How to Conduct More Effective Interviews for Employees and Volunteers
For organizations serving children and vulnerable adults, an interview is more than an opportunity to assess experience. It is an important part of determining who should be placed in a position of trust.
Background checks remain essential, but they don’t provide a complete picture of every applicant. A comprehensive screening process should also include a completed application, interviews, reference checks, and other screening methods appropriate to the individual’s level of access. (Praesidium: Screening and Selection; Screening Out Offenders)
To make interviews more effective, organizations need a process that is consistent, thoughtful, and designed to uncover meaningful information.
Start With a Consistent Process
Formal interviews should be conducted with all prospective employees and volunteers. Interviews can be particularly valuable for applicants under the age of 18, when traditional background screening may provide limited information.
Before the interview, prepare a standard set of questions for every applicant pursuing the same role. Consistent questions make it easier to compare responses, document concerns, and evaluate applicants using the same expectations.
Interviewers should also review the applicant’s completed application in advance. Look for missing information, inconsistencies, or areas requiring clarification. Praesidium recommends that organizations not move forward with an applicant until the application is complete.
Create an Open Interview Environment
Choose a private location with minimal distractions or interruptions. During the conversation, give the applicant enough time to answer each question fully. Avoid interrupting or moving too quickly to the next topic.
Applicants naturally want to present themselves positively. A professional but conversational environment can encourage more honest and complete responses, giving interviewers a better opportunity to identify information that may require follow-up.
Whenever possible, include at least two members of the organization in the interview. One person can lead the discussion while another takes detailed notes and listens for inconsistencies or incomplete explanations. Multiple interviewers can also compare their observations before making a decision.
Ask Questions That Reveal Meaningful Information
Behavioral questions ask applicants to describe how they responded to situations they have previously encountered. These questions can provide more useful information than asking what an applicant believes they would do in a hypothetical situation.
For example, instead of asking:
“What would you do if a child refused to follow your instructions?”
Ask:
“Tell us about a time when a child or program participant would not follow your instructions. How did you respond?”
Additional behavioral questions might explore how the applicant has:
- Responded when someone tested their patience
- Managed a disagreement with a supervisor or coworker
- Handled a rule they did not agree with
- Responded after observing a policy or boundary violation
- Maintained appropriate boundaries with those in their care
Praesidium’s screening guidance recommends using behavioral questions to identify patterns in an applicant’s previous actions and assess whether they demonstrate the skills and characteristics needed to work safely with children or vulnerable adults.
Behavioral questions should be supported by skill-based and value-based questions. Skill-based questions assess whether the applicant can carry out the responsibilities of the position. Value-based questions help determine whether the applicant understands and supports the organization’s culture of safety, including its expectations around boundaries, supervision, and reporting concerns.
Pay Attention to Potential Red Flags
Remain alert to inconsistent information, evasive answers, incomplete explanations, and responses that may indicate elevated risk.
Concerns identified during the interview should be documented and discussed with the other interviewers. Compare the applicant’s responses with information collected through the application, references, and background screening.
Praesidium recommends conducting at least three reference checks, including two professional and one personal. Organizations should use consistent reference questions, take detailed notes, and share those notes with the hiring team so potential concerns are not missed.
Consider the Applicant’s Level of Access
The screening process should reflect the level of access an employee or volunteer will have to those the organization serves. Praesidium recommends considering four factors:
- Frequency: How often will the person interact with consumers?
- Duration: How long will those interactions last?
- Level of supervision: Will another adult consistently supervise the interactions?
- Nature of the relationship: Will the person develop ongoing relationships with consumers and families?
Individuals with greater access should receive more thorough screening. Organizations must also follow all applicable federal, state, licensing, and regulatory requirements.
Build Interviews into a Larger Screening System
No single screening method provides every piece of information an organization needs. Effective screening brings together the application, interview responses, references, background screening, and the applicant’s anticipated level of access.
By asking consistent questions, focusing on past behavior, documenting responses, and reviewing the complete applicant record, organizations can make more thoughtful decisions about the employees and volunteers entrusted with those they serve.
To learn more about strengthening your organization’s screening and selection practices, contact Praesidium.