Hiring/interview process
Navigating the job market involves understanding that different types of employers have distinct processes for recruiting, evaluating and hiring new employees. Whether you're applying to a large corporation, a small startup, a nonprofit organization, or a government agency, knowing how they hire can help you tailor your job search strategy and increase your chances of success.
Hiring process at various organization types
Large corporations
Large corporations often have structured and formalized hiring processes. They typically use online job boards, company websites, and recruiting agencies to advertise job openings.
- Openings are posted often, partially because corporations have a larger staff and need several people working in similar roles. Some roles are “evergreen” or posted indefinitely because the company hires many of this type of position (ie: Customer Service Representative, Finance Representative, etc.).
- Interns are often hired as a cohort and internships all start and end on the same timeline, despite differences in functions across the company (ie: Tax Season Interns, Summer Internships, etc.).
- Applicants are usually required to submit their resumes and cover letters through an online applicant tracking system (ATS).
- After an initial screening process, qualified candidates may be invited to participate in multiple rounds of interviews, which could include phone interviews, video interviews, and in-person interviews with various stakeholders.
- Hiring decisions are often made by hiring managers and human resources departments, following a thorough evaluation of candidates' qualifications and fit with the company culture.
- The entire process, from application to job offer, typically takes a few weeks to two months.
Small and medium-sized companies
Small and medium-sized enterprises, including startups and family-owned businesses, often have more flexible and informal hiring processes than corporations. Job openings may be advertised through word-of-mouth referrals, networking events, and social media platforms.
- Openings are posted sporadically, only when there is an immediate need to hire.
- Applicants may have the opportunity to directly contact hiring managers or business owners to express their interest in available positions.
- Interviews at small and medium-sized companies may be less structured than those at large corporations, with a focus on assessing candidates' skills, passion, and potential culture fit.
- Hiring decisions are typically made by business owners or department heads, who prioritize finding candidates who are adaptable, can “wear multiple hats,” proactive, and passionate about the company's mission.
- The entire process, from application to job offer, varies from a few weeks to a few months, depending on the size and structure of the company.
Nonprofit organizations
Nonprofit organizations have a unique mission-driven approach to hiring. Job openings at nonprofits may be advertised on their websites, through online job boards, and via industry-specific networks and associations (such as the Minnesota Council of Nonprofits).
- Openings are posted when there is an immediate need to hire for a specific role or to work on a project. More openings occur at the beginning of the fiscal year (June and July) and the beginning of the calendar year (December and January).
- Applicants are often expected to demonstrate a strong commitment to the organization's mission and values in their application materials.
- Interviews at nonprofits may involve discussions about candidates' previous volunteer work, community involvement, and passion for social impact.
- Hiring decisions at nonprofits are typically made by hiring managers, program directors, and executive directors.
- The entire process, from application to job offer, varies from a few weeks to a few months, depending on the size and structure of the organization.
Government agencies
Government agencies, including federal, state, and local governments, have structured hiring processes designed to ensure fairness and transparency. Job openings are typically posted on government websites (such as USAJOBS.gov for federal positions and Minnesota’s career website for state positions).
- Openings are posted often, depending on the type of position and the size of the agency or department. More openings occur at the beginning of the fiscal year (June and July) and the beginning of the calendar year (December and January).
- Applicants are required to submit detailed applications that include resumes, cover letters, and responses to specific job-related questions.
- Government agencies often use a merit-based selection process, where applicants are evaluated based on their qualifications, experience, and performance on standardized tests or assessments.
- Interviews for government positions may involve panel interviews with multiple interviewers representing different departments or agencies.
- Hiring decisions are made by hiring managers and selection committees, following established guidelines and regulations.
- The entire process, from application to job offer, may take many months.
Academic institutions
Academic institutions, including universities, colleges, and schools, have unique hiring processes for faculty, staff, and administrative positions. Job openings in academia are often advertised on university websites, academic journals, and professional associations' job boards.
- Teaching or faculty openings are posted about six months before the start date (example: posting in March for position that start in September). Staff and administrative openings are posted sporadically when there is an immediate need to hire for a specific role.
- Applicants are typically required to submit detailed application packets [link to 3.1.4 job search materias], including curriculum vitae (CVs), teaching statements, research statements, and/or letters of recommendation.
- Interviews for academic positions may involve up to a full day of presentations, teaching demonstrations, and meetings with faculty members and administrators.
- Hiring decisions in academia are made by search committees, department chairs, and deans, who evaluate candidates' academic credentials, teaching abilities, research potential, and fit with the institution's academic mission.
- The entire process, from application to job offer, varies from a few weeks to a few months.
Staffing agencies
Staffing agencies, also known as recruitment agencies or employment agencies, act as intermediaries between job seekers and employers. They often specialize in specific industries or job types and work with a network of client companies to fill their staffing needs. Staffing agencies use job boards and social media to advertise opportunities.
- Openings are posted to recruit for specific positions at employers. Some roles are “evergreen” or posted indefinitely because the company hires many of this type of position (ie: Customer Service Representative, Medical Assistant, etc.).
- Job seekers can submit their resumes and attend interviews with staffing agency recruiters, who then match them with suitable job opportunities based on their skills, experiences, and preferences.
- Staffing agencies may also provide temporary, contract-to-hire, or direct hire placements, depending on their clients' needs.
- Hiring decisions for positions sourced through staffing agencies are typically made by the client companies, with input from the staffing agency recruiters.
- The entire process, from application to job offer, varies from one day to several weeks, depending on the clients’ needs.
Prepare
Here are some of our best tips for confidently rocking your online job interviews!
- Show up to your online interview as you would in person. We recommend dressing as you would for an in person interview. This means anticipating what your industry expects when it comes to dress code.
- Eliminate distractions if and when possible. We can’t always control our home environment! Pets, family members and other things might interfere. Try your best to let others know you need the time and space. If unterruptions happen, it’s okay! You can acknowledge it and keep the interview going by bringing your attention back to the interviewer.
- Test things out beforehand! Here are some suggestions:
- The lighting in the room. A darker room will make it more difficult to see you.
- Your device (computer or phone) and it’s internet connection. You can check to see if your device plans on making any software updates the day of your interview and schedule them for later or do it ahead of time.
- Get familiar with the online platform the interview will take place on. Although Zoom is common, not every employer will use it. Try to log on to the interviewing platform beforehand if possible. This will help you feel more comfortable when the interview begins.
- Have a plan if internet disruptions occur. Remember that it’s okay, as this is not always in your control. You can have a plan for if it happens so you don’t panic and freeze on how to fix it in the moment. One option could be to make sure you have the interviewer’s direct phone number to connect with if video becomes inaccessible.
- Keep your eye contact with the camera versus the computer screen when you are responding to the interviewer’s questions. This will make a virtual interview feel more like an in person experience.
- Be sure to double check the time zone of the interview time scheduled. Is it local or not?
- If you have access to headphones, it might be a good idea to use them. This helps with minimizing unexpected external noise like echos.
- Practice your interview skills by using InterviewStream. It never hurts to brush up on your skills! InterviewStream is a helpful free online tool to help you practice.
- It’s okay to use a notepad to have notes next to you or take notes during the interview. Be sure to let the interviewer know you’ll be taking notes because they might not actually be able to see what you're doing!
- Remember that you can always book an appointment with a CEHD Career Coach if you would like help with preparing for an interview!
One of the biggest mistakes interviewers make is failing to research the employer. Comprehensive research on the employer is an essential step in preparing for an interview.
- The organization's website.
- Informational interviews with current or former employees
- Handshake
- Organization profile on LinkedIn
- U of M Business Library
- Google News for news articles and press releases
Interview questions are many times developed around the skills and qualities listed in the job posting. By knowing the position you can anticipate potential interview questions.
- Carefully review the job description and create a list of skills and qualities required.
- Anticipate questions the interviewer may ask given the list of skills and qualities you created.
- Talk to professionals in similar types of positions in different organizations.
- Create a list of your “rock star moments” – the times you did outstanding work in a paid, volunteer, or involvement experience. Be prepared to talk about the qualities and skills you showed during these moments.
- Identify your top 3-5 skills and qualities for the position and consider how you will communicate these skills and qualities in the interview.
- What are your transferable skills and how can you use them for this position?
- What content (your field of study) knowledge do you have that relates to this position? Think about what you have learned from your coursework, internships, paid or volunteer experiences and use jargon and language associated with your field of study.
- What makes you different or unique compared to other candidates with similar experiences?
- Be prepared to clearly communicate why this specific position with this specific organization is a good fit for your career goals. Employers want to know why you are interested in working for their organization.
- Prepare answers to interview questions focusing on your “rock star moments”, skills, and qualities.
- Rehearse and practice potential interview questions out loud
- Schedule a practice interview with a career coach
- Do an online practice interview with InterviewStream
- Have at least 2-3 questions prepared. Avoid simple yes/no questions.
- Demonstrate interest in the position you are interviewing for by asking questions.
- Ask questions you really care about, demonstrate your knowledge, and show interest in the company/organization.
- Don’t ask a question if it has already been answered – consider asking the interviewer(s) to elaborate.
First impressions are very important during an interview. Consider the following to ensure you make a great first impression.
- Arrive 10 minutes early, never arrive late.
- Do a test run to the interview location prior to the actual interview.
- Be kind and considerate to all staff you interact with including administrative assistants and receptionists.
- Greet the interviewer with enthusiasm using appropriate eye contact and smile.
- Show confidence by standing and shaking the interviewer’s hand. Use a medium to firm handshake.
- Introduce yourself using both your first and last name.
It is not only the content of your answers to interview questions, but how you present yourself during the interview that are critical.
- Dress appropriately for the interview.
- Be mindful of nonverbal communication and body language.
- Avoid “ums” and “like”.
- Don’t fidget with your hair, accessories, or pen.
- Speak slowly and clearly. We speak more quickly when nervous.
- Don’t ramble or tell your interviewer more than they need to know. Focus on answering the specific question.
Have a prepared closing statement that reiterates your skills and qualifications along with your interest in the position for the end of the interview.
- Thank the interviewer(s) for their time.
- Ask for next steps and timeline for the hiring process.
- Ask for the business cards of all interviewers.
Follow-up
Following-up after an interview is an excellent way to show you are on top of things and really interested in the position.
- Send a thank you letter to everyone who interviewed you within 48 hours of the interview.
- Respect the hiring timeline outlined during the interview. Don’t call too early or too often.
- Call the employer in the appropriate timeframe to inquire about the status of the hiring process.
Sample interview questions
Experience
- Tell me about yourself.
- How have your past experiences prepared you for this position?
- What has been your most important accomplishment to date?
- What is your greatest strength?
- Describe a weakness that you have as it relates to your career goals.
- If I were to ask one of your professors (or your supervisor) to describe you, what would he or she say?
- What do you believe is your strongest qualification for this position? Why?
- What is your definition of diversity and what experience do you have working with diverse populations?
Organization/position
- What do you know about our company/organization?
- Why are you interested in working for our company/organization?
- What do you think it takes to be successful in this position?
- What is your ideal position/career?
- Why should we hire you? What do you think you could contribute to our organization?
- What qualities do you look for in an ideal supervisor?
Education
- What is your educational background?
- How has your education prepared you for your career?
- Do you have plans to further your education?
Goals and motivation
- What are your goals for the next 5-10 years?
- What motivates you when working on something you don’t enjoy?
- What have you done to show initiative?
Interpersonal skills
- Do you prefer to work individually or as part of a team?
- Do you consider yourself more detail oriented or more creative? Explain.
- How do you handle conflict?
- What strategies do you use to relieve everyday tension and stress?
- How do you respond when your ideas are rejected?
- What kinds of people do you work best with?
- How have you handled problems with co-workers?
Unique questions
- If you were a kitchen appliance, which would you be and why?
- If you could be any color of the rainbow, what color would you be? Why?
P.A.R. technique
- Problem: What was the situation and specific problem that had to be addressed?
- Action: What specific skills/tools did you use to address the task?
- Result: What was the result of your behavior?
Sample question/answer
Question: Describe a time when you took the initiative to do something when it wasn’t your responsibility to do so.
Answer (Problem): The past two years, I have been in a mentor program. During the course of the program, I noticed there were many other student and alumni matches in our area, but we didn’t have a formal way to connect with each other. (Action) When I became aware of this, I scheduled a time to meet with the mentor program coordinator to talk about ways to increase our networks. We developed a plan to start a blog for participants to talk about their experiences and share insights from the program. (Result) As a result of our thoughtful approach we increased networking opportunities among the members in the program. It was a huge success!
Sample behavioral interview questions
- Tell me about a time when you had great difficulty communicating your thoughts clearly to another person or group and how you handled this situation.
- Tell me about the most significant project you worked on in which it was crucial to keep track of details while still managing the “big picture.”
- Describe a time when you took the initiative to do something when it wasn’t your responsibility to do so.
- Discuss a time when you were responsible for a project that didn’t go the way you expected. How did you handle it?
- Tell me about a time you took a leadership role amongst your peers. What specific things did you do that showed leadership and how did others respond to you as a leader?
- Tell me about a time when you had to work with a difficult person. What made them difficult and how did you handle those interactions?
- Describe a time when you worked on an effective team. Why was the team effective and what was your role in the team’s success?
- Tell me about a time when you had to motivate or excite others about a project or event. What strategies did you use to make this happen?
- Tell me about an aggressive goal that you achieved. What specific steps did you take to achieve the goal?
- Tell me about a time when you built strong relationships where none existed before.
- Describe a time when you anticipated potential problems and developed preventative measures.