The preparation stage for the counselor would involve the following. Several days before the interview the counselor gathers the facts about the member of staff and obtain relevant opinions, and written records such as the individual’s staff file. All this background knowledge is vital so that the counselor has some idea as to how the employer is perceived by his or her superiors or colleagues. The room must be ready, tidy, enough chairs, arranged, as appropriate for the interview. There should be sufficient warning of the interview and no interruptions.
To insure that the interview is effective, its objectives should be established, and perhaps written down so that the counselor can make notes under each heading during the course of the interview. Besides, any key questions that need answering should also be noted in advance to ensure that they are in the right order, are worded tactfully if appropriate to the circumstances, and are not forgotten if the interviewee seeks to sidetrack from the main areas under consideration.
It is important to differentiate between advice, which is an active recommendation, and counseling which involves assisting individuals arriving at their own decisions, supporting any action they decide to take.
Unlike other interviews (e.g. with customers) no specific introduction is required. Indeed a direct start with a receptive attitude (e.g. “so what would you like to discuss?’) is the best way to begin this type of interview.
Questions should enable interviewees to express their thoughts and should usually involve open questions. The interviewer should ensure that questions are clear and that the interviewee understands them. Special care needs to be taken to avoid asking leading questions such as those beginning ‘Don’t you think…”’ or ‘Surely…?’
Brief notes can be taken during the course of the interview. Points can be noted under the headings already listed during preparation stage. The interviewer should be attentive, but clearly in control of the interview, using ‘body language’ as an aid to communication.
Towards the end of the interview, a follow up of the points discussed and agreed upon should be given, together with some idea of the action to be taken. There should be a firm and courteous end to the interview, with an appropriate commitment or encouragement such as ‘I will have a decision for you by the end of the week’.
After the interview, the interviewer should assimilate the information, make further notes on the meeting and initiate any agreed action. Expert counseling may also be arranged in some cases.