Success Profiles Designing strengths-based questions

1. Success ProfilesDesigning strengths-based questions September 2018

2. Before you start… • To ensure that you understand this new method of assessing candidates, please make sure you have completed the Success Profiles training course before you attempt to write strengths questions. • You also need to read the Civil Service Strengths Dictionary and Civil Service Interview Methodology. • It will be helpful to have the Civil Service Strengths Dictionary to hand as you go through this training. All strength questions must be based on the Civil Service Strengths Dictionary. • Have a pen and paper to hand. There are activities throughout this product which will give you an opportunity to practise. Have a go at these before you move on to the next slide as these contain the answers. • Throughout we mention the Compliance Caseworker (EO) and Project Manger (G7) case studies which can be found here: Success Profiles – Designing strengths-based questions

3. Objectives • Aim • To introduce how to design strengths-based questions. • Objectives • To understand how to choose which strengths to include in an interview. • To develop knowledge of how to structure a strengths based interview. • To share rules of thumb for designing strengths questions. • To gain confidence in writing strengths based interview questions. • To know what information to provide for candidates. Success Profiles – Designing strengths-based questions

4. Strengths-based interview overview • It is generally recommended that a ‘blended approach’ is taken where both strengths questions and behaviours questions are included. • It is possible to include only strengths questions in an interview but there would usually be a specific rationale for this. We recommend if this is the approach you would like to use you speak to the occupational psychology team in GRS (Government Recruitment Service). • Before you begin to design your strengths based questions it is important to have a clear understanding of the job role the vacancy is for. • All strengths questions must only assess strengths from the Civil Service Strengths Dictionary. Success Profiles – Designing strengths-based questions

5. Step 1: Identify the strengths to assess

6. Identify the relevant strengths for the role • Identify the strengths by carefully reading through the job description and person specification and highlight any relevant strengths from the CS Strengths Dictionary you find. • Once you have a list of strengths you will need to narrow down and prioritise which ones are most important. You might need the help of Subject Matter Experts (SMEs) in order to do this. SMEs could include people who are already in this role, the vacancy holder (if this is not you), senior leaders who may have a sense of the future direction of the role and the required strengths. • Remember, you will need to decide how many strengths questions you can fit in the interview bearing in mind the time that will be available on the day. Interviews are generally 40-45 minutes long. Success Profiles – Designing strengths-based questions

7. Choosing strengths for a behaviour and strengths blended interview • Once the behaviours that are being assessed have been chosen, you can choose strengths questions which will either explore breadth or depth of strengths connected to the role. • Strengths are mapped to the most relevant Civil Service Behaviour(s) but any strength can be assessed if suitable for the role. DepthYou can choose to drill down further into the behaviours and ask strengths questions that match the behaviour questions to explore candidates’ engagement with the behaviours. Breadth You can choose strengths questions that are different to the selected behaviours but are still relevant to the role, to measure breadth. Success Profiles – Designing strengths-based questions

8. Example of strengths chosen for a role • Take the example of the EO Compliance Caseworker • The Civil Service Behaviours that have been chosen are: • Working Together (WT) • Making Effective Decisions (MED) • Managing a Quality Service (MQS) • As such the strengths could be as follows: Success Profiles – Designing strengths-based questions

9. Activity 1: Choosing strengths • Take the example of the G7 Project Manager • The behaviours that have been chosen are: • Changing and Improving (C&I) • Working Together (WT) • Seeing the Big Picture (SBP) • Task: Identify strengths which explore breadth and depth Success Profiles – Designing strengths-based questions

10. Activity 1: Example answers • Take the example of the G7 Project Manager • The behaviours that have been chosen are: • Changing and Improving (C&I) • Working Together (WT) • Seeing the Big Picture (SBP) • Task: Identify strengths which explore breadth and depth Success Profiles – Designing strengths-based questions

11. Step 2: Structuring the interview

12. Strengths interview content refresher • All strengths based interviews must contain a warm-up question. • The warm-up question baselines engagement and should only take around 2 minutes. It is asked at start of interview, after introductions, regardless of when the strengths questions will be asked. • Strengths Questions: • are quick fire • do not probe unless a follow-up is provided • do not rephrase questions • do not introduce the strength heading; just ask the question • remember to observe non-verbals closely • note engagement levels • you want to hear their first, unrehearsed and natural response. Success Profiles – Designing strengths-based questions

13. Interview structure • The number of strengths questions you can include will depend on the time available for the interview and the other elements you are assessing. • For example, timings could follow something along the following lines: • Introduction – 5 minutes • Warm-up question – 2 minutes • Behaviours questions – 3 behaviours, 3 questions at 5 minutes each = 15 minutes • Strengths-based questions – 3 areas of strength, 6 questions at 2 minutes each = 12 minutes • Closing plus candidate questions – 4 minutes • Total interview therefore comes to 38 minutes • Where possible it is recommended that you choose 2 strengths questions per strength you have identified. Success Profiles – Designing strengths-based questions

14. Alternative interview structure • It is also possible to have a structure with alternating behaviour-based and strengths-based questions. • For example, timings could follow something along the following lines: • Introduction – 5 minutes • Warm-up Question – 2 minutes • Behaviour Question – 5 minutes • Strengths Questions – 2 strengths questions, 2 minutes each • Behaviour Question – 5 minutes • Strengths Questions – 2 strengths questions, 2 minutes each • Behaviour Question – 5 minutes • Strengths Questions – 2 strengths questions, 2 minutes each • Closing Plus Candidate Questions – 4 minutes • Total interview therefore comes to 38 minutes Success Profiles – Designing strengths-based questions

15. Step 3: Designing strengths questions

16. Rules of thumb for designing strengths questions • The questions must be simple and fair. They must be able to be answered by a diverse population of people. • The questions must focus on the strength that you are looking for. Think about what you are trying to explore. The question should give the candidate the opportunity to demonstrate the relevant strength and come shining through. • Where possible, avoid using the word from the strength label/heading (i.e. adaptable) and instead use wording from the strengths definition (e.g. flexible or versatile). • It is a good idea to use a variety of types of strengths questions and a balance of performance, engagement and use. • The questions must not be too long. Keep things as succinct as possible. Success Profiles – Designing strengths-based questions

17. Rules of thumb for designing strengths questions continued… • Strengths are determined by performance and use so you can ask questions that determine these. • Strengths are determined by engagement (energy and emotion). You can ask questions that determine energy, emotion or importance. • All the words used should be chosen very carefully. The words should be clearly understood by all and the wording must be clear and not ambiguous. Avoid colloquialisms! • It can be helpful to think about how you would answer the question yourself to see if it makes sense. • It is recommended that you pilot the questions to see if they elicit what you are hoping to find out about the candidates. Success Profiles – Designing strengths-based questions

18. Piloting questions • It is recommended that you test the questions before you use them in a live interview setting. • Once you are happy with the question, try it on a colleague to check it makes sense. • Then you can carry out a more formal pilot where you invite two or more people to volunteer to answer the questions under interview conditions. Ideally, find volunteers who are already doing the job or subject matter experts. • Follow the regular ORCE (Observe, Record, Classify, Evaluate) interview procedure and score the answers given to check they work. • Ask the volunteers for feedback on the questions. Success Profiles – Designing strengths-based questions

19. Designing the warm-up question • You will also need to design a warm-up question which baselines engagement. • The warm-up question must always be positive and should be designed to give the candidate an opportunity to talk about an area of strength. • Some examples are as follows: • What things have you done recently that you really enjoyed? • What things do you enjoy doing when you are not at work? • Tell me about something you have done in your work that you really enjoyed? • It is important to pilot the warm-up question in the same way you pilot the other strengths questions. • It might be helpful to have a back-up warm-up question, just in case it is needed e.g. if the candidate freezes up in the moment. Success Profiles – Designing strengths-based questions

20. Step 4: Writing strength-based questions

21. Top tips for writing strengths questions • DefinitionWrite questions that capture the essence of the strengths definition (remember to use the definition language rather than the label). • FocusedWrite questions which are really focused on the strengths that you are trying to assess. • PerformanceInclude questions that elicit specific examples of performance and use e.g. “Would others describe you as someone who is good at…” • EngagementInclude questions that require the candidate to provide a emotional or motivational response by asking feeling questions e.g. “How do you feel when / about …”. Ask about levels of enjoyment or importance e.g. “How much do you enjoy…” or “How important is it to you that….” Success Profiles – Designing strengths-based questions

22. Different styles of strengths questions • The following are styles of strengths questions with an example of brief/typical introductions that could be used (but not limited to these): • Open – What, when, how….. • Closed –Do you… • Situational / Hypothetical – Imagine if…. • Leading – Is it true… • Assumptive – How often / How do you feel when… • Past-behavioural – Tell me about a time when / Give me an example… • Statements – To what extent do you agree or disagree with the following statement? Success Profiles – Designing strengths-based questions

23. Things to remember when writing strength-based questions • Use a variety of different styles of questions within the interview e.g. open, closed, leading etc. • You do not have to use all the styles of questions; choose the ones you think will work best. • Ask questions about different components of strengths e.g.: • Engagement/enjoyment – How much do you enjoy…. • Frequency of use – How often do you… • Performance – How effective are you at… Success Profiles – Designing strengths-based questions

24. Example questions for Adaptable • Adaptable: You can adapt to variations in work or environment and your effectiveness isn’t impacted by change. You are flexible and versatile and act as an advocate for change. Success Profiles – Designing strengths-based questions

25. Activity 2: Questions for the strength Relationship Builder • Relationship Builder: You quickly establish mutual respect and trust, building long lasting relationships with others. Success Profiles – Designing strengths-based questions

26. Activity 2: Example answers • Relationship Builder: You quickly establish mutual respect and trust, building long lasting relationships with others. • This is an example where it is more difficult to avoid using the strength label in the question because the definition includes the phrase “building long lasting relationships”. Success Profiles – Designing strengths-based questions

27. Example of strengths chosen for a role • Take the example of the EO Compliance Caseworker • The Civil Service Behaviours that have been chosen are: • Working Together (WT) • Making Effective Decisions (MED) • Managing a Quality Service (MQS) • As such the strengths could be as follows: Success Profiles – Designing strengths-based questions

28. Example of strengths chosen for a role • In the next activity, take the example of the EO Compliance Caseworker and design strengths questions to go with the following strengths: • Analytical: You seek and analyse information to inform decisions based on the best available evidence. • Explainer: You communicate thoughts and ideas, verbally or in writing. You simplify complexities and adapt communication so others can understand. • Responsible: You take ownership for your decisions and hold yourself accountable for what you have promised to deliver. • Remember, when designing strengths questions, it is helpful to use a variety of styles and explore different elements of strengths i.e. performance, engagement and use. Success Profiles – Designing strengths-based questions

29. Activity 3a: Design strengths questions • Using everything you have learnt, take the example of the EO Compliance Caseworker and design strengths questions to go with the following strength: • Analytical: You seek and analyse information to inform decisions based on the best available evidence. • Write 2 questions for this strength: Success Profiles – Designing strengths-based questions

30. Activity 3a: Example answers • Using everything you have learnt, take the example of the EO Compliance Caseworker and design strengths questions to go with the following strength: • Analytical: You seek and analyse information to inform decisions based on the best available evidence. • Write 2 questions for this strength: Success Profiles – Designing strengths-based questions

31. Activity 3b: Design strengths questions • Using everything you have learnt, take the example of the EO Compliance Caseworker and design strengths questions to go with the following strength: • Explainer: You communicate thoughts and ideas, verbally or in writing. You simplify complexities and adapt communication so others can understand. • Write 2 questions for this strength: Success Profiles – Designing strengths-based questions

32. Activity 3b: Example answers • Using everything you have learnt, take the example of the EO Compliance Caseworker and design strengths questions to go with the following strength: • Explainer: You communicate thoughts and ideas, verbally or in writing. You simplify complexities and adapt communication so others can understand. • Write 2 questions for this strength: Success Profiles – Designing strengths-based questions

33. Activity 3c: Design strengths questions • Using everything you have learnt, take the example of the EO Compliance Caseworker and design strengths questions to go with the following strength: • Responsible: You take ownership for your decisions and hold yourself accountable for what you have promised to deliver. • Write 2 questions for this strength: Success Profiles – Designing strengths-based questions

34. Activity 3c: Example answers • Using everything you have learnt, take the example of the EO Compliance Caseworker and design strengths questions to go with the following strength: • Responsible: You take ownership for your decisions and hold yourself accountable for what you have promised to deliver. • Write 2 questions for this strength: Success Profiles – Designing strengths-based questions

35. Poorly constructed strengths questions • Authentic: You are self-aware and true to yourself in all situations, even when under pressure. Success Profiles – Designing strengths-based questions

36. Step 4: Asking strengths-based questions in an interview

37. Inviting candidates to strengths-based interview • Candidates should be informed they will be having strengths based questions at interview. • Use standardised wording in your candidate pack which explains candidates will not need to prepare for a strengths based interview. • Avoid sharing the specific strengths which will be assessed because this gives candidates a big clue around how they should answer the questions. We want to hear a candidate’s natural and spontaneous response rather than a rehearsed answer. Success Profiles – Designing strengths-based questions

38. Information for candidates about strength-based questions • We recommend wording along the lines of the following is used when inviting a candidate for a strengths based interview: • “During the panel interview, you will be asked behaviour-based questions to explore in detail what you are capable of and strengths-based questions to also explore what you enjoy and your motivations relevant to the job role.  • This is an example of a strengths-based question: • “It is often said that the customer's needs should come first. To what extent do you agree or disagree with this statement?” • There is no expectation or requirement for you to prepare for the strengths-based questions in advance of the interview, though you may find it helpful to spend some time reflecting on what you enjoy doing and what you do well.” Success Profiles – Designing strengths-based questions

39. Introducing strength questions in an interview • When you move onto the strengths based questions it is important to signpost this to the candidate. It might be helpful to say something along the lines of the following: • “We’re going to move onto some strengths based questions now.These are are in a slightly different style to the usual behaviour based questions in that there is no way to prepare for them and we usually go through them more quickly. We’ll let you know if we need to move on. Just try to relax and take them as they come. Give your first, natural response.” Success Profiles – Designing strengths-based questions

40. You should now feel confident to design strength-based questions. If you need further support or guidance please contact: occupationalpsychologyteam@cabinetoffice.gov.uk