The following are the basic steps in interviewing and selecting staff.

Preparation

Compile a comprehensive job description for the position before advertising the vacancy or giving it to an employment agency. This will assist you and the agency in establishing what type of person you are looking for.

Try to determine why the last person left. Has the job changed since you last updated the job description? Have you changed?

If a new position has been created the task of considering the person and the job is more complicated. There are no previous guidelines to work to.

Note the following when considering the job and the nature of the work and the environment in which the work is to be undertaken:

• Job title
• Department
• Purpose or overall job objective
• Duties
• Responsibilities
• Reporting relationships
• Physical working conditions
• Social working conditions
• Economic conditions
• Promotional prospects

In considering the person, you need to describe the ideal candidate in terms of the following:

• Attainments
• Intelligence
• Aptitude
• Interests
• Dispositions
• Circumstances

Study the facts available on each candidate, for example test results, application forms, curriculum vitae, education certificates. Probe any gaps or inconsistencies on application forms during the interview.

Ensure quiet and privacy for your interview - no interruptions or telephone calls should be allowed. Creating the climate It is up to you, the interviewer, to put the applicant at ease.

By winning his/her confidence at the start your interview will be easier, smoother and will produce more accurate information and impressions.

Ensure that the receptionist is expecting the applicant and knows his/her name. When the person reaches you greet him/her by name, show him/her where to sit, and introduce yourself.

Your opening remarks should build up an atmosphere of two-way communication. This "small talk" should allow the applicant to become more natural. He/she will never start unfreezing if you look bored and uninterested.

Rapport is more easily established if you can move onto the level of the person you are interviewing, so try to use language and concepts with which the person will be familiar. Once the applicant is sufficiently relaxed you can move into the actual interview phase.

If the situation demands an immediate decision, tell the candidate, or else inform him when he will hear the result of the application. (This is an opportunity to find out if he/she has applied for or been offered any other job.)

Interpretation and evaluation

It's important to evaluate the candidate while the details are fresh in your mind. If you haven't taken notes during the interview, do so now. Objectivity is the most important factor in making your evaluation and eventual decision.

A ten-point summary of the successful interview:

1. Set applicants at ease with a friendly open manner
2. Take special note of applicant's dress and overall appearance to see if he/she conforms to the normal standards of your company
3. Ask open-ended questions that will encourage applicants to talk.
4. You should only do about 20% of the talking during the interview Remain in control of the interview and redirect applicants when digressions occur Be interested and sincere and keep to a logical train of questioning.
5. Jumping from topic to topic will confuse applicants, especially juniors who may be applying for a job for the first time
6. Take notes but only enough to jog your memory
7. Make sure that the interview takes place in a relatively private environment without interruptions or telephone calls
8. In your explanation of what the job entails, be very clear on the new employee's area of responsibility and the kind of disposition necessary for the sort of atmosphere that is generated in your office
9. Outline what the new employee will learn in the position and whether there is scope for advancement. Also highlight any training offered
10. Endeavour to make your assessment as objective as possible and don't allow personal prejudices to cloud the issue.