind topics thatmay be of particular interest to the candidate.ii. Ask the applicant if you can answer any questions for him or her about the position or the Institute.Note any issues of concerns:iii. Explain to the applicant the next steps in the selection process.

IV. Assessment

Does Not MeetRequirements

MeetsRequirements

ExceedsRequirements

No Opportun ity toObserve

Experience Match

Track Record ofResults

Team Orientation

Customer Focus

Domain Knowledge

Leadership

Flexibility and

Adaptabi li ty

Technical Capability

Disqualify applicant for the following reasons:

Qualify applicant for the following reasons:


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Reference Check Questions

1. Could you describe your professional relationship to the applicant? (Where did you work together? Howlong did you work together and when?)

2. Did the applicant report to you?3. What was the nature of his/her work and responsibilities?4. Describe the size and scope of the department in which he/she worked?5. Did the applicant supervise anyone?6. What are the applicant's principal strengths?7. Describe the quality and the volume of the work he/she handled?8. What are the applicant's areas of development? (areas for improvement)9. How does he/she interact with customers, co-workers, and different levels of management?10. What progress did he/she make? Any promotions?11. How does he/she compare to other employees in the same classification (technically)? (Would you

characterize the candidate as a caretaker or as an innovator?)12. Please comment on the following:

a. Attendance/Dependabilityb. Independent Judgmentc. Initiatived. Potential for advancemente. Amount of supervision requiredf. Ability to plan and organizeg. Ability to problem solveh. Ability for thoroughness

13. What is your overall evaluation of the applicant?14. What is his/her reason for leaving?15. Is this applicant eligible for rehire?16. How well does the applicant work under pressure?17. By what is the applicant naturally motivated?

Documents

Learn@Lunch Oct07