How to hold a Group Interview: HR Process & Ideas

Group interviews can be a daunting experience for job seekers and the employer. A group interview is where multiple applicants for a role are invited to be interviewed in a group environment. A group interview is sometimes mistaken for a panel interview. A panel interview is where there is more than one person responsible for the selection of the successful candidate. Using a panel of selectors in a group interview may be preferable if the number of candidates at the group interview is of a moderate to large size. The facilitators role in a group interview is to create an environment in which the job seeker can respond naturally allowing the employer to select the candidate that best suits the role.

Prior to placing the advertisement for the position, the recruiter will decide on the selection methods. Using multiple selection methods to find a candidate that matches the role will widen the success of the selection process. If there are many applications, screening applicants over the telephone can improve the selection process especially if the role requires the use of the telephone. Group interviews are ideal for sales, reception and call center roles. The recruiter can use the telephone screening as a tool along side the applicants submitted resume and cover letter for short selecting candidates and inviting them along to the Group Interview.

One of the major benefits of a group interview is that it cuts down on the time normally spent interviewing multiple candidates one on one. When a role has attracted a large amount of applicants it is not always easy to select a handful of candidates to interview based off a resume and a letter. A group interview allows you to widen the initial pool of candidates. Why meet with two possible candidates over a two hour interval when you can meet twenty?

A group interview allows you to compare and evaluate candidates side by side. It is an ideal selection tool for roles that involve team work. Using different elements of the Group Interview, the facilitator can bring together a diverse range of talents and backgrounds for the selectors to consider. The group environment will provide the selectors with a stage on which the candidates interact with other applicants. The applicants' personalities, their competitiveness and outspokenness, leadership qualities, communication skills and knowledge of the role and of the employer can be evaluated.

Once the vacancy has been recognized choose a location, date and time for the group interview. Hold the group interview in a place where there will be little to no interruptions. Place the advertisement for the position a couple of weeks in advance of the date. Make sure to include the date of the Group Interview. This ensures applicants who read the advertisement are aware of the group interview process and the date of the interview when they submit their application.

The first step in the interview process is to screen the candidates based on their applications. Telephone screening the applicants prior to the group interview will assist in inviting a select number of prospects to the group interview and will ultimately help to find the right candidate. If you have a large number of candidates you won't want to screen every person. Assess the applicants based on the selection criteria and telephone screen those that you select as a good fit from their resume and covering letter. During the call you can ask questions about possible gaps in their employment history, reasons for leaving other previous positions and provide them with additional information about the role such as expectations and earning capacity. You may want to include a rating criteria with your screening to help determine which candidates receive an invitation to the interview.

Leading up to the group interview you will need to create a group interview agenda. What you include in your agenda will depend on the resources you have available. When applicants arrive, you may want them to complete an application form. The application form may include a few questions that you haven't previously asked or that you wish to confirm now that they are at the interview, such as their availability for the role. Other items on the agenda might include:

• a brief welcome with a run through the agenda.
• "Who am I?" This gives each candidate an opportunity to introduce themselves to the selectors. You can also ask each candidate to answer a specific question that will provide the selectors with insightful information to help with the elimination process.
• an overview of the expectations of the role. If you have an employee who currently fills this position, invite them to participate in the interview process. They can answer questions that the group may have about the role and assist in the selection of their new team member. Encouraging existing employee participation in the group interview has other benefits.
• at least two group activities that are both varied and complimentary. The group activities should be structured with the aim of encouraging candidates to express themselves naturally and allow selectors to review each candidate against the values and qualities that the employer desires in an employee. The activities should also be designed to assist selectors to evaluate the skill level and knowledge of the candidates.
• a tour of the work environment. This is particularly valuable if the work environment includes the consumer product such as an entertainment venue or health club, construction site or a factory. An informal tour conducted towards the end of the group interview and facilitated by the selectors can provide valuable information about a candidate.
• written multiple choice testing such as a literacy, numeracy, job knowledge, situational and personality tests if these tests are not being conducted at a different step of the interview process.
• a conclusion including a summary of the recruitment process and when candidates can expect to here from you next.

The day before the group interview either call or sms group participants to confirm their attendance. Prepare easy to read name badges and print off the participants applications and any prior interview results such as the telephone screening answers and ratings.

The Role of the Facilitator

The role of the facilitator at a group interview is to ensure candidates have an equal opportunity to provide the selectors with the confidence that they could successfully perform the required role. The facilitator's role should be to coordinate the group interview activities with the aim of producing the desired qualities and giving candidates the opportunity to show that they have the skills and knowledge to be successful in the role.

It is not always necessary for the facilitator to make candidates feel comfortable, although this can help to foster natural and sincere responses to questions and activities. The facilitator needs to keep the interview flowing from one activity to another and stay on schedule. Providing candidates with clear instructions on the purpose of each activity and what is required from the candidates can help provide a clear understanding about expectations and reduce repetitive questions.

The Selectors

The selectors at a group interview should come from within the business. Selectors do not necessarily have to be line managers or directors but can also be team members. Selectors should be provided with a briefing about the group interview before it commences and with any material that can assist them to easily record their thoughts about the candidates through out the interview. Providing information about the company values and information about the essential criteria for the role can help facilitators to make their decision. Participation should be encouraged and each selector should be introduced at the start of the session.

The Candidates

Provide candidates with a start time and ask them to complete an application form upon arrival. Give the candidates a name badge to wear, this will make the facilitator's job much more easier if they can address candidates by their name. At the start of the interview collect the completed application forms and any other material the candidate may want to provide, such as an updated resume, certificates or list of referees. If the interview process is going to be a few hours, you may want to provide candidates with a small break and opportunity to refresh.

First impressions of a candidate should not not be forgotten. If you have a receptionist meet and great candidates talk to them about their opinion of the applicants and find out which onces made an impression and why.

Provide all the applicants with the opportunity to please the selectors by offering up their knowledge about the role and give them opportunity to show that they have the required skills. You can find out a lot more about an applicant by engaging them in a conversation about their work and life experiences.

During the interview encourage candidates to ask questions about the role. This is a good opportunity for selectors (especially team members) to participate. The most vocal candidate who attempts to dominate the group interview is not necessarily the best candidates for the position. Consider the company values and the essential criteria when making a short selection.

Immediately after the group interview gather the selectors together to discuss each of the candidates, make a selection (if there were any candidates who impressed) and a debriefing about the interview. The facilitator should provide selectors with the opportunity to peruse applications and individual results in the group activities, share concerns and praise about candidates and provide invaluable feedback about the group interview process.

Following the group interview you might decide to short select candidates who met the selectors expectations to continue through to the next stage of the selection process. This could include:

• psychometric testing
• one-on-one interviews
• panel interviews
• in-basket testing
• aptitude tests
• reference checking.

Contact all candidates to thank them for their time and patience during the selection process. Group Interviews can be stressful and may discourage candidates from continuing with the process because it means going outside of their comfort zone. Candidates should always be thanked for their effort in participating in a group interview.

Group Interviews allow an employer to review a larger selection of the pool of talent that has applied for a position in a much short time frame when compared to traditional one on one interviews. A written application does not always provide an employer with a genuine or accurate background and skill set of a candidate. If you are seeking an employee who is willing to commit to the role for the long term, a group interview may be one of the first steps in the selection processes. Matching a role with an applicant can be a time consuming process, particularly if you are seeking an employee who is not just going to have the skills and knowledge required to perform the role but who is going to be joining a new work place community for the long term.