Before the interview

• Ensure that the interviewee is aware of video conference techniques and procedures, and is given the opportunity to become familiar with the equipment prior to the interview
• Be certain that the interview panel is prepared to present most effectively – all members should familiarise themselves with the video conferencing equipment and presentation guidelines prior to conducting any interview
• Evaluate the general environment of both interview sites to ensure they are suitable for conducting interviews (e.g. that the room is well-lit and there is adequate seating and desk space available for all participants)
• If the video conference session is to be recorded, seek the interviewee’s permission in advance
• Prepare the interview panel, and other staff at the video conference site, so they know how to present themselves appropriately when the interviewee arrives
• Advise the interview panel and the candidate to wear normal business clothing with pastel colours (not white) – and without overly detailed patterns, or bright, flashy jewellery

Opening the interview

• Assume that all microphones are “live” at all times, so comments and discussions throughout the interview should be premeditated
• Set up the screen so all participants can be simultaneously seen – with a group shot of the interview panel, as well as “pre-sets” for the individual panel members, and a shot of the candidate
• Welcome the candidate when he/she arrives and introduce the interview panel
• Check that the candidate is comfortable with the room set-up and video conference equipment, and explain what the interviewee is required to do during the session
• Be clear and concise with all directions, and allow for the transmission delay when questions are asked and responses given

During the interview

• Avoid distracting the interviewee with excess noise and/or movement
• Maintain eye contact with the interviewee by looking at him/her on the screen
• Have the interview panel take turns writing notes so that the member asking a question can maintain eye contact with the interviewee
• Pay attention to small actions (e.g. shuffling, looking away from the camera, fidgeting with hands, ears, pencils, etc.) because they look larger on camera, which can be distracting and convey unintended messages to other virtual-meeting participants

Concluding the interview  

• If a support person is not available, explain to the interviewee what he/she needs to do with the equipment at the end of the conference (e.g. simply walk out and leave it on, or press a certain button to disconnect)
• Do not discuss the interview until it is confirmed that the video conference has been disconnected. (This will avoid the interviewee overhearing any comments.)

For more detailed information on techniques for interviewing by video conference, access the eBook at http://stores.lulu.com/cdaunt.

Carol Daunt is Founder and Managing Director of LearnTel, a leading provider of training and consultancy for the application of collaborative communications technologies.  With 20 years’ experience, she is recognised as a leader in her field.  To learn more, go to www.learntel.com.au