Set Up a Meeting Space for Interviews
Setting up a "head hunting" session to interview people for an important job takes patience and attention to detail. Properly setting up a meeting space for interviews is an important factor. It takes planning, diligence, the right people to interview, and an atmosphere that supports the process of selecting candidates who may shape a company’s future. Here are some thoughts for your consideration.
Steps
- Make sure the meeting place is presentable and adequately furnished. You don't want it to be messy.
- Make a list of interviewees and the schedule of interviews. Share this information with the rest of the team.
- Make the organizing team aware of the agenda and format of the session(s).
- Format your agenda clearly and distribute it as soon as possible in case there is constructive feedback.
- Understand the objective of the meeting. Aim for a coordinated effort toward hiring people who will be long-term assets to the firm. Encourage integration of interests, positive attitudes, and broad perspectives.
- Choose your seating layout. A convenient seating arrangement based on seniority or other considerations will help prevent ego clashes.
- Set up IT. Take stock of equipment the meeting will need. Evaluate facilities, including Wi-Fi and LAN connections, tables, chairs, podiums, overhead or slide and film projectors, screen and remote control.
- Gather equipment. Include video equipment, microphones, computers and accessories, laser pointers, slide trays, the right lighting and loudspeakers, and facilities for electronic PowerPoint presentations. Familiarize yourself with the remote-control functions to avoid later inconvenience and embarrassment.
- Test your audio equipment. Make sure it's fully functional. Decide if a video-conferencing facility is necessary. Consider a dedicated phone line for the occasion.
- Provide basic stationery items: pencils, pens, whiteboards, flip charts, paperclips, and notepads.
- Plan for breaks. Consider their duration and appropriate refreshments. Plan in advance to minimize loss of time. Good-quality snacks, coffee, and tea will help keep the group happy, alert and focused.
- Prepare information for the interviewees. Let them know in advance who the speaker, guests, and interviewers will be in order to put them at ease.
- Stay focused. Meeting your objectives and selecting the right candidate is your main objective. Focus on this, but you can still foster an atmosphere of fun and enlightenment. The interview process does not have to consist of drudgery.
- Delegate a secretary. This person can prepare an agenda for the meeting(s) and take minutes during the session(s). Minutes should list guests, speakers, and interviewees, as well as proceedings.
- These minutes represent a material record of those who could not attend, the active participants, and in general, play the part of a reference point of the proceedings as well as any audience participation.
- Make attendance records. Use a list of those invited, and check off their names as they enter the meeting venue.
Tips
- Tailor the arrangement of furniture and equipment to the specific needs of the meeting you're planning.
