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Interviewing

What’s Inside

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INTRODUCTIONKeys to Interviewing Internally.......................................................................

BEFORE THE INTERVIEWResearch the Position.....................................................................................

Challenges & Solutions.......................................................................

Match Your Strengths to the Job (SOAR Technique)......................................Prepare Your Materials...................................................................................Know What to Ask: Prepare Your Questions.................................................

Challenges & Solutions.......................................................................

Understand the Types of Interviews..............................................................Insider Tip: Social Media Checklist.................................................................

DURING THE INTERVIEWMake a Good Impression..............................................................................

Challenges & Solutions.......................................................................

Keys to Success..............................................................................................How the Interview Should Go........................................................................Insider Tip: Avoid the Traps............................................................................Be Ready for Questions..................................................................................

Challenges & Solutions.......................................................................

Internal Job Interview Questions....................................................................Insider Tip: How to Succeed During the Interview.........................................Be Prepared for Behavioral-Based Questions..............................................

AFTER THE INTERVIEWWhat Now?.....................................................................................................

Challenges & Solutions.......................................................................

Follow Up, Follow Up, Follow Up...................................................................And What if You Don’t Get the Job?..............................................................

LAST WORDS

Checklist for Interviewing...................................................................

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Interviewing

Introduction

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Keys to Interviewing InternallyApproach an internal interview for a new position in your organization the same way you would if you were interviewing for a new job outside the company. Take the process seriously.

Be prepared, punctual, courteous and professional. You still need to earn the confidence and respect of the interviewer. Avoid appearing complacent or arrogant; don’t make any assumptions about how much the interviewer knows about your work and achievements. Be prepared to prove yourself by sharing examples of your best work and results. Ask smart questions that will demonstrate your interest and enthusiasm.

Your goal is to provide and obtain information for further decision making. No matter how successful you may have been in your current role or how well qualified you may be, how you present yourself and the confidence you engender will be a key factor in proving that you are the best candidate for the position.

When asked to interview for an internal position, it is a good time to prepare and hone your interviewing skills. How you show up to the interview matters. Your success will be based on the degree to which you:

Demonstrate your knowledge of your organization’s business issues and how you can positively impact those issues.

Demonstrate your compatibility with future colleagues.

Differentiate yourself from other qualified candidates.

This guide is designed to give you a quick look at the internal interviewing process and what you need to do to be prepared and successful. It is divided into three distinct parts:

BEFORE THE INTERVIEW

DURING THE INTERVIEW

AFTER THE INTERVIEW

All three phases are important in determining your success in the interview process. Now, let’s begin with “Before the Interview.”

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Before the Interview Research the Position You already have a good understanding of the organization, its history, products and results. You also know what it’s like to work there. But there may be differences from one department to another or within different levels in the organization.

Before going to the interview, you should find out:

Why is the position open?

How long has the position been open?

What is the manager like?

Use your network to learn more about the position, the manager and the team. After you’ve done your research, you can decide if it’s the place you want to be. If it is, then you can truly start preparing for the internal interview.

The Challenge: Learning More About the Position Through Internal Information Channels

Solutions:

Get feedback from trusted people around the organization. Do they see you in this type of role? Why or why not? It’s always good to “test the waters” before jumping in all the way.

Make a conscious effort to communicate outside your department.

Use social networking to make more connections.

The Challenge: Seeking a New, Unfamiliar Position

Solutions:

Research exactly what the other department does and problems they may be facing. New faces with innovative answers make a great case for being hired.

Discover any skills needed for the job that you may not have and immediately address it. Perhaps sign up for an online class.

Adopt a positive attitude that you can do the job … and well.

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Match Your Strengths to the Job You have probably seen a job description that includes the skills and other requirements needed for the job. You need to show the interviewer that your skills and competencies are a good match for the job.

The best way to do this is by addressing each requirement, sharing accomplishments that demonstrate your abilities in that area. Choose accomplishments that demonstrate your effectiveness in solving challenges and achieving key goals relevant to the new position. Here are two examples:

As you prepare for the interview, it’s important you develop at least 10 accomplishment stories that you would be ready to share. It would be preferable to have them demonstrate your proficiency at the current company, but if you have especially impressive accomplishment stories from a previous employer, don’t hesitate to share those.

A method called SOAR can help you further develop these all-important accomplishment stories that showcase your skills. The acronym stands for the following:

A SOAR story example might be:

Take the time to develop your SOAR stories and have them ready to present. It could make the difference in you getting the job. You should also use these accomplishments when updating your resume.

Describe the situation.

Describe the obstacles you faced.

List the actions you took.

Describe the results you helped obtain and the benefits to the employer.

Situation

Obstacles

Actions

Results

SOAR

Job Criteria

Sales-Driven

Excellent Communication Skills

Strong Accomplishment Statements

“I influenced prospective clients of my company’s main competitor, convincing them to close on multi-million dollar, long-term contracts by demonstrating value over the competition.”

“I helped keep a half-million dollar account by explaining the order delay and negotiating a new delivery date, which exceeded the customer’s expectations.”

“As a Sales Manager in telecommunications, we had to create a sales strategy for a new product in development. It required me to bring together all the key stakeholders and develop the strategy in just one week. The strategy increased quarterly sales by 25%.”

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Prepare Your Materials You’ll need to prepare your reference sheet (as well as your resume) in advance of the interview. Although you may not need it, you definitely should have it in case the interviewer asks. You might consider asking your current managers if they would give you a reference.

A sample reference sheet is as follows:

NAMEStreet Address PhoneCity, State, Zip Email

REFERENCES

Reference Name Background

Internal References:Reference NameJob TitleStreet AddressCity, State, Zip PhoneEmail

(Reference Name) is currently my manager at (Name of Your Company). I worked directly for (Name) for two years.

Reference NameJob TitleStreet AddressCity, State, Zip PhoneEmail

(Reference Name) is currently my Assistant Manager at (Name of Your Company). I have worked directly with her for one year.

External References:

Reference NameJob TitleStreet AddressCity, State, Zip PhoneEmail

(Reference Name) was Assistant Director of Research and Production and is now Technical Services Manager of (Company Name). I worked directly for him as a Research Analyst during the past 10 years.

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Know What to Ask: Prepare Your QuestionsInterviewers gauge your interest in the job through the questions you ask. You don’t want to bombard the interviewer with dozens of questions; pick your questions carefully. Be prepared to ask questions to determine job fit – for you and them.

When asking internal interview questions, you have some unique challenges:

Challenge: Balancing Your Insider Knowledge with a Fresh Perspective

Solutions:

Mix questions based on your experience in your workplace with a slant that shows a new perspective.

Put your concepts or ideas and assumptions into a question carefully.

Ask a few “out-of-the box” questions. Consider asking the hiring manager, “What are a couple of misconceptions people have about your group?” Or, ask a peer who is interviewing you, “What do you know now that you wish you knew before you started in your position?”

Challenge: Developing an Accurate View of the Position and Group Culture

Solutions:

Set aside your own internal opinion, and word questions in a way that shows you are open to new information.

Listen carefully to the words, phrases and descriptions in the answers to your questions.

Ask politely and second-guess carefully. You are seeking information to fill a gap in your knowledge. The answer to a question like, “Why is this position open?” will give you valuable information to verify what you think you know.

Whenever possible, ask questions of peers you will be working with in the job.

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Know What to Ask: Prepare Your QuestionsIf you’re using questions to gather knowledge, before you pose a question:

Define exactly what it is you want to know.

Have a concept of what is unclear about the information in your head.

Consider who you will be interviewing with; tailor your questions accordingly.

Interview Questions to Ask the Hiring Manager

Interview Questions to Ask Peer-Level Interviewers

How would you describe your group’s culture? Why did you decide to join this group?

What is your vision for your department over the next two to three years?

What are some of the challenges a person in this group faces?

What major challenges are you currently facing as a manager?

Were your expectations met?

How would you describe your management style?

What do you like most about working for your manager? What do you like least?

What are the most important skills and attributes you are looking for in filling this position?

What do you consider to be your group’s greatest strengths and weaknesses?

What is your preferred method of communicating with your team?

What do you know now that you wish you knew before you started in your position?

What specific skills from the person you hire would make your life easier?

What are some of the skills and abilities yousee as necessary for someone to succeed in this job?

What are the attributes of the job you’d like to see improved?

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Understand the Types of InterviewsApplying for an internal position with your current employer might lead to a quicker, and perhaps streamlined, interview process, but it’s important to know that the type of interviews may vary. Although most could be one-on-one, there is a strong trend toward team interviewing for efficiency purposes.

There are many types of interviews:

Presentation Interviews: Some interviewers require that candidates make formal presentations on a selected topic as part of the interview process. Practice is the key. If you practice talking comfortably about yourself and your accomplishments, you will add to your poise and confidence.

Interviews with Decision Makers: These interviews are with a candidate’s future manager(s) who may make offers. If you have done well in the interview process, you will have some positive momentum when you meet the decision makers, because favorable evaluations will precede you.

Sequential Interviews: These are a series of interviews scheduled one after another at specific intervals over a period of time (half-day or full-day). Sequential interviews can be conducted with a reporting chain of supervisors, peers or team members. It is important to consider each new interviewer as the most important person you are meeting. Focus on active listening and thoughtful responses for that individual.

Panel Interviews: These are interviews conducted by a number of interviewers (usually three to five) in the same room at the same time. In addition to saving time, consensus can be developed by simultaneously obtaining a number of interviewer reactions. Here you will need to make each individual feel that you are paying particular attention to him or her. Be sure to maintain eye contact as you address each interviewer.

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Insider Tip: Social Media Checklist

While you’re preparing for your interview with an interviewer, be aware that the interviewer is also doing homework on you. Just as employers on the outside would be doing, this insider interviewer is checking LinkedIn® and other social media sites to find out more about you. First, make sure you’re out there on the Web. In today’s tech-savvy world, you have to show you’re keeping up. Here are some other tips:

Make sure you have a LinkedIn® account in particular. If not, sign up.

Validate all your profile information.

Update your most recent accomplishments.

Ask for recommendations from your colleagues. If you already have, ask for more.

Check your Facebook® account for anything derogatory. Set privacy limits.

Reevaluate what you’re posting on Twitter® and other social media sites. Right now, you’re under the microscope.

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During the Interview Make a Good ImpressionAlthough there is a good chance you may have met the person in your organization who is interviewing you, it is vitally important that you display only your best, most professional side in this all-important interview.

Come prepared with the following:

In certain jobs, it would be important to bring samples of your work. For example, if you were applying for a graphic artist position, you might want to bring your iPad to show off your portfolio.

Hard copies of your resume for the interviewer, as well as a copy for you to refer to.

Your reference list to present when asked for in the interview.

A nice, neat folder to keep it all organized – plus, it shows you have good organizational skills.

The Challenge: Adopting a Positive Attitude

Solutions:

Look at the situation as an opportunity.

Say only good things about your boss and department you’re leaving.

Be positive and smile. Your attitude will make or break you.

Watch your nonverbal cues.

The Challenge: Treating This as Seriously as an Outside Interview

Solutions:

Be prepared with your questions and answers.

Dress and act as if it were an outside interview.

Follow the basic niceties and rules of politeness in your particular organization’s culture.

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Keys To Success

Arrive on TimeThere is nothing worse than beginning an interview by apologizing for being late. Plan to arrive on time or a few minutes early, so you can relax before the interview starts.

Physical Presence

Even if you’re used to dressing casually at your company, dress up for the interview unless you are told otherwise. Appropriate attire supports your image as a person who takes the interview process seriously. Dressing nicely is also a compliment to the interviewer.

Movementsand Mannerisms

Use natural gestures; no matter how nervous, do not clench your fists. Avoid fidgeting or fussing with objects such as a pen, glasses or change in your pocket. Move around naturally; avoid looking stiff or awkward.

Manner of Speaking

Make sure you can be heard; be aware of the interviewer’s reaction to your voice. Do not mumble and avoid monotone recitations, which indicate you over-rehearsed. Also, avoid slang such as “you know.”

DemeanorConvey the appropriate amount of enthusiasm, warmth and sincerity to suit the dynamics of your interviewer. Be positive, avoid negative topics and don’t vent hostility – especially about the company. Smile!

Listening SkillsListen with full concentration and maintain eye contact 90% of the time (without staring). Indicate attention and acceptance with nods and smiles, avoid interrupting and allow silence when thought and reflection are needed.

Communication Skills

Mirror the style and pace of your interviewer. Answer forthrightly and credibly, and stop when you have answered the question. Don’t over-elaborate with details or anecdotes; don’t ramble or interrupt. If you don’t know something, say so. Clarify a question if you don’t understand it. Listen before you talk, and think before you speak.

Interview HintsElicit departmental or functional needs early in the interview using open-ended questions. Weave in your strengths and accomplishments in response to those needs. Respond to doubts or objections positively without being defensive.

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How the Interview Should Go Don’t let the interview turn into a one-way conversation. As much as possible, try to make it into a discussion where you show you are genuinely interested in this new position and how you can help. Try these suggestions:

Uncover the Business Needs: Before explaining how you can contribute, get the interviewer to talk about the job and the problems the department faces.

Be Friendly and Relaxed: The interviewer is human too and wants to work with pleasant, likeable people. If the interviewer enjoys your time together, they may overlook your lack of a skill or two. Discuss your accomplishments often and appropriately.

Observe and Help the Interviewer: Is the interviewer having trouble coming up with the right question? Help by asking, “What else would you like to know about my background?” If the interviewer is glancing at the clock, make your answers shorter.

Wrapping Up: You know the interviewer wants to end the interview if he/she stands up, asks if you have any more questions or begins to thank you for coming.

Interview Closure Questions: End the interview with questions such as:

• What are the next steps? • What is the timing? • How many candidates are you planning to interview?• Will there be additional rounds of interviews? • When will you notify the candidates?

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Insider Tip: Avoid the Traps

“Why did I say that?” is frequently heard from applicants who have fallen into “traps.” Here are some common traps and how to avoid them:

Giving Too Much Information: Answer only the question that was asked and be brief. Avoid boring details and negative comments. It is better to give too little information than say too much.

Don’t Promise Too Much: Interviewers quickly see through statements like, “I can do anything. I’m sure I’ll have this area’s production up by 50% in no time.”Arguing with the Interviewer: Even if the interviewer is wrong, it is unwise to get into an argument. This person has the power to hire you or pass you on to the hiring manager.

Letting the Interviewer Ask All the Questions: You will appear to lack initiative and interest, and you will come away with most of your questions about the job unanswered.

Silence: Do not let a period of silence encourage you to say the wrong thing. If a silence becomes uncomfortable, break it by asking a question of your own to make sure the conversation flows freely.

Asking About Salary Too Soon: Prove your own value for the position you’re applying for first and hold off on salary talk.

Answering Embarrassing Questions: Don’t give long explanations; they arouse suspicion. Give a brief answer and stop talking. Many interviewers will move on and not question you further.For example:

“Our industry has been experiencing some tough economic times, so I understand the company’s decision to restructure. My goal is a challenging position where I can continue to contribute.”

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Be Ready for QuestionsWhen you’re interviewing for an internal position with your current employer, many of the interview questions you will be asked are the typical interview questions. Almost assuredly, you’ll also be asked questions around the role you’re currently in. Your task will be to show how your current position has helped to make you an even better fit for the new role.

The Challenge: Leveraging Your Insider Advantage

Solutions:

Differentiate yourself by highlighting company-specific experience, knowledge and skills.

Give examples of successful accomplishments and projects that helped meet company goals.

Do your research to determine what the hiring manager is looking for in the person to fill the job.

Present your ideas without appearing to criticize company colleagues.

The Challenge: Providing Enough Detail in Your Answers

Solutions:

Prepare your answers as if you were interviewing with someone that knows nothing about you.

Don’t assume that the interviewer knows the details and background behind each of your company experiences.

Be tactful when you talk about improvements you’ve made or would make if offered the new job.

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Internal Job Interview QuestionsFollowing are some of the internal job interview questions you may be asked when interviewing for a new job with your current employer:

Does your manager know you have applied for this job?

Would your manager recommend you for this position?

What is it like working for your supervisor?

What do you like best about your current position at the company?

What don’t you like about the job you’re in now?

What other positions have you held with the company?

How long have you been in your current position?

What was your biggest success story in our organization?

What do you know about the position you are being considered for?

What do you know about our team/department/group?

Why do you want the new position?

Why should we consider you for this position?

Are you the best candidate for this position? Why?

What training will you need to be successful in this position?

How would you handle the transition to your new job?

How will you handle it if you don’t get the job?

Insider Tip: How to Succeed During the Interview

Tell Me About Your Experience with the Organization…

How much time should I talk about current and past skills and experience?

Modify the amount of time you talk about current and past skills and experience.

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If you have been at your current employer… Prepare to discuss your current role…

less than a year 25-50% of the interview

one to three years 50-75% of the interview

more than three years 80% of the interview

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Be Prepared for Behavioral-Based QuestionsIn addition to the normal interview questions, you can probably expect to be asked how you acted in specific employee-related situations. The logic behind these questions is that how you behaved in the past will predict how you will behave in the future.

As an internal candidate, you may also get questions specifically related to your skills, knowledge and experience using the internal structure in your company:

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Behavioral Questions In Your Answer

Describe a recent occasion when you used your knowledge of the internal structure in the company to answer complex questions about a project.

Discuss how you used your knowledge about how the internal structure of the company works to get results.

In which areas do you consider yourself to be a specialist, and how do you envision being able to use your expertise within this job?

Pick one area to expand knowledge in core functional areas and show your awareness of how it will apply to this job. Consider expanding ideas to meet organizational needs as well as job needs.

In which areas of your job do you feel capable, and in which areas do you feel more comfortable utilizing other people’s experience?

Show recognition of personal limitations, demonstrate a commitment to improve and highlight the value of teamwork.

Tell us about a time you successfully handled conflict with a colleague on another team.

Respond in a way that is in line with company policies or norms and shows you know how to handle conflict specifically at your organization.

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After the InterviewWhat Now?Although there are certain things you have to do at this point, patience is the name of the game. If you passed the muster in the first round, there may be more interviews coming your way. Remember to stay positive.

At this point, it might be helpful to do an interview post-analysis to help you assess your need for further practice or training. Be honest with yourself. Learn from each experience, and apply your cumulative learning to continuously improve your interviewing skills.

Use the following questions as a post-analysis checklist:

What went well? Why?

What did not go well? Why?

What would I do differently if I were to repeat the interview?

What are the key take-aways? What interview skills must I further develop?

The Challenge: How to Stay Connected to the Interviewer

Solutions:

Follow up with an email within 24 hours.

If you don’t hear anything after a week’s time, send another email and ask about next steps.

Don’t camp out by the interviewer’s door and make a pest of yourself. Conversely, if you run into interviewers in the hallway, make sure you acknowledge their presence politely.

The Challenge: How to Keep Your Momentum

Solutions:

Evaluate your interview, and improve on areas that might be weaknesses.

Continue to market yourself for other positions within the company.

Hone your skills and talents for whatever opportunity arises.

Continue your social networking strategies.

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Follow Up, Follow Up, Follow UpJust as you would in an interview with an external company, sending a thank-you note is important. Make sure you send it within 24 hours.

If the situation doesn’t seem right for an actual note since it’s an internal interview, then stick to an email. Here’s an example of a simple thank-you email:

“I wanted to thank you for the time and the consideration. Please let me know if there are more questions you’d like me to follow up on...”

You may also want to use the email or note as an opportunity to:

Reinforce. In a sentence or two, restate the skills, accomplishments and experience that make you right for the job.

Recoup. If there is something you wish you had made clearer, or forgot to say in the interview, you can briefly let the interviewer know.

Remind. In the closing sentence, you can tactfully remind the interviewer of a promise or an agreement. (“Thank you for your interest and encouragement. I look forward to hearing from you by next Wednesday to learn the date of my next interview.”)

After that, follow up with the interviewer weekly until next steps are identified or a final decision is made.

And What if You Don’t Get the Job?Perhaps there is another position that interests you within the company. By now, you should have already scoped it out and have an interview lined up. If so, use the previous interview as a learning experience to ace this one.

Continue to perform your current job to the best of your abilities, and stay on good terms with your current manager. Perhaps you should even recruit him/her as an ally in your internal job search. Don’t burn any bridges – especially within the company.

Most of all – stay positive. A confident demeanor will help take you where you want to go.

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Last WordsSo that’s an overview of interviewing. Approach an internal interview in your organization the same way you would if you were interviewing for a job outside the company. Take the process seriously.

Be prepared, punctual, courteous and professional. You still need to earn the confidence and respect of the interviewer. Be prepared to prove yourself by sharing examples of your best work and results. Ask smart questions that will demonstrate your interest and enthusiasm.

Now is also the time to begin getting your message “down.” You want to be able to call up and articulate the right material at a moment’s notice, so take some time to rehearse before you go live.

Take a moment and consider this checklist.

Checklist for Interviewing:

Have you researched the position? This should include using your internal network for information.

Have you prepared yourself for all types of interviews: presentation, with decision makers, sequential and panel?

Have you considered videotaping yourself to see how you present in an interview setting?

Have you developed a list of questions and practiced them?

Have you reviewed your accomplishment stories and prepared those relevant to the organization and position?

Have you practiced talking comfortably about yourself and your accomplishments? This will add to your poise and confidence.

After each interview, did you determine what went well and how you might be prepared to present yourself better in the next interview?

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© Lee Hecht Harrison, LLC. All rights reserved.No part of this book may be reproduced by photocopy or any

other means without written permission of Lee Hecht Harrison, LLC