How to Perform Well in Competency Based Interviews

More and more of our clients in the IT sector are now using competency based interview techniques as part of their selection process. Understanding the nature of this type of interview and how to answer questions is key to achieving success.

Below is some background and advice on how to perform well in this scenario...

Definition – What is Competency Based Interviewing?

Traditional versus competency (behavioural) based interviews?

A traditional interview focuses on education, qualifications and experience. Often responses given do not provide information on actual performance on the job or about specific accomplishments. It is difficult therefore for a panel to determine how a person will perform into the future without an idea of what and how they have performed in the past. In a traditional interview, you will be asked a series of questions which typically have straight forward answers like "What are your strengths and weaknesses?" or "What major challenges and problems did you face? How did you handle them?" or "Describe a typical work week."

A Competency interview however is a form of behavioural interview. Competency based interviews focus on past performance as a predictor of future performance. Research has shown that behavioural interview achieve a higher level of accuracy than traditional interviews.

In a competency based interview, candidates are asked to provide detailed accounts of what they have done, said, thought and felt in situations similar to what they will experience in the role they are interviewing for.

What is a Competency?

A competency is defined as a skill, knowledge, ability or behavioural characteristic that is associated with superior performance.

There are two basic levels of Competencies: technical and behavioural. The first level, Technical Competencies are predominately about acquired knowledge and technical abilities and skills. These competencies are often easier to see, train for and develop. Examples of technical competencies include knowledge of programming languages or operating systems.

The second level of Competencies are behavioural competencies, such as communication skills, management skills or team member skills. These competencies can be harder to see and develop but are key indicators of how an individual approaches and ultimately performs in his/her role.

The good news is that most companies will have developed a competency framework which means a set of specific competencies have been developed for each position and it is good practice for candidates to be provided with this information as part of the person specification in the candidate pack.

Therefore, you should have an idea in advance what competencies may be covered and you will be able to prepare accordingly.


The Interview

As already stated, in a Competency Interview, an employer has decided in advance what skills are needed in the person they want to hire and will ask questions to find out if the candidate has those skills. Instead of asking directly how you would behave, they will ask how you did behave. The interviewer will want to know how you handled a situation, instead of what you might do in the future.
Examples of Competency Based Questions
Behavioural interview questions will be more pointed, more probing and more specific than traditional interview questions. Some examples of competency based questions include:

Competency: Communication

Question: Tell me about a time when you had to use your presentation skills to influence someone's opinion.

Question: Tell me about an important written document you were required to complete.

Competency: Customer Service

Question: Describe a situation where you have provided superior Customer Service

Competency: Problem Solving

Question: Give me a specific example of a time when you used good judgment and logic in solving a problem.

Question: Give me an example of a time when you used your fact-finding skills to solve a problem.

Competency: Flexibility

Question: Tell me about a time when you had to go above and beyond the call of duty in order to get a job done.

Competency: Teamwork

Question: Give me an example of when you handled a difficult situation with a co-worker? How?

It is likely that follow up questions will be asked when you start to get into your answer so expect this and be prepared for it. You may be asked exactly what you did, what you said, how you reacted or how you felt. Always check at the end of your answer with the interviewer(s) if you have given them sufficient detail, for example ask, “Does that answer your question fully?”


Preparation for the Competency Interview

As you don't know exactly what situations you will be asked about, refresh your memory and consider some special situations you have dealt with or projects you have worked on. You may be able to use them to help frame responses. Prepare stories that illustrate times when you have successfully solved problems or performed memorably. The stories will be useful to help you respond meaningfully in a behavioural interview.

Always review the job description, if you have it, or the job posting or ad. You should be able to get a sense of what competences, skills or behavioural characteristics the employer is seeking from reading the job description and position requirements. If unsure speak to your recruitment consultant.

Answering Competency Based Questions

In the interview, your response to each question needs to be specific and detailed. Candidates who tell the interviewer about particular, relevant situations that relate to each question will be far more effective and successful than those who respond in general terms.

Ideally, you should briefly describe the situation, what specific action you took to have an effect on the situation, and the positive result or outcome. This is known as the STAR approach:

S.T.A.R.

Situation or Task

Describe the situation that you were in or the task that you needed to accomplish. You must describe a specific event or situation, not a generalized description of what you have done in the past. Be sure to give enough detail for the interviewer to understand. This situation should be from a previous job or any relevant event.

Action you took

Describe the action you took and be sure to keep the focus on you. Even if you are discussing a group project or effort, describe what you did -- not the efforts of the team. Don't tell what you might do, tell what you did.

Results you achieved

What happened? How did the event end? What did you accomplish? What did you learn?
A good answer should be interesting and full of action. Give employers something to remember about you, something that makes you stand out. Since they are your stories, that shouldn't be hard. Let your personality and your core character shine through. Make sure you let them hear the steps you took to solve the problem. The more details and skills you can add, the better, within reason.

Use the following guidelines to prepare your interview responses

HOW TO STRUCTURE YOUR ANSWERS

Always speak in the first person:
“I thought, felt, did”

Discuss events that have occurred and speak in the past tense:
“The way I handled the situation with the media was I first called my local contact…”

Focus on what actually happened:
“At that time, I responded by…”

Presenting thoughts on incident:
“I should have handled it by doing…”

WHAT TO AVOID IN YOUR ANSWERS

Avoid plural/indirect subject statements:
“In the region we…”
“At the local level we…”

Using hypothetical or future tense:
“What I usually do is…”
“What I would do is…”

Example Question & Answer Using STAR

Question: Tell me about a time when you went above and beyond the call of duty.

Answer:
Situation & Task
“I have a number of examples I could share with you.
In one instance, I was working as a business analyst at ABC Company. The sales team was pulling together a bid for a large piece of work. The deadline was pressing and the analyst that normally helps them out with their IT information was on leave.

Action
I was aware of the situation and volunteered to help them out. I cleared this with my own manager and gave him reassurances that my own work wouldn’t suffer as my schedule was quite pressing and I had my own deadlines to meet.

I worked to 10 o’clock every night for two weeks pulling together the bid information they needed and liaised with the bid leader on the sales side to make sure the information I was providing was relevant and gave the bid best chance of success. I worked longer days to ensure that my own work didn’t suffer while this was happening.

Result
The bid got submitted on time and the sales team where happy with my input and the information that was provided. As it turned out we won the bid which for a major piece of work and I was rewarded for my input with a weekend away for my wife and I which came completely out of the blue.”

Final Thoughts

It's important to keep in mind that there are no right or wrong answers. The interviewer is simply trying to understand how you behaved in a given situation. How you respond will determine if there is a fit between your skills and the position the company is seeking to fill. So, listen carefully, be clear and detailed when you respond and, most importantly, be honest. If your answers aren't what the interviewer is looking for, this position may not be the best job for you anyway.

Spend some time well before your first interview to craft and polish several "short stories" about your past using some of the above examples. Take the best examples you can and hone them to a fine edge. Practice them out loud, practice them in front of a mirror, and practice them often. These are your successes. Told well, they'll give your interviewer a clear picture of who you are let him or her easily determine whether you're the right person for the job.

However, remember that in an interview you cannot predict exactly what will be asked so while preparation is important, it is equally important to remember that you must be sharp and able to think on your feet. Having some prepared answers or subject areas should really help you to perform at your very best.



Good luck.........