Quick Tips for Conducting Remote Interviews – Lessons Learned from the First Six Months
It feels surreal we are still coping with COVID-19. On March 11, 2020, the World Health Organization declared COVID-19 a pandemic. On March 19, 2020, California Governor Gavin Newsom issued shut-down orders for the state. Even though six months have now passed, things are not back to normal. Many of us still find ourselves working remotely. Schools are still grappling with whether to open their doors to students or forge ahead with online learning. Many local economies are still struggling.
As workplace investigators, we too have felt the impact. In particular, over the last six months at Van Dermyden Maddux, our team of 18 investigators have conducted all of our investigative interviews remotely through videoconferencing software. Over that time, we have developed guides and best practices for navigating the difficult task of conducting a remote interview.
What follows in this blog post are some of the most practical tips we have developed that help to start the interview off on the right foot. These tips can easily be implemented by anyone looking to improve their remote interview skills.
Prepare Yourself Before The Interview. Remote interviews require additional planning, and a little preparation goes a long way. Test your camera, test the lighting and acoustics in the room, and make sure you can use a private location to conduct the interview. Perhaps most importantly, if you have not utilized the particular videoconferencing platform before, set up a test run and practice. Make sure you feel confident heading into the interview. Technical issues or feeling uncomfortable with the videoconference platform can derail your interview. Plan ahead and avoid that.
Prepare Your Witnesses Before The Interview. Put yourself in the interviewee’s shoes before the interview starts, and take steps to make the process easier for them. Reach out to witnesses before the interview starts and offer to answer any of their questions or concerns related to the interview or videoconferencing. Make contingency plans for how you two will communicate with one another should either one of you be disconnected from the videoconference. Offer to conduct a videoconference test run with the witness beforehand. This is particularly useful if it will be necessary to share documents during the interview. In that instance, alert the witness ahead of time and use the test run to show the witness how remote document sharing is going to work. Remember, even under the most normal of circumstances, witnesses will typically be nervous and anxious to be interviewed. Do not add to their stress by keeping them in the dark about the remote interview process.
Set Privacy Expectations Early. Videoconferences pose challenges when it comes to privacy. Take time to remind the witness they need to find a quiet, private room for the interview. If you plan to send a web link to the videoconference, such as a calendar invite on Outlook, mark the meeting as “private” or create a vague title such as “meeting.” Otherwise, those with access to the interviewee’s calendar may learn about the interview, potentially undermining privacy and confidentiality. Finally, be aware that it is easier for interviewees to surreptitiously record the interview without your knowledge. Clearly, and politely, talk with the witness before the interview begins and communicate your expectations about whether the interview will be recorded.
Break The Ice And Build Rapport. This is still a stressful time for many, so make the extra effort to put the witness at ease when the interview begins. Think about breaking the ice by introducing yourself and casually discussing neutral topics like the weather or your pets. It is usually a good idea to lightheartedly forewarn the witness about interruptions: “If you hear screaming in the background, it is not my spouse, it is my two-year-old.” Or, “You might meet my new co-worker, Kitty.” At the same time, be careful not to ostracize your witness by talking about negative or divisive topics. For instance, avoid political subjects and do not mention stressful news headlines. You also need to make the extra effort to build rapport during the interview, which can be a difficult task over videoconference. For instance, make sure you know where your computer camera is located so you can direct your eye contact there. This might feel awkward at first, since you will not be looking at the interviewee on your screen, but it will help build a connection with the witness. Likewise, speak directly into the microphone so the witness can easily hear and understand you. Slow your speech down as well, so the witness does not feel rushed through the process. Above all, by utilizing these techniques, you can try to make the interview feel as much like an in-person interview as you can. Establishing a connection with the witness helps to put them at ease, which will have a positive impact on the interview as a whole.
The next time you schedule a remote interview, utilize these tips and focus on the little things. They will have a big impact on the success of your interview.
Erich A. Knorr is a Senior Associate Attorney with Van Dermyden Maddux Law Corporation. He conducts workplace investigations involving discrimination, harassment, retaliation, performance issues, and misconduct.
Matthew Rose is an Associate Attorney with Van Dermyden Maddux Law Corporation. His practice focuses on conducting workplace and Title IX campus investigations.
The foregoing is for informational purposes only and is not legal advice, nor should be it construed as such.
