Structured Interview

What is a structured interview?

Definition: A structured interview is a standardized method of assessing candidates during the hiring process by asking all candidates the same set of predetermined questions in the same order and using a consistent format across all interviews.

The goal is to ensure fairness and objectivity in the evaluation process, making it easier to compare candidates based on their responses. Structured interviews are designed to minimize bias and subjectivity, focusing instead on the specific requirements and competencies needed for the job.

Key Features of Structured Interviews

• Predefined Questions: Questions are carefully designed before the interviews and are directly related to the job’s requirements. They often include situational, behavioral, and competency-based questions.
• Consistency: The same questions are asked to all candidates applying for the same position, ensuring that each interview is conducted in a similar manner.
• Scoring System: Responses are typically evaluated using a standardized scoring system, which helps in objectively assessing each candidate’s qualifications and suitability for the role.
• Training for Interviewers: Interviewers are usually trained on how to conduct structured interviews to maintain consistency and reduce bias throughout the process.

Advantages of Structured Interviews

• Reduced Bias: By asking all candidates the same questions in the same order, structured interviews help to reduce interviewer bias and ensure a fair evaluation process.
• Enhanced Comparability: The standardized format makes it easier to compare candidates based on their answers to the same questions, facilitating a more objective selection process.
• Predictive Validity: Structured interviews are more predictive of job performance compared to unstructured interviews, as they focus on relevant job-related criteria.
• Legal Defensibility: The consistent and objective nature of structured interviews can provide protection against legal challenges related to the hiring process, as it demonstrates an effort to make fair and unbiased hiring decisions.

Designing a Structured Interview

Creating an effective structured interview involves:

1. Job Analysis: Identifying the skills, knowledge, and abilities essential for success in the role.
2. Question Development: Formulating questions that directly relate to the job’s requirements, including situational and behavioral questions that allow candidates to demonstrate their competencies.
3. Scoring Rubric: Developing a clear rubric for evaluating responses, ensuring that each interviewer assesses answers based on the same criteria.
4. Interviewer Training: Preparing interviewers to conduct structured interviews effectively, including understanding how to ask follow-up questions without deviating significantly from the standard format.

Example questions for structured interviews

Situational Questions

These questions ask candidates to describe how they would handle hypothetical job-related situations.

• “Imagine you are working on a project with a tight deadline, and you realize you’re falling behind schedule. What steps would you take to ensure the project is completed on time?”
• “If you were assigned to work with a difficult colleague who disagrees with your ideas, how would you manage the situation to ensure a successful collaboration?”

Behavioral Questions

Behavioral questions are designed to have candidates share past experiences as indicators of their future behavior.

• “Can you tell me about a time when you had to adapt quickly to a significant change in your work environment? How did you handle it?”
• “Describe a situation where you went above and beyond your job duties to achieve a goal. What was the outcome?”

Competency Questions

These questions aim to assess specific skills or competencies relevant to the job.

• “What experience do you have with data analysis and interpreting statistics in a business context?”
• “Provide an example of a complex project you managed. How did you ensure its success in terms of budget, timeline, and team coordination?”

Technical or Role-Specific Questions

These questions assess the candidate’s technical skills or specific knowledge required for the role.

• “For a software development role: How do you stay updated with the latest programming languages and technologies? Can you discuss a recent project where you applied a new technology?”
• “For a marketing position: How do you measure the success of a digital marketing campaign? Can you walk us through a successful campaign you’ve managed?”

Cultural Fit Questions

Questions designed to understand how well a candidate’s values and behavior align with the company’s culture.

• “How would you describe your ideal work environment or culture?”
• “Our company values teamwork and collaboration. Can you share an example of how you’ve contributed to a team’s success?”

Motivation and Work Ethic Questions

These questions aim to gauge the candidate’s motivation, work ethic, and career aspirations.

• “What motivates you to excel in your work?”
• “Where do you see yourself in five years, and how does this role align with your career goals?”

When to use a structured interview

1. High-Volume Recruitment: When you’re hiring for multiple positions or expect a large number of applicants, structured interviews ensure that each candidate is evaluated consistently and fairly, making it easier to compare candidates objectively.

2. Filling Roles with Clear Skill Sets: For positions that require specific skills, competencies, or qualifications, structured interviews can focus on relevant questions that directly assess whether candidates meet these criteria.

3. Improving Diversity and Reducing Bias: Structured interviews help reduce unconscious bias by treating all candidates equally, asking the same questions in the same order, and evaluating responses using a predefined scoring system. This approach supports diversity and inclusion efforts by focusing on job-related criteria rather than subjective impressions.

4. Team Hiring Decisions: When multiple evaluators are involved in the hiring decision, structured interviews ensure that all candidates are assessed on the same criteria, facilitating more productive discussions and consensus-building among the hiring team.

5. Roles Requiring Specific Behavioral Traits: For positions where certain behaviors or personality traits are critical for success (e.g., leadership, teamwork, customer service), structured behavioral interview questions can help predict how candidates will perform in real-world scenarios.

6. Minimizing Legal Risks: By standardizing the interview process and focusing on job-relevant questions, structured interviews can help organizations comply with employment laws and regulations, reducing the risk of discrimination claims.

7. When Quality of Hire is Critical: In competitive industries or for high-impact roles, structured interviews can improve the quality of hire by systematically identifying candidates who are the best fit for the role and the company culture.

8. Standardizing Remote Interviews: As remote interviews become more common, structured interviews can help standardize the process across different locations and time zones, ensuring that distance does not compromise the fairness or thoroughness of the evaluation.

How to conduct a structured interview

1. Define the Role Requirements

• Identify the skills, experiences, competencies, and qualities that are essential for success in the role.
• Conduct a job analysis if necessary to pinpoint these requirements accurately.

2. Develop Standardized Interview Questions

• Create a list of questions that directly relate to the job requirements. These can include situational, behavioral, competency-based, and technical questions.
• Ensure questions are open-ended to elicit detailed responses and avoid leading questions that suggest a preferred answer.

3. Create a Scoring System

• Develop a consistent scoring rubric for evaluating answers to each question. This can include a numerical scale or a set of criteria that interviewers can use to rate candidates’ responses.
• Train interviewers on how to use the scoring system to assess responses objectively.

4. Prepare Interviewers

• Train all interviewers on the structured interview process, including how to ask questions, listen actively, and use the scoring system.
• Emphasize the importance of sticking to the predetermined questions and not introducing bias through off-script questions or comments.

5. Conduct the Interview

• Begin the interview with a brief introduction to set the candidate at ease and explain the structured interview process.
• Ask all candidates the same questions in the same order to maintain consistency.
• Take detailed notes on candidates’ responses to aid in the evaluation process.

6. Evaluate Responses Using the Scoring System

• Immediately after the interview, use the scoring rubric to evaluate each response. This helps minimize recency bias and ensures that evaluations are based on the interview rather than on memory.
• If multiple interviewers are involved, each should score candidates independently to avoid influencing each other’s evaluations.

7. Compare Candidates

• After interviewing all candidates, compare their scores to identify the most qualified candidates based on the predefined criteria.
• This comparison should focus on how well candidates meet the job requirements, as demonstrated by their interview responses.

8. Make the Hiring Decision

• Use the structured interview scores along with other relevant information (e.g., resumes, reference checks, work samples) to make an informed hiring decision.
• Ensure that the decision is based on objective criteria and the established requirements of the role.

9. Review and Refine the Process

• Periodically review the effectiveness of your structured interview process. This can include analyzing the performance of hired candidates to validate the predictive validity of your interview questions and scoring system.
• Adjust questions and scoring criteria as needed based on feedback and outcomes to improve the process over time.

FAQ

What is a difference between structured and semi-structured interviews?

While a structured interview follows a strict questionnaire to ensure uniformity across all candidates, a semi-structured interview allows for more fluid conversation, adapting questions based on the candidate’s previous answers, thus blending the predictability of structured formats with the depth of unstructured discussions.

Why use structured interviews instead of unstructured ones?

Structured interviews minimize bias and provide a more reliable and valid assessment of a candidate’s suitability for the role. By asking the same questions of every candidate, structured interviews allow for direct comparison based on job-relevant criteria, improving the quality of hiring decisions.

How do I create questions for a structured interview?

Begin by conducting a job analysis to identify the essential skills, competencies, and attributes required for success in the role. Use this information to develop open-ended questions that focus on these areas, including situational, behavioral, and competency-based questions.

Can I deviate from the prepared questions during the interview?

To maintain the integrity of the structured interview, it’s important to stick to the prepared questions. However, you may ask follow-up questions for clarification or to probe deeper into a candidate’s response, as long as these follow-ups are applied consistently across all candidates.

How do I score candidates in a structured interview?

Develop a scoring rubric based on the criteria established during the job analysis. Each response is rated against this rubric, which should outline specific indicators of low, medium, and high performance. Scores are then tallied to provide an overall assessment of each candidate.

What training do interviewers need to conduct structured interviews?

Interviewers should be trained on the structured interview process, including how to ask questions and use the scoring system. Training should also cover how to avoid bias, listen actively, and create a positive experience for the candidate.

How do structured interviews fit into the overall selection process?

Structured interviews are one component of a comprehensive selection process. They should be used in conjunction with other assessment methods, such as resume screening, skills testing, and reference checks, to make informed hiring decisions.

Are structured interviews suitable for all types of roles?

Structured interviews can be adapted to suit a wide range of roles, from entry-level positions to senior executive roles. The key is to tailor the questions and scoring criteria to the specific requirements of the job.

How do I handle situations where a candidate’s experience doesn’t directly align with the questions?

Prepare questions that allow candidates to draw on a range of experiences, including volunteer work, academic projects, or personal challenges, where applicable. This ensures that all candidates have the opportunity to demonstrate their competencies and fit for the role.