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1993 by Geof Cox The materials that appear in this book, other than those quoted from prior sources, may be reproduced for educational/training activities. There is no requirement to obtain special permission for such uses. We do, however, ask that the following statement appear on all reproductions: Reproduced from 25 Role Plays for Interview Training, by Geof Cox and Chuck Dufault, Amherst, Massachusetts: HRD Press, 1993. This permission statement is limited to reproduction of materials for educational or training events. Systematic or large-scale reproduction or distributionor inclusion of items in publications for salemay be carried out only with prior written permission from the publisher.
Published by:
HRD Press 22 Amherst Road Amherst, Massachusetts 01002 1-800-822-2801 (U.S. and Canada) 413-253-3488 413-253-3490 (fax) www.hrdpress.com
ISBN 0-87425-213-X
Production services by Jean Miller Edited by Sally Farnham Cover design by Old Mill Graphics
Table of Contents
Acknowledgments..................................................................................................... Introduction ............................................................................................................... v 1
Part A: Selection........................................................................................................ 17 Introduction ........................................................................................................... 17 Selection Interviews .............................................................................................. 19 1. Campus Interview .................................................................................... 23 2. Job InterviewFirst One ......................................................................... 47 3. Job InterviewSecond One .................................................................... 81 4. Evaluating for Promotion.......................................................................... 97 5. Project Team Selection............................................................................ 107 Part B: Appraisal ....................................................................................................... 113 Introduction ........................................................................................................... 113 Appraisal Interviews.............................................................................................. 115 6. Alex Sainsbury: An Underperforming Young Graduate............................ 121 7. Chris Handy: Eager But Has a Behavioral Problem................................. 129 8. Lesley Smith: Overlooked for Promotion.................................................. 137 9. Pat Jones: An Excellent Performer .......................................................... 145 10. Bobby Martin: Developmental Needs Analysis ........................................ 153 Part C: Counseling .................................................................................................... 161 Introduction ........................................................................................................... 161 Counseling Interviews........................................................................................... 163 11. Eliminating Jobs....................................................................................... 169 12. Suspected Alcohol Abuse ........................................................................ 175 13. Performance Problem .............................................................................. 181 14. Sick Leave Absences............................................................................... 187 15. Career Guidance...................................................................................... 193 Part D: Discipline....................................................................................................... 199 Introduction ........................................................................................................... 199 Disciplinary Interviews .......................................................................................... 201 16. Sexual Harassment.................................................................................. 207 17. Unsafe Work Practice .............................................................................. 215 18. Racial Discrimination ............................................................................... 221 19. Interpersonal Conflict ............................................................................... 227 20. Poor Punctuality....................................................................................... 235
iii
Part E: Exit ................................................................................................................. 241 Introduction ........................................................................................................... 241 Exit Interviews....................................................................................................... 243 21. Terminating Employment ......................................................................... 249 22. Resignation .............................................................................................. 255 23. Voluntary Early Retirement ...................................................................... 261 24. Dismissal.................................................................................................. 267 25. Closure/Relocation of Business ............................................................... 273
iv
Acknowledgments
Our work in interpersonal skills training throughout the world has highlighted the fact that managers everywhere experience similar difficulties in communicating effectively, especially during formal interviews. Very often we find that the interviewee is far better trained and prepared than the interviewer (for example, when the interviewee is a recent graduate of a business school and is seeking employment). This manual is devoted to helping improve the skills of interviewers through practice in simulations derived from real-life situations. We trust that you will use them to facilitate learning and thus improve the standard of interviews within organizations. In compiling this collection of role plays, we have drawn not only on our own personal experience of interviewing on four continents, but also on the experiences and teaching of many organizations and individuals. We would like to pay tribute to some of our mentors and trainers who have helped to form our insights into the skills and behaviors for successful interviewing: Bob Preece, Ron Owen, Robert de Board, Garth Spiers, Walt Hopkins, Jean-Antoine de Mandato, Nick Oakley, and Waldan Setzfand. Also, our thanks go to all those managers whom we have worked with and for who helped us begin to understand how not to do it! Our approach has been shaped by colleagues and consultants with whom we have worked in developing various internal programs and in conducting interviews: David Frankel, Rob Helpburn, Suzanne Kemper, Dominique Herrmann, Chris Nettleton, Robert Vuille, and Jacques Wolff. Finally, it is impossible to say how much we have learned from the thousands of candidates, colleagues, and clients we have interviewed over the years, but they certainly deserve credit for their contribution to ideas and insights shared here. Any errors, omissions, or oversights remain ours alone.
Symbols
Handout Exercise
vii
Introduction
Using the Role Plays
This manual is divided into six sectionsa general introduction and five parts, each dealing with a different type of interview. The Introduction contains information on the general approach and skills associated with interviewing and conducting role plays. This information can be used as the basis of initial presentations in a general interviewing skills program or training course. It also presents some of the assumptions and definitions we have used in compiling this manual. The five interview types are:
1. 2. 3. 4. 5.
Each specialist section contains five different role plays that were developed from real life experiences and that represent some of the problems and situations that interviewers encounter. The role plays are designed to have a successful conclusion, not to be solely confrontational, and allow the interviewer to practice and develop the skills associated with that particular type of interview. At the start of each of the main sections, there are some general guidance notes on the logistics and timing of the role plays, followed by a handout giving further detailed information on the specific skills, approach, and pitfalls of that type of interview. Each role play has trainer guidance information covering the objectives and points to consider appropriate to that situation. This will help you: Choose the most appropriate role play for the learning objective. Observe and analyze the role play effectively. Guide and present feedback to the participants on the effectiveness and appropriate use of behavior.
The role plays are designed primarily to allow participants to practice their interviewing skills in simulations of real life circumstances. They can also be used to test participants skills in decision making and analysis, and in overall organizational and legal knowledge. For instance, some of the role plays in the selection interviews call for a choice to be made between candidates, and for interviewers to be able to give information on the organization to prospective employees. The role plays in the discipline and counseling sections could be used to test knowledge of organizational policies and procedures and of legal limitations. The role plays in the appraisal section can test knowledge of career and development opportunities.
Making the connection between the role play and the real-life organizational conditions and procedures of the participants will enhance the learning, and wherever possible, participants should use knowledge of the structure and procedures of their own organization (that are not confidential) to build on the role play given to them. In some of the role plays, this instruction is made explicit. Finally, we would ask that you use these role plays to facilitate the learning in whatever way you find appropriate. While we have written them with some specific objectives in mind, these are only our perceptions of how they can be used, and we welcome your adapting and developing the main theme as appropriate.
Introduction to Interviewing
In all aspects of our lives, we interview others. We are constantly involved in talking to people, most often with a purpose. We want to obtain information about who they are, what they have done, what they want or need, and what motivates them. We want to clarify objectives or objections to ensure mutual understanding and agreement. These interviewing skills are essential to managers, supervisors, teachers, students, buyers, sellers, professionals, parents, or anyone who wants and needs to understand others and to be understood. This manual provides a series of exercises to facilitate training to acquire or refine skills that will bring results when interviewing others. In todays workplace, most managers and professionals are well prepared to grasp the strategic, financial, and technical elements of their jobs. However, one major challenge has always been to communicate effectively with people and mobilize the organizational resources to carry out strategic projects. The main problem often lies in fully understanding and developing individuals and teams in order to cope with complexity, diversity, and change. If effective communication is the ultimate interpersonal skill, then the ability to interview for results must be key to understanding customers, suppliers, and staff, and to developing successful teams. Ironically, in many recruitment interviews, the hurried, pressured line manager who must choose the best future collaborator to achieve his or her organizations goals is less skilled in interviewing than the applicant. The cost of an error in hiring based on gut feelings or the loss related to a misunderstanding of a clients real needs can be disastrous. Many leading organizations have recognized this and invest in interviewing training for their staff. Universities and colleges, and outplacement and recruitment consultants have also recognized the benefit of developing and preparing their candidates for the job market by training interviewees. The role plays contained in this manual and the overviews on interviewing are based on years of experience in many interviewing contexts and reflect real life situations, whether in recruitment or some other aspect of interviewing.
Introduction
What Is an Interview?
The interview is a form of discussion or face-to-face conference between two or more people. As opposed to casual conversation or spontaneous discussion, it has a purpose or objective. The Websters New World Dictionary defines the word interview as a meeting of people face to face, as for evaluating or questioning a job applicant. Public interest surveys, attitude or opinion polls, and market research studies rely heavily on the interview. It is also a well-known technique in psychological counseling and psychiatric treatment. The business and management worlds have taken the basic idea of an interview as being a conversation with a purpose and expanded it both beyond the dictionary definitions and beyond face-to-face situations. While most interviews still take place face to face, the rapid development of communications technology has led to an increase of interviewing through the media of teleconferencing or electronic message exchange. Even without the physical presence of the parties involved, we find interviews conducted using high-tech media are still an option. Although it may be difficult to imagine interviewing through video-conferencing, we must recognize that the skills required (i.e., careful planning and preparation, the use of listening and questioning techniques, and analysis of results) can be learned and developed. The Industrial Society has defined an interview as a meeting of persons for discussion where there is an explicit objective to the conversation and where one party is responsible for achieving this objective. Thus the purpose of each interview will influence its planning, organization, and structure. The skills that we admire and respect in successful interviewers who regularly meet and achieve their objectives can be developed and learned. Most of us can probably recall a successful interview of a public figure on television, radio, or in the press, where we admired the journalists apparent success at eliciting information, as well as his or her ability to put the other person at ease. We can probably also recall occasions when the need to meet with someone made us feel uncomfortable and nervous, whether we were the interviewer or the interviewee. Some of these latter occasions probably turned out badly and left us feeling dissatisfied. Conversely, most people can also remember examples of others who were particularly skillful in involving us through their attitude, ability, and behaviors: someone who helped us recall a positive impact; who was genuinely interested in helping us understand; who wanted to help us improve our performance or accept more challenging goals; who really made us feel it would be stimulating and satisfying to work for his or her company; or who overcame our objections and helped us swallow a bitter pill. The role plays that follow will help develop the necessary skills to become more effective in interviews in common situations that one might encounter.
Types of Interviews
In the world of management, there are several different situations that call for interviewing skills, and in this Introduction, we will review these to clarify the common points for planning, procedure, and execution. Then we will present a choice of role plays to develop skills in the more frequent forms of interviews, with some guidance on the specific style and skills associated with that form. The main forms of interview we encounter in our professional lives are those that deal with: 1. Selection: Recruitment and selection; final employment; induction 2. Appraisal: Assessment; performance evaluation; objective-setting; work planning 3. Counseling: Advice; complaints; conflict-resolution; guidance; grievance 4. Discipline: Unacceptable actions or attitudes; performance problems, reprimands; disregard for rules, policies, or procedures 5. Exit: Terminations; work force reduction and subsequent layoffs; resignation Under the above headings, the general purpose or objective may seem quite evident to both interviewer and interviewee. However, in many cases, an interview may have more than one objective and could therefore be confusing to the participants unless the person who initiated the interview combines the various objectives and keeps the conversation on track. Most interviews contain elements of both information-gathering and information-giving, and it is important to identify and manage both. It is also possible that issues other than the official or formally stated purpose of the interview may be part of the agenda, often called the hidden agenda. Wherever possible, these should be identified in planning for the interview and should also be given adequate attention to achieve satisfactory results. Most interviews take place between two individuals in a one-to-one format. However, sometimesoften where several opinions or special expertise is requiredit may be advisable to hold panel or team interviews (for instance, when several people from one or more work groups interview a candidate for employment; when a personnel officer is included in an exit interview; or when a work council, union, or staff association representative is present for a disciplinary interview). The panel interview can enhance the quality of the interview by providing an extra viewpoint, providing specific expertise, or introducing third-party objectivity. However, the presence of more than one interviewer requires very careful planning and scheduling for all parties. It must be decided, for instance, who should take what role, who will focus on what factors, who is responsible for recording and reporting the information, how the information will be evaluated, and who will be responsible for making and carrying out final decisions. As in any group or team situation, the process, roles, and responsibilities should be thoroughly coordinated, planned, and understood by all involved. The potential benefits of the panel interview format can easily be undermined by a lack of sufficient coordinating and planning.
Introduction
None of the role plays in this manual has been specifically written for a panel interview, but many could be used in that way. Where it is felt that a panel interview is appropriate, a note to this effect will be found in the relevant Trainer Guidance section. The role play also contains instructions for the interviewers to review their own roles and procedures both before and after the interview. Following is a summary of the main interview types included in this book, their main objectives, and the expectations in both giving and gathering information. At the start of each part, further specific information on each type is given.
Interview Type
Selection
Objective(s)
Select the person who would best fit into the position and the total organization.
Giving/Gathering Information
Giving: Organization culture and structure, job description, required skills, employment conditions, career possibilities, etc. Gathering: Education, experience, intellectual and interpersonal factors, motivation
Appraisal
Evaluate performance; review past objectives; set new objectives; review areas for improvement, development, or training. Listen to and understand problems, and help individuals find their own solutions.
Giving: Positive and constructive feedback, new objectives, career and development plans Gathering: Feedback, needs, areas for development, career goals Giving: Process and systematic approach, support, and feedback Gathering: Nature and source of problem, possible solutions Giving: Standards expected, training and resources to meet these standards, information on consequences for non-conformance Gathering: Reasons for non-conformance, acceptance of standards, and process for improvement
Counseling
Discipline
Advise and correct gaps between expected and actual standards of behavior or performance.
Exit
Giving: Reasons for and terms of leaving the company Gathering: Reasons for living, perception of organization
Systematic Planning
It is important to use a systematic approach to planning, organizing, and controlling the various elements of an interview. Since most interviews are formal, there is usually time available for this. Learning and practicing a systematic approach will also enable us to use the various elements and techniques when unexpected situations occur and there has been no prior time to prepare adequately. The following should be considered in preparing for an interview:
Purpose
What is the main reason for holding the interview? What is the desired outcome or result? What other secondary objectives are there, if any?
The old saying If you do not know where youre going, any road will take you there sums up the need to set a clear objective for the interview.
Planning
Why? Establish specific objective(s) and purpose. When? What time constraints, deadlines or schedules are there? Are they appropriate for all parties? Where? Is there a suitable location, room, or environment that will minimize distractions and interruptions from people, telephones, and noise? Is there access to other information or documentation about the individual or about the situation (for example, company literature, policy or procedures manuals, application form or rsum, job description)?
How? Duration: Allow appropriate time to establish rapport, discuss all pertinent issues, and conclude with a satisfactory result. Establish structure, content, and approach for type of interview. Control Review: BeforeDoes plan meet objectives? DuringAm I going according to plan? AfterWhat went well, and what can be improved? Devise or review a summary or checklist that can be used during the interview to ensure that all of the relevant points have been covered.
Introduction
Who? Who are the parties involved? Is a third party appropriate or present? Is it a panel interview or one-to-one? What next? Determine conclusion, analysis, and follow-up action.
Introduction
This is the start of the interview. This should cover establishing the climate, putting the meeting in perspective, giving an overview of what is to be discussed, clarifying the structure and objectives of the interview and how these will be approached, establishing the timetable, and determining what will happen after the interview.
Exchange
This is the body of the interview. This should be a thorough exploration of the objectives and any points related to them, checking and summarizing that all issues raised are understood by both parties. If there is disagreement on a certain point, the interviewer should ensure the understanding of both parties and the mutual willingness to explore the issue further, or accept the disagreement.
Conclusion
This is the summary and closure. This should restate the objectives as established in the introduction, summarize what has been agreed to and accomplished, and clarify and agree to any action plans and next steps. The content and approach of the interview will flow from the definition of the type of interview, the specific objectives, and the detailed planning of the structure. The successful interviewer will then blend a positive, constructive attitude and skillful use of conversational, listening, and questioning techniques to guide the progress of the discussion. This is a communication meeting where the objective is to exchange information, arrive at a common understanding, and agree on a plan of action.
Many interviews deal with sensitive issues that can be stressful for both parties. This can be reduced through careful preparation, a relaxed approach, and calm control. It is always more appropriate to address the issues or problems and not attack personality or individual character traits. If possible, it is also more effective to separate, or make distinctions between, interviews that have different objectives. So it is better to separate the performance review and appraisal from the discussion of salary increase; to separate the preliminary selection interview of a new employee from the discussions of detailed employment conditions; and to separate the interview informing a person of layoffs from a meeting covering the actual terms of a separation package and any available outplacement counseling. In practice, however, there are often time constraints and extenuating factors that have to be weighed by each organization. The skills and behaviors of the interviewer are then critical in being able to give clarity to the process and different objectives, and also to observe the behavior and responses of the interviewee, checking for symptoms that indicate the interview is no longer meeting its objectives.
Interviewing Skills
The interviewer has to convey the importance of the meeting and the objectives, while projecting an attitude of involvement, concern, and professionalism. The interviewer should be interested, well prepared, and in control, moving naturally from one topic to the next. Airing differences, exchanging views, and reaching common understanding are all part of an intelligent discussion. Arguments or defensive justification will not resolve differences, and it is best to allow sufficient time to deal with one subject at a time. Conversational skills are key to establishing rapport and controlling the interview. While different approaches may apply in different types of interviews, the same general skills will be required: questioning, listening, and analyzing.
Questioning
The good interviewer will balance and alternate different types of questions to explore facts, feelings, and attitudes. The objective is an exchange of information, so the interviewee should be encouraged and allowed to talk for at least half of the allotted total time. When obtaining information is the main concern, the time balance should swing toward the interviewee. When giving information, the time balance will swing toward the interviewer, who should still allow enough time for the interviewee to check understanding and ask questions. In controlling the interview, the use of different questioning techniques will help the interviewer obtain information, extract more detail, probe for reasons and feelings, explore options and alternatives, and moderate the flow of information.
Introduction
Open questions encourage the flow of information. They generally begin with the words what, why, when, where, or how, and encourage expansive response. For example, What are the reasons for your poor punctuality? or Tell me more about what you did in your work at Alpha Corporation. These require a more complex answer than just yes or no and lead the interviewee to express emotions, attitudes, and feelings as well as facts. Closed questions are direct and focused, calling for a straight and simple answer. For example, Did you refuse to wear a hard hat on site? These questions are concluding and summarizing and often require no more than a yes or no response. They control the flow of information, and are effective in altering the pace of an interview or in pinning down a verbose interviewee. Probing questions are used to follow up and obtain more detail (for example, Can you be more specific about the responsibilities you had in your last position?). Their purpose is to draw out more information about specific points, aiming for depth rather than breadth of information. Leading questions are directive, indicating the preferred answer or even revealing the interviewers opinion. For example, Surely you agree that early retirement could be an alternative, dont you? These are not productive in obtaining depth and quality of information, but can be effective to confirm agreement; limit a rambling, garrulous interviewee; or signal a move on to another topic. Their use should be limited, or the interview will become interviewer-dominated with the interviewee merely confirming or disagreeing. Hypothetical questions are open questions that pose a What if scenario. They can be useful in analyzing knowledge, attitudes, reactions, creativity, and speculative thinking: How would you react to? What would you do if? Have you considered this approach? Multiple questions are several questions joined in a series and tend to confuse the interviewee, resulting in limited information: Did you prefer economics or natural sciences? Why did you choose engineering over business studies? How did you manage to complete your studies and finance your college education? They also allow the interviewee to choose to answer only one question, usually the easiest or the least important: What examples of real leadership experience have you had? Is there any significant work experience that is appropriate to this job? Do you think you have as much experience as your peer group? It may be useful in a selection interview to combine questions requiring several repetitive factual responses: For each prior job, could you please tell me your employer, dates of service, responsibilities, salary, highlights, and reasons for leaving. This avoids having to interrupt regularly with the same questions and gives the interviewee responsibility for covering all the points. If he or she avoids or overlooks certain details, the interviewer should probe further. Linking questions both provide summaries to confirm correct understanding and make a transition to new subjects: So, your education prepared you well for your professional goals. Now can you tell me how it helped you in your first job?
Listening
Active, attentive listening is an important skill for the interviewer. Most of us have learned that it is quite difficult to listen when speaking and therefore the first rule of effective listening is to stop talking. This includes talking to ourselves by thinking of what to say next. Careful listening and analysis of what was said, how it was said, and what was left unsaid are keys to being an effective interviewer. Another rule of effective listening is to observe and analyze the conduct and behavior of the interviewee. The words, tone of voice, and gestures or body language can all be indicators or clues to direct the interviewer where to probe further and when to explore feelings as well as facts. There may be contradictions or discrepancies that need to be explored, and good observation will allow the interviewer to infer what was not said, as well as hearing what was said. Summarizing and paraphrasing what has been heard are active listening skills that clarify the content and ensure understanding. Interviewers should paraphrase regularly to check that they have heard what was said, and more importantly, to understand what was meant. There are many possible barriers between the interviewer and interviewee such as position, education, experience, information, status, age, gender, race, etc. All have a bearing on how individuals will interpret information. Repeating what we have heard will check any perception distortions that may have occurred in sending and receiving a message and ensure accurate listening. The process of paraphrasing and summarizing also reassures the interviewee that we are interested and involved, listening carefully with concern. The interviewers approach and style of questioning should establish rapport, put the interviewee at ease, and show genuine interest. The attitude should be fair and equitable, be reinforcing and supporting, and reflect empathy or the ability to understand the others feelings from his or her position. Active listening is a powerful skill that goes beyond having good eye contact and occasional nodding gestures. It is not judgmental and encourages real involvement and sharing information to achieve a level of open communication based on a sensitive understanding of the other persons perspective. Once the information has been obtained, it must then be analyzed.
Analyzing
The analysis of what is being said and the information that comes out of the interview should be noted on a checklist or form devised in the planning stage. This will enable the interviewer to check whether there are still points to cover and to note conclusions and action steps to be taken after the interview. The notes will serve to review the interview and confirm the important points. Also, good interviewers will remember to analyze the interview itself. What worked well and what was not effective? Were the objectives achieved and was the planning appropriate? Was there time balance between the interviewee and the interviewer? How
10
Introduction
much information was obtained? What could be improved next time? The skills and techniques of interviewing that can be learned or refined through the role plays in this manual will only develop to the fullest extent if they are reviewed continually, analytically, and systematically.
These objections need to be discussed openly if the role play session is to be a success. In defense of role playing as a learning medium and the situations contained in this manual, we would respond by noting that: There is a low-risk opportunity, by simulating real life, to try out new or different skills or behaviors and note their impact. Trying something out in a real life situation is a high risk. Acting ability or being an extrovert is not essential to be an effective role player. Our experience is that almost everyone can role play well enough to derive a lot of benefit from it. Even when someone is asked to play a role where they have no personal experience, such as a member of the opposite sex, they usually do so with uncanny ability and insight.
11
All the role plays in this manual are written to be able to have successful outcomes. While the cases will be written from two perspectives (as with real life), there are no substantive differences in information given to the parties. Often the roles are based on real people and events, and each case is one that has been part of our own experience. Role playing is a powerful method of displaying behavior and probing beliefs and values. In the current environment of social legislation and codes of practice, it is best to highlight potential conflicts between personal and organizational or societal values before they land the individual or the organization in trouble.
Some simple hints on how to role play effectively will also help groups and individuals overcome any reservations or concerns and get the best out of the session: Role playing is not acting, and participants should be discouraged from indulging in amateur dramatics. They should be instructed to carry out the role of interviewer or interviewee in the way that seems most natural to them, given the facts described in the role play instructions. Each player can elaborate and build on the case to add detail to the content of the interview. However, they should not introduce facts that conflict with the instructions or could be contentious. A role play is not a game in which each player invents facts to outwit the other. The participants will obviously derive more benefit from a role play that they perceive to be realistic. The room should be set up to reflect a real-life setting as closely as possible, and the players should be encouraged to take up their usual seating position behind a desk, or around a coffee table. The interviewee should respond, following the role play instructions, to the behavior and actions of the interviewer. Again, the role play is not a game to make it hard for the interviewer, and honest responses are far more effective for learning.
12
Introduction
Our colleague and mentor, Walt Hopkins, has published some insights into the feedback process that will help people give feedback in a way that can easily be heard and help people hear feedback in a constructive way. Rather than giving feedback as positive and negative, give feedback in terms of keep and change. Keep feedback is Keep doing that or That was effective. Change feedback is Try it this way or I suggest that you change to. The defensive mechanisms that operate to argue against negatives are avoided by using this approach, especially if the keep and change feedback are balanced. When getting feedback, we like to hear keep feedback; when giving feedback we like to give change feedback. If we give feedback the way we like to receive itprefacing change feedback with keep feedbackthen it will be received more effectively. Other ways of helping people hear feedback are: Give it immediately. Feedback about what happened last week, or even a couple of hours ago is less effective than what just happened. Make it personal to you; dont speak for others. Describe what happened rather than make judgments about right and wrong or good and bad. Focus the description on the impact on you rather than trying to guess or judge the intention of the interviewer.
To help you receive feedback: Listen to it. Focus the feedback on your own learning goal to limit the quantity of information received. Accept it as you would a giftthank the giver and then decide later what you wish to use, what you wish to get further information on or about, and what you wish to ignore. To argue with the givers is like throwing their gift away in front of themthey are unlikely to give you any more.
13
of an impartial observer not involved in the content of the role play, and note behaviors and actions that would otherwise be missed. A form for recording observations is always useful and ensures that observers focus their attention on the important aspects of the interviewers behavior. A sample format appears at the end of this introduction and specific forms appear within each of the five parts of this manual. By far the most effective learning medium is video. By recording the role play with a video camera, participants can hear and see themselves and the reactions of the other party to their behavior and actions, both verbal and nonverbal. The use of video in the home and during training sessions is common, but there are still some people who have not had any experience with this form of medium and may find it daunting. If you decide to use video, as a trainer, you should be sympathetic and explain the process in detail. One final comment: The objective of role playing is to help develop skills in particular areas, not to demonstrate how badly an interview can be conducted. There is little or no benefit to be derived from allowing an interview role play to continue when it is clearly not meeting the learning or exercise goal. It is far better to intervene and stop the role play, give and get feedback, reappraise the plan or skills to be used, and restart the role play. This makes for a much better use of time, develops skills more quickly, and enhances the learning environment. Also, remember that no one likes to give or receive all change feedback, especially if it is repetitive. In the words of the One Minute Manager, Help people to reach their full potentialcatch them doing something right.
14
Introduction
2. Opening
Setting the scene and climate. Objectives, timetable, etc.
4. Skills
Questioning, listening.
5. Flow
Control, pace, verbal and nonverbal behavior.
6. Closure
Summary, analysis, next steps.
Giving Feedback
Immediate: Impact: Personal: Descriptive: Give feedback as soon as possible after the event. Focus on the impact on you; dont guess at the intention. Give your own feedback; dont guess how others reacted. Describe what happened; dont make judgments.
15
Part A: Selection
Introduction
The selection interview is probably the most familiar form of interview. Most of us have some experience in employing subordinates, and we have been through the process of applying for schools, colleges, or jobs. We have all exercised some sort of selection in choosing a doctor, babysitter, tennis partner, or car dealer in whom we have confidence. The managers decision on which candidate to hire for employment is as important as any other business decision we are called upon to make. The real expense of an error in selection can be very significant and there is no justification for a careless, haphazard approach.
Method
Each role play consists of a description for the interviewer and for the interviewee. The interviewers role play includes documents and information he or she is likely to have for that particular type of interview. This will include items such as an application form, a job description, comments from previous interviewers, etc. In making selection decisions, participants should use their own organizations evaluation criteria and procedures. The organizations brochures and descriptive literature, policy manuals, and organization charts may be available for giving information and any standard application forms, job descriptions, evaluation forms, personal qualifications, or job profiles could be used. Interviewees may use their personal data to fill out the background of their roles. There are five different interviews, Chapters 1 through 5, depicted in the role plays, each taken from real life and each with a specific focus and challenge. They are: 1. 2. 3. 4. 5. Campus Interview Job InterviewFirst One Job InterviewSecond One Evaluating for Promotion Project Team Selection
Some guidance notes are provided in each role play to explain its main features and to indicate some of the points to watch for in the interview. The interviewee should be encouraged to build on the role play given, responding to the approach and style of the interviewer while staying within the role. The objective here is to practice and experience the skills and techniques of interviewing, not to try to trap or upstage the other. The interviews should last about 30 minutes. Feedback should be focused on the use of skills and techniques as well as on the balance of time allotted to information-giving and information-gathering.
17
Time
For each role play, the minimum time allowed for preparing, conducting the interview, and reviewing should be 1 hour and 45 minutes: Introduction to situation and allocation of roles5 minutes Planning for interview10 minutes Conducting interview30 minutes Review of interview, feedback, and discussion60 minutes
Some of the role plays give the opportunity to interview more than one candidate and make a selection decision. The time limits above relate to the time needed for each interview. Allowance needs to be made if more than one candidate is interviewed, both for the extra time for interviewing and also to review the decision-making process. If video recording is used, then the review time will be between two to three times the length of the interview.
18
Handout A.1a
SELECTION INTERVIEWS
The objective of selection interviewing is to place the right person in the right job at the right time. This implies that individual applicants are given the opportunity to learn enough about the organization, the job, and its environment to be able to make the right decision from their perspective. This handout reviews some general features and specific characteristics of selection interviews. For preparation, the interviewer typically has at least two documents available: An application form (or letter, rsum, or curriculum vitae) A job description for the particular opening to be filled
Sometimes there is also a specification for personal qualification, job profile, or personnel requisition form and other complementary documents such as written references, agency referral reports, or screening test results. If this is not the first preliminary interview, there should also be reports or checklists from earlier interviews. These help in the preparation and planning for an interview to find the person with the right experience and qualifications. Both the analysis of the supporting documents and the interview have to concentrate on the most relevant personal qualifications or attributes. These might include the required level of intelligence, relevant education, sufficient experience, high standards, a good track record, emotional maturity, motivation, and interests that converge with those of the company, its function, and the current opening. Giving full information about the company and the job in its context is equally important to help the applicant make the right choice. For this reason, and to find out as much relevant information as possible about the candidate, often panel interviews are held or several one-to-one interviews in a series that can last several days. This gives both sides more exposure to different opinions and diverse perspectives on which to base their selection decisions. The more interviewers involved, either sequentially or in panels, the more important it is to pass on information and coordinate decisions effectively. The objective is always to probe more deeply into critical areas and explore gaps, apparent contradictions or inconsistencies. The first contact or exploratory interview should generally devote equal proportions of time to three different stages: Getting to know the applicant Giving the applicant the opportunity to get to know the organization Exploring the job in its context to establish whether or not the experience and qualifications fit
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Handout A.1b
Comments
2. Opening
Setting the scene and climate. Objectives, timetable, etc.
4. Skills
Probing questions, listening, and following up; weaknesses and inconsistencies.
5. Flow
Control, pace, verbal and nonverbal behavior.
6. Closure
Summary, analysis, next steps.
Giving Feedback
Immediate: Impact: Personal: Descriptive: Give feedback as soon as possible after the event. Focus the impact on you; dont guess at the intention. Give your own feedback; dont guess how others reacted. Describe what happened; dont make judgments.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Campus Interview
Trainer Guidance
The campus interviews present certain features that differ from most other selection interview situations. First, interviewers have limited time to spend with each applicant. They may have to see as many as 20 in a day. Often such sessions are organized on a sign-up basis where any student who is interested in learning about your organization can attend. Part of the process is therefore a public relations exercise for the organization, especially where candidates might be potential future customers. Certain campus sessions may allow you to specify what vacant positions there are or what kind of specifically qualified people you seekfor example, accounting majors, pre-law students, or engineering majors. Even if the organization pre-screens the applicants on this basis, it is only to eliminate candidates who may not be considered because of other factors. This still leaves many applicants from all different abilities and disciplines to interview, many of whom may be just curious or seeking practice in interviewing. This, then, is the second main difference from other interviewsthe shortage of, and sometimes absence of, information and preparation time for the interview. Given the nature of these two differences, you, as trainer, might wish to revise the time limit for the session to reflect this. If the campus works on a show up and be seen basis, the interviewer may not have a completed application form prior to the interview, and may not even be able to get individuals to complete one. The only candidate information would then be an individually written, often creative rsum, from which it is harder to extract relevant information. In the role plays in this section, we have assumed that an application form has been completed, and that this is the only information that the interviewer has. The interviews will usually last between 10 and 30 minutes during which time the interviewer has to develop accurate first impressions of the candidates, and record these for future analysis. Meticulous notes and immediate summary report writing is essential so as not to confuse the president of the Debating Society with the chairperson of a less august body when short-listing candidates for invitations to second interviews. The impressions gained in these campus interviews are often very subjective due to the time constraints and the lack of specific data available. The third main difference and challenge in these interviews is, therefore, that applicants are evaluated on their potential promise rather than actual work experience. Part of the interview time may be taken up in expanding on the organization, the nature of the job, and opportunities for career progression. The interviewer has limited time and must therefore be careful not to take up more than a small percentage of the time available. Sometimes, organizations arrange a general presentation to a large group using
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high-quality graphics, brochures, annual reports, and general literature from the public relations department. This enables the interviews to be more focused on the candidates, giving the opportunity to check their understanding of the general presentation and confirm their understanding of the available entry-level positions. Despite the obvious drawbacks and limitations to these interview situations, there are several advantages to the company. They offer an opportunity to select the top graduates and develop the companys future management cadre. The public relations exercise of being seen and heard at the better schools can only enhance the organizations image among future decision-makers and market-shapers. Even if there are not many immediate opportunities, the organization can build up an internal database of potential candidates for other positions in the future. Often an organizations trained and experienced recruiters are joined on the campus visits by its recently recruited young graduates, both to swell the numbers of interviewers, and to match the interviewees age and experience more closely. Although a panel interview format may be used with the more experienced person taking the lead role, given the large number of people to see, one-to-one interviews are usually necessary. The organization is therefore fielding some inexperience in a critical area, both regarding ability to recognize good potential, and in the public relations aspects of the interview. You may decide to carry out these role plays with a panel of two or three interviewers, if that is common practice in the organization. In this case, more time may be required for the interviews, but all interviewers will receive the same role play and they must be attentive to coordinating their efforts. In campus interviews, the objective is to decide whether to retain applicants for the next step of the formal interview process or not. The interviewer should assume the candidate has little or no company information and use available company brochures and documentation. It is important to maintain a balance between giving and receiving information. This can be difficult when the interviewee is very interested, curious, and enthusiastic. Feedback and review should address this balance of time. The two different interviewee briefs provide an opportunity to address bias based on gender or stereotypical factors. The first applicant role is written for a man who has been an itinerant musician. The second applicant is a career-minded woman. The feedback and review should concentrate on these points as well as on the interviewers ability to find and probe gaps in background, education, or experience, and evaluate each applicants potential for retention. The applicant role players can be given a blank Graduate Application Form (Exercise 1.4) to be completed before the interview if that is normal practice for their organization. Otherwise the prepared application forms enclosed with the interviewer and interviewee role plays should be given to the interviewer and to the interviewee(s). As is common in campus recruitment situations, the interviewer will have no other documentary information
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Part A. Selection
on the candidates before meeting them. Included in the interviewers documents is a Graduate Interview Assessment Form (Exercise 1.4) that can be used for recording the interviews. If the organization has forms of application and appraisal, these can be substituted.
Materials Required
1. Handout 1.1 and Exercises 1.2 and 1.3 and Exercises 1.1 and 1.4 (if required) for Interviewer. 2. Handout 1.2 and Exercise 1.2 for Interviewee 1. 3. Handout 1.3 and Exercise 1.3 for Interviewee 2. 4. Handout A.1a for each participant. 5. Handout A.1b for each observer (if required).
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Handout 1.1
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Handout 1.2
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Handout 1.3
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Exercise 1.1
Personal
Name Department Year of Graduation College/University Major
Place of birth Date of birth Home/permanent address: Age Local address (if different):
Telephone: (
Telephone:
References
Personal Name: Address: Academic Name: Address:
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Education
Major Course Work Dates
Achievements:
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Career
What are your career plans? What factors have influenced them?
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What abilities do you have that will enable you to succeed in this organization?
To the best of my knowledge and belief, the above information is true and I agree that it may be verified should I receive a conditional offer of employment. Date Signature
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Exercise 1.2
Personal
Name
College/University Major
Redbrick University
Department
B.S. - Economics
Year of Graduation
Age
25
Home/permanent address:
N/A
Telephone:
References
Personal Name: Rev. P. Smith Address: Academic Name: Prof. K. Wright Address:
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Education
Major Course Work Dates
B.Sc. 1st year Econ/Pol/Philos 2nd year Economics/Finance 3rd year Economics/Finance 4th year Economics/Finance
N/A
Achievements:
MusicPlay several instruments and active in a number of ad-hoc bands. SportsMember of university soccer team. Also play tennis, ski, and run. Reading and current affairs Member of economics society (Secretary, 2003), Soccer Club, Debating Society
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Career
What are your career plans? What factors have influenced them?
I have a desire to succeed in management, particularly in financial services. My ability in the subject and my interest in analysis has influenced my choice of possible careers in the financial area. I believe I have the ability to manage a department and motivate people. Further academic pursuits such as an MBA would also be attractive to further develop my skills.
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What abilities do you have that will enable you to succeed in this organization?
To the best of my knowledge and belief, the above information is true and I agree that it may be verified should I receive a conditional offer of employment. Date
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Exercise 1.3
Personal
Name
College/University Major
Redbrick University
Department
Year of Graduation
Age
22
Home/permanent address:
Telephone:
( 202 ) 276-4702
References
Personal Name: John Smith, Esq. Address: Academic Name: Dr. B. Torrance Address:
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Education
Major Course Work Dates
B.Sc. Financecourses taken include: Statistics, business law, corporate finance, banking, and Economic theory
2001 05
Achievements:
Dean of Faculty Economics Research Round Table Grant from World Bank for the third year of study University Prize for Finance Majors (top student)
Travel is a major part of my life, as my father is an international businessman. This has allowed me to practice my languages and observe different cultures first hand. In college I belong to the debating society, the finance club (President, 1990), and the economics society. I play tennis and do aerobics to keep fit. I love to read, especially current affairs and foreign newspapers.
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
World Bank, Washington, D.C. J.W. Francis Advertising, Inc., Washington, D.C. Baker Chemicals, SA, Zurich, Switzerland
The work with the World Bank and Baker Chemicals has given me a deep insight and understanding of international business and financial management plus the opportunity to live and work in a multicultural society. In Washington, D.C., the work with the advertising agency was creative and brought me into contact with customer relations and quality in a fast-moving culture.
Career
What are your career plans? What factors have influenced them?
Having proved my ability academically, I wish to make my mark in the business world. After a period of working in the finance operation of a large company, I would hope to be able to use my language ability and knowledge of other countries to work in management on an international basis. My ultimate intention is to attain a senior management position. I have worked with many different nationalities and in varied businesses, and I am convinced I am capable of this.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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What abilities do you have that will enable you to succeed in this organization?
I have an excellent academic record and my business experience is now being supported by a degree in Business Management. In all of my travels and work, I have been able to build a rapport quickly, mix well, and grasp ideas quickly. I am ambitious and not afraid of hard work and long hours in order to get what I want.
To the best of my knowledge and belief, the above information is true and I agree that it may be verified should I receive a conditional offer of employment. Date
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Exercise 1.4
Professional appearance
R
Reason:
R R R R R R R R R
R R R R R R R R R
R R R R R R R R R
R R R R R R R R R
R
Reason:
Judgment
R
Reason:
Professional appearance
R
Reason:
Tenacity
R
Reason:
Leadership experience
R
Reason:
Creativity/adaptability
R
Reason:
R
Reason:
R
Reason:
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Other Information
Ambitions and work plans:
Management potential:
Summary of Appraisal
Summarize your appraisal and its reasons. Please also record your impressions of likely job performance, potential, and any areas that merit further probing at second interview.
Recommended Action
1. 2. 3. 4. Strongly recommend second interview Worth seeing Not recommended Follow up later (state reasons)
Interviewed by:
Name Date
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Trainer Guidance
While it is important to give an applicant adequate information about the company and the position itself, the balance in this interview is in favor of getting more information from the interviewee and probing in depth. The interviewer has an application form and some general impressions from the applicants letter, rsum, and other supporting documents. In preparation, the interviewer will be able to review the application file and should be highlighting any areas of confusion and any gaps or discrepancies in background data. The objective of this interview is to decide whether to recommend hiring the applicant, or whether to recommend a second, follow-up interview to look further into areas of doubt or hesitation. The evaluation should be made on the basis of corporate norms, job specification, and comparison with the qualifications of other candidates. It may be assumed that the applicant has little or no company information, and for the purposes of the exercise, the interviewer may use his or her own organization as an example. It would be useful to have some company literature available for this purpose. There are four different applicant role plays, and you may decide to do panel or one-toone interviews. The panel format will require members to agree to relationships and responsibilities among themselves as well as preparing the content of the interview. In either format, it is necessary to establish the decision criteria before starting the sequence of interviews. The four separate applicant role plays can be done as individual interview case studies to practice interview technique, or they may all be used as a full-scale selection exercise to check the interviewer(s) decision criteria and approach to comparison and evaluation. One of the coaching points is the use of probing questions to get sufficient depth of information. There are some gaps in the background data on application forms for interviewees 1 and 3. Interviewee 2 has some good job titles in the work experience, but there is a need to clarify and define what work was actually done in each of the jobs. The same applicant is also involved in a potentially dangerous sport and this provides an opportunity to test corporate rules or personal bias against excessive risk-taking in external activities. Interviewee 4 is nervous and insecure and will require an empathetic approach. Included in the interviewers documents is the job description for the job (Exercise 2.1) and an Interview Rating Summary form (Exercise 2.2) that can be used for recording the interview. If the organization has forms for application and appraisal, these can be substituted.
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Materials Required
1. Handout 2.1 and Exercises 2.1, 2.3, 2.4, 2.5, 2.6 and Exercise 2.2 (if required) for Interviewer. 2. Handout 2.2 and Exercise 2.3 for Interviewee 1. 3. Handout 2.3 and Exercise 2.4 for Interviewee 2. 4. Handout 2.4 and Exercise 2.5 for Interviewee 3. 5. Handout 2.5 and Exercise 2.6 for Interviewee 4. 6. Handout A.1a for each participant. 7. Handout A.1b for each observer (if required).
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Handout 2.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Handout 2.2
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Handout 2.3
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Handout 2.4
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Handout 2.5
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Exercise 2.1
2.
Statistics
Total sales and support workforce Merchandising services support Annual merchandising budget 325 6 (excluding job holder) $350,000
3.
Principal Accountabilities
Provide the organization with a high-quality service in designing, sourcing, purchasing, warehousing, and shipping of promotional articles.
4.
Job Content
Coordinate the design and specification of items; purchasing and qualitycontrol; inventory and warehousing; publishing catalogues; processing orders and coordinating shipping so that client needs are met in a timely fashion. Develop further ranges and opportunities for point-of-sale merchandising materials.
5.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Exercise 2.2
Position: Date:
Positive Very Positive Comments
R R R R R R R R R R R R R R R R R R R R
R R R R R R R R R R R R R R R R R R R R
R R R R R R R R R R R R R R R R R R R R
R R R R R R R R R R R R R R R R R R R R
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
GENERAL QUESTIONS
How (through what means) did the candidate approach the company?
What was the candidates reaction to the company and the position?
What are the candidates reasons for leaving his or her present position?
Does the candidate have interests and values that are suitable for this position, are compatible with its functional structure, and adapt to corporate culture?
Additional observations:
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
R R R R
Recommendations:
R R R R
Signature:
Date:
Please return this form to Human Resources as early as possible after your interview. Thank you.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Exercise 2.3
APPLICATION FORMINTERVIEWEE 1
Position applied for:
Personal
Name: Address:
California 1/21/77
Age: 28
References
Name: Rev. P. J. Brook Address: 41 North Drive Name: Mrs. S. P. March Address: Brown Bros., Inc.
Milwaukee, WI 53210
Military Experience
Service Branch, Duties, Rank, and Special Training Location Dates
None
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Education
High School: From: To:
1991
From:
1995
To:
1995
2000
Other Interests
What are your principal interests?
Singingmember of church and local choir Renovating old property Reading and travel
Employment
Please start with your present or most recent employer
Employer 1:
Job Title
Dates
P.O.S. Manager
Initial Pay
2004 Present
Final Pay
$26,560
$27,550
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Employment (continued)
Employer 2: Job Title Dates
Sales manager
Initial Pay
2002 - 2004
Final Pay
Manage team of 3 sales representatives Promote products in regional area Meet sales and budget targets
Reasons for leaving:
$22,000
$26,560
Promotion manager
Initial Pay
2000 - 2002
Final Pay
Promote Federation to business Coordinate sales/promotion materials Develop campaigns and exhibitions
Reasons for leaving:
$18,500
$20,000
To take up field sales position with engineering company in my home town (I married that year)
Employer 4: Job Title Dates
Initial Pay
Final Pay
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Employment (continued)
Employer 5: Job Title Dates
Initial Pay
Final Pay
What qualifications, abilities, and strengths will help you succeed in this job?
I have the academic background in marketing and have held positions of increasing responsibility in the promotion, sales, and marketing functions. I am a hard worker and have some clear ideas on improvement of the whole P.O.S. process from design to shipping. I have experience managing a group.
What are your career plans? What has motivated you to apply for this job?
I applied for this job because it is in an area where I have both the functional and industry knowledge and it gives me the opportunity to obtain a position with higher responsibility. My short-term plans would be to be successful in the position of Merchandising Support Manager, and then progress further in the sales and marketing functions.
To the best of my knowledge and belief, the above information is true and I agree that it may be verified should I receive a conditional offer of employment. Date
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Exercise 2.4
APPLICATION FORMINTERVIEWEE 2
Position applied for:
Personal
Name: Address:
Wisconsin 3/5/76
Age: 29
References
Name: Jane Smith Address: 301 Smith Close Court Name: Dr. P.S.G. Alliston-Jones Address: Southpool Volunteers
Milwaukee, WI 53210
Milwaukee, WI 53210
Military Experience
Service Branch, Duties, Rank, and Special Training Location Dates
None
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Education
High School: From: To:
1990
From:
1994
To:
1995
1997
None
Other Interests
What are your principal interests?
Employment
Please start with your present or most recent employer
Employer 1:
Job Title
Dates
Operation Manager
Initial Pay
2004 Present
Final Pay
Responsible for all sales administration and services for 16-person unit.
Reasons for leaving:
$25,000
$25,000
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Employment (continued)
Employer 2: Job Title Dates
Transport manager
Initial Pay
2002 - 2004
Final Pay
Complete responsibility for order processing and customer service for the company production scheduling.
Reasons for leaving:
$22,000
$25,000
2001 - 2002
Final Pay
Interfacing with business plans and needs of a new African trading company.
Reasons for leaving:
$22,000
$22,000
1999 - 2001
Final Pay
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Employment (continued)
Employer 5: Job Title Dates
Management trainee
Initial Pay
Internal promotion.
What qualifications, abilities, and strengths will help you succeed in this job?
I have a great deal of experience in transportation management, warehousing, production management, and business planning. Working for small, specialist organizations has meant a great amount of responsibility in early career and a broad understanding of business. I have a great deal of drive and energy and like to work hard and play hard. I am not afraid to take risks and have proved myself as a leader.
What are your career plans? What has motivated you to apply for this job?
I would like to use my generalist background in small companies to build a sound career in a larger organization where the challenges are greater.
To the best of my knowledge and belief, the above information is true and I agree that it may be verified should I receive a conditional offer of employment. Date
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Exercise 2.5
APPLICATION FORMINTERVIEWEE 3
Position applied for:
Personal
Name: Address:
Michigan 2/6/74
Age: 31
References
Name: M. Pyre Address: 26 Jackson Close Name: P. R. Jones Address: Managing Director
Smithfield, WI 53210
Military Experience
Service Branch, Duties, Rank, and Special Training Location Dates
New University
1992 1994
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Education
High School: From: To:
1988
From:
1992
To:
1992
1996
Other Interests
What are your principal interests?
Employment
Please start with your present or most recent employer
Employer 1:
Job Title
Dates
Logistics Manager
Initial Pay
2003 Present
Final Pay
$26,000
$28,200
To attain a position where my engineering and business background would be equally important.
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Employment (continued)
Employer 2: Job Title Dates
Sales promotion
Initial Pay
2002 - 2003
Final Pay
$25,000
$26,000
Employer 3:
Job Title
Dates
Marketing coordinator
Initial Pay
2000 - 2002
Final Pay
$20,000
$22,000
Employer 4:
Job Title
Dates
Initial Pay
Final Pay
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Employment (continued)
Employer 5: Job Title Dates
Initial Pay
Final Pay
What qualifications, abilities, and strengths will help you succeed in this job?
A good appreciation of engineering and marketing and promotions seem to be the right combination of skills.
What are your career plans? What has motivated you to apply for this job?
After a couple of years in the high-tech business, I would like the stability of a more established industry and the opportunity to use my engineering and sales promotion experience to the fullest.
To the best of my knowledge and belief, the above information is true and I agree that it may be verified should I receive a conditional offer of employment. Date
September 9, 2005
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Exercise 2.6
APPLICATION FORMINTERVIEWEE 4
Position applied for:
Personal
Name: Address:
Virginia 8/14/79
Age: 26
References
Name: Address: Can be provided at a later date Name: Address:
if needed.
Military Experience
Service Branch, Duties, Rank, and Special Training Location Dates
N/A
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Education
High School: From: To:
1996
From:
1999
To:
Other Interests
What are your principal interests?
Employment
Please start with your present or most recent employer
Employer 1:
Job Title
Dates
Berwick Machines
Primary job responsibilities:
Purchasing officer
Initial Pay
2003 Present
Final Pay
$25,000
$26,000
More responsibility.
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Employment (continued)
Employer 2: Job Title Dates
Berwick Machines
Primary job responsibilities:
2001 - 2003
Final Pay
$23,000
$25,000
Internal promotion.
Employer 3:
Job Title
Dates
Various
Initial Pay
1999 2001
Final Pay
Sales and promotion consultant, specializing in exhibitions and point of sale promotion.
Reasons for leaving:
$17,500
$23,100
Employer 4:
Job Title
Dates
Initial Pay
Final Pay
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Employment (continued)
Employer 5: Job Title Dates
Initial Pay
Final Pay
What qualifications, abilities, and strengths will help you succeed in this job?
I have the background needed in terms of experience as listed in the advertisement. I work hard in a quiet way to achieve results.
What are your career plans? What has motivated you to apply for this job?
Several colleagues suggested that I should apply for the job since I have the right experience.
To the best of my knowledge and belief, the above information is true and I agree that it may be verified should I receive a conditional offer of employment. Date
September 8, 2005
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Trainer Guidance
The second and subsequent follow-up interviews are aimed at both parties obtaining more specific information, before final approval and the decision to hire a candidate is made. These interviews can be carried out by a panel, or as a series or sequence of one-to-one interviews. Many organizations prefer the one-to-one format because its focus can be specific and more personal. The initial interviews should have covered basic, general information about the applicants background, qualifications, and experience as well as information about the company and the position. The purpose now is to probe more deeply and to focus on specific points where there are still uncertainties or lingering concerns. Less attention will be paid to the events and experiences of the past and more on realities of the present and a projection into the future. Initial screening interviews use a telescope technique to get a big-picture overview; follow-up interviews apply a microscope to explore issues in detail. Interviewers will have to make a final recommendation to hire or reject, evaluating the candidate against corporate norms and the job specification. The evaluation will consider earlier interview information and the specifics identified in this round. The evaluation and decision criteria must be refined, reviewing what specific elements are absolutely critical: musts as opposed to wants. The interviewer will have to distinguish between which qualities, characteristics, abilities, experience, or skills that the finalist will need to have and which might be nice to have. Decision criteria may also come from the reasons that have led to elimination of other finalists. The interviewer or panel now has the application form and interview rating summaries from the first interviews. They will be highlighting specific areas for further questions. More detailed company and job information must be available because applicants will also be refining the focus of their questions. For training purposes, participants should use their own organization when appropriate for examples, where necessary. The interviewer or panel members must be more alert to building rapport through attentive listening, encouraging tone, and gestures. The objective is to probe gaps and superficial, unsatisfactory answers obtained in the first round, and it is most important to get the applicant to share information, attitudes, and feelings openly, without defensive reservations. It is also critical to check and ensure full understanding by the applicant before you reach the point of commitment or it will become an expensive process for both parties to have to go back and cover the same ground. The specific information required for a decision should be clear.
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If a panel format is chosen, roles and responsibilities must be clearly identified, and it must be established how the decision will be reached and who will make it. The roles and situation continue from the previous role play about first job interviews. The training session could therefore use the first and second interview process in sequence, or the second interview only. The decision will be based on the objectives of the training session. If the interviews are carried out in sequence, the review forms and summaries from the first interviews in the previous role play can be used. The completed interview rating summaries are included within the interviewers information. The interviewer and interviewee should read both the relevant role information for this interview and for the first interview to get a total picture. The interviewee roles in the second interview relate as follows: Second Interview Leslie Kean Morgan Stern Interviewee 1 Interviewee 2 First Interview Interviewee 3 Interviewee 4
Materials Required
1. Handout 3.1, and Exercises 3.1 and 3.2 (and Handout 2.1 and Exercises 2.1, 2.5, and 2.6 for information) for interviewer. 2. Handout 3.2 (and Handout 2.4 and Exercise 2.5 for information) for Interviewee 1. 3. Handout 3.3 (and Handout 2.5 and Exercise 2.6 for information) for Interviewee 2. 4. Handout A.1a for each participant. 5. Handout A.1b for each observer (if required).
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Handout 3.1
You should be alert to any defensive or evasive behavior by the applicants. They must be ready to talk openly and freely. The decision should be made by a full exploration and understanding of pertinent facts, not simply on interpretation or inference or clouded by assumptions, perceptions, and feelings. The applicants will also have more specific questions about the company and the job, so you must be prepared to give detailed responses. You may use your own company organization, rules, and procedures as a model. (Refer also to Handout 2.1, and Exercises 2.1, 2.5, and 2.6 contained in Role Play 2.) The trainer may ask you to play this interviewer role as a member of a panel. If so, the role play remains the same. However, you should devote part of your preparation time to working with the other panel members. You need to agree to what the objectives are, who will ask what questions, who will lead the panel, and how you will analyze the results and make your final recommendations.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 3.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 3.3
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Exercise 3.1
L. Kean
Interviewer: T. L. Manners
Rating of Factors as Related to This Position 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. Professional appearance Drive Motivation Initiative Maturity Personality Self-confidence Stability/stress tolerance Communication skills Interpersonal skills Relevant education Professional experience Achievements Leadership capacity Management potential Interest in position Knowledge of company Adaptability/compatibility Additional factors (specify) Other criteria (specify)
8/30/05
Comments
Very Positive
R R R R R R R R R R R R R R R R R R R R
R R R R R R R R R R R R R R R R R R R
R R R R R R R R R R R
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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GENERAL QUESTIONS
How (through what means) did the candidate approach the company?
Advertisement
What was the candidates reaction to the company and the position?
Could do with more experience in purchasing and supply of gifts and point-of-sale materials.
What are the candidates major accomplishments?
Relative age.
What are the candidates reasons for leaving his or her present position?
Yes
Additional observations:
Gap in work experience between MBA and first job. When questioned, mentioned a small business venture that failed.
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
T T T T
Recommendations:
T T T T
Signature: T. L. Manners
Date:
8/30/05
Please return this form to Human Resources as early as possible after your interview. Thank you.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Exercise 3.2
M. Stern
Interviewer: T. L. Manners
Rating of Factors as Related to This Position 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. Professional appearance Drive Motivation Initiative Maturity Personality Self-confidence Stability/stress tolerance Communication skills Interpersonal skills Relevant education Professional experience Achievements Leadership capacity Management potential Interest in position Knowledge of company Adaptability/compatibility Additional factors (specify) Other criteria (specify)
8/30/05
Comments
Very Positive
R R R R R R R R R R R R R R R R R R R R
R R R R R R R R R R R R R R R R R
R R R R R R R R R R R R
R R R R R R R R R R R R R
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Nervous
Quietly confident
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
GENERAL QUESTIONS
How (through what means) did the candidate approach the company?
Advertisement
What was the candidates reaction to the company and the position?
Very interested. Job as explained began to interest him more and more.
What job requirements does the applicant meet completely?
All.
What specific criteria or factors are lacking?
Job knowledge.
What are the candidates self-admitted weaknesses?
Opportunity to progress.
Does the candidate have interests and values that are suitable for this position, are compatible with its functional structure, and adapt to corporate culture?
Yes
Additional observations:
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
T T T T
Recommendations:
T T T T
Signature: T. L. Manners
Date:
8/30/05
Please return this form to Human Resources as early as possible after your interview. Thank you.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Trainer Guidance
The objective of these interviews is to get the right person in the right place at the right time. This involves looking to the future, although it may be a very near or immediate future. The interviews qualify a specific candidate for the next step in the planned promotion and development process. Many organizations have promotion and succession planning systems in place to ensure that potential replacements are identified in advance to fill key positions with the least disruption. Organizational plans for promotions should be continually reviewed and compared with individual career interests, aspirations, or potential, and can be carried out together with performance appraisals and development reviews (see Part A). An individual may have been identified for a specific promotion or career development move and this is typically validated by reviewing the individuals performance history and readiness to move on to the next position. This final evaluation is often done through an interview, possibly with a panel who is familiar with the requirements of the new position, including some members who already know the candidate. The outcome of the interview is a decision whether or not to recommend the individual for the next step. Evaluation criteria come from corporate norms and specific requirements of the new position. Often, needs for training or development activity may be identified to complete the candidates readiness to assume the new job. The interviewer or panel has the individuals personnel files, job history, and some notes and comments from the candidates present manager. A job description and personal qualifications for the new position should also be available, and in this role play, the details are included in the interviewers role play. Obtaining sufficient depth of information about the candidate and probing for gaps or superficial competencies that are assumed but have not been tested are important points to consider in this interview. There should also be verification that the candidate understands the dimensions and scope of the new job, and this can be done by hypothetical what if questions. In this role play, the candidate has shown excellent ability in accounting positions, but has had little exposure to senior management and supervision. There is no record of training in presentation skills, report writing, or supervisory management, and these are necessary for this new position. The interviewer notes these potential weaknesses and suggests possible solutions through training or coaching. If a panel is used, the respective roles, relationships, and responsibilities between the members should be agreed to and planned in advance.
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Materials Required
1. Handout 4.1 and Exercises 4.1 and 4.2 for Interviewer. 2. Handout 4.2 and Exercise 4.1 for Interviewee. 3. Handout A.1a for each participant. 4. Handout A.1b for each observer (if required).
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Handout 4.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 4.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Exercise 4.1
Personnel Record
Name: Terry Austin Date of Birth: September 12, 1977 Education and Qualifications
College/University
Confidential
Degree
B.S.Accounting, 1997
Job Titles/Dates
Dates
8. Cash management 9. Management: Part 1 10. Internal control systems 11. International budgeting 12. 13. 14. 15.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Accounts clerk Accounts clerk Accounts analyst Accounts analyst Senior analyst Senior analyst
Excellent. Ready for promotion. Excellent. Promotion. Good Excellent. Ready soon. Adequate; one month in job. Excellent. Ready for move.
Comments 5/01 7/01 5/02 Terry is proving to be an excellent clerk and will progress far in the department. Opportunity for accounts analyst. Suggested Terry and job accepted. Terry will do well. Terry suggested a new system to streamline the internal payment system. This will bring in savings of approximately 13K per year, and the new computer system is more flexible. Commendation placed on record.
10/02 Agrees with Controller to promote Terry to senior analyst when Arthur retires in November. Terry was eager to progress. 8/03 Introduced new system of issuing travelers checks and currency for foreign trips. Saving in external costs of 5K and good PR for the department.
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Exercise 4.2
MEMORANDUM
Private and Confidential
Human Resources A. P. South, Assistant Controller, Cash and Payables Internal Controls Supervisor
I would like to recommend Terrys move to the position of Internal Controls Supervisor, effective immediately. Terry has worked in my section for the past five years and has proved to be an excellent worker and is a source of many creative ideas. There have been annual savings of over 20K as a result of improvements and innovations that Terry has introduced.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Trainer Guidance
The project team selection interview is held to evaluate and decide whether a specific candidate will fit into a project team. The team may already be established or be in the process of being assembled. In this role play, the team exists already, but the departure of one of its members has created an opening. Here again a panel may be used to assess the candidates potential, or one or more individual interviews can be held. The criteria should derive from the teams needs and requirements. In this case, an already established team has lost a key member whose skills and competencies need to be replaced. If a team leader were setting out to build a new project team, he or she would likely want to consider a blend of skills and various contributing roles to enable the team to function optimally (e.g., Meredith Belbins model of team roles). The interviewer or panel has certain subjective source data available including job history, track record, verbal references from colleagues and the current manager indicating the candidate has good interpersonal skills and has been a catalyst on previous projects, though may be weak in the area of technical competence. Among the points to watch for is obtaining sufficient depth of informationprobing for gaps in background or experience and exploring superficial areas of qualification. Hypothetical what if questions should be used to assess whether the candidate has sufficient understanding of what is required and adequate depth of technical knowledge to suggest viable solutions. The purpose is to get the right information about the candidate. The candidate may also require some information about specific tasks and expectations of responsibility to be able to give a valid self-assessment. Any plausible frame of reference within the participants organization may be used to provide details. The interviewer must avoid attaching too much importance to the success of previous contributions. There is a serious question regarding the candidates ability to deal with the technical issues, and that is crucial for the team at this stage. If a panel is used, time must be devoted to planning and coordinating respective roles, relationships, responsibilities, and final decision-making.
R. Meredith Belbin, Management Teams: Why They Succeed or Fail, Heinemann, 1981.
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Materials Required
1. Handout 5.1 for Interviewer. 2. Handout 5.2 for Interviewee. 3. Handout A.1a for each participant. 4. Handout A.1b for each observer (if required).
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Handout 5.1
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Handout 5.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Part B: Appraisal
Introduction
The role plays in this part deal with the interviewing process as applied to a formal appraisal situation. Many organizations now use a formal staff appraisal system as part of their total human resource management strategy. Those that do not have a formal system usually employ an informal system, where managers will review individual performance sporadically. Formal systems are often based on the completion of a performance appraisal form, and then reviewing the content with the individual concerned at an appraisal interview. The role plays that follow can be used to help train the manager in the effective use of the organizations assessment form, but their main purpose is to help managers and supervisors conduct the interview. If an organization has its own formal system of staff appraisal, then it will probably have its own definitions and policies. If so, you should follow these guidelines when introducing and debriefing the role plays. A handout follows that provides general notes on the purpose and conduct of performance and staff appraisals for the guidance of trainers where no such organizational policies exist, or where the training covers people from more than one organization. You should be prepared to highlight the main points about appraisals before conducting any role plays, and the following handout could form the basis of a presentation or information input.
Method
Each of the role plays contains information on the situation and separate information for the interviewer and interviewee roles. There are five different role plays, Chapters 6 through 10, each addressing a common situation or a common problem for interviewers. They are: 6. 7. 8. 9. 10. Alex Sainsbury: An Underperforming Young Graduate Chris Handy: Eager but Has a Behavioral Problem Lesley Smith: Overlooked for Promotion Pat Jones: An Excellent Performer Bobby Martin: Development Needs Analysis
After deciding on the learning objectives and selecting the appropriate role play(s), distribute the roles and allow each person some time to prepare for the interview. Given the amount of information in the roles, the interviews should last between 20 and 45 minutes, depending on the depth of discussion. The interviewees should be encouraged to expand their roles within the role play, and to respond with the approach and style outlined. The interviewers should plan to respond in the most appropriate way to the situation, given the information in the role play, the approach favored by the organization or training, and their personal style.
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Time
For each role play, the minimum time allowed for preparing, conducting the interview, and reviewing should be 1 hours: Introduction to situation and allocation of roles15 minutes Planning for interview15 minutes Conducting interview25 minutes Review of interview, feedback, and discussion45 minutes
The role plays should run for not more than 45 minutes. Exceeding this time will usually mean that either the role players are inventing too much material, or the interview has become deadlocked. In the latter case, the role play can be stopped and the effectiveness of the appraisal can be evaluated using the observations to that point, which will probably be sufficient. In the former case, the role play should be stopped to prevent its usefulness from being lost. If video recording is used, then the review time will be between two to three times the length of the interview.
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Handout B.1a
APPRAISAL INTERVIEWS
Performance appraisals, objective setting, and reviews are among the oldest management tools available and have been used, adapted, and abused almost everywhere. They have been studied extensively, and most of the problems associated with them have been well established. Interviews are a key element in their implementation, and the interviewer must have strong listening, questioning, and exchanging information skills. Some organizations have standard appraisal forms, which can be extensive and complex, with links to salary and compensation programs, training and development needs, and career development and succession planning. Other organizations ask for a freeform memo or evaluation letter, being careful to specify the minimum content, feeling that this free-style approach leads to more thought and personal involvement on the part of the appraiser. When these systems have been found unwieldy or inflexible, it is often because organizations have put more emphasis on the process, structure, form, and format than on the content. While systems give us a certain consistency and empirical approach to measurement, they do not necessarily lead to individual growth, motivation, involvement, development, or performance achievement. The potential deleterious effects of nonevaluative reviews, skirting confrontation or avoiding conflict, are discussed elsewhere in the handouts on counseling, discipline, and exit interviews. They are important enough to bear mention here again. It is often the attitude and the approach of the appraiser that has the most impact. Norman Maier identified three different types of appraisal interview styles with specific and different objectives: Tell and Sell, Tell and Listen, and Problem-Solving. These styles have been studied and taught for over 30 years and research articles on the appraisal process and the appraisal interview continue to appear regularly in the leading management journals. This handout is designed to help develop skills in appraisal interviewing, but first it is useful to summarize the reasons behind the attraction of the appraisal. The value of the appraisal system can be examined under three headings:
Among authors who have done important study and research on the topic of performance appraisal are Michael Beer, Marion Kellogg, Douglas McGregor, Herbert Meyer, Marshall Sashkin.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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The value of appraisals can be further appreciated if we compare people to scarce capital equipment. With items of equipment, we must necessarily ask: Is it the proper type of equipment for the job it is being used for? Is it being effectively used? Has it any shortcomings? If so, how well will they be overcome? By what standards is equipment performance measured?
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
The objective of holding an interview is to review job performance. The employee needs to know: What is expected? How am I doing? Where am I going? What can I do to improve?
Based on these four questions, its quickly apparent that the role is to appraise performance in the job, and this appraisal is conducted against the background of the job description, standards of performance, and objectives set previously. What is also apparent is that the employees perception is as important as the managers perception when arriving at an overall assessment, so the appraisal needs to be a discussion. So how do interviewers successfully promote discussion? Assuming they have made all the correct preparations regarding reviewing performance and completing the paperwork, how do they actually begin the interview and promote reasonable discussion? First, it is worth restating objectives and how the interview is to be conducted at the beginning of the interview. Interviewers should also inform the interviewees that notes will be taken. In classic interview style, interviewers should encourage conversation by the use of open-ended questions. These are questions that avoid the yes and no response and help promote conversation. By creating a conversational atmosphere, they will help the interviewees relax. This will aid a freer exchange of views, opinions, and facts. Open-ended questions should be directed to obtain facts and opinions from the employees on how they have seen their job and their performance during the period under review. Some of the answers given may need more probing. The interviewer should be prepared to react to statements made to obtain more information, or to cut through generalities.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Summary
Points to remember when conducting an appraisal interview: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Put the interviewee at ease by creating a relaxed, informal atmosphere. State the objectives of the process. Explain the procedures involved (i.e., forms, time limit, etc.). Explain how you wish to conduct the interview. Ask the interviewee to assess his or her performance first. Use open-ended questions. Probe if details are missed. Ensure your review covers all the key areas of the job, the standards, and objectives. Balance the discussion so that the interviewee is speaking for most of the time. Practice active listening. Be alert to possible training or developmental needs, or modifications to the work environment to meet objectives, such as budget, staffing needs, etc. Reach agreement on the next years objectives and standards. Find out the interviewees view of the future. Summarize. Agree to any action points. Record the main points.
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Handout B.1b
Comments
2. Opening
Setting the scene and climate.
4. Skills
Open-ended and probing questions, listening, encouraging, summarizing.
5. Flow
Control, pace, verbal and nonverbal behavior.
6. Closure
Agree to future standards and objectives. Summarize interview. Complete documentation.
Giving Feedback
Immediate: Impact: Personal: Descriptive: Give feedback as soon as possible after the event. Focus the impact on you; dont guess at the intention. Give your own feedback; dont guess how others reacted. Describe what happened; dont make judgments.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Alex Sainsbury:
An Underperforming Young Graduate
TRAINER GUIDANCE
Alex Sainsbury is a high-potential person who is underperforming in his current job and expects an automatic promotion or move. This is a common problem and can often be traced back to unrealistic impressions made at the initial interview to attract good candidates into a job. It is also typical of another problem area where individuals have little job experience and are working for large organizations where they can observe their colleagues following different career paths. First, the manager needs to avoid a confrontation. The styles of the manager and Alex are different, and there is a potential personality clash. So it is important that the right atmosphere be established at the outset. Second, Alex needs some help to understand that it is good performance on the job now being performed that is the criteria for recommendation for promotion, not promises that were made a couple of years ago, or comparison with colleagues. This is the most important point, and success can be determined by the degree of commitment and motivation that Alex has to putting in the extra effort in the future. There are some differences between the information given to each party that will identify the skill of the interviewer in listening and probing. First, Alexs own assessment of his effort is not accurate, especially since getting married. Second, Alex has the underlying feeling that the manager is old school, only interested in performance. Both pieces of information should make the manager think about his overall assessment and comments, if these points surface, and if they are listened to, personally consider the following points: Could the manager have done more to coach and counsel Alex during the year to get higher performance? Has there been total candor in the past on the standards expected? The manager is looking for targets to be exceeded; Alex seems to think that merely meeting them is sufficient. Feedback and review of the role play should reflect the behaviors and skills shown by the interviewer, and the investigation of the deeper insights into the situation as outlined above.
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Materials Required
1. Exercise 6.1 and Handout 6.1 for the Interviewer. 2. Exercise 6.1 and Handout 6.2 for the Interviewee. 3. Handout B.1a for each participant. 4. Handout B.1b for each observer (if required).
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Exercise 6.1
SITUATION
Alex Sainsbury has been a member of the sales team for two years, having joined direct from his six-months initial training. Alex joined the company directly from college, with a bachelors degree in geography and economics. Alex has been moderately successful in meeting his objectives over the past couple of years, and had an adequate assessment this time last year. This will be the second review of his performance in this job.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 6.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 6.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Chris Handy:
Eager but Has a Behavioral Problem
TRAINER GUIDANCE
This case centers on the managers ability to maintain the enthusiasm and motivation of a young person, but making her accept that enthusiasm is only one attribute necessary for the next step. Some behavioral issues need to be addressed before any consideration can be given to a career move. Handled well, Chris should be motivated to improve and be willing to make the effort to conform. Handled badly, Chris could be totally deflated and become resentful. The manager has to concentrate on a behavioral problem that is open to dispute and could be seen differently by either party. In the managers role play, there are several aspects of the behavioral issueimpatience and inability to accept criticism. These are affecting work performance, and a successful approach to deal with this would be to refer to specific instances and examples rather than hearsay or subjective criticism. Examining objective data and the results of Chriss behavior will lessen the likelihood of a dispute caused by different perceptions of the problem. The criticism will not be new to Chris, as the difficulties experienced with customer contact have been the subject for discussion and disagreement in the past. A summary of these individual instances should show a clear trend and a need for improvement. The second main issue is Chriss expectation of a career move. Certainly the customer contact skills will need to be improved in order for this to be a feasible option. There is also an obvious reluctance among the sales force to accept this brash and impatient person as a colleague. Chris needs to recognize that the existing sales force can provide some support and coaching to help develop the sales skills needed, but not if they are feeling alienated. Again, the most successful approach is likely to be to refer to factual situations rather than subjective opinion. The final question is one of development. Chris has shown little interest in investing personal effort and time, expecting the organization to contribute all. The manager is willing to help Chriss development with some skills training. This should be on a quid pro quo basis in return for effort and investment from Chris to accept the need for and implement change.
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Materials Required
1. Exercise 7.1 and Handout 7.1 for the Interviewer. 2. Exercise 7.1 and Handout 7.2 for the Interviewee. 3. Handout B.1a for each participant. 4. Handout B.1b for each observer (if required).
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Exercise 7.1
SITUATION
Chris Handy joined Associated Medicals four years ago, at the age of 21, after three years of college. Since leaving school, Chris spent several short periods in office work with local insurance companies and sales firms. Chris is unmarried, has an enthusiastic attitude toward life, is active and participates in sports, and always shows a positive attitude at work. She started a degree program in business at night after the appraisal interview last year.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 7.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 7.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Lesley Smith:
Overlooked for Promotion
TRAINER GUIDANCE
The Lesley Smith case should provide an interview in two distinct and very different parts: the first, and relatively easy part, will be to reflect on another year of good performance; the second part, and main focus of learning for the manager, deals with development and the future. The situation is becoming increasingly commonexcellent employees who would have been promoted into supervisory and management positions without hesitation some years ago are now finding that the reducing numbers of positions and the increased competition from other people with different qualifications are making that promotion more difficult, if not impossible. The facts may be easy for people to seereducing levels of management, increased automation, promotions going to younger and differently qualified peoplebut many would still be blind to the potential that this could also mean to them. This is the situation with Lesley. One approach that managers take when faced with this type of problem is to try to solve it with insufficient data. The tendency will be to suggest retirement and then try to persuade Lesley that this is the best option, even in light of Lesleys resistance on practical grounds. Another potential pitfall is avoidance of the main issue, with the manager merely talking around options and possibilities and not confronting the issue. A good approach would be for the manager to state the position in a clear but fair way that there is likely to be no promotion, recognize that this information will be a shock, and allow time for Lesley to express any concerns or anger he may have. The manager should probe options and opportunities with Lesley and listen carefully to the responses so that appropriate solutions can be developed. There is no one right solution to the case since it will depend on how the Lesley role and manager role are read and played, but the outcome should be that Lesley has heard a clear statement and has accepted that promotion is not possible, that some options have been discussed, and that there is an understanding of the position on both sides. Other issues to watch for will be the age factor and other discriminatory tendencies by the manager. Also watch for the manager putting the blame for the decision on the company or them, rather than taking ownership.
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Materials Required
1. Exercise 8.1 and Handout 8.1 for the Interviewer. 2. Exercise 8.1 and Handout 8.2 for the Interviewee. 3. Handout B.1a for each participant. 4. Handout B.1b for each observer (if required).
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Exercise 8.1
SITUATION
Lesley Smith has been a loyal and hard-working member of the Administration Department for 25 years, bringing a wealth of experience and expertise to the job. Lesley has been the number one stand-in for the Administration Manager for the past five years, covering for sick days and vacations, and recently, standing in for a longer period when the manager was working on a prolonged study out of town. One result of that study has been a reorganization of the administration activities with a subsequent reduction in the number of local departments and positions. This department is one that will grow in size, with people joining from other areas, needing to be trained and integrated into the group.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 8.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 8.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Pat Jones:
An Excellent Performer
TRAINER GUIDANCE
Many managers find it difficult to appraise someone with no faults. Too often we are conditioned to look for something wrong and give negative feedback. The Pat Jones case study is one where the evidence is clearexcellent performance with no blemishesand will give managers the opportunity to test their attitude toward giving praise. In observing and giving feedback, you should be alert to the problems of giving praise and watch for managers picking on the very small amounts of negative information in the role play information that relates to the possible lack of ambition in Pat. The reluctance of Pat to move or to take on supervisory responsibility could also be used to highlight another common perception that up is the only way and people with no ambition have no value. The interview with Pat should be positive, contain praise and appreciation for a job well done, and refer to Pats standing with other managers and among peers.
Materials Required
1. Exercise 9.1 and Handout 9.1 for the Interviewer. 2. Exercise 9.1 and Handout 9.2 for the Interviewee. 3. Handout B.1a for each participant. 4. Handout B.1b for each observer (if required).
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Exercise 9.1
SITUATION
Pat Jones has been employed for five years as a Customer Service Assistant. In that time Pat has attended several training courses and has helped train new staff members to the department in procedures and activities. In previous appraisals, carried out annually, Pat has been rated highly for work quality, work quantity, and personal skills.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 9.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 9.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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10
Bobby Martin:
Developmental Needs Analysis
TRAINER GUIDANCE
In the Bobby Martin case, the manager is confronted with a new employee (three months) who seems to be doing the technical side of the job well, but something is not quite right. The need therefore is to find out what the problem is, if indeed there is a problem, and then develop some way of dealing with it. The first step for the manager is to build confidence. The technical content of Bobbys work is goodhe has successfully completed the training program and moved into the new area. These, and the other positive notes in the role play, such as the previous manager comments, can be used effectively to build the right climate for a discussion about current problems and the future. The next issue for the manager is to identify any issues that are causing Bobby problems with any aspect of the job. Here the skills to develop and observe are those of active listening and asking open-ended questions. Bobby will be reluctant to open up too much, and the skills of the manager can be judged by the extent to which Bobby discloses the true nature of the difficulty, and the embarrassment that it causes. Only when all this information is obtained through careful and empathetic questioning can the manager then progress to the final stage of developing a plan of action. The action planning stage should be one where there is joint development of an appropriate solution to help Bobby develop the interpersonal skills necessary to cope with the Bigtown operation. There are many options, and no guidance is given in the role play. The tone of the discussion thus far, and personal style of the interviewer will therefore be determining factors in how this stage develops. Points to observe will be the extent to which the manager involves Bobby in the development of options and solutions, and the extent to which they are listened to and acted upon. At one extreme, Bobby might resign due to feelings of inadequacy and lack of support. At the other extreme, there might be the agreement to personal coaching from the manager on a more direct and assertive style of approach.
Materials Required
1. Exercise 10.1 and Handout 10.1 for the Interviewer. 2. Exercise 10.1 and Handout 10.2 for the Interviewee. 3. Handout B.1a for each participant. 4. Handout B.1b for each observer (if required).
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Exercise 10.1
SITUATION
Bobby is a graduate who has been working as a management trainee for two years. This period has included many assignments in supervisory and management positions as well as a series of courses on technical knowledge training and management skills. For the past three months, Bobby has been in a permanent management position in your department and, while showing excellent motivation and technical knowledge, has seemed to dislike the content and environment of the job. It is normal in the company to conduct an appraisal interview after the first three months in a new position, and annually after that. This interview is designed more as an opportunity to review any immediate problems in the job rather than as a serious attempt at performance appraisal because there is little actual or comparative data on which to make assessments.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 10.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 10.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Part C: Counseling
Introduction
These role plays concentrate on the manager or interviewer in a counseling situation. They are not designed to train professional counselors, though the situations could be developed for such use. They are written from a perspective of using counseling techniques in a work environment to deal with issues that affect the individual. Greater emphasis of social changes on behavior in the workplace, and greater demands for more participation in decision making come together in the counseling interview. Often the need for counseling is identified through the behavior of people at work, signs of stress, performance problems, or unacceptable actions. Also, changes in attitudes to authority have placed the emphasis on more self-responsibility, and social legislation has limited the arbitrary power of management. In this environment, the development of the manager as a counselor and coach is seen by many as a key issue. Later in this introduction we explain the purpose, approach, and skills of counseling. Any training in counseling skills should involve some discussion on the difference between this form of helping and the more common forms that are associated with advising, telling, or manipulating.
Method
Each role play consists of a brief for the interviewer and for the interviewee. There are five different situations, Chapters 11 through 15, depicted in the role plays, and each has its own particular emphasis and pitfalls for the interviewer. All are drawn from reallife situations and can be used in any environment and within any given set of legislative and company rules and procedures. The situations are: 11. 12. 13. 14. 15. Eliminating Jobs Suspected Alcohol Abuse Performance Problem Sick Leave Absences Career Guidance
With each role play, some guidance notes are provided to explain its main features and to indicate some of the points to watch for in the interview. They will also examine and test the different skills of the interviewer, such as asking probing questions, establishing the right climate, etc. The interviewee should be encouraged to build on the brief given, staying within the guidelines on approach and style. The interviews should last between 30 and 45 minutes.
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Time
For each role play, the minimum time allowed for preparing, conducting the interview, and reviewing should be 1 hours: Introduction to situation and allocation of roles5 minutes Planning for interview10 minutes Conducting interview30 minutes Review of interview, feedback, and discussion60 minutes
Counseling interviews are typically of a longer duration than other types. If time permits, the role plays could be allowed to run for more than 45 minutes. Exceeding this time should only be allowed by the trainer if the interview is still meeting its purpose and effective use of counseling skills is being demonstrated. There is little benefit in allowing a role play to continue where the interviewer is not using the skills effectively. It is better to stop the role play, discuss the experiences so far, then try again with the benefit of feedback and coaching. If video recording is used, then the review time will be between two and three times the length of the interview.
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Handout C.1a
COUNSELING INTERVIEWS
Purpose
The purpose of counseling interviews is to enable individuals to talk about a situation or problem with someone else in a constructive and helpful way so that they can: Make a realistic diagnosis of the situation they are faced with Choose the most relevant action and develop their capacity to meet future situations or problems
Approach
The interviewer/counselor must take a non-judgmental, non-critical, and non-evaluative approach. The objective is to help people help themselves. The emphasis on this process objective identifies counseling as different from other types of interview where the interviewer has the objective of imparting a decision or information. In a counseling interview, the emphasis is on the interviewee rather than the interviewer. The interviewee is encouraged to talk about the situation or problem, and the interviewer listens carefully and avoids any arguments or conflicts. The interviewer helps the individual clarify and accept his or her own feelings, and make his or her own decisions. This approach has two important implications: 1. The need to develop responsibility for ownership and solution of the problem by the interviewee 2. The need for acceptance of the other person by the interviewer An attitude of acceptance by the interviewer will encourage trust, which in turn will allow the interviewee to talk about important issues such as feelings and problems they might wish to avoid discussing. In this way, individual responsibility for problems is increased; dependency and tendencies to blame others are reduced. Solutions, goals, and judgments are largely defined by the interviewee, not the interviewer. Giving advice and information or using authority may be appropriate in individual situations, but they are not counseling. To understand more clearly what a counseling interview and approach is like, consider a professional counseling situation such as marriage counseling. Here spouses have identified problems and are seeking professional help. They have already taken the first steps to accepting responsibility for their problem, although they are probably expecting to be given a solution. The professional counselor will not give a solution, but will work
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Skills
Behaviors to Cultivate:
Active Listening Note the nonverbal and verbal messages, and continuously check for understanding and perceptual distortion. Use open questions that invite the interviewee to continue talking, and paraphrasing and summarizing the conversation to check for understanding and to promote clarity. Use sub-verbal (uh-huh) or nonverbal (nods) methods to indicate a wish to hear more. Use nonverbal behavior (posture, surroundings, eye contact) to show interest and acceptance.
Encouraging Attending
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Immediacy
Changing Language
Disclosure
Confronting
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Problem Solving
Further Reading
Robert de Board, Counseling People at Work, Gower, 1983.
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Handout C.1b
2. Opening
Setting the scene and creating a relaxed climate.
4. Skills
Non-directive questions, active listening, encouraging, summarizing.
5. Flow
Control, pace, verbal and nonverbal behavior.
6. Closure
Summary, analysis, next steps.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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11
Eliminating Jobs
Trainer Guidance
In this interview, the decision to eliminate jobs has been madethis is therefore a counseling interview, not an interview to deliver the initial notice of the need to reduce the size of the work force (see Role Play 21). Some points to watch for in this role play include: 1. The interviewee may not relate immediately to the interviewer, who represents the same organization, and therefore could be associated with the eliminating process. It is very likely that the interviewer will not be viewed as impartial, and it is therefore vital that he or she makes efforts to build rapport and credibility at the outset. 2. For the same reasons, the interviewers empathy may not appear to be genuine. Despite experiencing similar difficulties on mortgage payments, the scale of problems that the interviewee has is much greater. Often staff and specialist departments have the appearance of being cushioned from the real effects of business failure. 3. There is a strong tendency for interviewers to be too ready to offer financial help. The counseling interview is designed to help individuals help themselves, and therefore the emphasis should be to allow the interviewee to express anger and acknowledge the actual problems faced before trying to give advice and solve the problem. When the interviewee has managed to think through options and has come to a decision, then is the time to offer appropriate help and financial assistance. To do so before will only delay the real issues coming to the surface. The interviewer should also be careful not to make promises that cannot be kept, such as a commitment to discretionary assistance. 4. There is a bias in the role plays toward speed and treating the interview as a negotiation. The interviewer is on a tight schedule; his/her line manager is pushing for results and has indicated willingness to agree to extra support. The interviewee is pushing for further financial assistance, and thus a quick settlement is possible without any consideration of the underlying problems of the family, finances, schooling, job opportunities, and the like. 5. Depending on the initial briefing, you can check for possible sexual bias in the interview. For male interviewers, there is often an assumption that the stable income is the male income in the family, and that relocation assistance is similarly weighted toward the male party.
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Materials Required
1. Handout 11.1 for the Interviewer. 2. Handout 11.2 for the Interviewee. 3. Handout C.1a for each participant. 4. Handout C.1b for each observer (if required).
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Handout 11.1
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Handout 11.2
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12
Trainer Guidance
The purpose of this interview is to establish the main cause of an individuals decline in performance, persistent lateness, and increased sick leave absences. Are these issues symptomatic of no discipline, or are they alcohol related? The interviewer needs to have clear judgment on this after the interview. During the interview there needs to be an atmosphere of trust; an acceptance that there are some problems that need to be addressed and agreement to follow up, probably with a second counseling meeting soon. These are the expected outcomes, given the way the role plays are constructed. It would be unrealistic to expect in this first interview that the interviewee will admit to an alcohol-related problem and accept treatment. There are several red herrings in the role plays, such as the new policy on alcohol abuse. This policy should not form a central part of the discussion. The interviewer should concentrate on the behavior of the interviewee and how it falls below acceptable standards, and probe for the reasons behind this progressive decline. Getting drawn into side issues such as discussion on the effectiveness or relevance of the policy, or how it applies to other departments will increase the possibility of the interviewee avoiding the main topic. There is an indication in both role plays that the interviewers style is usually fairly directive and therefore does not fit immediately into a counseling mode. He or she must therefore spend some time and effort building rapport and trust to allow open discussion of the background to the behavioral problems and gain sufficient respect for the interviewee to be willing to return fur further discussions. There is every likelihood that the interviewee is expecting a disciplinary interview, so a different style will be unsettling and could be threatening, and therefore be construed as manipulative. Equally, if the interviewer treats it in a disciplinary style, there is little chance that the real causes of the problems will surface and be discussed. There is also a possibility that an astute interviewee could use the new policy in defense against a disciplinary measure by claiming to be an alcoholic and citing the no disciplinary action rule. On the surface, that admission of alcoholism might appear to be achieving the objective and therefore a success. In reality, using this tactic allows the interviewee to question the managers procedure, divert attention to this away from the real issue, and claim at some future date that the admission was false.
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Materials Required
1. Handout 12.1 for the Interviewer. 2. Handout 12.2 for the Interviewee. 3. Handout C.1a for each participant. 4. Handout C.1b for each observer (if required).
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Handout 12.1
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Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
Handout 12.2
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13
Performance Problem
Trainer Guidance
This interview is designed to be a one-to-one discussion where the emphasis is on obtaining information. The interviewee has a lot of information and a brief time to share it in response to the development of a feeling of empathy from the interviewer. This role play is therefore ideal for testing interview skills in building rapport and active listening. The obvious problem that has necessitated this interview is the individuals performance level that has been declining for a period of time. It is possible therefore that the interviewer could hold a disciplinary interview, demanding an improvement or the imposition of sanctions. If this is treated in this way, there is little likelihood that any of the extenuating circumstances will be revealed, and little hope that a long-term improvement in performance will be affected. A more likely outcome will be that the interviewee will retreat deeper into his or her depression and problems, perform at a lower level as a result, and might even leave the organization in frustration or get fired. There are therefore definite benefits in dealing with this type of situation in a counseling manner, and this can be discussed with the trainees. It might even be possible to test what would happen in a very short role play of the situation using a disciplinary approach, and compare it with a counseling interview. By using a counseling approach, it can be determined that the situation requires understanding, time, and supportive help, not disciplinary action. The role play for the interviewee has instructions to limit the amount of information given out dependent on the feeling of empathy and support that is shown by the interviewer. In this way, comparison of the detail obtained by different interviewers could give further data on which to base a post role-play discussion on effective and less effective behaviors and strategies. The number of stressful situations included in the role play may appear to be many, but it is our experience that once someone has begun to feel overwhelmed with one or two issues, then they will continue to find and magnify problems that add to their depression. Some may then appear to be very small-scale issues, and often these are the ones presented initially in an interview. The interviewer must therefore resist the temptation to dismiss these as minor and insignificant, but continue to probe empathetically for the largest issues that may remain hidden by the interviewee for some considerable time.
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Materials Required
1. Handout 13.1 for the Interviewer. 2. Handout 13.2 for the Interviewee. 3. Handout C.1a for each participant. 4. Handout C.1b for each observer (if required).
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Handout 13.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 13.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Trainer Guidance
Many organizations monitor sick leave absences in detail, not just to reduce costs associated with long-term use and abuse of benefits payments, but also out of a genuine concern for the health of their employees. In this role play, there is a question over the motive behind the increase in sick leave absence, only some of which is covered by doctor verification. The interviewer, therefore, needs to collect as much data as possible, rather than forming an opinion before the interview or on the basis of limited amounts of evidence. The interviewer could put too much emphasis on the apparent short-term problem, that is undocumented absence at the beginning and end of the week, and reach an opinion that this is evidence of malingering. The interviewee role is written so that an aggressive approach is likely to receive a similar aggressive response, and the real background and severity of an injury will not be uncovered. An open, listening approach is more likely to uncover the real extent of the injury and, through counseling, help the interviewee make a decision about taking further expert advice on surgery. The importance of keeping an open-minded approach can be emphasized by this. Some of the difficulties faced by the line manager/interviewer can be identified in this role play. The manager is under pressure to maintain acceptable standards for absenteeism, often by a system and management that are more cost-biased than people-biased. There may even be a prejudgment that undocumented absences are always suspect and that back problems are simple enough to fake. As the interviewer, the responsibility is to uncover any deeply rooted problems and help individuals make decisions that will help solve them. Finally, this interview would normally be carried out on a one-to-one basis. Some organizational precedent might require, or allow the attendance of, a trade union or staff representative with the individual to help protect his or her interests, as the initial perspective is that it is a disciplinary matter. The presence of a third party could change the character of the interview toward a more formal disciplinary approach. If this is likely in your organization, then the interviewers should be given an opportunity to practice with a third party present and to develop effective behaviors to handle the situation effectively.
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Materials Required
1. Handout 14.1 for the Interviewer. 2. Handout 14.2 for the Interviewee. 3. Handout C.1a for each participant. 4. Handout C.1b for each observer (if required).
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Handout 14.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 14.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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15
Career Guidance
Trainer Guidance
This interview should be balanced between giving information and obtaining information. The interviewer has little information on the career aspirations of the interviewee and could therefore be distracted by perceptions and prejudices caused by the role description and comparisons with others. Confronted by someone who does not know what he or she wants in the way of life or career goals, many interviewers will not probe for deeper motivations and patterns that could help in channeling energy; instead, they will use themselves or others as an example and overload the interviewee with advice and information. The interviewer should remember that this is a counseling interview, not an interview to persuade the interviewee to accept a promotion or any other arbitrary plan. The interviewer must listen to the interviewees needs and responses to build a clear picture of the individual and then look for all the development optionsmoving up in the organization is not the only way to develop. It is possible to move across to a similar job in a different area to widen experience; move in to the job by developing greater expertise in the particular function; or move out into a totally different area, or even a different organization. All of these are possibilities, and the information about these options should be driven by the interviewee, not the interviewer. The other opportunity in the interview is to concentrate attention on individual responsibility, not on specific opportunities or decisions. The interviewer can help by introducing a process for life and career planning that will give the interviewee the opportunity to make his or her own decisions better. The role plays are written to be expanded upon by the players. The real life organization of the interviewer should be used to describe options and opportunities. This will also test the interviewers knowledge of what opportunities do exist in the organization. It would be useful to agree to the actual job and function that the interviewee is starting from before the interview. Again, using the real-life situation of the interviewee will enhance realism. The interviewee is instructed to use his or her own feelings and motivations to guide the discussion.
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Materials Required
1. Handout 15.1 for the Interviewer. 2. Handout 15.2 for the Interviewee. 3. Handout C.1a for each participant. 4. Handout C.1b for each observer (if required).
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Handout 15.1
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 15.2
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Part D: Discipline
Introduction
The effective handling of discipline is based on ensuring that all action taken is fair and consistent with both organizational policy and precedent, and is regarded as such by all parties concerned. Most organizations will have a disciplinary procedure and guidelines for its implementation. However, it is the existence of this formal process and the associated punishments, leading ultimately to dismissal, that distorts the true meaning and purpose of discipline. The definition of discipline in Websters New World Dictionary is a branch of knowledge or learning; training that develops self-control, character, or orderliness or efficiency. To punish is at the end of the list of definitions. The principle of a disciplinary interview is that the interviewer should be concentrating on correction through training and instruction. Too many managers see the interview as an obligation to punish and as a result may not take appropriate action. In the handout that follows, we outline some general features of disciplinary action, procedures, and interviews. The role plays are all designed to test both the managers decision-making in taking appropriate action in different circumstances, and to develop skills in handling this type of interview. The emphasis is therefore placed on the process of establishing the facts, identifying a gap between actual and expected standards, and taking action to prevent reoccurrence.
Method
There is a separate role play for the interviewer and for the interviewee. The appropriate legislative and company procedures should be used in the context of making decisions on appropriate action to be taken. There are five different situations, Chapters 16 through 20, depicted in the role plays, each written from real-life situations with its own particular problem. The situations are: 16. 17. 18. 19. 20. Sexual Harassment Unsafe Work Practice Racial Discrimination Interpersonal Conflict Poor Punctuality
With each role play, some guidance notes are provided to explain its main features and to indicate some of the points to watch for in the interview. The interviewee should be encouraged to build on the role play given, responding to the approach and style of the interviewer while staying within the role. In real work situations, interviewers often have the right to be accompanied, and sometimes represented, by a colleague or trade union or company representative. If this is the norm in your organization, the role play should
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include such a third person to take on this role. The interviewee and his or her friend should work from the same role play and agree to their plan jointly. You may wish to set up parallel interviews with and without the third party to highlight any different needs in preparing for, and conducting, the interview. The interviews should last about 30 minutes.
Time
For each role play, the minimum time allowed for preparing, conducting the interview, and reviewing should be 1 hours: Introduction to situation and allocation of roles5 minutes Planning for interview10 minutes Conducting interview30 minutes Review of interview, feedback, and discussion60 minutes
If video recording is used, then the review time will be between two and three times the length of the interview.
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Handout D.1a
DISCIPLINARY INTERVIEWS
The principle of a disciplinary interview is that the interviewer should be concentrating on correction through training and instruction. Too often, discipline is used synonymously with dismissal or other punishments associated with formal disciplinary procedures that exist in most organizations. This often results in managers opting out of the disciplinary responsibilities contained within their jobs, or rushing in and starting formal proceedings without adequate preparation, which may then have to be reversed. The existence of legal safeguards on unfair dismissal for employees, grievance and appeal procedures, and the protective nets provided by trade unions and staff associations have all helped both to limit the excesses of irresponsible management and to concentrate attention on the top of the disciplinary iceberg (see Figure 1). Here, as is typical of icebergs, the bulk is under the surface and managers should direct their effort here where most cases of unsatisfactory performance occur. These cases are likely either to be handled badly or ignored. Also at the base of the iceberg, managers could carry out the training and instruction side of discipline and probably prevent many issues from escalating into problems that have to be dealt with further up.
Legal Issues Dismissals Suspensions Written warnings Formal verbal warnings Informal verbal warnings Instances where action should be taken, but is not
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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The action in most formal disciplinary procedures will be progressive, from informal verbal warnings to formal verbal warnings to written warnings to dismissal. Sometimes the seriousness of the misdemeanor is such that entry into the procedure is at a higher level, including immediate dismissal for acts of gross misconduct. It is therefore important that managers understand the formal procedure, their own authority level, and any precedents that will affect the decision in any particular case. This requires careful preparation, and implies that disciplinary interviews are not carried out in the heat of the moment. Once again though, by spending too much time in the analysis of action in formal cases, the manager will be deflected from looking at the base of the iceberg. Here, no formal disciplinary punishment is required, but staff need to be trained in the achievement of expected standards. The most effective way of handling discipline in any organization is to ensure that problems never arise. The manager must therefore ensure that all staff are made aware of the standards expected from their performance and behavior at work. Often these are not clearly laid out and can vary between organizations, locations, departments, and even between different managers within the same organization. Staff members need to know what is expected of them so that they can comply in terms of performance or behavior. Often a clearly expressed standard that is understood by staff is sufficient to cause the change required. This is step one in the training for correction process. If the standard is known and performance still falls below an acceptable level, the manager must take further action. This should not be by an overreaction and rushing in and invoking arbitrary punishments, nor by underreacting and ignoring the continued underperformance. In the latter case, the manager will allow a new, lower standard of performance to be established through custom and practice that will be a defense in the event of future action. Conversely, overreacting omits the essential feature of making decisions that are based on facts, not emotion. The training approach involves the manager in investigating the breach of standards from both perspectives, and establishing with the individual the gap that exists between the expected and actual performance or behavior. This is done by establishing the facts in a neutral manner and getting agreement to them. Once the gap is established, individual circumstances will guide the next steps that are to establish a process for closing the gap and carrying out the action.
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Handout D.1b
Comments
2. Opening
Setting the scene and creating a relaxed climate.
4. Skills
Open-ended and probing questions, listening, summarizing.
5. Flow
Control, pace, verbal and nonverbal behavior.
6. Closure
Agree to future standards and objectives. Summarize interview and next steps.
Giving Feedback
Immediate: Impact: Personal: Descriptive: Give feedback as soon as possible after the event. Focus the impact on you; dont guess at the intention. Give your own feedback; dont guess how others reacted. Describe what happened; dont make judgments.
Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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16
Sexual Harassment
Trainer Guidance
The interviewer is given many questions in this role play, including: 1. There is an uncorroborated complaint of sexual harassment: Is it a genuine complaint or trouble making? Is it possible to get corroboration without publicity? Are there other potential complaints? 2. The two parties have had a previous relationship: Does this indicate revenge? Is one party trying to take advantage of the past? 3. The environment has been and is allowed to be relaxed: Is it productive fun or just lax? Is there an accepted and understood standard of behavior? Has this action gone against that standard? Does it offend his/her own behavioral standards? 4. The manager has been part of that relaxed environment: Has he/she been compromised? Does he/she now need to set himself/herself apart and set new standards? Will he/she lose respect and friendships as a result? Does he/she like the environment the way it is? Has he/she been, or is now, a willing participant? 5. How close is the managers relationship with the interviewee? Does this affect his/her approach? Should he/she refer this to a third party who is not involved? These individual problems will affect the way in which the interview is conducted, and the interviewers attitude and decision making. You should be aware of these possible biases and distortions and be prepared to challenge them during the planning or review stages. As well as the problems listed above, there is one important distortion that will affect most peoples ability to handle the interview in a neutral waythe genders involved.
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The roles have been deliberately written to be asexual, but in carrying out the role play, the importance of gender and stereotyping will become evident. It is important to be aware of potential bias and possible discrimination. It is also a very sensitive subject, deeply rooted in behavior and value systems, and therefore you should take particular care with feedback. There is likely to be an assumption that the complainant will be female, making a complaint about a male. The roles could easily be reversed, or be male/male or female/female. Investigating managers reactions to these different scenarios will help in raising individual awareness as well as in facilitating equal opportunity and discrimination training. The emphasis in the interview will be on fact-finding to compare the two perceptions of the case, and then to carry out whatever action is deemed necessary. The actions chosen by the interviewer might include: Doing nothing. Punishing one of the two parties to make an example: - The complainant for making malicious allegations - The other party for the harassment Establishing and communicating an acceptable code of behavior. Transferring one of the parties to another department. Referring the matter to a higher authority. Setting up training sessions for the whole department. Interviewing both parties together in a counseling interview.
Whatever the choice, this should be considered in light of the information discussed during the role play; the procedures and policy of the organization; the social legislation that might be applicable; and from the perspective of good management practice. From the information about the environment and situation in the role play, a good outcome would be to: Establish a code of conduct in the department. There is no evidence that one currently exists, so it is impossible to apply any rule except those of general moral and acceptable behavior. Establish some training and coaching sessions so that individuals can be educated in the subject, thus helping to protect victims and potential victims. Gain acceptance that there will be an immediate improvement in behavior in general, with reference to the specific parties, and that any further complaint from any source will be treated with an appropriate level of penalty (which should be quantified).
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Part D. Discipline
This is not the only action that would be effective, and it is not suggested as the best. As already stated, the actual decision will be dependent on the way in which the role play is carried out, and the general social and organizational environment.
Materials Required
1. Handout 16.1 for the Interviewer. 2. Handout 16.2 for the Interviewee. 3. Handout D.1a for each participant. 4. Handout D.1b for each observer (if required).
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Handout 16.1
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Handout 16.2
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17
Trainer Guidance
In this role play, there is a history of many minor breaches of rules and procedures and, while no one particular incident will necessarily be sufficient for a disciplinary interview, the combination suggests that there might be a deeply rooted attitude and behavioral problem that does need attention. This most recent incident provides an opportunity to look at performance over time and establish the gap between actual and expected behavior in general, as well as in each specific case. There are some other features in the role play that might affect the supervisors/ interviewers approach and action, and will test ability in probing for underlying motivations and feelings: Does the fact that this incident was reported by a director have any influence on the supervisors attitude, action, or decision? Does the fact that the supervisor had to clear up the work have any influence on his or her attitude, action, or decision? Does the work environmentself-supervised operation with staff establishing their own prioritieshave any effect on the individuals behavior? Has the training and explanation of safe methods of work been sufficient? Does the interviewee have any attitudes that are in conflict with good practice that need to be addressed through coaching and training?
The interviewer should strike a balance between giving information and obtaining information. Giving information should be about standards of safe operation and behavior, establishing the gap between actual and expected standards, and explaining the consequences of non-compliance. Obtaining information should focus on the other side of the story, the opinions on safety and good work practice, and the general attitude to rules and procedures. This is probably the last opportunity the supervisor has to help establish personal responsibility and motivation to achieve the acceptable standard of performance before a formal disciplinary procedure is invoked. In the role play, individuals playing the interviewer role may feel that this stage has already been reached and that a formal
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warning is appropriate. If so, you should review with them their reasons for that decision, and whether it is based in whole or in part on the intervention and perceived expectation of a senior manager.
Materials Required
1. Handout 17.1 for the Interviewer. 2. Handout 17.2 for the Interviewee. 3. Handout D.1a for each participant. 4. Handout D.1b for each observer (if required).
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Handout 17.1
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Handout 17.2
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18
Racial Discrimination
Trainer Guidance
The purposes of this disciplinary interview are to reinforce a known standard of performance with the individual, establish the gap between the actual and expected performance against this standard, obtain acceptance of the need to conform, and understand the consequences of non-conformance. The situation is made more complex by the subject matter of racial discrimination. This is a subject that is often highly charged with feelings and individual values that can cloud rational argument and action. The interviewer must therefore prepare the case and conduct the interview on the facts of the situation. The evidence of discrimination has been highlighted through a trend-monitoring process, not by direct observation or complaint. The monitoring information would not be sufficient in itself to justify a disciplinary interview, but the additional evidence from direct observation and from staff gives collaboration necessary to take action. The supervisor concerned has more evidence of the actual discrimination. The skill of the interviewer in probing and listening to the interviewee could uncover this extra information. Again, the interviewer must decide what action is appropriate and whether the evidence is sufficient to warrant punitive action, and if so at what level. (As a guide, participants should use their own organizations policies and disciplinary procedures.) Care needs to be taken not to put too much emphasis on a previous disciplinary case. The resulting caution cannot be considered in determining action at this time, because it is outside the two-year limit contained in the organizations rules. However, the interviewer can use the example as evidence of a trend in discrimination to probe the supervisor for evidence of values and actions.
Materials Required
1. Handout 18.1 for the Interviewer. 2. Handout 18.2 for the Interviewee. 3. Handout D.1a for each participant. 4. Handout D.1b for each observer (if required).
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Handout 18.1
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Handout 18.2
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Interpersonal Conflict
Trainer Guidance
In this role play, the interviewer has to establish what happened and hear both sides of the story. The ground rules should be that what occurred fell outside the acceptable standard of behavior and that a recurrence is not expected. The most important action then is to understand why it happened, and find ways of ensuring that there is no repeat. Immediately handing out a punishment to both parties is unlikely to deal with the cause of the conflict, which will then possibly flare up again in the future. Depending on the choice of the interviewer, the interviews can either be carried out individually or jointly. Considering that the subject is one of interpersonal conflict, having an initial joint interview would probably put too much of a strain on the interviewer in keeping the peace, and therefore not achieve the objective of understanding what happened. Thus, initial individual interviews are favored, with the strong possibility of a final joint interview to reinforce the message given to each individually. The interviewer must be aware that conducting individual interviews can cause a bias, either actual or perceived. Whoever gets the chance to put their side of the story first can color subsequent descriptions and influence in their favor. The interviewer must go to some length to be, and appear, impartial and neutral. A third party observer can be very effective in ensuring that this takes place. The interviewer must also decide the appropriate action to take, given the statement of policy in the role play. As threatening behavior was reported, does this constitute summary dismissal? Is it not that serious, since no fight took place, but serious enough to warrant a formal warning of some kind? Does it require a plan of action and improvement in behavior? What does the staff who witnessed the event expect? Is that of any relevance? How will the disciplinary policy and procedure be viewed by all concerned after the action is taken? There is shared blame in this situation. Interviewee 1 started behaving aggressively, but with provocation over a long period. This is still not an acceptable way to resolve differences. Interviewee 2 has a poor attitude about the quality of work. Neither are promoting good teamwork and cooperation, and neither help the bonus payment for the whole group. (Note: As there may be a series of interviews associated with this role play, more time is required to complete the role play and to conduct the review. A guide would be to add at least 50 percent to the time estimates identified in the introduction to this section.)
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Materials Required
1. Handout 19.1 for the Interviewer. 2. Handout 19.2 for Interviewee 1. 3. Handout 19.3 for Interviewee 2. 4. Handout D.1a for each participant. 5. Handout D.1b for each observer (if required).
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Handout 19.1
Employees render themselves liable to disciplinary action when they fail to observe known, accepted standards of performance and behavior. For example, when they:
and:
Consistently fail to achieve satisfactory standards of job performance; Disregard generally accepted standards of behavior and common decency while on company premises; Take action detrimental to
There are certain offenses that must be regarded as so serious as to render the offender liable to summary dismissal; that is, without previous warning. These offenses include:
You are a firm but fair manager, leaving people to manage their own tasks, work on a day-to-day basis, and develop a feeling of team effort. However, while you are often happy to be in the background, you are not afraid to take a clear stand when someone breaches the rules and upsets the team. Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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Handout 19.2
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Handout 19.3
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20
Poor Punctuality
Trainer Guidance
The interviewer needs to strike a balance between giving information and obtaining information in this role play. The interviewer role suggests an almost undercover operation to catch poor timekeepers, and a determination to believe that his or her own standards should be imposed in general. The tendency could be to introduce a penal discipline element to the interview immediately, without giving an opportunity to listen and understand the other side. The interviewer, therefore, must be aware of the possibility of jumping to conclusions, and the need to check out assumptions before taking action. If the interviewer decides to take an aggressive stance, there is a high probability that a good worker will leave. The interviewee has already considered moving and is under stress. If, however, the interviewer takes a more balanced approach, the background information could be introduced to the situation and taken into account. Then clearly this is not the time for punitive action, but the time to help the person overcome difficulties by allowing some flexibility. It still might not work out in the end, but at least the manager will have made every effort to solve the problem. The role play, therefore, tests the attitude of the interviewer in the planning stage and his or her skills in the interview in being able to suspend judgment and listen and probe for reasons and opportunities to help. Discipline in this example is all about establishing the acceptable standard of behavior and finding ways to help the individual meet these standards.
Materials Required
1. Handout 20.1 for the Interviewer. 2. Handout 20.2 for the Interviewee. 3. Handout D.1a for each participant. 4. Handout D.1b for each observer (if required).
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Handout 20.1
An employee renders himself or herself liable to disciplinary action when his or her conduct is judged to constitute a breach of company standards of performance and behavior. Although it is not possible to give an exhaustive list of offenses, examples of behavior that may constitute misconduct are:
Actions that affect the work of the organization, such as: - Persistent poor punctuality - Absenteeism without adequate reason - Refusal to carry out reasonable instructions Failure to follow established policies and procedures
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Handout 20.2
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Part E: Exit
Introduction
The role plays in this section deal with the interviewing process at the opposite end of the employment spectrum to the selection interview, when for diverse reasons, employer and employee are parting company. Trends in the workplace, new forms of employment agreements, economic pressures, and other factors have made the separation scenario increasingly more common. Departures may be voluntary or involuntary, amicable or traumatic, planned or unplanned, but in all situations they require effective communication. There is a need for exchange of information and clarification to ensure mutual understanding of terms and conditions, reasons and options, and this is typically done through one or more formal interviews. The five role plays presented in this section will allow managers and supervisors to practice common types of separation interviews. Many organizations have formal policies and procedures for exit interviews and these will include guidelines, definitions, and codes of practice. This applies particularly where there are legal issues and union requirements. Where such procedures exist, you should use these guidelines and recommendations in introducing and explaining the role plays. General considerations on the differences between various separation situations and the conduct of appropriate interviews are offered as a handout to present an overview of the separation interview if no organizational policies are available. The guidance notes with each of the typical situations form the basis for feedback and review.
Method
Each role play consists of a brief for both the interviewer and for the interviewee. The interviewers role play includes documents or information he or she is likely to have for that particular type of interview. The organizations policy and procedure manuals and any relevant guidelines, exit checklists, or separation interview record forms should be available where these exist. Interviewers and interviewees may use their personal data or plausible facts to fill out the background of their roles, keeping in mind that the objective of the exercise is to practice conducting a constructive interview. There are five different interviews, Chapters 21 through 25, depicted in the role plays, each taken from common situations and each within a specific focus and context. The situations are: 21. 22. 23. 24. 25. Terminating Employment Resignation Voluntary Early Retirement Dismissal Closure/Relocation of Business
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With each role play, some guidance notes are provided to explain its main features and to indicate some of the points to watch for in the interview. The interviewee should be encouraged to build on the role play given, responding to the approach and style of the interviewer while staying within the role. The objective here is to practice and experience the skills and techniques of interviewing, not to try to argue, rebut, bargain, or redress the situation, nor to attack, trap, or upstage the other. The interviews should last about 30 minutes. Feedback should be focused on the use of skills and techniques as well as on the balance of time allotted to information-giving and information-gathering.
Time
For each role play, the minimum time allowed for preparing, conducting the interview, and reviewing should be 1 hours: Introduction to situation and allocation of roles5 minutes Planning for interview10 minutes Conducting interview30 minutes Review of interview, feedback, and discussion60 minutes
If video recording is used, then the review time will between two and three times the length of the interview.
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EXIT INTERVIEWS
The first objective of exit interviewing is to inform or confirm the decision to end an employment relationship. The second objective is to explore and clarify the reasons, conditions, options, and terms to reach the most satisfactory conclusion. When the departure is voluntary, there is an implication that the employer is given the opportunity to clarify the reasons for the employees decision to leave the job. In an involuntary departure, it implies that the employee is given the opportunity to learn the causes and reasons for the companys decision and any possible implications for the future (for example, what type of references the employee may expect to receive, any outplacement assistance or continuation of certain benefits, effective date, severance payment, remaining vacation entitlement, transfer of insurance coverage or pension funds, etc.). In both cases, the employer and the employee should both have the opportunity to explore and exchange information for mutual understanding of the terms, conditions, and any possible options. This handout reviews some general aspects and specific characteristics of exit interviews. The ideal outcome is to reach the most satisfactory conclusion possible of a working relationship, given all the factors and circumstances involved. In todays workplace, where nothing is permanent and the only constant is change, leaving a company is becoming more common. New employment trends are toward independence, self-development, self-sufficiency, freelancing, cottage industries, project assignments, and term contracts. Companies rarely promise, and employees less frequently expect, a life-long commitment to employment. However, the effective manager and enlightened supervisor must not ignore the fact that a separation, even when planned, desired, and expected, represents breaking a link or a bond. It can, therefore, be a highly sensitive, stressful event. Even when retirement is anticipated, carefully prepared through company-sponsored workshops and initiated through the ritual ceremonies of farewell dinners, speeches, toasts, and gold watches, it is still a traumatic shock to the system. It is a lesser shock certainly than other types of separations, and with diminished reactions of denial, bargaining, anger, and reluctant acceptance, but a real shock just the same. Countless stories abound of people who could not adjust to this change after a lifetime of faithful service, relating at least part of their identities to their jobs. The exit interview requires careful, thoughtful preparation and sensitivity to the underlying issues. When separation is sudden, unexpected, and misunderstood, such as in cases of involuntary termination or dismissal, layoffs, or company closure, the shock and trauma are of far greater magnitude. Managers must then be prepared to deal with the emotional reactions, the protesting or denial, the attempt at bargaining or renegotiating another chance before resigned acceptance of the fact. The person is reacting to a break in a Reproduced from 25 Role Plays for Interview Training by Geof Cox and Chuck Dufault, HRD Press, Amherst, Massachusetts, 1993
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and gathering information: Checking the employees understanding and acceptance of the situation and the reasons for the decision Exploring the employees reasons for leaving and his or her observations about the job, the company, and the environment (particularly in resignation or voluntary retirement) Listening to any other issues or lingering concerns
The interviewer needs to remain calm and not get caught up in any emotional reaction or contradictory argument. There is nothing to be gained by dwelling on the past or trying to attribute blame to anyone, including third parties. The divorce courts have an expression that says it well: No fault divorce. It is best to strive for an acceptance of the reality of the situation and look to the future on amicable terms. A constructive conclusion cannot be built on enmity or vindictiveness. The interviewer must pay attention to clarity to preclude any possible misunderstanding or potential problems. The interviewer needs to exercise empathy and use active listening to verify complete understanding by the employee and to appreciate the employees perception of future plans.
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Handout E.1b
2. Opening
Setting the scene and climate.
4. Skills
Open-ended and probing questions, listening, summarizing.
5. Flow
Control, pace, verbal and nonverbal behavior.
6. Closure
Summarize interview and any agreed to next steps.
Giving Feedback
Immediate: Impact: Personal: Descriptive: Give feedback as soon as possible after the event. Focus the impact on you; dont guess at the intention. Give your own feedback; dont guess how others reacted. Describe what happened; dont make judgments.
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21
Terminating Employment
Trainer Guidance
This exit interview takes place between a manager and a female subordinate, one-toone. The manager has made a decision to eliminate the administrative assistant position, so the purpose of the interview is to give the information: the facts, the reasons, and information about possible future plans. It is not a counseling interview (see Role Play 11). The role plays describe the situation from both sides and no further materials or information should be needed. The interviewer and interviewee may supplement the information given by personal data to amplify the case, and refer to their organizations policy or procedure guidelines, where appropriate, when positions are eliminated. Among the points to watch for in this role play is the clear intention of the manager to treat the employee with respect and deference. In fact, there is a considerable amount of regret and discomfort on the part of the manager who has put off execution of this decision for several weeks. The interviewee may not hear the information as intended, nor perceive the managers concern and solicitude, due to the shock of the situation. In feedback, it would be useful to check the amount of information received by the interviewee and the level of understanding. Often, she will have totally misheard the content of the interview and misread the context. The interviewee is unwittingly practicing a form of selective listening conditioned by her perception of the situation. The interviewer should show empathy, but be aware of the real possibility of not appearing to be genuine (again because of the employees prejudged conclusion of what was about to happen). Also be aware of the possibility of a gender discrimination claim that could be filed against the manager because of the employees physical condition (pregnancy).
Materials Required
1. Handout 21.1 for the Interviewer. 2. Handout 21.2 for the Interviewee. 3. Handout E.1a for each participant. 4. Handout E.1b for each observer (if required).
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Handout 21.1
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Handout 21.2
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22
Resignation
Trainer Guidance
The individual concerned has made the decision to resign, so this is an obtaining information interview, not an attempt to give information and try to persuade the person to change his or her mind. The emphasis here will be to explore the reasons behind the individuals decision, to clarify his or her motivation, and understand the real reasons for leaving. If this person is honest and forthright, it will enable the interviewer to gather information that could be helpful in determining possible corporate policy changes to keep other key staff from leaving. The interviewer should use active listening techniques and probing questions with empathy to try to see things from the other persons perspective. The role plays can be expanded upon by the players, and their organizational structure, policies, and procedures may be used to amplify certain points. It should be a positive, constructive discussion aimed at the individual leaving the organization on good terms. The interviewer should not be hypercritical for the sake of getting even or settling old scores. The interviewer may not be prepared to hear all the information available, due to a certain amount of personal bias based on assumptions and perceptions of the motivation for leaving. Feedback and review can therefore focus on the risks of listening filters and blocks to understanding that occur when we base our plans on inference and assumption.
Materials Required
1. Handout 22.1 for the Interviewer. 2. Handout 22.2 for the Interviewee. 3. Handout E.1a for each participant. 4. Handout E.1b for each observer (if required).
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Handout 22.1
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Handout 22.2
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23
Trainer Guidance
This role play takes place between the manager of a department and an older person in a support position. The department head is faced with the obligation to reduce the head count before years end and believes that the older employee should be interested in the companys generous package for voluntary early retirement. The employee, being of the right age and level of service, could qualify for the package, but has not given it any thought or consideration since he/she has substantial financial obligations. The manager has found a seemingly easy solution to get a head count reduction and will interview the employee to explore his/her reaction to the possibility. This is essentially an information-gathering interview, but the interviewer has a very strong bias and personal interest to get the employee to accept the proposal. Among the points to watch for is the projection of the interviewers strong bias. The manager can give the impression through an assertive tone that the decision is already made and the employee has no option but to accept. This can then appear to the employee that he/she is effectively being dismissed. The interviewer will have to use empathy and effective listening skills to be aware that the employee may not even have considered the option. Having other priorities and commitments, he/she may be shocked by the blunt proposal. The interviewer should understand that security and financial obligations are the major concerns from the employees perspective. Participants may use personal details of hobbies or interests and company structure or voluntary early retirement procedures for supplementary information.
Materials Required
1. Handout 23.1 for the Interviewer. 2. Handout 23.2 for the Interviewee. 3. Handout E.1a for each participant. 4. Handout E.1b for each observer (if required).
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Handout 23.1
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Handout 23.2
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24
Dismissal
Trainer Guidance
This role play takes place between a Human Resources manager and a young management trainee. The trainee has not performed adequately or consistently in three different assignments over 18 months and has been absent or ill excessively in recent weeks. He/she is constantly asking for recognition of superior talent and abilities; however, he/she does not understand that there will not be greater responsibilities assigned until the small jobs are completed satisfactorily. A decision has been made to dismiss the trainee. Because there are indications of potentially serious social and attitude problems and the individual is leaving the third employer in less than five years, there is an option in the interviewer role to offer external counseling services. This is an information-giving case and the interviewer has to inform the employee of the facts, reasons, and proposed actions for the future. It is important that the interviewer verify the trainees understanding of the situation, what has happened, and what will happen in the coming weeks. The only information to obtain is confirmation of this understanding. It appears that there has not been understanding of the warnings and coaching given at monthly review meetings. The interviewer may perceive that the trainee will be expecting a dismissal interview due to the warning issued at the last meeting. The attitude of the trainee has been to ignore these warnings and continue the inappropriate behavior. The interviewer should be empathetic, but should avoid getting caught up in the interviewees tendency toward a self-pitying, victim role. The interviewer has made several attempts in the past to help the trainee see the problems and may react to an emotional outburst with anger and frustration.
Materials Required
1. Handout 24.1 for the Interviewer. 2. Handout 24.2 for the Interviewee. 3. Handout E.1a for each participant. 4. Handout E.1b for each observer (if required).
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Handout 24.1
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Handout 24.2
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25
Closure/Relocation of Business
Trainer Guidance
This interview would normally take place on a one-to-one basis, between a department head and a member of staff. It may be possible to include a person from the Human Resources Department to make up a panel. This would imply the need to clarify roles and responsibilities of panel members. The objective is an exchange of information, following the decision to close down and move to a new location. The interviewer must give full information about the new location and the terms offered for relocation, as well as an explanation of the settlement package for those who choose not to move. The interviewer also needs to get full information on the interviewees position, his or her willingness to move or wish to stay, and on what terms. The interviewer must be clear in giving the details about the two options so that the interviewee can make an informed decision. It is also necessary to listen carefully to the interviewees reactions and responses, using clarifying questions, paraphrasing, and summarizing to ensure precise understanding of the interviewees desire to relocate or acceptance to leave the company, and under what terms and conditions. The interviewer must strive to keep an objective, but empathetic attitude. If the interviewer appears to favor one or the other solutions (oversell or undersell the relocation), it may unduly influence the interviewee to make a decision that would be neither in the employees nor the organizations interest. Feedback should be directed to the balance between giving and gathering information and a balanced presentation of the options. The interviewee should be questioned during the review on whether any pressure was felt to adopt either one of the solutions. Participants may need to include personal data or organization information to elaborate on the roles.
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Materials Required
1. Handout 25.1 for the Interviewer. 2. Handout 25.2 for the Interviewee. 3. Handout E.1a for each participant. 4. Handout E.1b for each observer (if required).
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Handout 25.1
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Handout 25.2
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