How to Conduct Compliant Interviews and Document Them

Human resource professionals and hiring managers conduct interviews in order to identify the best candidates for a job. The interview process can be stressful for both the interviewer and the applicant. In addition to asking the right questions to hire the right candidate for the position, interviewers should make sure that the interview process and related documentation are legally compliant. When it comes to keeping proper interview records, interview transcription services can help. Competent transcription outsourcing companies can convert audio or video files of interviews into accurate text documents in quick turnaround time.

Here is a list of tips to conduct compliant interviews and document them:

• Know the law: Being knowledgeable about the latest laws that govern interviewing and hiring process is important for employers to stay compliant and competitive. Before conducting a job interview, make sure you are up to date on employment laws such as wage, employee rights, and non-discrimination laws. This would include Department of Labor laws, Corporate Business laws, employee wage laws, interview laws, new hire laws, employee rights law, industry-specific laws, and non-discrimination laws. Knowing the laws and adhering to them will help you make better hiring decisions and get a stronger team.

• Prepare for the interview in advance: Prepare well to evaluate candidate skills properly and create a positive candidate experience. Prepare your questions n advance and importantly, make sure you are asking the right questions. Read and evaluate candidate applications and resumes and make notes of their key skills and work experience. Make sure you are ready to answer candidates’ potential questions about the company and the position. The best way to lead the discussion efficiently and cover all pertinent topics, plan an agenda.

• Ask good and permissible questions: Good interview questions are straightforward, understandable, focused on relevant information, and free of accusatory/intimidating language. When interviewing several candidates for the same position, ask the same questions to ensure consistency so that you can directly compare and evaluate candidates’ answers. In addition to technical question, ask questions about the candidate’s experience – role and responsibilities in their present position, daily tasks, a major accomplishment and how it was achieved, and top personal and technical strengths.

Make sure you are well-prepared when it comes to questions on compliance topics. According to the Society for Human Resource Management (SHRM) this includes asking if the candidate is legally eligible to work in the U.S. (or where the job is located; any current or future requirement visa sponsorship for employment at the Company name, and how the candidate will perform the essential job functions.

Importantly, hiring managers should ask only permissible interview questions. While you can ask questions about candidates’ salary expectations, SHRM says it is best practice to avoid asking about their current salary (this is also against the law in some states. Compliant interviews are also about avoiding discriminatory or inappropriate questions, specifically, those relating to a person’s race, gender, national origin, religion, age, disability, or any other protected characteristic. Make sure to inform the candidate if the position requires a criminal background check.

• Take proper interview notes: When interviewing several candidates for a position, it can be impossible to remember what each candidate said in the interview. Taking and notes during the discussion and comparing answers later will allow you to rank candidates and select the right individual.
• Write short, factual, legible and objective interview notes that are professional, relevant to the job and unbiased.
• Documenting the candidate’s qualifications and the interview is crucial to defend a hiring decision if there are claims of unfair discrimination.
• Make sure to include sufficient information about the professional reason why a candidate is or is not qualified for the job. If a compliance review occurs, the interview documentation must clearly convey the candidate’s skills and qualifications.
• Know what not to document. Do not record assumptions, opinions, or personal interpretations of the interviewee’s responses or observations about a candidate’s physical appearance.

Note-taking ensures that hiring managers can distinguish candidates and avoid missing out key factors when making a hiring decision. When you take notes during the interview, candidates will also feel that the selection process was fair.

Record Interviews and Get them Transcribed

The easiest way to document interviews is to record the discussions and transcribe them. A good audio recorder can ensure quality recording. While some states have laws that require all-party consent to record interviews for later review, this approach is widely used as it can help involves other decision-makers in the hiring process. One of the main advantages of recording interviews is that it allows interviewers to prioritize listening instead of taking manual notes.

It’s important to partner with a reliable online transcription service to get employment interviews transcribed. Using professional interview transcription services will ensure complete and accurate documentation of the discussion and allow HR managers to focus on conducting compliant interviews to hire the best talent.