An employee interview is often perceived as unpleasant, both by employers and employees. The fear of having questions ready without answers or presenting yourself unfavorably can weigh on the situation. A well-conducted employee interview has the potential for valuable exchange. The success of this conversation depends on asking the right questions and conducting the interview.
In this blog article, you will learn how to conduct an employee interview that benefits both sides and which questions lead to a successful dialogue.
What is an employee interview and why is it important?
An employee interview is a structured conversation between employer and employee, which serves to feedback to give, to clarify expectations and to strengthen the working relationship. Managed correctly, it promotes motivation, clarifies misunderstandings and provides a platform for constructive criticism. A well-prepared discussion helps to improve the working conditions and to the development of employees.
You should avoid these questions! 7 Don'ts
In order to have a successful employee interview, it is crucial how you formulate your questions. Improperly asked questions can not only frustration cause, but also negatively affect the conversation. By choosing and formulating the questions correctly, you create an open and constructive atmosphere that benefits both sides. Avoid questions that are defensive:
1 ️ ⟶ Are you achieving the specified goals?
Imagine that you are well prepared and already know the employee's results. A direct question about the objectives may give the impression that you have not prepared yourself enough for the interview or are not really interested in the employee's performance. Instead, you should use open-ended questions to invite the employee to a detailed exchange. For example, ask, “Tell me about the recent successes you've achieved.” That way, you'll not only learn more about the employee's actual successes, but you'll also be able to see how they define success themselves.
2 ️ Could we discuss this at a later stage?
When an employee raises a concern or asks a question, they expect an answer. If you need additional information to provide an informed answer, you should communicate that clearly. Instead of simply putting off the topic, explain the need for clarification later and give a specific time frame for when you will get back to you. Thorough preparation can also help: Consider in advance which topics might be of interest to the employee and what questions or concerns they may have.
3 ️ Could you please work to stop putting off tasks so often?
Such vague wording provides employees with little helpful information. For a constructive employee interview, you should be specific. Give specific examples of situations where there were delays and explain precisely which behaviors should be improved. Avoid general terms such as “always” and “everything” to avoid generalizations. This allows employees to understand exactly which behavior was problematic and how they can perform their tasks more efficiently in the future.
4 ️ How do you spend your free time?
Although a positive employment relationship can certainly make personal discussions possible, topics about the employee's personal interests should be avoided in an employee interview. Questions about hobbies or leisure activities are not necessarily relevant for professional evaluation. Even though the employer may be interested in wellness of the employee or wants to give advice, the focus should be on the professional aspects. The employee is not required to reveal private details.
5 ️ Are you expecting a family change soon?
Questions about personal life plans such as pregnancy or family planning are not appropriate in an employee interview. Even though such topics could possibly have an impact on work, the employee is not required to provide information about them. On the contrary, he could feel compelled to provide false information in order to avoid potential disadvantages. Although a pregnant employee is required to inform her employer of her condition, she determines the time of this information herself. Family planning topics should therefore not be the subject of an employee interview, as they are not directly related to professional performance.
6 ️ Why didn't the last project work?
This question only makes sense if the discussion is specifically focused on the project in question. An annual meeting, on the other hand, should provide a wider overview of general work performance. Ideally, the conversation focuses on a main topic and other specific topics are discussed separately. A general employee interview should provide feedback on overall performance and working methods without confronting the employee with questions that present themselves in an unfavorable light. If you identify the causes of Failure If you want to understand a specific project, schedule a separate discussion. Prepare yourself well and give the employee enough time to reflect and develop proposed solutions.
7 ️ Why have you been ill for several weeks recently?
Questions about the exact nature of the illness are prohibited for data protection reasons. No specific diagnosis is given on a certificate of incapacity for work. If the illness is prolonged (more than eight months) and there is no prospect of improvement within the next two years, dismissal may be considered in order to avoid economic damage to the company. However, short-term illnesses are a private matter for the employee. The demand for the exact type of illness can put additional stress on the employee and lead to unpleasant situations. This could also result in the employee being treated differently by supervisors and colleagues, particularly in cases of mental illness.
Conducting a successful employee interview - A guideline
In order to make an employee interview successful, it is important to create the right conditions right from the start. Thorough preparation can make the difference between a productive and an unsatisfying conversation. By taking important factors into account, the conversation will not only be more effective, but also more enjoyable for both parties. Consider the following:
7 questions for a trusting employee interview
The right questions promote dialogue and help to conduct the conversation in a targeted manner. Here are seven questionsthat can contribute to a productive employee interview:
1 ️ Do you feel comfortable working as part of the team?
This question gives employees the opportunity to talk about their experiences and the team dynamics to reflect. It provides you with valuable insights into potential areas that could be improved and helps to promote a harmonious working environment.
2 ️ What would you like to talk about?
By giving employees the opportunity to address their own topics, you show your willingness to take their concerns seriously. This promotes open communication and can help address important topics at an early stage.
3 ️ WWhat can I do to make you happy to continue working with us?
This question demonstrates your interest in long-term satisfaction and Retention of employees. It shows that you are prepared to take measures to improve working conditions and keep the employee with the company for the long term.
4 ️ Do you have any suggestions for improvement?
This question will tell you what changes employees would like to see and how they could possibly be implemented. This shows your willingness to respond to suggestions for improvement and to work together on further development.
5 ️ Which project would you also like to have worked on?
This question gives you information about the employee's interests and potential strengths. It can help to better tailor future projects to the employee's abilities and preferences.
6 ️ Do you have any ideas about how you would like to develop yourself personally?
By asking the employee about their career development ideas, you support their career goals and show your commitment to their career development. This can result in greater motivation and engagement.
7 ️ What is particularly motivating you right now?
This question helps to identify the employee's current sources of motivation. Understanding what motivates him can help you make targeted use of these motivational factors and support the employee accordingly.
Conduct personnel interviews “out of office”
Staff meetings outside the office offer a refreshing change of pace and can significantly improve the conversation atmosphere. When you conduct an interview in a less formal setting, such as on a walk or in a coffee shop, you create a more relaxing environment that makes it easier for employees to speak openly. This informal atmosphere can help break down barriers and enable a more honest and productive conversation.
In addition, such conversations can show employees that their opinion is valued and that you are willing to take additional steps to take their concerns seriously. By conducting personnel interviews “out of office,” you not only promote open communication, but also strengthen the relationship with your employees by showing that you care about their well-being and satisfaction.
Tools such as ZEP support employee appraisal
Tools such as ZEP can manage working hours and absences simplify, which in turn creates time for valuable conversations. Use such tools to minimize administrative tasks and focus on the key aspects of the employee interview.
conclusion
An employee interview is a valuable opportunity for open communication and to improve working conditions. By avoiding taboo questions and using targeted questions, you can have a productive and motivating conversation. Tools such as ZEP help you to minimize administrative work and focus on the essentials. Use this opportunity to empower your employees, understand their needs, and work together to develop.
