Building Your ‘A’ Team – Part Five

team seminar

Last week, I introduced you to a new hiring/recruiting process I will be referring to as the Information Seminar and Flash Interviews. As promised, today I will be going over the process of this system.

So, here’s the process…

Once you have screened or filtered your responses, someone will call them all using the same script, which will go along the lines of:

Hello, this is Susan of Acme Building.  Our manager (or the appropriate title) has reviewed your application and resume and would like to invite you to attend a meeting on (date and time) to give you the best possible insight into what we do and what we’re looking for.

The meeting will be held at (address – which might be your office or somewhere you can have a breakout room).

Following the presentation, if you are interested in pursuing the opportunity further, we’ll meet with you briefly.  And if after that meeting we both feel there’s a reason to take it further or get to know each other better, we’ll arrange a long interview with you.  The whole process on (the day) takes about two hours.  Can I schedule you in for this meeting?  (This is important, because you want to know who is coming.  And sometimes they might already have found another job.)

Great. Can I confirm your contact details?  I will email you confirmation and these details as well as directions on how to get here.

And just one more thing – if for any reason you can’t make it, please give me a call on (number). My number will be on the email also.

We look forward to seeing you on Tuesday. 

The Set Up

You’re going to need a venue, or room, for people to sit and/or mingle.  You want a couple of people from your business, or friends/family, to help host. Having refreshments on hand is also a good idea. Perhaps tea, coffee, water,  or juice to offer them.

The Presentation

Now whether you are doing an Information Seminar or doing these interviews one at a time, this presentation outline I’m going to give you works equally as well.  It is clear and concise and especially if you are doing these one at a time, you are ensuring that you tell each candidate the same thing.


Welcome everyone and thank them for coming. 

(Tell them what you’re going to tell them – in other words, give them a rundown of the process)

I’m going to tell you a bit about our company and what we do, and also what it means to work here. Then I’m going to tell you about the position (name) that we are looking to fill.  After that, I will answer any questions you might have.  If at that point, you feel it’s not for you, you are free to leave and those who are interested should stay as we would like to have a very brief interview with each of you (in alphabetical order, or the order you arrived, or no fixed order) and then you are free to go. 

Now at this point, some businesses like to ask everyone to introduce themselves, saying their name and something brief about themselves.  Or their name and one word they would use to describe themselves.  This is a bit of an icebreaker.

The Presentation itself

The Company

-Who it is and what it does, how long it’s been doing it.
-Why you do it – and who you do it for.
-What it means to potential employees
-Description of the position you’re recruiting for – have a copy of the JA you can show them – but not to take
-Question and Answer – invite and field questions from the floor
-Reminder of the process – if this position interests you, we’d like to have a very brief interview with each of you. If the position does not interest you, you are free to leave. Meanwhile, please help yourselves to refreshments. Introduce them to your co-hosts in the room.

Move to the interview or breakout room.

Have one of your co-hosts be responsible for directing each person to the interview room as the previous one leaves.


You are now in the interview room and ready to see the candidates one at a time

-Have an evaluation form prepared for each candidate (You’ll find a sample in your resource section of this module)
-Welcome them, reintroduce yourself and your co-interviewer (if there is one). Thank them for coming and tell them that you are only going to ask them three questions.

The questions I’ve found are the best are:

-What about the job opportunity and the company have you heard tonight that made an impression on you and why? (or interests and excites you and why?)
-Based on what you heard, what do you think would be your greatest challenge?
-Another one to ask here is: Tell me something that you thought was impossible to do, but you did it anyway – and what happened?
-What difference would you make if you came here?

Keep these interviews to a maximum of 5 minutes, thank them and let them know that they will hear from you within (2 – 5 days – no more).  Resist the temptation when you know you’ve struck a great candidate to talk more or ask more questions – it will only make the next person who is waiting very nervous.

Once it’s done, you can review you evaluation sheets and listen to your co-hosts who were outside mingling and hosting., as they will have some input as well.  I promise you, the cream rises to the top in these seminars.  You will have a pretty good idea of who the finalists are, if not your actual choice.

Once you have decided, you extend an invitation to the chosen person(s) to come in for a longer interview.  Make it as soon as you can. This is important

Most of the time, these people are applying for lots of jobs. The longer you wait, the more chance there is of them being snapped up by someone else.  And there’s another reason, for those who miss out, you MUST send them a note thanking them for applying, and telling them that at this stage you have found someone whose qualifications more closely meet your needs.  We appreciate your interest and wish you the best in your employment search.

This is a MUST not a MAYBE. 

And the other reason to get your chosen people in soon, is that sometimes they may have decided it’s not for them, or they’ve accepted another offer, so you will need to go to the next on your list, if they fit the bill.  Don’t send out the Thanks but no thanks letter until you have made the offer and it has been accepted.

So, in the interests of courtesy, you need to act quickly.

Next week, I will go over the long interview in Part Six.

Until then…

P.S. Learn more about working ON your business–talk to the coach! Click here to connect with me!