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Behavioral Based Interviewing

Behavioral Based Interviewing. (BBI). Feb 2010. What are your thoughts?. What has been your experience with interviews? As an interviewee? As an interviewer? Good? Bad? Ugly?. Overview. The electronic Human Resource Management System (eHRMS) Benefits of BBI Selecting Applicants

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Behavioral Based Interviewing

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  1. Behavioral Based Interviewing (BBI) Feb 2010

  2. What are your thoughts? • What has been your experience with interviews? • As an interviewee? • As an interviewer? • Good? Bad? Ugly?

  3. Overview • The electronic Human Resource Management System (eHRMS) • Benefits of BBI • Selecting Applicants • The BBI Process • Notifying Applicants and Finishing Up

  4. The electronic Human Resource Management System (eHRMS) • This is a brief overview of eHRMS—more detailed training will be provided by your HR representative. • First, login to the eHRMS.

  5. The electronic Human Resource Management System (eHRMS) • Go to Recruitments • A screen similar to the one below will appear. • Click on the number link under the Apps column to view current applications submitted for that recruitment.

  6. The electronic Human Resource Management System (eHRMS) • To view the applications, click on the date in the Date Applied column.

  7. The electronic Human Resource Management System (eHRMS) • The eHRMS will provide you with a pool of prospects for interviews. • You will not have access to the applicant’s name and contact information at this time. • Remember: • Your HR office / representative is your best source of information for guidance on the eHRMS system!

  8. Benefits of BBI • Behavioral Based Interviewing (BBI) is based on the notion that the best predictor of a candidate’s future performance is his/her past performance.

  9. Benefits of BBI Traditional Interviews • The interviewer talks more than the applicant. • Hiring decisions are based on first impressions, which can result in a bad hire. • The interviewer may ask inappropriate (or potentially illegal) questions.

  10. Benefits of BBI Traditional Interviews • The same general questions are used for every position, making it difficult to judge if a candidate is right for a specific job. • Interviewers strongly disagree on which candidate to hire because they cannot agree on which characteristics are most important for job success. • A savvy applicant can predict what you want to hear.

  11. Benefits of BBI BBI Interviewing • Questions target specific behaviors and skills needed to be successful in the job. • It is more difficult for applicants to “fake” their responses. • The interview process is more legally defensible.

  12. Benefits of BBI BBI Interviews • Candidates feel like the interview has given them a fair chance to discuss their skills. • Interviewers use the same criteria to make hiring decisions. • Interviewers’ final decisions are based on important job-related data and the actual experience of the applicant.

  13. BBI ProcessSelecting Applicants • Selecting the best applicants for interviews will: • Increase excellence • Decrease unwanted attrition and turnover • Think of the time it takes to follow this process! • Increase performance • Decrease lawsuits and employee relations litigation • Increase morale

  14. BBI ProcessSelecting Applicants • Using eHRMS, review all applications and identify the top candidates that you wish to consider and possibly interview . • These individuals must meet the Minimum Qualifications (MQs)

  15. BBI ProcessSelecting Applicants • What are Minimum Qualifications (MQs)? • Standards which designate the typical types and minimum levels of training and/or experience through which one would be expected to acquire knowledge, skills, abilities and other requirements necessary for performance upon entry to a position classification. • Personnel rules require that candidates for a classified position must meet the MQs prior to appointment to a position.

  16. BBI ProcessSelecting Applicants

  17. BBI ProcessSelecting Applicants • How to qualify education versus experience.

  18. BBI ProcessSelecting Applicants • Calculating time worked: • Each employment application requires employment dates. • Full-time work experience is considered to be 40 hours per week. • Candidates working more than 40 hours per week are not given extra credit (40 hours per week is the maximum credit).

  19. BBI ProcessSelecting Applicants

  20. BBI ProcessSelecting Applicants For example • An applicant worked 25 hours per week for 14 months. • Refer to previous chart • 25 hours per week is equal to .625 • .625 x 14 (months) = 8.75 (round up to 9) • The applicant has 9 months of experience credit. • Note: Your HR representative can assist you with this.

  21. BBI ProcessSelecting Applicants • Once you have narrowed down the candidate pool to your top candidates, send your request to A&I HRD to screen the applications and ensure all applicants meet the MQs.

  22. BBI ProcessSelecting Applicants • A&I HRD then “Qualifies” or “Does Not Qualify (DNQ)” each applicant based on MQs within approximately two working days. • You are now ready to set up and interview your qualified candidates!

  23. BBI Process • Set a goal. • Write behavioral based questions. • Create a user friendly rating guide. • Gather and prepare interview panel members. • Conduct the interview. • Close the interview. • Review information and rate applicant.

  24. BBI ProcessStep 1: Set a Goal • Identify what you are looking for by completing a job analysis and/or reviewing a recently updated JCQ. • Include information about work performed as well as the competencies necessary to successfully complete the most important work. • From the critical competencies, identify those which are required upon entry to the position.

  25. BBI ProcessStep 2: Write Behavioral Based Questions • Avoid the temptation to bundle too many questions in one. • Make sure questions address things that applicants have actually done in the past as opposed to what they think they would do in a given situation.

  26. BBI ProcessStep 2: Write Behavioral Based Questions • For each key competency, create a question by describing a job-related scenario in which the competency is demonstrated.

  27. BBI ProcessStep 2: Write Behavioral Based Questions • Build questions around specific incidents that have happened rather than hypothetical situations. • Phrase questions that begin with: • Tell me about a specific situation… • Explain your experience in… • Give an example to illustrate how you…

  28. BBI ProcessStep 2: Write Behavioral Based Questions For example: • Tell me about a specific situation where you had to be persuasive. Who was involved in the situation? What actions did you take? What was the outcome? • IMPORTANT TIP: This website is an excellent resource for creating BBI questions: www.da.ks.gov/ps/subject/bei/list_skills.asp

  29. BBI Process Step 3: Create a user-friendly rating guide • Develop a standard score sheet for questions. • Ratings or scores should be given to each response provided by applicants. • 9 and 7 point scales recommended, but 5 point scales can work also. • After choosing a scale, split the possible scores into ranges and label the ranges to indicate the levels of performance.

  30. BBI ProcessStep 3: Create a user-friendly rating guide • Identify what constitutes successful demonstration of the competency. • For each question, identify the key behaviors/criteria that separate an excellent performance of the competency from a poor one. • Identify behaviors and proficiency levels which indicate adequate and inadequate performance of the competency as well. • Make sure the language is clear, simple and straightforward. • Use these statements to rate applicants’ responses.

  31. BBI ProcessStep 4: Gather and Prepare Interview Panel Members • Chose between two to five panel members who have in depth knowledge of the position for which the applicants are interviewing. • Use the same panel members for all candidates and assign specific questions to each panel members. This increases the likelihood of consistent ratings.

  32. BBI ProcessStep 4: Gather and Prepare Interview Panel Members • Conduct at least one mock interview after educating panel members about the questions, rating guide and interview process.

  33. BBI ProcessStep 5: Conduct the Interview • Conduct the interview in a private setting. • Maintain control of the interview. • Explain the job, but avoid the trap of telling too much. • Accept no phone calls or interruptions during the interview. • Set the stage and communicate your expectations. • Listen actively- do not dominate the discussion. • Concentrate, participate, observe, listen for feelings, give feedback, use pauses and silence.

  34. BBI ProcessStep 5: Conduct the Interview • Consider providing a list of questions for candidates to look at during the interview. • Consider having some of the more complex questions pre-exposed. By allowing the applicant time (15-30 min) to think about the questions, you are likely to receive more thorough responses.

  35. BBI ProcessStep 5: Conduct the Interview • Keep comments and gestures neutral to maintain objectivity and to reduce the likelihood of leading the applicants to feel or think a certain way. • Take factual notes regarding the applicant’s responses. • Score each response independently of the other responses made by the applicant.

  36. BBI ProcessStep 5: Conduct the Interview Topics to Avoid During an Interview • Age • The only acceptable question to ask is if the applicant in under 19 years of age because certain state or federal laws may restrict employment within this age group. • Arrests • You may inquire about whether a person has been convicted of an offense, but only concerning offenses which relate in a reasonable way to the person’s fitness to perform the job.

  37. BBI ProcessStep 5: Conduct the Interview Topics to Avoid During an Interview • Citizenship • Family Responsibilities • You may ask whether a person will be able to maintain the established work schedule or meet the job responsibilities. • Disabilities • You may ask questions relating to the applicant’s ability to safely and effectively perform the essential functions of the position (with or without reasonable accommodation).

  38. BBI ProcessStep 5: Conduct the Interview Topics to Avoid During an Interview • Height or weight • Unless these factors have a bearing on one’s ability to perform the job. • Marital Status • Organizations • Other information relating to a protected class

  39. BBI ProcessStep 6: Close the Interview • Explain the remaining steps in the selection and hiring process to the applicants. • Give an expected date when those steps will be accomplished. • Explain how the applicant will be notified of the results.

  40. BBI ProcessStep 6: Close the Interview • If not previously covered, ask when the applicant would be able to begin if hired. • Give the candidate the opportunity to ask questions and make a closing statement or remark. • Finish on a friendly high note and escort the applicant to the appropriate exit.

  41. BBI ProcessStep 7: Review Information and Rate Applicant • Review all of the information gathered. • Panel members should discuss what they heard the candidate say and then go over the ratings given to each response. Discuss any significant differences in ratings. • Be fair and objective (don’t go by gut feeling).

  42. BBI ProcessStep 7: Review Information and Rate Applicant • Compare applicants’ responses to those elements listed in the rating guide. • Avoid the temptation to compare applicants to one another. • Consider the more objective information and then allow other factors to break ties between applicants who gave similar performances in the interview. • Allow sufficient time between interviews so that the process isn’t rushed.

  43. BBI ProcessStep 7: Review Information and Rate Applicant • You have made an offer and now you will need to notify all applicants regarding the status. • ALL applicants should receive notification from the hiring agency thanking them for applying and giving them the status of their application.

  44. BBI ProcessStep 7: Review Information and Rate Applicant • You can notify all applicants through the eHRMS system. • You can choose from three different templates in eHRMS. It is important that you have reviewed each application and have made a determination of the type of communication you wish to send to the applicant. • Thanks for applying • Not Hired • Interview Not Hired

  45. BBI ProcessStep 7: Review Information and Rate Applicant • In addition, there are three different notification methods: • Send Email • Send Mailer • Send Email/Mail (recommended) * Each applicant selects his or her preferred method of communication.

  46. Questions??? There is no magic wand for selecting the perfect employee, but this approach will help you get closer.

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