Interview transcripts are used for evaluation and feedback, as well as to confirm that there are no communication problems between the two parties interviewed. Therefore, interview transcripts must be written clearly and without excesses or deficiencies so that not only the interviewer but also others can understand the content at a glance.
However, many people may wonder what points to keep in mind when conducting and recording interviews.
In this issue, we will focus on how to proceed with interviews and tips for writing interview records for below people.
- “I want to proceed with the interview in an appropriate manner.”
- “I want to be able to create an “easy-to-understand interview record.”
- “I want to record the content of the interview without excesses or deficiencies, and use it for evaluation and feedback”
This article will help you to properly conduct interviews and reduce the burden of creating interview records.
Contents
- 1 The difference between an online interview and a face-to-face interview
- 2 What are the 3 situations that require an interview?
- 3 Tips for conducting interviews appropriately
- 4 What are some tips on how to write an interview transcript?
- 5 Free template for interview record sheet
- 6 The best tools for managing interview records simply
- 7 Summary of tips and record writing tips in interviews
The difference between an online interview and a face-to-face interview
There are kinds of interview that are “online interview” and “face to face interview”. Although both are often thought of as the same thing, there are differences between the two as follows.
- Online interview
- Face-to-Face interview
This interview style is useful in situations such as connecting the interviewer and interviewee via an online meeting tool for those who live too far away to come to the office.
Face-to-Face interview is ordinal way of it, you can recognize the atmosphere and nuance in detail that are not in communication via online.
Interviews, in which only certain questions are asked, because they require communication tailored to the other party. Below is some basic information about interviews.
What are the 3 situations that require an interview?
First, let us introduce some of the situations in which interviews are required.
The two main types of situations in which interviews are necessary are “internal personnel interview” and “external sales and recruiting interview”. The differences between the 2 are as follows.
- Internal personnel interview
- Sales interview (Outside the company)
- Recruitment interviews (Outside the Company)
A internal personnel interview is a meeting between a “supervisor and subordinate” or between an HR representative and an employee. During the interview, the employee is interviewed about his/her work situation to gather information for evaluation and feedback decisions.
It is also intended to motivate employees by ensuring that evaluations are as fair as possible.
Sales interviews is that take place between “the customer” and “the sales representative”. The purpose of it is to understand the customer’s needs and challenges in order to provide products and services that solve the customer’s problems.
This interview are also conducted to gain the customer’s trust and increase opportunities for business negotiations through communication with the customer.
The recruitment interview is a meeting between the “hiring manager” and “the candidate”. It is a time to discuss job descriptions and employment conditions and to deepen mutual understanding.
In some cases, the purpose of the interview is to deepen the friendship between the two parties in a casual atmosphere.
As described above, the purpose and target audience of personnel interviews, sales interviews, and recruitment interviews differ from each other. On the other hand, they all share the same objective of deepening mutual understanding through interviews.
Tips for conducting interviews appropriately
Here are some tips for conducting interviews properly. Companies that have a smooth interview process can be said to be practicing the following tips.
Manage the schedule properly
Manage the schedule of interviews properly.
Interviews must be conducted for a set period of time, and all the subjects must be interviewed within that period. Therefore, the person in charge of the interviews should share the details of the interviews as soon as they are decided, so that those who are scheduled to participate can adjust their schedules well in advance.
If the interview period is short, not only will the interviewers and supervisors be burdened, but they may not have enough time to conduct the interviews and may miss some of the concerns of the participants. Therefore, the interview schedule needs to be properly managed with sufficient time to spare.
Clarify the axis of questions
It is important to be clear about the axis of the question.
If you do not have a clear axis for your questions, you may spend too much time on a single topic or go off on a tangent unrelated to your job description.
If you let the flow of the situation dictate the questions, you may miss what you need to ask. Make sure you have a clear focus for your questions and use the limited time you have effectively.
Create an atmosphere that makes it easy to talk
Another key point is to create an atmosphere that makes it easy for the other party to talk.
In most interviews, the superior is the listener, so it is important to avoid a situation where the speaker is too intimidated to speak well.
If the speaker knows that his or her superior is listening attentively to what he or she has to say, the speaker can relax. Moreover, it gives the speaker a sense of security and trust, which allows him or her to speak with more information.
What are some tips on how to write an interview transcript?
This section provides tips on how to write an interview record.
Interview records are important documents that are used for personnel evaluation and feedback. Therefore, it is essential to write in a way that the reader can immediately understand the content when looking back on it.
Describe the information in chronological order
The content that was discussed in the interview should be described in chronological order.
By keeping a chronological record, the reader can input information without resistance. However, the chronological order is not “the order in which the issues were discussed during the interview,” but “the order in which the concerns and issues arose.
If a subordinate has multiple problems or issues, they may have branched off from the first issue and developed into other issues. Therefore, keep records in chronological order to identify and resolve the underlying issues.
Unify expressions
When keeping records, it is also important to keep the wording consistent.
What is important in creating a record of interviews is the ease of understanding when looking back on the content. However, if the expressions and terminology are not consistent, it will be difficult to read and there is a risk of being taken to mean something else.
Nuanced expressions and phrases can confuse the reader, so be sure to use consistent expressions when similar statements are made during the interview.
Keep it simple
It is important to keep the content of the interview simple.
Instead of writing down everything the person said during the interview, pick out the parts that are important and keep them. If there is a lot of text, it is easy to become burden and not be able to find the information you want quickly.
Also, when interview records are prepared on paper or using Word, “accessibility” to the information you want becomes poor when the amount of text is too large. Therefore, today, more and more companies are using information sharing tools such as Stock to centrally manage everything from creating to sharing interview records.
Utilizing templates
Reduce the man-hours required to create interview records by utilizing templates.
Templates save time by solving the need to write the interview record from scratch. Also, since all the items to be included are standardized, the quality of the interview record will be consistent no matter who keeps it.
Another important point is that the templates solve the need to prepare an optimized format for each client, regardless of whether it is an internal or external interview. Thus, instead of having to go through the trouble of creating interview records, you can simply prepare a template to streamline your operations.
Free template for interview record sheet
This is a template that describes the items to be recorded when recording interview.
This template provided by SmartSheet for interview questions covering any situation.
The items of this template are not excess or insufficiency and fit any company. If you want to rearrange and replace the items according to the style of recruit interview in your company, you will be able to change easily.
The best tools for managing interview records simply
Below is best tool for creating and managing interview records.
Interview records include the management of face-to-face conversations with employees, which may also be used for evaluation and feedback. However, using a Word or Excel template to create interview records has the disadvantage that you will eventually lose track of where you saved the information.
Therefore, an “information management tool” is necessary to quickly find the desired information. However, a multifunctional tool will not fit in the field, and eventually no one will use it.
Therefore, if you want to manage interview records, you must have an information management tool Stock that can be easily used by non-IT company members.
You can write interview records directly in Stock’s “Note” and divide them into intuitive “Folder” for easy review. In addition, using “Task” linked to the notes, you can manage tasks for each interview, preventing you from omitting to address issues highlighted from the interview.
Stock| The easiest way to manage and store information.
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In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
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Summary of tips and record writing tips in interviews
We have introduced some tips for writing tips and records in interviews.
When conducting interviews, it is important to clarify what you want to know and to create an environment in which employees feel comfortable speaking with you, so that you can get their true opinions. In addition, if you can keep the interview record concise, you will be able to look back on the record and smoothly understand its contents.
In addition, when creating an interview record, it is more efficient to use a template so that you do not have to create it from scratch. However, even if you use a template, if you keep the records on paper or in Word, you will not know where you saved them, and you will not be able to quickly access the information you want.
Therefore, if you want to manage interview records, you should choose “Stock”, an information sharing tool that makes it easy for anyone to manage all kinds of information, including interview records.
It only takes one minute to register for free, so using Stock to properly manage and share interview records for personnel evaluation and feedback.
