Question

This is for my Managerial Communications (MAN-373-OL009) class.

Employment Interviewing Strategy

Scenario: You are the human resources director of recruitment for XYZ Enterprises, and you are charged with developing an interview strategy to be used to fill an open position (choose one of the following):

Buildings and grounds worker

Executive assistant

Controller

Public relations officer

The organization adheres to strict affirmative action guidelines to ensure that the best person is hired for every position. A search committee of five appropriate employees has been formed. The committee will meet prior to scheduling interviews. Your tasks are as follows:

After making a position choice, your first task is to create a table (with an appropriate title and caption) that details the employee’s job description.

After creating the table, prepare a report for the committee meeting that fully outlines the employment interviewing strategy XYZ plans to use during the search. The written assignment essay should be between 1050 and 1400 words (4 to 6 pages) in length. The report should demonstrate mastery of the concepts in Modules 1 through 5, be written in the third person, and be presented without editorializing. Ensure that the job description table is properly anchored to the prose; that is, there should be a concrete reference to the table in the report. Prior to submitting your assignment, ensure that your entry is an analysis and not simply a summary of findings.

The paper must be written in conformance with the citation formatting requirements of APA style, and all sources, whether directly quoted or paraphrased, must be cited in the text of your assignment as well as included on a References page. Applying APA style can be easily accomplished by using Word's “References” tab or by following the formatting requirements of APA Style.

Answer 1

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Scenario: You are the Human Resources Director of Recruitment for XYZ Enterprise, and you are charged with developing an interview strategy to be used to fill an open position of an Executive Assistant.

The purpose of this report is to advise the search committee participants of XYZ Enterprise of an interviewing strategy to be used to fill in the open position of Senior Level Executive Assistant. Our general goal is to present everyone, who will be involved in this hiring process, with helpful interviewing strategy on how to select and ask the most effective questions and to review the process.

Human Resources department is responsible for collecting and reviewing resumes and scheduling interviews for potential employee candidates. All of the participants, involved in this luring process should use the guidelines described in this report when it comes to candidate screening and interviewing. All the interviews should be conducted in the accordance with the EEO (Equal Employee Opportunity) Act. XYZ Enterprise is an equal opportunity employer and has always been following the strict set of the guidelines. Complete adherence to the guidelines is a must and any bias must be eliminated. We are all aware of the importance of this position and the possible difficulties of hiring the best competent professional for this role.

Candidate applications and resumes have been obtained through several job postings on major job search engines. Our Human Resources department was able to select a few candidates for the initial phone/video interview. From the fourteen available candidates, they were able to narrow it down to the top nine and five were chosen by the committee for the second interview. After the second round of interviews will be completed, the top two candidates will be scheduled for a meeting with the Vice President of XYZ Enterprise for the final decision.

Job Description & Requirements

A Senior Level Executive Assistant will be responsible for providing executive level support to the Vice President of XYZ Enterprise. Extensive experience is required in providing executive support related tasks with a wide range of associated administrative duties. Ability to work independently combined with a high degree of the management and organizational skills. Calendar management is the highest priority of this role. Being the single point of contact for the Vice President in administrative duties and the highest and strictest level of confidentiality. Provide administrative and secretarial support to the Vice President. Filing, typing, scheduling, record keeping, organizing mail, and other duties associated with this role.

According to the nature of this role and its impact on the executive department the following job requirements are mandatory:

• 8 to 10 years of experience supporting high level executives is required
• Proven experience of working with senior leaders in a company
• Ability to maintain a high degree confidentiality
• Proficiency with Microsoft Office Suite (all applications)
• Excellent written and verbal communication skills
• Organizational and time management skills are essential
• Bachelor’s Degree is required

It is essential for the hiring committee to be aware of the possible barriers to the effective interviewing such as differing intensions, bias, confusing facts with inferences, nonverbal communication, general effects of first impressions and organizational status of the hierarchical rank (Hynes 2011). When dealing with implications and confusing facts, it is very important no to jump to conclusions. Keep in mind that interviewing process makes some individuals nervous and that first impressions are hard to oversee during the process, where uncomplimentary principles manage to surface more than the complimentary ones.

Questions to ask during an interview

Recognize your objective first. The goal is to get the information that written data can’t easily reveal, including applicant’s ambitions, motives and personality traits. During the interview you can clarify inconsistencies and fill in the resume and experience gaps. Decide on whether you are trying to gain general information, obtain specific data, or persuade someone to accept an idea. Remember that the initial interviews already have been done and general information about the candidates has been obtained and attached to their files. Your next step is to get to know the applicants, analyze their skills and determine whether or not they will be right fit for the company. Prepare your questions in advance.

Review the information that has been obtained; it will help you to avoid irrelevant content. Decide on and develop a questioning strategy which will help you to reach the interview’s goal. Choose between structured interview, unstructured interview and semi-structured approach.There are three types of questions to ask during the interview: open-closed, primary-secondary and neutral-directed. Ask questions depending on the type of the answer you are trying to get, general response or specific answer. The upfront question planning will also help you to move the interview quicker and ensure you get the needed information.

In addition, it will help you to avoid unclear worded questions that could be difficult for the candidate to answer. When appropriate, it is helpful to ask open ended scenario based questions, where an applicant has to react to a typical on the job situation. It will give you a sense of how this person might react in a challenging situation on the job. Be flexible whenever is possible. If you ask a pre-developed question and do not get a satisfying answer or not enough information have been provided, ask additional, follow-up questions. Don not just move to the next question, this way you will not be able to collect enough information.

Time

Time is an essential part of an interview process. Try to allow enough time to plan and to conduct the interview. In general, it is better to allocate too much rather than too little time. Make sure the interview is not too long or too short. It is important not to make the candidate to feel rushed. Allow enough time for the candidate to answer questions. Decide for yourself how much time you will dedicate to asking questions and how much to present the general information about the company.

Try to do more listening than talking. During the beginning of the interview it is normal to ask a few general questions to make the candidate feel a little more comfortable, and after that, let the candidate do the talking. It is a good idea to talk about the company at the end of the interview, this way you can avoid the applicant telling you what they think you might want to hear instead of being honest.

Record keeping

Take detailed notes and keep records. It builds a professional atmosphere and makes the applicant feel listened to, respected, important and inspired. Most of us will not be able to remember how every applicants answered every question that was asked. Taking notes will help to keep track of their answers. It will also allow managers to be specific about why certain decisions have been made and how they came to conclusions about the applicants. Create a summary of each individual after the interview has been completed. It is a good idea to use rating system. It will minimize the possibility of making a wrong decision beforehand. Additional option is to have a routine form that reports on the same areas for each applicant or records answers to the same questions.

The interview process can get quiet challenging for any organization. Following these few techniques will help you to reduce any involuntary biases that frequently compromise even the best planed interview strategies and will also help us to hire the most qualified candidate to be a part of XYZ Enterprise team.

References

Hynes, G. (2011). The Managerial Communication Process. In Managerial Communication: Strategies and Applications (6th ed.). Boston, MA: McGraw-Hill.

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