Interviews have been defined as 'conversations with a purpose'. They are essential fact-finding management tools. Job interviews, discipline interviews, appraisal interviews, exit interviews for managers, it is simply good sense to learn how to interview other people well. In the hands of an expert, an interview can be a short, straight path to the right answers. You can take that path by adopting the following proven practices.

1. Do Your Homework
If you are unprepared for an interview, you'll make inefficient use of time, present a poor image, and struggle to obtain pertinent details. Don't try to start or muddle through an interview cold. Know exactly the purpose of the session, read and familiarise yourself with all relevant documentation, and prepare a set of questions or topics in advance.

2. Put the Interviewee at Ease
Interviews can be stressful affairs. A relaxed setting, a warm welcome, and a few introductory pleasantries are enough to establish a friendly atmosphere. By doing all you can to reduce the intimidating aspects of the occasion and show genuine interest in the person, the more likely it is that you will get honest and detailed information—and, after all, that's the purpose of the exercise.

3. Remain Focused on Your Objective
Know in advance what facts and information you wish to obtain during the interview and frame your questions to get that data. Don't focus the session on yourself nor allow the interview to be sidetracked by irrelevancies.

4. Keep the Initiative
You are conducting the interview, so stay in control of the situation. Keep things moving by directing the flow of conversation along specific lines towards your desired goal and to cover your key topics. Your aim should be to maintain a pleasant atmosphere in which you encourage the interviewee to talk freely while you maintain an objective and impartial stance.

5. Ask the Right Questions
Your questions should be framed in such a way that they get complete and detailed answers. Limit those questions which elicit yes or no responses. Avoid multiple questions: by asking two or three at once, you won't get satisfactory answers to any. Use follow-up questions to probe areas of uncertainty.

6. Keep the Interviewee Talking
Your job is to encourage the interviewee to talk. Remember, you have a captive audience; the interviewee probably has no option but to sit and listen if you choose to do all the talking. So, always listen objectively and attentively. Don't worry about gaps in the conversation; if the interviewee stops talking, and you want to hear more on the same topic, just remain silent. Your silence will indicate you expect the other person to continue. The more the interviewee talks, the more will be revealed.

7. Be Aware of Legal Issues
It may be discriminatory to ask questions that aren't related to a person's capacity to do a job. Avoid questions relating to marital status, child-care arrangements, religious practices, age, plans for having children, racial background, political beliefs, or physical disability.

8. Take Notes
As unobtrusively as possible, make notes during the interview, so that important points are captured. Where appropriate make use of check lists. For example, use a list of qualities you want to find in a job applicant, or a list of topics you want to cover in an exit interview. These lists help you to focus the interview on pertinent matters and provide written data for analysis later.

9. Analyse and Act on Your Information
Immediately after the interview, take some time to elaborate on your notes, summarise answers, record factual information, and review the data. If you conduct several interviews in succession, e.g. job interviews, this process is essential; you'll find it difficult to associate information with particular candidates without the aid of detailed, objective notes on each person. As well, the time spent on this task will prove invaluable if you need to share your findings later with others.
         
  Remember also...

• Ensure the interview session is free from interruption.
• Keep the interview going at an apparently unhurried pace. Don't keep looking at your watch—or you will unnecessarily make the interviewee feel unwanted or upset, on the edge of the chair ready for a hasty departure.
• Watch as well as listen.
• Don't let your feelings interfere with your judgement.
• Don't waste time repeating what is already known.
• Don't criticise or indicate disapproval.
• At the finish, invite questions about any issues not covered during the session and explain what the next step will be.
• Always end on a positive, friendly note.

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