In this lesson, you learn the importance of beginning at the beginning—with the job itself! You learn how to analyze a job to uncover what's necessary for an employee to succeed and how to reveal a profile of the candidate you seek.
Beginning at the beginning is always the sensible thing to do. That's especially true when it comes to conducting employment interviews. But just where does the road to a successful job interview begin? The answer: with the job itself!
Begin by embarking on a systematic review of the job, a process known as introspective investigation. Your objective is to collect as much information as possible about how the job is done and what knowledge and skills are needed to perform it. Here are a few suggestions that will help you collect the information you need:
Take a close look at the official job description, paying particular attention to established performance standards.
Consider the environment in which the job is performed. Are there any special skills required? For example, a public relations or sales position will usually be performed in an environment requiring exceptional interpersonal skills and an ability to relate to people with diverse interests.
Determine the product produced by the job and what is required to ensure consistent quality of that product.
Examine business plans that may affect the position. Will the job change as a result of changes in business strategy? A few years ago a friend of mine was hired as west coast field sales manager by a large national insurance company. In six months he was asked to relocate to the home office located in the Midwest. The company was implementing a portion of its business plan that changed the way in which its products would be sold. Direct marketing would replace field sales. The business plan had been developed prior to the time my friend was hired, but no one bothered to inform him of the impending changes.
Make note of any machines or tools that must be used to perform the tasks of the job.
Solicit the input of the person who supervises the position.
Talk with workers in the organization who regularly interact with the position to determine their perspective on what qualifications the successful applicant should possess.
Don't forget to talk with those who have held the job in the past. What competencies and skills contributed to their success? Did the lack of certain competencies or skills cause or contribute to difficulties that they experienced on the job?
Through introspective investigation, you gather the information that you need to begin the hiring process. There are no shortcuts, but if you're serious about matching the right job with the right candidate, time invested in this task will be well rewarded.
The objective of introspective investigation is to discover what skills and competencies are necessary for successful performance of the job. When you've identified these skills and competencies, organize them into the following categories: technical competencies, functional skills, self-management skills, interpersonal skills, and requirements of the corporate culture.
Technical competencies include any certifications, degrees, licenses, experience, and so on required to do the job. For example, an accountant position may require a degree in business as well as certification by a recognized board of accountancy. The job of personnel manager may require a human resources degree and experience in union/ management affairs. Technical competencies are sometimes prescribed by law (as in the case of physicians, nurses, psychologists, teachers, lawyers, and so on).
What technical competencies, if any, are required to perform the job?
Tip
Don't be concerned about prioritizing the competencies and skills you've included in your list. The initial task is to list them; we'll prioritize them later.
Functional skills are skills that help people function effectively on the job. To help identify functional skills, complete this sentence: "The primary responsibilities of the job include _____, _____, _____, and _____." List each functional skill that is required to do the job.
Here are some examples of common functional skills:
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The functional skills required for success in a typical organization vary widely depending on the job. For example, to be successful, a sales associate position may require someone with above average communication skills (both written and verbal) as well as highly developed time-management skills.
Functional skills are skills that can be learned. In fact, the acquisition of functional skills is usually an important goal of ongoing corporate training programs and postgraduate continuing education.
Functional skills are also transferable. Transferable means that an individual who has demonstrated specific functional skills in other employment or life situations can apply the same skills to the challenges of a new situation.
What functional skills distinguish top performers in the position under consideration? Remember to list them all, regardless of the degree of importance.
Self-management skills are personal characteristics that enhance one's ability to do the job. In this category, you'll want to include such characteristics as these:
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Unlike functional skills, self-management skills are acquired over a period of time and often have their roots in childhood. Although it is possible for someone to alter personal characteristics, change in this area is often difficult and complex, usually requiring the assistance of a professional counselor.
Self-management skills are an important part of the overall hiring equation. Concentrating on functional skills and neglecting to consider the personal characteristics of the applicant is a recipe for failure. Avoid it.
List each of the self-management skills that the ideal candidate should possess. Consider asking others for suggestions.
Interpersonal skills are "people skills." How people get along with each other, including how they communicate, is an important concern of any organization.
Good interpersonal skills include the ability to respect others, to be empathetic and caring, to listen attentively and respond accordingly, to maintain objectivity and refrain from emotionalism, and to communicate accurately and appropriately. These skills are rooted in a healthy understanding of oneself and others.
People with good interpersonal skills enjoy interacting with others. They recognize conflict to be a natural, normal, and sometimes even delightful part of life and are always prepared to explore ways to resolve conflict and reconcile differences.
Interpersonal skills help in any position. For some jobs, however, strong interpersonal skills are absolutely essential to success. For example, the success of a bean counter working in an obscure part of the office who rarely sees people will not be influenced much by his or her interpersonal skills. But the job of a sales and marketing executive who is responsible for conveying a positive company image as well as selling its products requires extraordinary interpersonal skills.
Consider the importance of interpersonal skills in the position under consideration. List any specific interpersonal skills that you feel apply to the position.
What additional requirements (written or otherwise) are imposed on the position by the culture in which it exists? Every organization has a unique culture that must be considered.
For example, it is the unwritten rule of some organizations that executives should always wear suits and ties (some organizations even prescribe the color of the suit!). In other organizations, it is expected that employees, regardless of where they are on the corporate ladder, always be involved in continuing education, or that they regularly participate in extracurricular company activities, or that they volunteer for various community projects and endeavors.
As ridiculous as cultural expectations may seem, the fact is that success within the culture is dependent upon compliance with that culture. Like it or not, that's the way it is. The organizational culture is sacred, and you must take it into account when hiring a new employee.
List any cultural expectations of your organization that you need to consider when interviewing candidates for the job.
Each of the competencies and skills that you've discovered through introspective investigation, and that you've listed under the categories outlined previously, is important. Together they provide a profile of the job as well as the ideal candidate.
Plain English
Mandatory success factors . Those specific competencies and skills that are absolutely essential to successful job performance. They are determined through a process of introspective investigation and provide a profile of the job as well as the ideal candidate.
However, in preparing for the interview process, it's helpful to narrow the focus to those specific competencies and skills that are absolutely necessary to the successful performance of the job. From your list of skills and competencies, select each factor that is an absolute must. These are the position's mandatory success factors, and they will form the foundation for the process of interviewing and selecting.
In selecting the position's mandatory success factors, consider each of the categories listed above. Remember: these are the factors that are required for success in the position and are, therefore, the attributes that you'll want in your candidate of choice.
Tip
Ask two or three others familiar with the position to help you select the mandatory success factors. These may be the same individuals who will comprise your interview team.
Caution
Don't allow yourself to be rushed through the process of introspective investigation. Take the time that you need to find out just what is required for a new employee to succeed. This step alone will significantly increase your chance of hiring someone who will succeed. It's better to have an open position than to hire the wrong person for the job.