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Virtual Recruitment

Virtual Interview

  • Decide who will be the moderator for the interview.  Consider developing a script with a clear outline of roles and responsibilities relevant to questions, note taking, probing questions, etc. 
  • Determine where all material relevant to the search will be housed, including where committee members should place their notes from the interviews. Determine whether it makes sense to designate one member of the committee to ensure that all material related to the search is kept up to date and made accessible. Ensure that the contact information of the committee members is in one place should it become necessary to quickly connect by phone or text. Consider whether a group conversion (external link)  for your committee in google hangouts for a quick and easy way to stay connected throughout the process.
  • Prepare a brief script/overview of interesting things to discuss with the candidate should there be a delay in starting the formal process [e.g. if a committee member is running late or experiencing technical issues, etc.]. Use this opportunity to highlight those aspects of your department/school, Faculty and/or the University that will help to increase the candidate’s interest in working at Toronto Metropolitan University.
  • Ensure that all members of the committee have invites in their calendars that reflect the interview schedule. The day/night before the interview, the moderator could send out a reminder with links to the meeting invite and any files/folders containing the material related to the search.

Visit Faculty Recruitment for more information on interview questions

Send information to candidate

In preparation for the interview, provide your candidate with the following information:

  • Date and time of interview. Remember to include Eastern Daylight Time (EDT) and the candidate’s time on the interview schedule/itinerary to limit confusion. See World Clock meeting planner (external link) . 
  • Names of DHC members who will be interviewing
  • Expected length of the interview
  • Technology requirements 
  • When and from whom to expect the meeting invite (so that it doesn’t end up in their junk folder) 
  • Emergency contact information (should there be technical difficulties)
  • The type of information you are hoping to obtain through your interview process; this may be especially helpful for diverse candidates.

Plan to send the candidate a reminder of the interview the day/night before with the link to the invite and any additional details.

Identify a suitable environment

  • Identify a private, quiet, well-lit space where you can complete the interview by yourself. The space should be free of potential distractions and where you can speak freely. To the extent possible, make sure you have control over the background noise.
  • Ensure that there is enough light available (window, lamp, etc.) so that the candidate can see you clearly. If the interview is scheduled for late in the evening, ensure that there’s a lamp available that can light up your face.
  • Have an outlet nearby in case you need to plug in your device; keep in mind that if you are using bluetooth to connect to a wireless headset or earphones, you may need to charge your device during the interview.

Set up your technology

  • Check your microphone and camera to ensure that they are functional and that both the picture and sound are good quality.
  • Check your internet speed. You can do this at speedtest.net (external link) . Sometimes switching from Wi-Fi to a wired ethernet connection improves your internet speed.
  • Note how the camera and microphone are positioned so that you are able to recreate a setup that works when you log in to the system to complete your actual interview.
  • Consider if you would benefit from a trial call to someone you know in order to test out the quality of your audio and video and gain comfort with using the platform if it’s new to you.

Familiarize yourself with the interview materials

Be sure the following materials are available to you:

  • Interview schedule 
  • Login information (if applicable)
  • Welcome script 
  • Interview questions 
  • Contact information for any technology support 
  • Candidate’s contact information (as a backup option if you are disconnected)

Presentation

  • Dress as you would for an in-person interview.
  • Have all relevant interview materials (e.g., specific interview questions, paper for notes) in front of you for easy reference. Remember to keep any other necessary items you may need such as water, tissues, etc. close to you.

Environment

Briefly scan your interview space to ensure that:

  • it will be quiet and free of distractions 
  • there are no sources of bright light directly behind you 
  • your backdrop is still neat and free of distractions
  • an outlet is nearby in case you need to plug in your device

Technology

Double-check all of your technology to confirm that:

  • your camera is positioned so that you are looking directly at the video camera  
  • all other programs on your device are shut down so no alerts, notifications, or other disruptions on your device interrupt the interview or distract you  
  • your device is fully charged, and you have a charger nearby
  • have a backup plan in case the technology fails

Welcome & introductions

  • Welcome the candidate and make introductions giving names and titles.
  • Acknowledge the challenges of not being face to face at the beginning of the interview. The Australian HR Institute (external link)  suggests reassuring the candidate (“This is new for me as well!”), troubleshooting any potential issues with your connection (“Can you see and hear me okay?"), and being upfront with what you need to get an accurate impression of the candidate (“I’m noticing some background noise, would you be willing to try using a noise-cancelling app (external link) ?”).

Housekeeping

  • Remind the candidate how long the interview will take.
  • If you plan to take notes during the interview, let the candidate know before you begin the interview. Explain that taking notes helps to ensure you remember responses accurately. You might also note that taking notes may limit your eye contact, but that they should not interpret this as a lack of interest in their response. If you are using zoom, and plan on taking notes on the same device, you can click the minimize button on the top left hand corner of your screen which will allow you to still view the speaker while taking your notes.
  • Review with the candidate any back-up plan/protocol and confirm their contact information should the connection be lost during the interview.
  • If any of the DHC members anticipate being interrupted during the interview by a call or an urgent matter, inform the candidate about this possibility in advance including what they should expect [e.g. remaining members of the DHC will continue with the interview].
  • Seek the candidate’s consent if the interview needs to be recorded; explain that it will be done for all candidates and provide further details as to who will have access, how it will be made available/stored and when it will be deleted.

During the interview

  • Ensure that your personal devices are silenced or set up in a way so as to limit any distractions and noise.
  • Follow the same on-campus guidance of asking the same set of questions to each candidate.
  • Keep in mind that you are simultaneously in “evaluation and recruitment” mode and that you will need to be mindful of your presentation, including your attire, body language, background, etc. The candidate will be looking out for how organized, cohesive and collegial you are in your interactions and with one another during the virtual process. Use caution and care when chatting “privately” with your colleagues in the chat box during the virtual process, as it may accidentally be addressed to “everyone’. In addition, some of the following should be considered:
    • Look at the camera. When video chatting, many people tend to stare at themselves or the image of the person they’re talking to. Don’t do either – look at the camera in order to maintain eye contact.
    • Use good posture. Sit up straight in a chair instead of slouching on the couch. Good posture shows the candidate you’re alert and engaged.
    • Lean forward slightly. Don’t get too close to the camera, but leaning forward slightly while the candidate is speaking can show your interest in what they’re saying. Stay about an arm’s length away from the camera.
    • Cut back on gesturing. On the small computer screen, gesturing can be particularly distracting. Try to keep your hand movements to a minimum.
    • Don’t cross your arms. Keep your arms relaxed at your sides – folding your arms can come across as grumpy or hostile.
    • Nod and smile genuinely. It’s important to silently acknowledge what the candidate is saying, but be careful not to overdo it. Too much nodding or smiling can come across as disingenuous.
  • Remember that you are evaluating a candidate per your selection criteria and issues of technology, background scenery, familiarity with technology, internet connections, and nonverbal communication we normally use during an in person interview, if not job related should not be part of the evaluation process.
  • Keep in mind that common non-verbal communication factors may be more difficult to assess and/or become a point of hyper-focus in an online format. For example, perceptions about a candidate’s “eye-contact” and level of engagement with the audience will be different in an online format and the DHC should be sure to evaluate candidates on the content of their answers and presentations, rather than their online performance acumen.

Concluding the interview

  • At the end of your interview, invite any questions the candidate may have.
  • Explain the process and next steps.
  • Thank the candidate for their time.
  • Ensure that you have completely disconnected from your candidate before engaging in your deliberations.
Planning the Virtual Campus Visit
Virtual Job Talk