Panel Interviews—Success Lies in the Preparation and Strategy

By Joe Sommers, Director of Training & Development, ZERORISK HR, Inc.

Care taken in planning a panel interview, as with any interview, will affect your success in several ways, including raising the level of the panel’s and/or your interviewing competence and interest, as well as improving the quality of the information obtained. The candidate’s perceptions of the interviewers and your organization can also be affected in a positive way; keep in mind that candidates will also be making observations, forming impressions, and weighing important choices.

Panel Interview Preparation

For a panel interview, there are several points to keep in mind beyond the normal preparation for a one-on-one interview. Elements of preparation instrumental in providing the best possible panel interview effectiveness and benefit are discussed below.

The Setting

When making room arrangements, try to set up the room as informally as possible; this will enhance the opportunity to get candid information from a more comfortable candidate. Panel members should be seated at comfortable angles visible to the applicant. Avoid seating panel members behind a massive table or facing the applicant as if it were an interrogation or a trial by jury.

The Members

Panel members should be selected based on the specific contribution they can make to the interview process. The panel generally should consist of three to five members. Whenever possible, the panel should represent the diversity of your organization and it should be identical for each candidate for a specific role.

Select and brief a panel member as the facilitator for the panel. See the facilitator role description below.

Ensure each panel member is trained in effective interviewing techniques (e.g., behavioral) and briefed in advance regarding their role in the meeting. Meet together as a team 10 minutes before the start of each interview for a briefing on the specific candidate. Take this time to review the candidate’s resume, application, and the position requirements to be explored during the interview; assign appropriate questions to be used; and assign each panel member the questions he or she will use to lead the discussions.

Panel Interview Strategy

Listen, and listen carefully. You have the advantage of "extra ears" to pick up on key details and nuances from the candidate. Every panel member should be taking notes, while staying engaged in the discussions taking place.

Even though each panel member will lead with predetermined questions (ideally from an interview guide), any panel member at any time can ask a probing follow-up question for more detail or clarification. This will not only enhance the likelihood of additional key information being captured but also demonstrate the engagement and rapport between the candidate and the entire panel.

Allow the candidate enough time at the end of the interview (allow for at least 10 minutes) to ask questions to the panel and possibly provide additional qualification information not previously covered.

Have a prepared closing statement (see facilitator role below) as a professional way to end the interview, including a realistic expectation for the follow-up schedule. The candidate will always want to know.

Don’t forget to thank the candidate for their interest and time; remember they are an invited guest.

Role of the Facilitator

The facilitator should be an individual who is trained and experienced in the interviewing techniques/approach to be used in the interview, not necessarily the "highest-rank" person on the panel. And this person should be skilled in establishing rapport with candidates.

The role of the facilitator is one of leadership—not domination—and of mediation. Also, their role is to ensure a flow is maintained during the interview (and to help keep any one panel member from dominating) and to keep the allotted time schedule.

The facilitator will often be responsible for the materials to be used by the panel—candidate resume, application, interview guide, job description, etc.—and ideally have these materials ahead of time for each panel member to review.

The facilitator will also outline the "game plan" for the interview with the panel before the meeting starts, assigning lead questions and reminding the panel to listen carefully, take notes, and interject probing follow-up questions when appropriate. This person may also brief the panel on certain areas for more emphasis or depth of questioning depending on the candidate situation.

At the conclusion of the meeting, the facilitator will lead a discussion with the panel regarding the candidate’s responses, qualifications, and ratings for each area covered during the interview. Then interview records should be collected from each panelist and ratings transferred to an evaluation form; this form will then become part of the candidate interview record.

Each panelist should be reminded that the entire interview and selection process is confidential.

Role of the Panel Member

Panel members are more effective when they are prepared in advance for their interview roles. This is especially important even for the most experienced panelist if their roles vary from panel to panel.

Each panel member should be trained in conducting a lawful interview and have experience in maintaining the general structure of an effective interview. Panelists should be briefed on and aware of their role in the interview and the selection process (i.e., advisory, decision making, questioning, etc.).

Before each interview, panelists should be available to discuss the interview instructions, assignment of questions, and any last-minute information regarding the candidate.

Each panel member should keep in mind the structure of the panel interview: rotating lead questions, following up with probing questions when necessary, taking notes, and staying mindful of time and schedule. No single panel member should dominate the discussion or the final selection decision. Each panel member should observe, record, and evaluate the candidate individually with respect to the requirements of the position.

At the conclusion of the interview, after the candidate has been escorted out, the panel members should remain to discuss and evaluate the candidate. Led by the facilitator, the panel will determine the candidate’s suitability based on job-related qualifications and make a decision for the next step in the process. Each panel member should be prepared to discuss their ratings, pointing out the basis for their evaluations and comparing their decisions and supporting observations.

Conclusion

The panel interview can be a very effective process providing a great venue to explore a candidate’s true qualifications—but only when it is well prepared, facilitated by an experienced team member, and consists of trained and prepared interviewers. The risk of a "train wreck" is real when the guidelines mentioned above are left to chance.