This document provides guidance on conducting effective interviews. It outlines types of interviews and the three step process of preparation, execution, and review. Preparation includes creating an interview schedule and guide to ensure interviews stay focused. The guide suggests structuring questions, building rapport, active listening, and follow up. Conduct should include introduction, body, and wrap up sections. Notes should be taken to inform review and identify next steps or gaps. Guidance is provided on adjusting approach based on interviewee and examples of best and poor practices are highlighted.

1. Guide to Interviewing
Presentation by
Asiya firdose
2nd MBA

2. Contents
 Types of interviews
 Three steps in successful interviewing
 The interview schedule
 The interview guide
 Conducting the interview
 Rapport
 Questioning
 Interview review
 The interviewee
 Dos and don’ts
 Further assistance
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3. Interviews
Interviews are in essence guided dialogues to
gain information, made effective by using a well
prepared interview guide.
Some examples are:
• Requirements gathering interviews
• Post implementation review interviews
• Job and team selection interviews
• Performance review interviews
• Exit interviews
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4. Three steps in successful interviewing
 Preparation: produce an interview schedule
and interview guides.
 Execution: conduct the interviews
 Review: write up the interview notes
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5. Steps in the interview process
Preparation Execution Review
Interview Interview Interview
Interview
schedule guides notes format
Who you are going What questions are • Structure What results were
to interview, why, you going to ask? • Rapport obtained?
when and where? • Listen • Information found
• Probe • Decisions
• Clarify • Actions
An interview guide should be created prior to all
interviews to ensure the interviews are focused and
efficient and enable comparison and summarisation.
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6. The interview guide
Section Question Sub Question
Introduction 1. Personal background • Education
2. Key mission of the department • Work experience
3. …………….. • Major activities
• Major interfaces
•
Body 4. Recent development in area x • Major products
5. Customer reactions • Competitor activities
6. ………………. • Switching costs
7. ………………. • Timing of change
8. ………………. •
Wrap up 9. Future trends
• Next S - curve
10.Restate key points
• Timing
•
To make the most out of an interview, a well thought
through interview guide is extremely helpful.
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7. Preparing the interview guide
• Determine the objectives of the interview.
• Plan the structure of the interview.
• Prepare interview questions.
• Prepare additional notes if they assist. For
example having an organisation chart helps in
clarifying roles and responsibilities.
The interview guide enables standardisation of
interviews for effective comparison and summarisation
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8. How to conduct the interview
Introduction
Conduct at their place of work where possible
Always state the reason for the interview and how it will be conducted
Put the interviewee at ease
Ask the interviewee if they agree to you taking notes
Body
Listen to the answers and request clarification if necessary
Avoid making criticisms or taking sides
Keep control of the interview: refocus the interviewee if they
are rambling or clarify if they misunderstood the question
Stay focused and follow your interview guide
Allow the interviewee to ask questions
Wrap-up
Thank the interviewee
Advise them what the next steps are and the timeframe
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9. Interview review
A standard interview note format is useful in orienting interviews to results:
Key Steps Format
Interview Notes
Interview Notes
••Write interview notes
Write interview notes
as soon as possible after the Interviewees:
Interviewees:
as soon as possible after the
interview Interviewers:
Interviewers:
interview
Location:
Location:
••Outline key findings, Date:
Date:
Outline key findings,
note emerging hypotheses
note emerging hypotheses KEY FINDINGS
KEY FINDINGS
••Consider how findings fit
Consider how findings fit
with earlier evidence BACKGROUND AND
BACKGROUND AND
with earlier evidence SITUATION
SITUATION
••Identify gaps to be
Identify gaps to be
filled in subsequent
filled in subsequent DISCUSSION NOTES
DISCUSSION NOTES
interviews
interviews
NEXT STEPS
NEXT STEPS
Interview notes are valuable when sharing
information with other team members.
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10. The interviewee may be
• Assuming no possible improvement
• Assuming they have the full picture
• Assuming knowledge on your part
• Describing work out of sequence
• Covering up their own failings
• Exaggerating
• Scoring off others
• Overwhelmed by you
• Protecting others
• Exaggerating the immediate problem
• Overestimating the importance of the job
• telling you what they think you want to hear
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11. Adjust your style to suit the interviewee
The nervous interviewee
Be very explicit in setting the scene, tell why you are there and what they can
expect. Establish rapport and make sure you are relaxed and confident
The non-talker
Make a special effort to build rapport and find common language and
experiences. Avoid closed questions, use open questions to draw them out
The angry/hostile interviewee
Do not tolerate threatening behaviour.
If anger is directed at you:
• admit your mistake if you are wrong
• stay calm, avoid getting angry in return
If anger is directed at others:
• do not get involved and do not taking sides
• correct misinformation tactfully
ie do not challenge honestly held opinions
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12. Poor interviewing behaviour
Examples:
× Did not make an appointment
× Arrived late
× Was rude
× Exhibited one upmanship
× Did not explain the purpose of the interview
× Did not explain the scope of interview
× Used jargon
× Became confrontational
× Was inconsiderate
× Talked down to the interviewee
× Abruptly ended the interview
× Did not explain what happens next
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13. Do not
× Arrive without warning
× Forget interviewee’s name or role
× Show off
× Criticise
× Interrupt
× Be impatient
× Use coarse language
× Fidget, lounge or appear bored
× Go over time without agreement from interviewee
× Fail to thank the interviewee for their time
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14. Do
 Create rapport
 Make notes
 Be sincere
 Be objective
 Be courteous
 Verify your findings
 Separate fact from fiction
 Pitch the interview at the right level
 Keep within the scope of the interview
 Establish the option to ask follow up questions
 Wrap up the interview and thank the interviewee
for their time.
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15. Further assistance
For additional supporting guides refer to:
 Guide to communicating
 Guide to requirements gathering
 Guide to conducting meetings and RAP sessions
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16. THANKING YOU
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