6.1 Why might an employer choose to use group interviews?
In this module, you will learn about selection processes that assess more than one candidate at a time. Specifically, you will discover why employers are increasingly electing to use group interviews and assessment days instead of, or in addition to, traditional interviews. You will learn how to prepare yourself for both forms of interview and how to stay calm under pressure. Here are the reasons why an employer might choose to conduct group interviews:
It is a cost-effective approach
It is much cheaper to interview multiple candidates at once. An interviewer - or panel of interviewers - does not need to spread their resources thinly, if they can process large batches of candidates per session. Group interviews are usually conducted by multiple interviewers, which allows less experienced panel members the opportunity to develop their skills.
It saves time
Group interviews are often used as a screening tool that allow an employer to immediately eliminate the majority of candidates without having to conduct one-on-one interviews.
It is easier to compare candidates when they are interviewed at the same time
When interviewers see candidates on a one to one basis, they must review each applicant between interviews. By the time they have interviewed several people, they may find it hard to keep track ofwho performed best in certain areas, even if they keep notes. However, being able to watch applicants answer questions whilst all sitting in the same room allows immediate comparison. This can make the decision making process easier and it is arguably fairer - when people are interviewed sequentially, interviewers may be better able to remember the βirst and last individuals better than the others, which might work in their favour.
It allows an employer to see how applicants interact with others
Most jobs involve a degree of interaction with colleagues and stakeholders. Communication skills are especially important for jobs that involve close contact with the general public, teamwork and sales. A traditional interview provides an applicant with the opportunity to describe previous occasions on which they had to use their communication skills and leverage relationships, but a group interview will force them to demonstrate these abilities in a face to face situation. As you will learn later in this module, employers are not looking for individuals who perceive the other applicants as rivals unworthy of their help and cooperation.
It adds another dimension of pressure to the situation
Some people can cope well with one-on-one interviews, but become highly anxious in the presence of other people. Employers know this, so a process that allows all types of applicants to shine (and come under stress) is arguably a fair measure of all-around communication skills. Group interviews are more difβicult to prepare for than conventional job interviews, as most people have signiicantly more experience of the latter than they do the former.
It allows applicants to mix with their potential colleagues
If a number of applicants are being interviewed for the purposes of βilling several similar positions, a group interview can provide those who are eventually chosen for the positions a chance to meet their future co-workers. It can be reassuring for candidates to have met others in the same position.
6.2 How is a group interview typically structured?
The phrase “group interview” is most commonly used to describe an interview process whereby two or more candidates are asked questions by one or more interviewers. They may be relatively formal, with candidates asked to sit in designated seats in a room. On the other hand, some organisations actively encourage applicants to relax and instruct them to treat the interview as a chance to get to know the interviewers and other job candidates.
Interviews in which two or more individuals interview a single candidate also come under the heading of “group interviews”, since they involve more people than a traditional interview. In this format, a panel of interviewers ask the candidate standard interview questions. It is normal practice for the panel to include a manager from the team you would be joining, a member of the HR department and one or two other members of the company.
The rationale behind this approach is that the hiring process is fairer when two or more people can assess a candidate and then compare notes afterwards. However, this method is less efβicient with regards to time and money, because all members of staff have to be in attendance when each candidate is assessed.
6.3 Interview Questions
The questions often posed to a group are as follows:
Discussion-based exercises
The interviewers may ask the group to split into pairs or small subgroups and discuss an interesting or controversial topic. The purpose of this exercise is to ascertain how well each person deals with differences of opinion. An interviewer may monitor the group and note who is taking ownership of the conversation, who is keen to put forward their views, who can put across their views using logic and reason, who is
willing to take into account another person's perspective and who βinds it difβicult to stay cool when provoked.
The actual opinions presented by each person are not usually taken into account - it is an individual's discussion style and communication skills that are under investigation. However, if the organisation prides itself on upholding a particular set of values, the people conducting the interview may also be looking to screen out candidates who hold views that run contrary to the company ethos.
Standard interview questions
Interviewers may ask the applicants to form several groups and then ask typical interview-style questions of each applicant in turn. This places each person under a great deal of pressure, as several people are able to hear each of their answers. The interviewers might ask standard interview questions of each applicant in turn.
Industry-specific questions
These questions aim to test the applicants' knowledge and allow interviewers to benchmark the average standard, in order to identify those who have a particularly strong grasp of the subject at hand.
Activity 2: Industry-specific Questions
Estimated time: 5+ minutes
If you were interviewing candidates for a position in your field, or your desired field, what industry- specific questions would you ask and why?
Group presentations
You may be placed in a group and instructed to put together a presentation on a topic within a short space of time. The exercise is designed to uncover the dynamics between candidates. In most cases, one or two people will emerge as “leaders” who try to take control of the situation. The facilitators will be watching to see how other members of the group react.
For example
Who feels confident in standing up for their opinions and asserting themselves, even when others try to steer the group discussion or activity? Group presentation activities can also provide the basis of individual interviews .
Problem-solving questions
Subgroups are sometimes asked to consider a practical problem and told to devise a solution. These problems are usually specific to the industry. Such exercises allow interviewers to not only assess the interpersonal skills of each candidate, but their ability to use logical reasoning under pressure. The group may be asked to feed back their answer, together with the steps they took to arrive at the solution, to the wider group. Therefore, these exercises can also act as a measure of group members' presentation skills.
“Introduce a partner”
This exercise allows candidates the chance to show that they can build rapport with a stranger within a few minutes, summarise information and then speak conβidently in front of other people. You will typically be asked to partner with another candidate, βind out several specific pieces of information about their background and preferences and then feed them back to the wider group.
6.4 What is an assessment day?
Although the phrase implies that an “assessment day” lasts from “9 'til 5”, they vary from a few hours to several working days.
As a general rule, the more senior the position, the longer the process will take. In some cases, an organisation will provide overnight accommodation. You may also hear “assessment days” referred to as “assessment centres”. An assessment centre will typically contain
group interviews, but they often incorporate other activities as well. Those facilitating the event will be looking to ascertain whether candidates possess the key skills required to succeed in a specified role.
Assessment centres can be held at an organisation's office, or they may be facilitated by an external service provider specialising in recruitment processes. Do not be surprised if you are asked to attend a hotel or conference centre, rather than a company's premises.
6.5 What tasks and activities are used in assessment centres?
Icebreaker tasks
Icebreakers are used to encourage candidates to relax (as far as is reasonably possible) and get to know their fellow applicants.
For example
You may be asked to stand in a circle with the other applicants and take it in turns to provide a brief personal autobiography. Team building exercises are also used as icebreakers: these include practical challenges, such as constructing a structure from a number of unusual items.
Simulated work tasks
Simulated work activities give you the chance to prove your capability in carrying out everyday tasks that you will be asked to do within a specific role. If you are applying for a job that requires an ability to prioritise several tasks, you might be presented with an “in-tray exercise”. To succeed, you will need to quickly ascertain how important each document or task is and decide how much attention it warrants, in order to ensure that it is dealt with in a timely manner.
You may be presented with a set of guidelines or “rules” that are representative of the protocols you would have to follow whilst working in the role. Your performance serves as an indication of whether you can adapt to new situations, understand instructions and complete complex tasks under pressure. You may be placed with another candidate and asked to undertake a simulated work task together. This is a test of your willingness to work with unfamiliar colleagues and accommodate differences in opinion.
Psychometric tests
These tests are designed to measure your aptitude for certain types of logic-based tasks, or to measure your personality type and communication style. We will return to the issue of psychometric testing later in the module. Large organisations sometimes use online psychometric tests during the early stages of the selection process, before administering further tests in person at a later date. This is to ensure that applicants cannot cheat their way into a role and that they can draw on key competencies on multiple occasions.
Individual interviews
At some point during the assessment day, you will probably be asked to take part in a one to one interview. You may be asked traditional interview questions, but this interview might also contain questions about the activities you have taken part in over the course of the assessment day. These questions can test not only your judgement, but your diplomacy. You might perhaps be asked to give your honest opinion on how your group (or another group in the room) performed on a presentation task. You may also be asked who you thought was “best” in your group, whether you would hire them and why. If an interviewer wants to test your self-awareness, they might ask you to describe your own contribution to a problem solving task and then ask what you would do differently next time around.
Role plays
If you are applying for a job that entails extensive interpersonal contact with others, the interviewers may ask you to take part in a role play.
For instance
If you are applying for a customer service role within a busy retail outlet, you might take part in a role play with another applicant or interviewer, in which you demonstrate your ability to calm an agitated customer or handle a complaint. Role playing tasks test your confidence, your commitment to the interview process and whether you hold the interpersonal skills specific to the job role.
Case studies
Case studies allow you to demonstrate commercial awareness and sound situational judgement. You will be provided with a description of a situation - this may be lengthy and detailed - and asked to give your opinion as to how it should be handled and the factors that need to be taken into consideration when deciding on a solution.
Fact
75% of assessment centres incorporate at least one group exercise.
Source: assessmentday.co.uk
6.6 How to prepare yourself for the most common assessment day activities
Be prepared to take notes
Well-organised interviewers often provide handouts or presentations that detail the key tasks you will be expected to complete, but it is sensible to take a small notebook and pen to record your thoughts or the role you are going to play in a group exercise. You will not be marked down for being well-prepared.
Lose your self-consciousness
Assessment centres are difβicult for many applicants, because they feel more exposed than is the case in a traditional interview.
If this is true for you, remind yourself of the following:
Everyone is nervous. Even those who appear conβident are probably anxious underneath. In fact, if you feel no anxiety whatsoever, this may be a sign that you are not especially interested in the job, or have underestimated the importance of the interview. If you are prepared, you have nothing to fear. It is normal to worry about any kind of interview, but approaching it with the right mindset and well rehearsed answers to interview questions will give you an advantage. You will probably never see the other candidates or interviewers again. Presentations, role plays and other tasks that make you feel self-conscious can be difβicult, but if you fear embarrassing yourself, remember that you will not have to face anyone watching ever again.
Give yourself permission to take part in activities to the fullest extent of your abilities and do not worry too much about slip ups. Even if you make a major error, the interview or assessment centre will still be a learning experience. With every selection process, you will come one step closer to a job and you will learn how to carry out complex tasks under pressure. Tell yourself that by attending, you have already “won” in the sense that it will equip you with skills that will serve you in the future, both in other interviews and in the workplace.
Take some water and a couple of snacks
Growling stomachs can be distracting and you will find it hard to concentrate if you are hungry or dehydrated. Drink plenty of water and have small, regular snacks that keep your blood sugar levels steady. If your assessment centre is due to last longer than half a day, find out whether refreshments will be served. If the organisation is not going to provide food, be sure to take lunch with you or
research other options in advance.
Make sure that you have answers to regular interview questions lined up
Preparing for a group interview or assessment centre requires that you not only think about how you will interact with other people who are going after the same job, but that you are willing and able to answer standard interview questions.
Practise making small talk
You could βind yourself waiting outside the assessment centre with other applicants, or seated next to strangers at a coffee break or lunch session. If you are naturally introverted or shy, these social interactions might be amongst the most challenging parts of the assessment.Consider in advance the kinds of questions you could ask others. These do not have to be particularly memorable or original. The best small talk establishes a sense of trust and rapport between two people.
It is fine to ask someone their name, where they come from, whether they had to travel a long way to the assessment centre and so forth. Most people will be nervous, so do not take it personally if they seem unable to fully engage in conversation. However, an interviewer may notice that you are making an effort to be friendly - and this will go in your favour.
Read any guidance carefully
Some organisations provide candidates with literature that outlines what they will be expected to do on the day. If you are sent any leaβlets or instruction sheets, be sure to read them several times and take a copy with you on the day. If you do not understand any of the information, telephone the company's HR department and ask for clariβication. The organisation may not be aware that their instructions are confusing, particularly if they have recently made changes to their recruitment process and may even appreciate the feedback.
Research the organisation's selection process online
If you are applying to work at a large company that holds group interviews and assessment centres on a regular basis, you might be able to find -person accounts of the process online. This can give you some insight into what you can expect and as a result, it may calm your nerves. On the other hand, organisations can and do change their selection processes to prevent applicants preparing themselves too well in advance. First-person accounts can be useful, but do not go into the assessment centre expecting the experience to be exactly as you read online.
Practise psychometric tests
If you know or suspect that you will be asked to sit a test or assessment, practise trial papers if possible. We will return to the issue of psychometric testing later in this course.
Fact
The typical number of candidates attending an assessment day is between βive and 10.
Source: assessmentday.co.uk
6.7 What are employers looking for during group interviews and assessment days?
Verbal communication skills
You may have to take part in written exercises, but verbal communication skills are a requisite for virtually any job. The facilitators will be watching for signs that you can put your ideas into words and explain them to people of various personalities, abilities and communication styles.
Confidence
Interviewers do not anticipate that everyone will be naturally extroverted, but they want to see evidence of self-belief and self-confidence. You should listen to others, but at the same time, put your views across in an assertive manner.
Time management skills
Group presentations, group discussions and simulated work tasks often provide applicants with the opportunity to display good time management. If a facilitator asks you to explain why you took a particular approach to a task, it is prudent to explain how you used time management skills to get the job done.
Conflict resolution skills
If you are in a group and a controversial topic comes up, the facilitators will be watching for signs that you are comfortable with diffusing a situation, or at least that you can refrain from adding your own opinion in such a way that increases the tension.
Presentation skills
You need to demonstrate good presentation skills. Depending on the format of the interview, this may entail addressing a small group, the cohort as a whole, or a panel of interviewers.
An ability to follow written and verbal instructions
In selecting people to βill positions requiring initiative and the ability to work quickly and accurately, employers look to choose people who can be relied upon to understand a set of instructions and implement them. However, it is fine to ask for clarification if you are confused by a facilitator's instructions, because this shows that you are able to acknowledge your own limitations and ask for help when appropriate.
A willingness to work as part of a team
Even those hoping to be selected for management positions need to show that they are capable of taking part in team exercises and working towards outcomes that are beneficial for all.
Leadership potential
“Leadership” is a multifaceted concept, but those who can take charge of a situation and delegate tasks, whilst still taking into account the perspective of other people, are perceived as “good leaders”. Leadership also entails maintaining an appropriate level of group morale, steering a group back on course if they go off task and being sufficiently flexible in changing their approach if the situation changes or develops. You do not necessarily have to take charge of a group to demonstrate leadership potential. In some cases, a group may happen to contain two or three natural leaders and, therefore, it is impossible for each to show the full extent of their skills. If you do not get the chance to take on the role of group leader, you can still show your ability to guide others by gathering opinions and consolidating them, or by taking charge of a subtask.
Flexibility
In most workplaces, change is frequent and unexpected. Therefore, you should demonstrate flexibility where possible, because it will inspire confidence in the facilitators that you can adapt to new routines and tasks. Show that you are willing to try new ways of approaching any task you are asked to do and voice your suggestions in a group situation when a first (or second) strategy is not working.
Willingness to work harder than the average candidate
Given that one key advantage of a group interview or assessment centre is to allow immediate comparison between candidates, it is in your best interests to differentiate yourself from the competition. You can do this by putting in more effort than those around you, generating more ideas during group tasks and preparing in-depth yet succinct answers to common interview questions.
General enthusiasm
No employer wants to hire someone who is ambivalent about the job. Show enthusiasm via your verbal and nonverbal body language.
6.8 How is a candidate's performance at an assessment centre “marked” or “graded”?
In order to minimise bias and provide an efficient process by which candidates can be compared against one another, facilitators use scoring sheets to record their impressions of each individual. They may use a grid, or “matrix”, that allows them to quickly record the competencies shown by a candidate. These competencies are drawn up based on the job description.
A typical matrix will consist of a column listing competencies down the left-hand side, followed by a list of assessment centre activities at the top of the chart. An interviewer may either make ticks in the boxes to indicate whether you have demonstrated each competency, or write down a number that indicates the extent to which you demonstrated an ability. Do not be alarmed if you notice that an interviewer is making notes or marks on a piece of paper - they will be “grading” all participants.
Once the day has ended, the facilitators can meet and compare candidates using the matrices. They may select individuals based on their overall scores, or they may place an emphasis on finding candidates who demonstrate every single skill listed on multiple occasions. If an employer uses a numerical method to “score” each candidate, they may either select people based on who achieves a predetermined score, or choose to take those who achieve scores that are relatively higher than those of the group as a whole.
An employer may choose to be transparent about their scoring system in advance, reasoning that well-prepared candidates are likely to perform better on the day and feel less nervous. Other employers prefer to leave candidates guessing, so that they do not attempt to manipulate the system or concentrate on securing a particular grade rather than showing their skills and competencies.
6.9 Common assessment day mistakes and how to avoid them
Failing to prepare for the “getting to know you” exercise
Virtually every assessment day will begin with some kind of icebreaker. This type of exercise will require you to present several key facts about yourself, possibly along with a couple of unexpected, interesting pieces of information. Practise putting together a 15 second autobiography and be ready to share a little about yourself.
Forgetting that there are other applicants in the room
When other applicants are speaking, pay attention! A group interview is your chance to prove that you care what other people have to say and that you are capable of respecting their right to have their turn to talk. If you have to take part in a group discussion, show via your verbal and nonverbal communication that you are interested in taking an active role rather than merely watching events as a passive observer.
Waiting for a chance to speak, rather than engaging with others
Approach an assessment day with the intention of learning about a new group of people. Remember that everyone has a story to tell and you may be surprised to discover what other people think and feel.
Treating the process like a day with friends
Do not fall into the trap of treating the other applicants as friends. Although you should aim to be cordial, your primary objective is to convince the interviewers that you are the right person for the role. Talking about your personal life might increase your likeability, but
it can make you appear unprofessional in the eyes of an employer.
Overuse of humour
Humour can be a great leveller and icebreaker, but remember that you do not know the other candidates well. This means that your jokes may inadvertently cause offence, which will leave a negative impression on an interviewer. They will be looking to select applicants who know how to adapt to new social situations. Always show sensitivity with regards to the other applicants' backgrounds and communication styles.
Module Summary
Group interviews and assessment centres are an increasingly popular approach for screening and selecting candidates. They offer a number of advantages for employers, as they are cost-effective and allow them to assess multiple applicants at the same time. They are favoured by large organisations, especially those who are recruiting for graduate entry schemes and those who have to fill a large number of similar vacancies within a short space of time. They are also used to identify candidates for managerial training programmes and positions from candidates already working for the organisation.
As a rule, assessment days include group interviews, but not all group interviews are given within the context of an assessment day. Group interviews may consist of a panel that ask a single candidate a set of questions, or they might present the questions to a group of candidates, giving each an opportunity to answer the question. Candidates might also be asked to form pairs or small groups and then feed back specific pieces of information to the wider group.
Assessment centres incorporate a number of activities and almost always begin with an icebreaker exercise. You may be asked to take part in group discussions, team building exercises, work simulation exercises, individual interviews and group presentations. At all stages of the selection process, facilitators and interviewers will be assessing each candidate's social skills, βlexibility, time management, presentation skills and other competencies relevant to the role. Depending on the type of position offered, an assessment centre will last anywhere from a few hours to several days.
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