A guide to competency based interviews

Competency-based interviews are a powerful tool for assessing a candidate's skills, abilities, and suitability for a specific role. By focusing on past behaviours and experiences, employers can predict future performance and ensure a better fit within their organization. This guide delves into the essentials of competency-based interviews, offering insights and best practices to enhance your recruitment process.

What is a Competency-Based Interview?

A competency-based interview (CBI) is a structured interview technique where employers evaluate candidates based on specific skills and behaviours that are essential for the role. Unlike traditional interviews that may focus on general questions, CBIs target concrete examples from a candidate’s past experiences to gauge their competency in key areas relevant to the job.

Why Use Competency-Based Interviews?

Competency-based interviews offer several advantages:

• Objective Assessment: Provides a standardized way to evaluate all candidates, reducing biases.
• Predictive Validity: Past behaviour is a strong indicator of future performance.
• Role Alignment: Ensures candidates possess the specific skills and behaviours needed for the job.
• Enhanced Consistency: Facilitates fair comparison between different candidates.

Key Competencies to Assess

When conducting CBIs, it’s crucial to identify and assess the competencies that are most relevant to the position. Below are some essential competencies commonly evaluated:

1. Communication

Definition: The ability to convey information clearly and effectively, both verbally and in writing.

Assessment Tips:

• Evaluate clarity and conciseness in responses.
• Look for active listening skills and the ability to engage in meaningful dialogue.

Sample Question:
Can you provide an example of a time when you had to explain a complex concept to a non-expert?

2. Problem Solving

Definition: The capacity to identify issues, analyse information, and develop effective solutions.

Assessment Tips:

• Assess the logical approach to tackling problems.
• Look for creativity and innovation in solutions.

Sample Question:
Describe a situation where you encountered a significant problem at work. How did you resolve it?

3. Flexibility

Definition: The ability to adapt to changing circumstances and handle new challenges effectively.

Assessment Tips:

• Evaluate adaptability in dynamic environments.
• Look for examples of adjusting strategies or workflows in response to change.

Sample Question:
Tell me about a time when you had to adjust your approach due to unexpected changes at work.

4. Leadership

Definition: The capability to inspire, motivate, and guide others towards achieving goals.

Assessment Tips:

• Look for evidence of motivating teams and driving initiatives.
• Assess decision-making and conflict resolution skills.

Sample Question:
Can you share an instance where you led a team to overcome a significant challenge?

5. Teamwork

Definition: The ability to collaborate effectively with others to achieve common goals.

Assessment Tips:

• Assess the candidate’s role in team settings.
• Look for examples of cooperation and collective problem-solving.

Sample Question:
Describe a successful team project you were involved in. What was your role, and how did you contribute?

Developing Competency-Based Interview Questions

Effective CBI questions are specific, open-ended, and designed to elicit detailed responses that showcase the candidate's competencies. Here are steps to develop impactful questions:

1.     Identify Key Competencies: Determine which skills and behaviours are critical for the role.

2.     Use the STAR Framework: Structure questions to prompt candidates to discuss Situations, Tasks, Actions, and Results.

3.     Be Specific: Tailor questions to reflect real scenarios relevant to the job.

Additional Sample Questions:

• Describe your biggest professional achievement and the steps you took to accomplish it.
• Explain a time when you had to manage multiple priorities. How did you ensure everything was completed effectively?
• How do you handle feedback and use it to improve your performance?

The STAR Method for Evaluating Responses

The STAR method is a structured approach to answering competency-based questions, ensuring candidates provide comprehensive and relevant information.

• Situation: Describe the context within which you performed a task or faced a challenge.
• Task: Explain the actual task or responsibility involved.
• Action: Detail the specific actions you took to address the task or challenge.
• Result: Share the outcomes or results of your actions, highlighting successes and learnings.

Example:

Question:
Can you give an example of a time when you had to meet a tight deadline?

Answer using STAR:
Situation: At my previous job, our team was tasked with delivering a project two weeks ahead of schedule due to a client’s urgent needs.
Task: As the project lead, I needed to ensure that all team members were aligned and that the accelerated timeline was met without compromising quality.
Action: I reorganized the project plan, delegated tasks based on each member’s strengths, and implemented daily check-ins to monitor progress and address any obstacles promptly.
Result: We successfully delivered the project three days ahead of the new deadline, resulting in a satisfied client and a 10% increase in subsequent business from them.

Best Practices for Conducting Competency-Based Interviews

1.     Prepare Thoroughly:

o    Define the core competencies required for the role.

o    Develop a set of targeted questions for each competency.

2.     Create a Comfortable Environment:

o    Ensure the interview setting is conducive to open and honest communication.

o    Build rapport with candidates to encourage detailed responses.

3.     Use a Consistent Evaluation Framework:

o    Apply the same criteria and rating system to all candidates to ensure fairness.

o    Utilize the STAR method to assess the completeness and relevance of responses.

4.     Train Interviewers:

o    Ensure that all interviewers understand the competency framework and evaluation process.

o    Provide training on avoiding biases and maintaining objectivity.

5.     Balance CBI with Other Interview Techniques:

o    Incorporate traditional interview questions to gain a holistic view of the candidate.

o    Use assessments or practical exercises to complement the interview.

6.     Take Detailed Notes:

o    Document candidate responses meticulously to support evaluation and decision-making.

o    Use structured scoring sheets to facilitate comparison between candidates.

Advantages of Competency-Based Interviews

• Enhanced Predictive Accuracy: By focusing on past behaviours, CBIs provide insights into how candidates are likely to perform in the future.
• Reduced Bias: Structured questions and evaluation criteria minimize subjective judgments.
• Improved Candidate Experience: Clear expectations and relevant questions make the interview process more meaningful for candidates.
• Better Role Fit: Ensures that selected candidates possess the necessary skills and behaviours for success in the role.

Potential Challenges and How to Overcome Them

• Time-Consuming Preparation: Developing comprehensive CBI questions requires effort.
  Solution: Start by identifying key competencies and building a question bank that can be reused and refined over time.
• Interviewer's Bias: Even structured interviews can be influenced by unconscious biases.
  Solution: Provide interviewer training and use standardized evaluation criteria to maintain objectivity.
• Candidate Performance Anxiety: Some candidates may find CBI formats intimidating, potentially hindering their ability to showcase competencies.
  Solution: Create a welcoming atmosphere and clearly explain the interview process to help candidates feel at ease.

Conclusion

Competency-based interviews are an effective method for assessing whether candidates possess the necessary skills and behaviors for a role. By focusing on specific competencies, utilizing structured questioning techniques, and adhering to best practices, employers can enhance their recruitment process, leading to more informed and objective hiring decisions. Implementing CBIs not only improves the quality of hires but also contributes to building a competent and capable workforce aligned with organizational goals.