Conducting Interviews

Index
1. Phone Screening practice
2. Phone Screening Checklist
3. Candidate Registration Form
4. Conducting
Face-to-face
Interviews
5. Interview Template
6. Interview Score Chart

Instructions

Pg 2

Template to edit, print and

use**
Template to edit, print and
use**
Instructions

Pg 4

Template to edit, print and

use**
Template to edit, print and
use**

Pg 7

Pg 5
Pg 6

Pg
10

**Please feel free to print out the above sections listed as template to assist you in finding
great candidates.
Disclaimer: this document contains ideas and tools to help assist you in hiring a great
candidate. Please use discretion in what suits you and your organization best.

INSTRUCTIONS FOR BETTER PHONE SCREENING

Applicant sorting and phone screening is an essential part of the recruitment process
and is a time- saving exercise to ensure you are not face-to-face interviewing unqualified
candidates. Your time is precious and so is the applicants, therefore good phone screening
is beneficial for both parties.
Note, if you phone screen poorly and bring in an applicant that is unsuitable for the
position, to show respect for the persons effort, a full face-to-face interview should still
be conducted. Your reputation is important; the candidate should have a positive
experience regardless of whether they are the successful applicant. Be sure to always keep
candidates informed and treat people with the respect they deserve as an interested person
in your business.
Sorting CVs
Step 1: Create an email folder for the position.
Step 2: Write email rules so all applicants CVs are directed to that folder.
To write a rule in Outlook:
> Choose Tools from the Outlook menu
> Then choose Rules and Alerts from the drop down menu
> Select New Rule
> Start from blank rule
> Click - check messages when they arrive
> Click Next
> Select with specific words in the subject
> Then click on the specific words link and type in words:
> seek or mycareer or the job ID number or the title of the role or a
combination of these.
> Click OK
> Click Next
> Select Move it to the specified folder, then click the link on the word
specified then select the folder you have created for the role.
> Click OK
> Click Next
> Skip the exceptions box by clicking Next
> Then click Finish
> You have now set up the rules for applicant CVs
Step 3: Create five sub-folders off the folder for the position to sort the applications. To
create sub-folders in Outlook, right click on the chosen folder and select create new. Title
these folders: 1-2, 3-4, 5-6, 7-8, 9-10. Its easier to make swift and accurate decisions on
candidates if you have more choices, ranking between 1 and 10 (1 = poor, 10 =
outstanding) is more effective than just yes or no.
Step 4: Set aside one hour each afternoon to sort C Vs into sub-folders. Rank candidates
based on the following criteria; their specific skills and experience match to your job
description, their proven track record for reasonable tenure in past roles (exception to this
are professions that are geared to contracting) and the candidates ability to present
themselves well in a C V . The ability to use correct spelling and grammar and to format
a resume well shouldnt be under-estimated; it demonstrates the candidates initiative and
pride in presentation.

Step 5: Once you have sorted applicants, set aside time for phone screening.

Phone Screenin g Candidates

Print out the applicant C V s in the 9-10 and 7-8 folders. Print a phone screening cover
sheet for each applicant (see Phone Screen Template). When your candidate answers the
phone your opening should be: Hello Mary, its (your name) calling from (your company)
about your application for the (insert position), Id like to do a phone screen that will take 5
to 10 minutes, is now a good time to speak or would you prefer I call back at an alternative
time?
Ask show stopping questions first such as salary and location. Then go into the more
detailed questions around career history and skills and experience match to your position.
Score the candidate between 1 and 10 when you get off the phone. The number you put
down is correct, dont change it, trust your own judgment.
Do not book in candidates for an interview on first phone screen; wait until all applicants
are screened prior to booking in face-to-face meetings. You should finish the phone screen
with: Thanks for your time on the phone this afternoon Mary, Im phone screening today, if
you are successful to move forward to face-to-face interview I will be calling back to
schedule meetings within the next 2 working days. This prevents you from having to call
back unsuccessful applicants.

Unsuccessful applicants should receive the email response below.

Dear [candidate name],
Thank you for spending the time on the phone with me to discuss the payroll position.
Unfortunately on this occasion you have been unsuccessful to move to the next stage of the
recruitment process. However I would like to thank you for your interest in our organisation
and I wish you every success in your future career.
Kind regards,
[Company contact name]
Step 6. Call the highest scoring candidates back and book them in for face-to-face
meetings. Aim to book in 3-5 candidates.
Step 7. Re-arrange the applicants in your Outlook folder and send rejection emails.
Candidates that looked good on CV after phone screen you may decide sit in a 3-4 folder
instead of a 9-10. Create a sixth folder after phone screening is completed that is titled
interview. This is for candidates who have passed the phone screen and you have
decided to face-to-face interview.

PHONE SCREENING TEMPLATE

Score out of 10
Position recruiting
for:
Candidate name:
Date of call:
Time of call or call
back time:
Salary Expectations:
Does the location
suit?
What is your
current notice
period?
Why are you
seeking a new
position?
What interests you
about this position?
Ask 3 or more
specific questions
about skill and
experience that
match position:

This part of the phone screen is to ascertain if the candidate has the
skills and experience to do the position. For example, if its a payroll
position, ask what payroll systems they are currently using, how large
it is and how frequently they use it. Ask if they are solely responsible?
If not, how big is the team, what part do they play?
1.
2.
3.

Circle the most

appropriate
response:

The candidates skill and experience match to the position is:

Excellent

Above
Average
Average
The candidates communication skills are:

Below
Average

Poor

Excellent

Below
Average

Poor

Below
Average

Poor

Above
Average
Average
Your overall impression of the candidate is:
Excellent

Above
Average

Average

FACE-TO-FACE INTERVIEWS
Good preparation is key to a successful interview
Allow yourself at least an hour for each interview and another 20 minutes in between for
writing notes. This time also ensures that your candidates dont meet each other in
reception or waiting area.
Conduct a balanced interview
Depending on the type of person you are, youll have a tendency to want to sell the
opportunity, and may not give the candidate enough time to talk, or if youre a detail
orientated person youll want to drill the candidate and may forget to sell the opportunity.
No matter what your personality type you need to be a disciplined interviewer and allow
time for both selling the opportunity and interviewing the candidate. Its best to discuss this
with the candidate at the beginning of the interview let him/her know that youd like to
discuss their fit to the role first and at the end of the interview you will spend some time
discussing the benefits of your organisation and answer any questions.
Register the candidate
When you greet the candidate in reception or waiting area, give him/her the candidate
registration form we have provided for you, this covers the candidates personal details and
privacy issues. Ensure the candidate feels welcome and try and make them feel relaxed. If
you can visibly see they are nervous, sometimes mentioning nerves can assist in relieving
their anxiety.
Use the interview guide
Then use the interview guide provided to assist you in structuring your interview well. This
will ensure the candidate interviews are uniform so you can easily compare the
performance of the candidates. Where possible throughout the interview use behavioural
descriptive interview questions, these questions are based on examples of situations in
previous employment. There are excellent examples in the interview guide. Be mindful of
what you can and cant ask in accordance with the anti-discrimination laws. Avoid
questions regarding the following: Gender, Age, Race / Country of Origin, Religion, Marital
status, disability, sexual orientation.
At the conclusion of the interview, be sure to thank the candidate for their time and let the
candidate know when they will be hearing from you and if successful, who they will be
meeting with for a second round interview.
Post-interview
It is imperative you spend time writing notes after the candidate has left. Use the
competency score chart that has been provided (do not use this in front of the candidate)
to assess the candidate. Be sure to keep candidates informed throughout the recruitment
process. Be mindful that top candidates dont last in the job market long, so attempt to
conduct your interviews in the same week to reduce the waiting time and the possibility of
losing your preferred candidate to another opportunity.

CANDIDATE REGISTRATION FORM

(When you greet the candidate in reception or waiting area, give him/her the candidate
registration form that covers the candidates personal details and privacy issues.)
Candidate
name:

Date:

Residentia
l Address:

Mobile number:
Do you have a
current drivers
licence :
Do you have
your own
Transport:

YES

NO

(please circle)

YES

NO

(please circle)

Current salary:

Salary
expectatio
n:

Availability,
notice period:
YES

Australian
citizen?
Position
interviewing
for:
Privacy
collection
statement:

NO

(please circle)

If no, when does your visa expire?

Personal information is any information or an opinion about you. If would include the opinions of
others about your work performance, your work experience and qualifications, aptitude test result
and other information obtained by us in connection with your possible employment with us.
Personal information includes sensitive information as defined in privacy legislation. It could
include, for example, relevant information about your health status or information obtained
lawfully via a criminal history check. Under privacy laws we only collect personal information if it is
necessary for the performance of one or more takes or functions in your role. We would not collect
sensitive information without your consent.

Do you consent
to background
check including
reference
checking &
qualification
validation?

YES

NO

(please circle)

I ...(full
name)
of....
(address)
who can be identified by ...(passport, DL, other
identification) have read and understood each of the statements in this document and
voluntarily consent to personal and sensitive information about me being collected and used
as indicated above.
Date ..//..
Signed

Witness signature..
Print witness name and
address

INTERVIEW TEMPLATE
[This template can be edited according to the needs of the position you are interviewing candidates for.
Print and take this template along to an interview.]

Name:
Initial Motivation Summary

Why have you

decided to leave
your current
position?

Why are you

interested in this
position? What
do you know
about our
company?
Employment Performance
Current
Company /
Branch
Position
Salary
Duties
Breakdown by
%
(Thank you for
listing your
responsibilities in
your cv, could
you please break
this into
percentages of
where you spend
your time?)

Performance
and
achievements
What have you
left behind - i.e.
what is in place
for the
organisation now
that you
implemented or
created?
Reason For
leaving

Previous
Company
/Employer
Position
Salary
Weighted Preferences
What elements
of your current
role do you enjoy
the most?
What elements
would you leave
out of your next
role if you could?

What are your

strengths and
how might they
relate to this role
and our
company?

What are your

areas for future
development?
How would your
peers describe
your work
performance?
Continued on next page (Behavioural Components)

Behavioural Components
Give an example
of a time when
you delivered
above
expectation,
describe the
situation in full.

Give me an
example of a
time you made a
significant
mistake that was
crucial to the
success of the
project/client
relationship. And
what did you do
to rectify the
situation?

Give an example
of a time when
you worked well
as a part of a
team
Give an example
of a time when
you had to think
outside of the
square or use an
innovative
approach to
problem solving

Give an example
of tasks that you
really do not
enjoy doing? How
do you motivate
yourself to do
them?

Notes: Behavioural descriptive interviewing is used to demonstrate past behaviour, its more difficult to
fabricate answers if the question is asking for a specific example. When you are asking about a
candidates career history incorporate some give an example questions. When the example is
provided then drill down on the example, ask specific questions relating to the outcomes.
For example: In a sales interview you could ask: Talk me through your largest deal to date. Where did
the lead come from? How many leads do you need in your pipeline to make target? Whats the value of
your average sale? Whats the average time to close a sale from first contact to close? How many client
visits do you make in week? How many business development calls do you make in a week? What is
your conversion rate from lead to close? Do you have a lead generation team to support you? Who else
supports sales in the business? What is your monthly, quarterly, yearly target? Did you make target last
calendar year? What bonus do you achieve if you make target? This is very detailed information and

its situational, this is what you should aim for examples of achievement, implementation, challenges,
responsibilities, leadership, teamwork etc.
Next page: Interview Score Chart

INTERVIEW SCORE CHART

[This score chart can be edited according to the needs of the position you are interviewing candidates
for. Fill this form out after the interview.]

Candidate's Name:
Competency

Date:
Score

Skills match to role

/ 20

Proven track record of success

/ 20

Level of Experience

/ 15

Knowledge of your industry

/ 10

Candidates preparation - knowledge of your

business.

/5

Level of Education and training relevant to

your role

/5

Presentation

/5

Communication skills

/5

Personality fit to the role and your

organisation

/ 10

[Other criteria specific to your role]

/5

Total

Comments

/ 100

Note: This scoring chart will give you a guide and provides you a framework for good note taking. This
notes / scoring chart will be of value for second round interview as it will assist the second interviewer
in areas of concern that require further investigation. It will also be of great value at the conclusion of
the recruitment process when comparing candidates to ultimately make an educated hiring decision.
You may think you will remember however the detail is quickly forgotten, so it is imperative you write
the interview notes directly after the interview has finished.