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Appendix

Interviewing

CHAPTER OUTCOMES

• Describe the different types of interviews

• Learn ways to plan interview topics and interview questions

• Discover how to communicate competently during interviews

• Explain the steps for preparing for and managing information and employment selection

interviews

• Identify strategies for writing a résumé and cover letter

CHAPTER OUTLINE

WHAT IS INTERVIEWING?

An interview is like a good conversation, filled with thoughtful questions and interesting

answers. But an interview also has a structure and a defined purpose. Its success often

depends on how carefully you plan it, including anticipating the topics that will be covered and

the questions that will be asked.

• Interviewing is a planned and structured conversation between two or more persons that

uses questions and answers to meet a specific purpose. An interview is planned and

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small groups. Interviews can also occur in face-to-face settings or through mediated

communication.

• The interviewer determines the interview purpose, plans the questions, and manages the

TYPES OF INTERVIEWS

• Although there are a large variety of ways interviews occur in public, personal, and

professional settings, you are most likely to encounter one of these two types:

1. Information interviews generate knowledge or understanding about a particular topic.

2. Employment interviews manage an organization’s personnel. There are three kinds of

employment interviews:

a. Selection interviews determine whether applicants have the education, experience,

and proper attitude required for a job. The selection interview is the most common

method employers use for making hiring decisions and is the primary focus of this

appendix.

b. Performance or appraisal interviews are used by employers to evaluate employees’

PREPARING FOR AN INTERVIEW

• Preparing for an interview entails a number of steps for both the interviewer and the

interviewee. The interviewer steps should include the following:

○ Defining Your Purpose

▪ If conducting an interview, identify what topics to cover. Having a clear purpose for

the interview gives focus and structure to the topics that will be discussed.

▪ If you’re going to be interviewed, take time beforehand to consider what topics might

○ Developing an Interview Protocol

▪ An interview protocol is a list of questions, written in a logical order, that guide the

interview. When preparing to conduct an interview, an interview protocol will show

whether you are including all the topics you need and arranging them in a way that

makes sense.

▪ If you plan on asking highly specific or difficult questions, you will need to think

▪ If you are an interviewee, you should

○ Be responsive to the order of questions that you’re asked. Allow the interviewer to

ask each question in turn and answer completely.

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TYPES OF INTERVIEW QUESTIONS

• Questions are the heart of any interview, and not all questions have the same purpose. When

you’re developing your interview protocol, consider these different types of questions:

○ Primary questions can be used to introduce topics or new areas within a topic. These

questions guide the conversation and are written into the interview protocol.

○ Secondary questions can be used to follow up on answers given by an interviewee; they

• How you phrase a question can also affect the way interviewees answer.

○ Open questions give interviewees a lot of freedom in formulating their responses and are

used when you want to generate more detailed responses.

○ Closed questions usually require only a yes or no response, which limits the range of

possible answers. They can help you move quickly through topics during the interview

ESSENTIAL COMMUNICATION SKILLS FOR INTERVIEWING

Regardless of your role—interviewer or interviewee—you create a relationship every time you

take part in an interview. Just like any interpersonal interaction you partake in, the success of

BEING AN ACTIVE LISTENER

• Listening involves hearing, understanding, interpreting, evaluating, remembering, and

responding to others’ communication.

• You can show that you are mentally and physically ready to listen by practicing attending

skills. You can demonstrate these skills in two ways:

1. Choose a quiet location with few distractions, such as an office or another room that

allows you some privacy during the interview. This is true whether you are conducting

• Your verbal responses can also confirm that you are listening.

paraphrase, you give the other person a chance to correct any misunderstandings and

to provide additional details if needed.

BUILDING RAPPORT AND DEMONSTRATING COOPERATION

• Rapport building, or exchanging messages that create a bond and a positive first

impression, helps you quickly set the tone for an interview. Build rapport and demonstrate

cooperation by the following:

○ Using an opening handshake.

○ Using a friendly, upbeat greeting.

USING MEDIATED COMMUNICATION COMPETENTLY

• Using mediated communication technologies during interviews can help save time and

travel costs, but they can also be challenging for interview participants. To ensure that your

interview achieves its purpose, consider how to best use these technologies.

1. Synchronous video interviews are done in real time, using Skype or other

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2. Asynchronous video interviews are when applicants record answers to questions provided

to them in advance. The recorded video is then uploaded to a secure Web site where

employers can quickly view a number of applicants and determine whom to interview

further.

○ With synchronous and asynchronous video interviews, following these steps will help

you competently conduct or participate in the conversation:

2. Test the equipment in the actual setting where you’ll be conducting or recording the

3. Practice your video delivery, and focus the camera to a medium close-up shot so

that you capture your upper torso and head.

5. Maintain eye contact with the camera, and vary your vocal expressiveness.

7. Spend time rehearsing and recording yourself on video. Use the resulting feedback

to adjust your delivery or appearance to create a good impression.

INFORMATION INTERVIEWING

You may conduct information interviews for a variety of reasons, such as talking to an expert

as research for a speech or reaching out to a local nonprofit as part of a service-learning

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PREPARING FOR AN INFORMATION INTERVIEW

• Information interviews are conducted to gain knowledge or understanding about a particular

topic. When you decide that you need to conduct an information interview, prepare by doing

the following:

○ Conduct Background Research. Deciding whom you want to interview isn’t always as

easy as it sounds; the key is to select someone who has the relevant experience and

knowledge to provide the information you need.

○ Identify Your Purpose. Why do you want to interview this particular person? What

information are you hoping to gain? Framing your purpose in a focused rather than vague

○ Prepare Your Interview Protocol. Develop a protocol by coming up with a set of

primary questions to introduce major topics and related areas. Write open questions that

will lead to insightful and quality information. Make limited use of closed questions.

○ Request the Interview. Contact the person to request a meeting. Usually, e-mail is the

best way to do this, but you can also follow up with a phone call if necessary. Be sure to:

▪ Explain your purpose and how much time you will need to conduct the interview.

MANAGING AN INFORMATION INTERVIEW

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• Once you’ve been granted an information interview, you can manage it competently by

doing the following:

○ Build Rapport. Open the interview by building rapport. Chatting informally at first will

help both of you feel more comfortable. Provide the person with background about the

interview purpose. If you want to video- or audio- record the session, ask for permission

to do so.

○ Be Engaged. Apply active listening skills by asking follow-up questions to clarify the

person’s meaning or to get more information. Paraphrase lengthy answers to ensure that

you understand what the interviewee has said. Take accurate notes, and capture any

○ End on a Productive Note. The process of ending an interview is known as leave–

taking and indicates that the interview is about to finish. You can signal this through

your final question, such as “Is there anything I didn’t ask about that you think I should

know?” Making such summarizing questions and statements helps the person identify

EMPLOYMENT SELECTION INTERVIEWING

Your best chance of getting the job of your dreams is to make an excellent impression during

the employment selection interview. To do that, you’ll need to prepare carefully for the

interview and then skillfully manage the communication that unfolds during the interview.

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PREPARING FOR AN EMPLOYMENT SELECTION INTERVIEW

• Preparation is essential for employment selection interviews. To prepare, do the following:

○ Research potential employers and learn as much as you can about the company that is

interviewing you. Recruiters and hiring managers favor applicants who know something

about the organization, which includes understanding what they do and having a sense of

how the job you’re interviewing for fits into the company as a whole.

○ Armed with this knowledge you will be able to do the following:

○ Develop Your Résumé and Cover Letter. When you apply for a job, you typically

submit a résumé, a written summary of your education, work experience, and skills.

Most employers require one of two types of résumés:

1. A chronological résumé details the history of your education and work experience

starting with the most recent. See Figure A.1 on page A-17 of the text for an example.

2. A functional résumé focuses on how your skills and experiences relate to the specific

job you’re applying for. This information is not in chronological order. See Figure A.2

on page A-18 of the text for an example.

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▪ Prepare both types of résumés so you can then decide which one to submit depending

on the job application requirements and your work history. Many employers now also

expect you to submit your résumé electronically, so you will want to develop a

searchable résumé.

▪ Many good online resources exist that can help you create résumés, including

Monster.com and Jobsearch.about.com. You can also seek support at your college’s

career services department. Use these sources as well as your own research to carefully

craft your application materials.

▪ Résumés are often accompanied by a cover letter, which introduces you and

highlights your qualifications for the job in question. Think of the cover letter as a

persuasive message that expresses how your work experience and skills meet the

employer’s needs. Remember these three tips when preparing your cover letter:

a. Use vivid and descriptive language to direct the reader to key areas of your résumé

that showcase your qualifications.

▪ Remember that your résumé and cover letter are the first impression an employer will

get of you as a potential employee. Make sure that they

a. Convey your qualifications for the job.

b. Are professional-looking documents with clean, crisp formats.

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c. Use a readable font, such as Arial or Helvetica.

○ Review Your Social Media Image. If potential employers saw your Instagram feed,

Twitter feed, or Facebook account, what impressions would they form about you? Some

employers check Google, LinkedIn, and social media sites to gather additional

information about job applicants.

▪ Remember that you create your online face through your social media activity: your

posts, the image of you in a respectable setting, and the comments others make about

you.

○ Develop Your Own Questions. Most employment selection interviewers conclude the

interview by inviting the applicant to ask questions. This is an opportunity for you to

demonstrate what you know about the company. Rather than saying “I can’t think of

MANAGING AN EMPLOYMENT SELECTION INTERVIEW

• In addition to carefully preparing for a job interview, you’ll make a good impression by

communicating skillfully during the interview. Keys to successfully managing a job

interview include the following: