Also known as Questioning.
Related Items include Consultation, Dialogue, Investigation, Inquisition.
An interview is a common technique designed to draw out information from individuals or groups by engaging them in direct conversations, asking relevant questions, and recording the responses. Typically, interviews are conducted between an interviewer and an interviewee, but they may involve multiple interviewers or participants depending on the context. The primary objective of interviews can vary from collecting data to understanding views on a proposed solution. They can be performed using different media, such as face-to-face, phone, or online conferencing.
Interviews are widely used to collect qualitative data and gain insights into the experiences of others, such as customers, employees, and experts. They have a broad range of applications in businesses, including recruitment, project management and performance management. In project management and problem-solving, interviews are used to collect data to understand client needs, identify key deliverables, and uncover potential risks or issues that could impact project outcomes.
In recruitment, interviews are used to screen candidates, assess qualifications, and evaluate the suitability of individuals for specific roles. Human resources departments can use interviews to measure employee satisfaction to improve workplace dynamics. Additionally, exit interviews with departing employees provide insights that can help enhance the work environment and improve talent retention.
For example, if an organization is reviewing the use of personal protective equipment (PPE), interviews with employees who regularly use the equipment can provide valuable insights into their experiences and challenges.
During organizational change initiatives, interviews are valuable for gathering feedback on processes, identifying areas for improvement, and addressing resistance to change. Moreover, interviews are a key tool for learning about products and services from a customer’s perspective which allows businesses to align their offerings with customer needs.
Beyond data collection, interviews play an important role in establishing relationships and building trust between interviewers and stakeholders. This rapport enhances stakeholder involvement and increases support for proposed solutions. Interviews are also useful for gathering confidential information related to sensitive topics like workplace harassment, ethical concerns, or compliance violations.
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In non-business contexts, interviews have a wide range of applications, particularly in journalism, media reporting, academic research, social sciences, and community outreach.
Types of Interviews
There are two basic types of interviews: structured and unstructured. In structured interviews, the interviewer follows a predefined set of questions that guide the conversation and draw out responses from a set of alternatives. This format allows for easier summarization, analysis, and comparison of data using tools such as check sheets.
On the other hand, unstructured interviews allow a degree of freedom and adaptability in getting the information. This type doesn’t require a standard format, and questions are not predetermined which enables the interviewers to ask spontaneous questions based on the flow of the conversation. In practice, it is recommended to use a combination of the two types by adding, removing, and changing the order of questions as needed. This third type combines the benefits of uniformity for easier data comparison with the flexibility to explore deeper insights.
Another way to classify interviews is by the number of interviewees. One-on-one interviews are the most common which focuses on gathering data and insights from a single stakeholder. In group interviews, multiple participants engage in the discussion which provides a broader perspective on the topic being discussed. The interviewer, however, must skillfully manage the conversation to ensure that all participants have the opportunity to contribute.
Planning Interviews
It is important to plan and prepare for interviews to ensure the collection of the most valuable information. Having an interview guide is a good idea as it helps structure the conversation, prioritize questions, and include follow-up questions as needed. You also need to decide how to capture data, which can be done using various methods like taking notes, recording audio, or using computer programs such as transcription software.
Other issues should be carefully planned such as interview location, time, and confidentiality. Deciding whether to send questions in advance is another important consideration. This is advised when the interviewee needs to collect information to prepare for the interview.
How to Conduct an Interview
The following steps explain how to conduct an individual interview:
- Prepare for the interview by clearly defining its purpose and objectives.
- Conduct the interview at the scheduled time and date.
- Start by clearly communicating the purpose of the interview.
- Let the questions structure the conversation and maintain focus on the goals.
- Take notes of important ideas and findings or records the interview as appropriate.
- Before completing, ask the interviewee for additional input or comments.
- Conclude the interview by thanking the interviewee for their time and insights.
- Document the key points while they are still fresh in your memory.
- Process and analyze the data to extract insights, trends, or conclusions relevant to the objective.
The success of an interview depends significantly on the types of questions asked. Open-ended questions encourage detailed responses and allow interviewees to share their thoughts and experiences freely. On the other hand, closed questions seek specific answers, such as “yes” or “no” or a specific piece of information. It is also advisable to understand when and how to use different types of questions, such as follow-up questions, leading questions, and probing questions to get more information and guide the discussion smoothly.
Interviews can be combined with direct observation to obtain more accurate and meaningful data. This combination allows interviewers to gather both subjective insights from participants, and objective real-world behavior.
Wrapping Up
In conclusion, interviews are powerful tools for gathering qualitative data and understanding human experiences. They provide businesses with valuable insights from employees, customers, experts and other stakeholders. Interviews are valuable in areas such as recruitment, business analysis, project management, and even in non-business context such as journalism and academic research.
When properly planned and executed, interviews can effectively support better decision-making and organizational growth. However, remember that interviews generally capture opinions, which are subjective and not objective data. The information collected reflects personal perspectives rather than facts.
References
A Guide to the Business Analysis Body of Knowledge. International Institute of Business Analysis (IIBA).
Kubiak, T. M. The Certified Six Sigma Master Black Belt. Infotech.
A Guide to the Project Management Body of Knowledge. Project Management Institute, Inc.
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