1. The Art of Interviewing (and other legal dangers) Hayes University Jodi Narahara jnarahara@hayesmanagement.com

2. Agenda HR Screening Interview Peer Skill Based Interview Prepare Conduct Follow up Manager Interview Prepare Conduct Follow up Legal Dos and Don’ts Initiate a Search

3. Introduction Interviewing is an art. Not only do you need to assess a candidate’s skills in a short period of time, but you need to determine if this individual would be a good fit for our team and for Hayes. If that is not complicated enough, there are liability issues should you ask the wrong question. During this presentation, we will share with you tips and tricks on how to conduct a safe, legal interview that also enables you to select the best candidate for your open positions.

4. Introduction (continued) Our interview process involves three to four employees working closely together to make the best possible decision for Hayes. We will touch on each individual's responsibilities during this process.

5. Terminology Open Ended Questions These questions are unstructured questions (unlike a multiple choice question) where the respondent answers them in his or her own words. They usually begin with “how,” “what,” “when,” “where,” or “why.” The candidate cannot answer with a “yes” or “no.” Behavior Based Questions Such questions are founded on the notion that the best predictor of a candidate’s future performance is his or her past performance. Therefore, structured behavior based questions are built around specific incidents that have happened rather than hypothetical situations. The questions make candidates describe things that they have actually done rather than what they would do in a given situation. These questions often start with “Tell me about a time that you…”

6. Agenda HR Screening Process Peer Skill Based Interview Prepare Conduct Follow up Management Interview Prepare Conduct Follow up Legal Dos and Don’ts Initiate a Search

7. HR Screening Process Recruitment request is received by recruiter. Recruiter will post the job. Search and review resumes using resources. Look at past employers to determine if a Hayes employee knows the candidate. If so, ask the employee for feedback.

8. HR Screening Process (continued) A phone screen is used to determine: Travel availability and compensation Education/certification Availability and timeline Behavior based interview Hayes Way fit Gaps in employment and other inconsistencies Hayes benefits and sell Hayes Details of engagement, if applicable Discuss non-compete status. Follow up with notes and resume to hiring manager

9. Agenda HR Screening Process Peer Skill Based Interview Prepare Conduct Follow up Management Interview Prepare Conduct Follow up Legal Dos and Don’ts Initiate a Search

10. Peer Skill Based Interview Hiring manager will assign a team member to conduct this interview. The team member will: Determine overall experience Drill down to specific job skills Give candidate a day-in-the-life personal example Follow the “Prepare; Conduct; Follow Up” procedure outlined in this presentation.

11. Agenda HR Screening Process Peer Skill Based Interview Prepare Conduct Follow up Management Interview Prepare Conduct Follow up Legal Dos and Don’ts Initiate a Search

12. Management Interview The hiring manager will determine if this candidate: Fits the Hayes Way Will be a good fit for the team Will be suited for clients’ needs The manager has hiring authority (with input from Peer and HR and may require 2nd level management approval)

13. Hayes Way – Our Process Prepare Conduct Follow Up

14. Prepare Prepare Read job description, resumeand cover letter. Highlight or note anything on the resume that requires further explanation. Compare resume to job description and write down questions following the guidelines below. Utilize the interview framework to construct interview questions. See the next slide. Use the question glossary to assist you in selecting interview questions.

15. Prepare Compose questions for interview using our interview framework: Ask questions to clarify the notes you made on the resume. Produce four work experience questions (some should be behavior based questions): Two based on the candidate’s current position Two based on the individual’s past position(s) Create two to three Hayes position-specific questions. Develop one personal effectiveness question. Include an education question (especially for lower level candidates). Create one miscellaneous question.

16. Conduct Conduct Be on time and come prepared. Introduce yourself with your name and title, and give the candidate your business card. Be sensitive to background noise such as typing and rustling papers. Ask open ended and behavior based questions. Present an accurate picture of job expectations. Take brief notes. Ask questions that are legally appropriate. Sell Hayes! Every candidate should leave you feeling good about Hayes (whether or not they are a good fit). Who knows? The person could be a client some day!

17. Conduct Don’t be afraid of silence. If you ask a question and the candidate does not answer right away, give the person time. Do not talk, the individual will answer! You can put the candidate at ease and say “I know this is a difficult question; take your time.” Remember you are in control! Give the candidate an agenda. For example: Tell the person you will ask him or her questions, and will save time at the end for the candidate’s questions. Ask for the person’s agreement. It is okay to redirect the candidate back to your question. If the candidate goes off on a tangent or talks too much, wait until they take a breath and chime in.

18. FollowUp Procedure FollowUp Write up a short summary on the candidate including what went well, any “red flags” and overall feedback. Do you recommend hiring this candidate or not? E-mail your feedback to HR and the hiring manager. Make a recommendation for the next step (onsite interview, hold, or let go). Look for a thank-you note from the candidate. If a thank you note is received, forward to HR and the hiring manager.

19. Agenda HR Screening Process Peer Skill Based Interview Prepare Conduct Follow up Management Interview Prepare Conduct Follow up Legal Dos and Don’ts Initiate a Search

20. Keep it Legal… You may ask about: Reasons for termination of previous employer References, work schedules and work experience Job-related feelings about previous assignments or present position Career interests Job duties, training and education Job-related professional affiliations Qualifications for duties related to the job

21. Keep it Legal… Do not ask about: Age or date of birth Previous address Religion or race Father or mother’s surname Marital status or maiden name Number of children or ages Childcare plans Spouse’s or parents’ place of employment, residence, or if they rent or own Loans or financial obligations, personal bankruptcies and arrests

22. Keep it Legal…(continued) Do not ask about: Foreign languages spoken (unless requirement for position) Memberships in social organizations Visible physical characteristics (i.e., scars, burns, missing limbs) Health status Psychological well-being Past injuries or diseases including worker’s compensation history Other non-job related questions

23. Agenda HR Screening Process Skill Based/Peer Interview Prepare Conduct Follow up Management Interview Prepare Conduct Follow up Legal Dos and Don’ts Initiate a Search

24. Initiate a Search Complete a recruitment request form. Ensure all questions on the form are answered thoroughly. The hiring manager e-mails the completed form to the recruiter.

26. Questions