foundation training program€¦ · copyright © 2010 next level exchange - all rights reserved....

Copyright © 2010 Next Level Exchange - All rights reserved. Unauthorized duplication prohibited. 1 of 25

Foundation

Training Program

Module 14

Candidate and Client Interview Prep

Training Workbook

Produced by:

Next Level Exchange

214.556.8000 - www.nextlevelexchange.com


Module 14: Candidate and Client Interview Prep

Chapter 1: Candidate Interview Preparation: Part 1

Preparing for the Interview No matter the situation, it is critical to invest the time to prepare both

parties for an initial interview. Even if your candidate has interviewed recently, or the client interviews individuals regularly, the better job you do preparing both sides for the first interview, the greater the odds there will be a potential connection.

Benefits to the Client and Candidate

Both will be more confident and comfortable

Both sides will ask questions effectively, and answer

questions by conveying the most 1.______________

information

Both will know what information is needed to determine

next steps

Both will be 2.______________ to close each other on next

steps – whatever those steps may be

“Confidence is preparation.

Everything else is beyond your

control.” -Actor and Director Richard Kline




Benefits to the Recruiter

You will increase your chances of making a successful

1.______________ and ultimately a placement

You will continue to establish yourself as a collaborative

partner

You are aligning with both parties for the long term – not

just a quick interview

You continue to show the 2.______________ of working

with, and through a recruiter

Candidate Interview Preparation

The Preface

The Pre-work

The Where and When

The Who

The What

The Questions

The Close




Step #1: The Preface

Although this is a value-added service you provide your

candidates, not all candidates may see it this way

Preface the interview prep in a way that allows the

candidate to fully understand the benefit to

1.______________ for taking the time to prepare for this

initial meeting

Prefacing Dialogue:

“Before you speak with (hiring manager), I want to share with

you some insights as to who specifically you will be meeting

with, what they are looking for, and what to expect during that

conversation. I’ll make one thing abundantly clear – my purpose

in preparing you for this meeting is to help you determine if this

is a right fit. If, during the interview, a light bulb switches on

and you have the revelation that YES, this is where I want to be

– my purpose is to prepare you with enough information that

you are offered a follow up meeting or perhaps even an offer.

That’s my purpose; my intent is for (client) to want to bring you

back or hire you after this initial conversation. Now, it is 100%

your right to decline moving forward with (client) – but I want

that decision to rest with you, not with them. I want to make

sure that I give you insights that the general public is not privy

to – this will give you just that added edge and make you that

much more prepared than others they may be speaking with.”




Prefacing Dialogue:

“I know you’ve interviewed before, and you’ve obviously

done so successfully because of the great work history

you’ve created for yourself, so I know you’ll probably know

most of this. I won’t necessarily bore you with the petty

details like ‘make sure your fingernails are clean’ and

‘bring a folio to take notes on’ – but I do want to make

sure that I follow through on one of the commitments I

made to you when we started in this process, which was

to 1.______________ you for any meetings that take

place.”

Essential Question:

“Has anything 2.______________ since we spoke last?”

o Current company

o Compensation

o Personal situation

o Job prospects




Step #2: The Pre-work

Advise your candidate to do some research on the specific

1.______________ and hiring manager

Read through the interview preparation materials that you

send to the candidate prior to your preparation call

Create an interview preparation packet that covers

essential information, but information best handled by an

emailed document

Interview Preparation Checklist Example

Your Attire:

A navy blue, dark gray, or black suit is appropriate for most positions. Be sure it’s cleaned and pressed.

2.______________ should be freshly laundered and well pressed, and a quiet tie with a subtle design is suitable for a first interview. For both, avoid loud colors and busy designs.

Shoes that are black and freshly polished are a safe choice for an interview. Socks should be black or blue and worn over the calf.

Ladies, avoid open-toed shoes.

Fingernails should be short, clean, and freshly manicured if possible.

Ladies, choose subtle colors over bright colors for nail polishes.

Hair should be well-groomed and freshly trimmed. Avoid combing or brushing hair with your jacket on.

Jewelry should be limited and subtle.

Avoid 3.______________ or fragrances completely.

Do not take your cell phone into the interview. For ladies, avoid

oversized purses if possible.




Interview Preparation Checklist Example

Your Arrival:

Arrive no earlier than fifteen minutes, but no later than

1.______________ minutes, prior to the interview.

Prior to entering the building, chew mint gum or a breath mint –

but do not chew gum during the interview.

Allow adequate time for traffic, parking, and a last minute

appearance check.

Treat everyone you meet as if they are the decision maker,

including the receptionist.

Bring With You:

Printed directions to the interview, as well as (the recruiter’s) phone number and the client’s phone number (in the case you run

late).

A pad of paper and pen (preferably a folio).

2.______________ copies of your resume (make sure the resume is identical to the one supplied to the interviewer).

Samples of your work, if relevant and appropriate. Never discuss

or show proprietary information.

Your prepared questions for the interviewer.

During the Interview:

Try to maintain a 50/50 balance between 3.______________ and listening.

Be aware of body language; maintain good posture, lean forward slightly to indicate interest, and maintain eye contact.

With any open-ended question, reframe to understand what specifically the interviewer would like you to cover. For example,

if the question is “tell me about yourself”, your response could be, “I’d love to! Is there a specific area you’d like me to start?”




During the Interview:

With any confusing, or multi-angled questions,

1.______________ to clarify if you are responding with the type of information they are looking for. For example, if the question is “tell me about a time when you had a conflict with a supervisor”,

your clarifying response could be “would you like me to discuss my

relationship with my last supervisor?”

If you are even slightly unsure about a specific question, or need

time to formulate and process your response, ask for clarification: “Can you be more specific? I want to make sure I respond

accurately to what you are asking for.”

Avoid:

Speaking negatively about your current situation,

2.______________, or working environment.

Asking questions about or sharing information regarding current or expected compensation.

Closing:

Unless you are absolutely certain you would not like to move

forward in the interviewing process, 3.______________ for next steps. Ask how they perceive you fitting in to the organization, and if there are any areas that haven’t been covered that are important

to the hiring decision.

An example close: “I like what I have heard today and am very interested in moving forward. I understand you are looking for

someone in this role who has (A, B, and C) and as we’ve discussed, I have (specific experience with A, B, and C). Before I leave, are

there any more questions about my background or qualifications that I can answer or clarify for you to better assess my fit within

your team?”




Following the Meeting:

Call (your recruiter) at (number) and we will discuss what you liked, what questions you still have, what questions you perceive

they have about you, and your interest in next steps.

Send a hand-written card or an email to each person that you met,

thanking them for their time. 1.______________ specifics from the meeting and cover any areas further you think may need supplementation.

Interview Preparation Worksheet

Create an initial list of questions to ask

o What questions do they need answered to know if

this is the right opportunity? What areas do they

need clarified to feel comfortable that this

environment is one in which they can thrive?

Example Questions:

How do you measure success in your company? Tell me about the best person you have ever had in this position and what made that person unique.

What are some of the common denominators that exist with the more

successful employees of this company? What are the biggest challenges one will face in this role? What are the two most important problems that need to be

addressed/corrected in the first six months by the person in this position? What are the key responsibilities for this position and which are most

important?

What results are expected of this position? What are examples of the best results produced by people in this role?

Why did my predecessor leave this position? Tell me about your background and what attracted you here. What advancement can a person expect, in this company and in the industry

at large, after doing this job well? What are some of the company’s short and long range objectives? In what areas does this company excel? In what areas does this company

have some limitations? What are the company or department goals for this year and next? How will I be evaluated, and how often?





List out professional accomplishments and achievements,

as well as the strategy behind those results

Company: Position:

List your Accomplishments/Achievements since List the strategy, implementation, and development

holding your role or being with the company: processes used to bring about these results:

Think Through:

o Did you help to increase sales, productivity, or efficiency? What was the

percentage or dollar contribution? How did you do this? Did you have a

unique approach or different results than others?

o Did you institute any new systems or changes? What was the situation that

led to the change? Who approved that system? Why was this system

selected over others? What happened as a result?

o Were you ever promoted? Why were you promoted? How long between

promotions? Did you do something outstanding? How much more

responsibility? Did you get to manage people? How many? Were you

promoted by more than one party? Were you given significant salary

increases or raises?

o Did you train anyone? Did you develop training technique? Compare your

results to others. Is your technique being used by others? Why is that?

o Did you help to establish any new goals or objectives for your company? Did

you convince management that they should adopt these goals or objectives?

Why were they adopted?

o Did you change the nature or scope of your job? Why or how did you redefine

your position? Have others with similar positions had their positions redefined

because of you? Were there responsibility changes because of this? What

were they?

o Did you ever undertake a project that was not part of your responsibility

because you liked the problem?





List the three most important benefits they feel they bring

to a new organization, 1.______________ and beyond

those of their colleagues

o What are the three most important things that the

interviewer should take away from the meeting?

o Look through the lens of the prospective boss – what

are the most important qualities for the position

they are hiring for?

Prefacing the Pre-work:

“In preparation for your meeting next week, I am going to

send you a brief interview preparation document for you to

review. I’d like for you to print it out, and take a few

minutes to fill out the information. It will not only save us

time because it covers a lot of tips that you can simply read

for yourself, but the information will start to put you in the

interviewing mindset and articulate some of your

2.______________ achievements and accomplishments

that you perhaps haven’t thought of in a while. Are you

able to carve out time between now and (time)?”




Step #3: The Where and When

Your appointment with Karen Schmidt, Managing Partner, has been confirmed for Thursday, May 24th at 4:30pm. The interview will take

place at:

Next Level Exchange’s Office 19111 North Dallas Parkway, Suite 200

Dallas, TX 75287 Phone: (214) 556-8000

www.nextlevelexchange.com

Karen’s contact info: Cell: (972) 265-5283

[email protected]

Notes:

o There is a parking garage to the left of the building that you can park in; take your receipt with you and the receptionist will

validate your parking. o If you need to visit the restroom prior to your interview, they are

located on the first floor immediately to the left of the elevator bank.

o The elevators are to the left of the lobby, and Next Level is located on the second floor immediately after you exit the

elevator.

After your meeting, please contact me to debrief you on your interest level with Next Level. The interview preparation document I mentioned is

attached, and I will call you on (date/time) to review and give you some additional insights before your meeting.

Clearly define where and when the interview will take

place

Provide additional notes and tips for 1.______________

Email the confirmation and ask the candidate to print out

and take with them in the car

http://www.nextlevelexchange.com/mailto:[email protected]




Candidate Interview Preparation

Keep your commitment and do more than simply read,

bullet for bullet, the list you have already asked them to

read for themselves

Help your candidate think about 1.______________ that

they would not have thought of otherwise, and prepare

them in a way that makes them feel confident going into

the interviewing process

Open by revisiting the initial interview preparation

document sent to the candidate

Step #4: The Who

“You are going to be meeting with Karen Schmidt, who I

believe you were going to spend some time researching.

I can certainly start from scratch in giving you an overview

of her background, but I don’t want to duplicate anything

you already know. Why don’t you tell me what you

learned, and we’ll start from there.”

Share the background of the hiring manager

Share any common ground between the candidate and the

hiring manager

Articulate the personality and 2.______________ of the

interviewer




Step #5: The What

The candidate needs to thoroughly understand the role and

expectations of the core functions of the position

The candidate needs to be prepared to 1.______________

their skills and experience as it relates to the functions of

the role

Step #6: The Questions, Part 1

Review the list of questions that the candidate has prepared

to ask the hiring manager

Are the questions structured in a way that shows this

candidate’s desire to 2.______________ the company?

Are there any questions that shouldn’t be asked, or could

be answered by 3.______________?

Step #6: The Questions, Part 2

With all questions asked to the candidate during the

interview, there is an opportunity to expand and elaborate

on those areas of achievements and contributions that they

deemed most important

Role play the most common interview questions, and coach

the candidate to respond with impactful, factual, and

quantifiable information



Chapter 2: Candidate Interview Prep: Part 2

Standard Question #1: “Tell me about yourself!”

The candidate’s answer should directly fit the concerns and

objectives of the prospective employer; your candidate

wants to be “selling” what the client is “buying”

Spend more time highlighting professional

accomplishments, not personal ones

Be 1.______________ - take a minute or less to answer this

question

It is acceptable to reframe and clarify this open-ended

question, but since this is a standard question, the

candidate should be prepared and develop a strong answer

to this question

Standard Question #2: “Why are you looking?”

Never speak poorly about the current company, team, or

boss

Put the reason for leaving in the best light possible; this

question provides an additional opportunity to sell, not air

dirty laundry or grievances

If not actively looking, be 2.______________ – but be

prepared to articulate reasons for initial interest

Never claim the reason is correlated to poor current

compensation, or for more money




Standard Question #3: “Why do you want to work for

our company?”

This is the perfect opportunity for the candidate to show

they have done their 1.______________

Make sure the candidate can articulate “why here” – what

about the working environment, the reputation of the firm,

the type of work, or the support of the team is compelling?

Help prepare the candidate to respond in a way that

continues to sell for the position and 2.______________

Standard Question #4: “Why should we hire you?”

At this point in the interview, your candidate should know

the short list of critical areas the hiring manager is looking

for

The S.T.A.R. Method can provide a structure for the

candidate’s answer

o Specific Situation: The relevant experience that will

provide a context to the answer

o Task: What needed to be done or the outcome expected

o Action: The specific action the candidate took in

3.______________ to the challenge or task

o Result: Specifically what the candidate accomplished,

learned, how the team responded, or how the

organization recognized the results. QUANTIFY!




Standard Question #5: “What do you want to make?”

Both the candidate and client should be advised to stay

away from the subject of 1.______________

Provide your candidate with several helpful scripts to help

them handle this question without sounding evasive

“I trust that if we are both interested in moving forward, Karen

will help us come to a decision that makes sense for both of us.

I am really here to get a feel for the opportunity and department

and to determine if this is the best next step for me, and I’m

sure you are doing the same. I’m confident that if you find me

the best candidate for this position, you will extend me your

best and most fair offer.” (Close with redirected question)

“I am currently receiving ($) annual salary with several other

compensation components on top of that amount. I’m unable

to determine what the offer should at this stage until I

understand more about the position. When it comes to making

the offer, I’m sure it will be a fair salary based on your

2.______________ and the requirements of the role.”

“It’s a good question, and I can certainly understand why you

ask. However, I can assure you that I won't be going to an

organization simply based on money. I want this to be the right

fit from all aspects, and I have no doubt, from what I know of

your organization, that you will offer a competitive package.”

Ultimately, a number too high could rule the candidate from

consideration, and too low leaves little room for negotiation




Additional Questions:

Prepare your candidate for any unique questions specific

to the client

Possibly share any concerns from the client’s perspective

with the candidate, to better prepare them to structure

their answers in a way that expands or negates those

concerns

Step #7: The Close

Because people like people who like them, closing for next

steps is a key way to show interest and leave the interview

on a 1.______________ note

“I like what I have heard today and am very interested in

moving forward. I understand you are looking for someone

in this role who has (A, B, and C) and as we’ve discussed,

I have (specific experience with A, B, and C). Before I

leave, are there any more questions about my background

or qualifications that I can answer or clarify for you to

better assess my fit within your team?”

Remind the candidate to send a personal note to each

individual they met with




Telephone Interviewing Tips:

Encourage your candidate to have a mirror on the desk or

table – a 1.______________ comes through over the

phone and it’s important to have inflection in the voice.

Encourage your candidate to 2.______________ at various

points of the conversation – the candidate will speak in

more of an engaging and animated manner.

Make sure your candidate knows who is initiating the call.

If the client is calling the candidate, make sure the cell

phone has good reception or office phone is in a

distraction-free environment that allows for a confidential

conversation.

Check to make sure that the 3.________ __ ____ are

accurate (if relevant).

Have the candidate be ready with three specific dates and

times that work to be able to schedule a face-to-face, if

the client asks to move forward.

Even if your candidate has been in the industry for quite

some time, or even if your candidate has been

interviewing recently, slow down and walk them

through what to expect and how to put their best foot

forward!



Chapter 3: Client Interview Preparation


“Before you speak with (candidate), I want to share with

you some insights that aren’t on his resume or the

information you have thus far. I’ll make one thing

abundantly clear – my purpose in preparing you for this

meeting is to ensure that (candidate) wants to come to

work for you. If, during the interview, a light bulb switches

on and you have the revelation that YES, this is the exact

person we need to hire – my purpose is to give you the

information you need to share with him to have him

wanting to come to work for you. Now, it is 100% your

right to decline moving forward with (candidate) – but I

want that decision to rest with you, not with him. I know

you interview people all day long, and I promise not to tell

you what you already know, like where he graduated or

how long he’s been at his current company. I do want to

make sure that I follow through on one of the commitments

I made to you when we started in this process, which was

to identify, attract, evaluate, and land the best candidate

for you – and when it comes to landing the right person, I

want to articulate those specific things that will

1.______________ you land him if you want to.”




Client Interview Preparation

The Preface

The Where and When

The Why’s

The Money

The Next Steps


Remind your client that there is a difference between

meeting candidates that are in the 1.______________

market and those in the passive market

Educate your client in a way that helps them understand

what’s in it for them to take note of this key differentiation

“It’s important to recognize that although (candidate) is

very interested in meeting with you and is intrigued by the

opportunity here, he is absolutely a passive candidate. He

was not looking before I called him and shared with him

the details of your firm, and as such, needs to be SOLD

just as much as SCREENED. The purpose of this meeting

is two-fold – you need to evaluate him just as much as he

is going to be evaluating you – but I want to make sure

that he leaves this meeting SOLD. Does that make sense?”




Step #2: The Where, When, and Who

Who, outside of your main point of contact, will your

candidate be meeting with?

What do each of those people do and what is their

1.______________ in the process?

Confirm the where and the when with your client

Step #3: The Why’s

This section requires some pre-work done by you, the

recruiter; put thought into these areas to ensure that no

stone is left unturned

Share why this candidate is open to making a move – be

specific!

Why is this candidate interested in this 2.______________

client?

Share any “why not’s” – any concerns the candidate has

about the company, opportunity, or area




Step #4: The Money

Remember to communicate to the client why it’s in their

best interest to leave this topic for future conversations,

instead of simply mandating that they follow your process

“You have a copy of his current compensation package

and the amount he expects he will be looking for when

making a move. If you have the need to discuss money in

this meeting, I would encourage you to only

1.______________ that what you have is correct for his

current compensation. If you try to negotiate further, it’s

been my experience that negotiations this early on are not

accurate negotiations, because he still doesn’t know yet if

he wants to come on board. The purpose of this meeting

is to get him excited – and let me do what I do best at the

offer stage, which is to make sure he is realistic about the

number he wants and needs to see to make this work.”




Step #5: The Next Steps

Possibly ask “has anything changed since we last spoke”

Close with “if things go well, what else needs to happen in

order for you to 1.______________ if this is the candidate

you want to bring on board?”

Make sure the client understands the “why” behind your

request: “Immediately after your meeting, (candidate) is

going to call me to discuss his level of interest. I’ve found

that it’s valuable for me to be able to set up the process

from here, so that I can either 2.______________ him for

things moving quickly, or let him know that it’s a longer

process that isn’t a reflection of your interest (or lack

thereof) in him. Give me an idea of what else is in

process at this time for this decision, and what I should

prepare him for in terms of next steps.”

If the client is unsure as to if they want to move forward,

they should feel open to communicate that with you so you

can assist in keeping the candidate interested over time

The two objectives of an interview: for both parties to

decide if they want the job or candidate, and for both

parties to have the other wanting to hire them or work

at the organization.



Answer Key

Page 2: 1. relevant Page 15: 1. brief

2. prepared 2. honest

Page 3: 1. match Page 16: 1. research 2. value 2. opportunity 3. response

Page 4: 1. them Page 17: 1. compensation

Page 5: 1. prepare 2. experience 2. changed Page 18: 1. positive

Page 6: 1. company 2. Shirts Page 19: 1. smile

3. colognes 2. stand 3. time zones Page 7: 1. five

2. Three Page 20: 1. ensure 3. talking

Page 21: 1. active Page 8: 1. reframe

2. boss Page 22: 1. role

3. close 2. specific

Page 9: 1. Cite Page 23: 1. verify Page 11: 1. above Page 24: 1. determine

2. unique 2. prepare

Page 12: 1. arrival Page 13: 1. issues

2. style

Page 14: 1. market 2. desire 3. you

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