Feeling Out of My Depth in HR: How to Handle Confusing Feedback from Colleagues?

Hi all,

How should I respond to a situation like this?

I'm new to an HR generalist role in a company, so I'm not very confident in interacting with people. As recruitment is currently taking place in the company, I shortlisted a software professional to undergo a technical round. After the interview, I wanted to obtain feedback. Since I did not get a chance to interact personally with the interviewer, I communicated through the internal messenger system. The interviewer said, "The candidate has been shortlisted for the second round." After that, I asked the interviewer if the candidate was technically good. She replied, "If he wasn't technically good, she wouldn't have shortlisted him for the second round."

Actually, I wanted to check if the candidate required a second technical round of interview or if the candidate needed to go through only the final round (HR round). However, I did not communicate this.

I did not reply to this. I just said, "OK." In any case, I felt like a fool. How do I respond to oversmart people like this?

Hi, your query is somewhat confusing. You have termed the interviewer as being oversmart. Can I know on what basis you have termed the interviewer as being oversmart? Just kidding, you see, some people are like that. Maybe the interviewer must be busy in interviews, so she must have replied like that, or her nature must be like that. At such times, no need to feel like a fool... this has happened with me also sometimes, and rather you should forget these little things as you are new to HR generalist. It's good; you will come to know all aspects of HR.

When the interviewer replied, "The candidate has been shortlisted for the second round," that is totally company jargon. Unless specified, you would understand it as the candidate has been selected for the second technical round, not the HR round if the HR round is referred to as the third round.

Else, what I feel is that even if you think that you were a fool, you should have again clarified your doubt by asking clearly if SECOND ROUND means HR or TECHNICAL, as nothing can get worse than that but at least your doubt would have been cleared.

Hi Jeena,

If you are yet to communicate the feedback to the candidate, what you can do is... if possible, try to schedule the same candidate with some other technical person who is capable of checking the candidate's technical skills thoroughly. Otherwise, you can ask the same interviewer to evaluate the candidate once again. This way, you can give the candidate one more chance, and this time the interviewer will check the skills carefully.

If you are not comfortable with any of the above, you can complete the HR Round and put him on hold to consider after a month or two. Going forward, get the written feedback from the interviewer once the evaluation is done. Make sure the comments and feedback are appropriate to avoid this kind of issue.

If none of the above are possible, send across his profile, and let me check the candidate 🙂

- Thanks
Sanjay

Hi Kumar,

Thank you for replying. Actually, I wanted advice on how to respond back to the interviewer. It's not the outcome of the interview that poses the problem but the way the interviewer responded to me.

Regards,
Jenna

Dear Jenna,

First of all, don't panic in such situations. As Mr. Ravishankar mentioned, such "SMART" people exist in almost every company. In fact, you should be bold in facing such oversmart individuals. Reply to them boldly, and they will realize that you are not one to mess with.

When the interviewer replied, "If he wasn't technically good, she wouldn't have shortlisted him for the second round," you should have responded, "Well, I'm sensible enough to understand that, but I just wanted to know whether I should proceed with a second technical round or the final HR round."

You might feel that it's a bit sharp. Let it be. You can only give back what you get, correct? Go ahead and be prepared for such interesting moments in your career. Take them as learning experiences. There's no need to ever feel like a "fool."

All the best! - binzy

Hey Jenna,

Don't take this situation too personally, as you mentioned that you are new to HR, and these situations might affect your confidence level. Be confident in what you are doing and asking, as being in HR, I think you have the right to question such things.

As for dealing with over-smart people, you can find such individuals in any field and at any point in time. What you can do is be clearer in what you are actually asking and be more specific with such people. As our friend Ravishankar has also said, for next time, ask whether the candidate is shortlisted for the second technical round or finalized for the HR round. I think that's the best way to go about it.

Take care and all the best.

Regards,
Rupali

Hi All,

Thank you Binzy and Rupali for your responses. I guess the best way to deal with issues like this is to be as diplomatic as possible.

Thanks a ton,
Jenna

Hi Jenna,

First of all, I would say don't panic so much since you are new in the HR field, and this is your learning curve. Please understand that there are different kinds of people in the world with different attitudes. It is not only attitude that hurts others. What you should do is take the feedback later on; it could be that the interviewer may not be in a good mood due to mood swings that are always there. You should be more bureaucratic.

Keep it up.

Thanks,
John

Jenna, when did you join the company?

Did you have a meeting with everyone before resuming duties?

Sometimes there will be friction between Technical and HR.

After receiving the answer from the technical person, you should ask her to rate the candidate on a 1-10 basis regarding his previous projects, how well he executed them, and if they were time-bound.

Be transparent, mingle with people, and engage with them.

People are the assets to the organization.

Spend at least 2 hours with all the people and learn the domain knowledge. You will feel comfortable and happy.

All the best.

My two paise worth of advice to all:

1. Please introduce a 'Candidate Evaluation Proforma', and insist on the interviewers filling it out after each round.
2. Depending on who normally conducts the interview, have relevant rating scales for each interview in the Proforma.
3. Please insist on the Proforma, duly filled out by the interviewer, being returned to you after each round.
4. If you want to keep the ratings given by each interviewer confidential from the others, have each section on separate pages, with only the candidate's name written at the top of every page.
5. Let this Proforma be kept in the candidate's personal records, whether he/she is selected or not.

I am sure the evaluation Proforma is available somewhere in this Forum's archives. Otherwise, one of the members could perhaps upload a copy.

Just a comment on the situation:

When she replied that if he wasn't technically good, she wouldn't have shortlisted him for the second round, you could say to her, "I am sure that since you have shortlisted the candidate for the second round, he would be good technically. What I meant to know was if, in your view, this candidate needs another technical round or should he go directly for the HR round."

Regards.

Hi!!!

Adding on to what others have said, here's my point of view...

1) Why should we (or you) assume that the interviewer was being "oversmart"? Was it in her tone? Because, what she said (the actual words) need not be interpreted as anything negative or rude. It's just a statement of fact...

2) This interaction just boils down to a combination of communication skills, interpersonal skills, assertiveness, and finally emotional intelligence... The reason we're in HR is that we enjoy the challenge of dealing with people.

3) So the best way to handle oneself in any "unfamiliar territory" is to give that person the benefit of doubt. You could restate what you said but in a different way (e.g., "Let me clarify, what I meant is that does he need another technical interview to explore his expertise more; or can he proceed to the HR interview next?)

4) You don't have to catch every ball that's thrown at you. You can choose to walk away... So why carry that emotional baggage and let what one person said affect you? Even when someone is intentionally hurtful or rude, it's your choice to react or not (both externally and internally)... This is not just HR but actually the simple truths of life.

5) Since you're new to the field, stay calm and focused. Don't allow the little things to derail or upset you... It's not worth it, in the larger picture.

6) May I suggest a wonderful life-changing book along these lines? "Don't Sweat the Small Stuff - and it's all small stuff" by Richard Carlson...

Have a great day ahead!!!

Suchitra

Hi!!!

Adding on to what others have said, here's my point of view...

1) Why should we (or you) assume that the interviewer was being "oversmart"? Was it in her tone? Because what she said (the actual words) need not be interpreted as anything negative or rude. It's just a statement of fact...

2) This interaction boils down to a combination of communication skills, interpersonal skills, assertiveness, and emotional intelligence. The reason we're in HR is that we enjoy the challenge of dealing with people.

3) So the best way to handle oneself in any "unfamiliar territory" is to give that person the benefit of doubt. You could restate what you said but in a different way (e.g., "Let me clarify, what I meant is, does he need another technical interview to explore his expertise more, or can he proceed to an HR interview next?")

4) You don't have to catch every ball that's thrown at you. You can choose to walk away. So why carry that emotional baggage and let what one person said affect you? Even when someone is intentionally hurtful or rude, it's your choice to react or not (both externally and internally). This is not just HR but actually the simple truths of life.

5) Since you're new to the field, stay calm and focused. Don't allow the little things to derail or upset you. It's not worth it in the larger picture.

6) May I suggest a wonderful life-changing book along these lines? "Don't Sweat the Small Stuff—and It's All Small Stuff" by Richard Carlson...

Have a great day ahead!!!

Suchitra

I agree with what Suchitra has said.

We in HR are supposed to bring good things to work culture. "I will show her/him" is not the right kind of attitude.

The questioner should design a system so that concrete feedback is received from the interviewer. While I will not consider "if he was not technically okay, we would not have shortlisted him" as rude but certainly vague. One should design the evaluation/feedback form in a way that the interviewer has to provide both objective and subjective feedback/evaluation.

In fact, after a good format is designed, you can have a training session for technical people to make them comfortable using such formats.

Hi Guy,

I so much appreciate your feelings and condition. However, what I will advise is that you do not make yourself feel like a fool. You just have to be bold and learn to face some situations and problems head-on by demanding further clarification or explanation. I think this will help you as a beginner.

All the best,
Elimimian S.

Hi Jeena,

Don't take everything to heart. We often come across such reactions in our work life as our job is to deal with people. In this situation, you should have clarified with her what you actually wanted to know instead of just saying "Ok". As we are in HR, we have to be a little more patient compared to other people and not get carried away in the heat of the moment. You will learn these things slowly. In such situations, we have to be straightforward, use our head, and not our heart. All the best!

Regards,
Kshama

Hi,

Not sure if you are not good in communication skills or not, but surely you are a brave person. It takes courage to voice such flip-flops in a common forum. You make a good HR professional.

I would have just sent a smiley to her on messenger and forgotten about it. The best way to handle an embarrassing situation is to laugh at it yourself and enjoy being in it.

Cheers!! Sanjeev

Hi Jenna,

First of all, the best thing to do in such a situation is to keep calm. I know it's easier said than done! :) Sometimes interviewers do feel on top of the world for reasons best known to them.

The technical team is always under pressure, either to deliver or to spend extra time on non-development activities like recruitment. They need sympathy, concern, and a bit of calming to start with. Just because the concerned interviewer shot back doesn't mean the person is bad. Try to put yourself in their shoes and think. After the interview, try to get in touch with the concerned person and thank them for sparing their valuable time. Informally check if everything was okay with the interview, rather than directly asking about technical soundness. You can do this once you have gained some experience in the organization and understand how people behave.

In your specific case, you could have replied stating that the reason for your asking was to update the status of the interview. A person can be technically rated as excellent, average, or okay but still move on to the next round. Your reasoning for a need for a second opinion may not be taken in the right spirit. It's always said that two heads are better than one.

Relax and keep reading!

Cheers,

Brillian

Hi Jeena,

This is not a big issue. Don't take it so personally. You should clear your doubts by asking direct questions. Always learn from the situations you face in your life. There are so many things you will have to face in HR. Be confident and enjoy your work.

RD

Hi Jeena,

I hope you must be feeling good now after listening to what we have told you. This initially happens with everyone, even with me. It has happened many times. The best advice I can give you is that the more such incidents happen to you, the more confident and brave you will become. You will be more prepared to accept suggestions and will become calmer in your nature.

Currently, I have two years of experience. When I initially started my job and later changed jobs, there were times when I felt frustrated with my job profile. I once told my boss how much work should I do - I start one, and you give me another even before finishing the first one. If I got two tasks at a time, I would become frustrated, which could lead to mistakes. However, my boss calmly told me not to worry. He practically explained how to handle multiple tasks simultaneously. Today, even when I have two or three jobs at hand, I manage to stay composed and complete them on time.

Try to become more confident and never hesitate to express your thoughts. Always think about what is true and moral, and act accordingly.

Jenna,

PROBLEM AS I SEE IT:
- Jenna feels she is outsmarted by someone.
- She is feeling low about the incident.
- Her personal ego has been hurt due to the response of the colleague.
- She wants the candidate to be tested further.

SOLUTION:
- Don't lose your confidence. Outsmarting is a game; you don't need to play. You don't need to stoop to someone else's level. Preserve your character and your behavior. If something is wrong, you don't need to copy that. There will be a next time; then you can firmly reply or handle the situation as per this hindsight.
- About the Candidate: Better late than never - Inform the person concerned or your boss that you need to check out the person again. You should not let some personal friction affect the Selection/Rejection of a candidate.

All the Best,
Riyaz

Hi,

Normally, there will be a set process for the number of rounds of interviews for a particular candidate. I hope this is the same case in your organization so that you are familiar with the flow of events. If the candidate is selected for the next round, you don't have to consult the interviewer on what the next round will be.

For example, here we have the 1st round as telephonic, the 2nd as face-to-face, and the 3rd as the final round where we will negotiate salary and make an offer. If the candidate comes for the face-to-face directly, then they will only have the last two rounds.

To avoid situations like the one you have mentioned, be thorough with the process. If your organization has not defined such a process, please bring it to their notice and define one, then communicate it to all concerned. You should be in a position to make a decision and proceed because such incidents will only delay your process. I hope this will help you overcome your concern.

Hi Jenna,

I share the opinion of Mr. Ravishankaras. There is another way out, but only if you play with tact.

If you want to be a "should be handled with care" person, the Generalist role is perfect for you. When the interviewer said, "The candidate has been shortlisted for the second round," your answer should have been, "Ok, but there could be some clarifications on this. I will be in touch with you," because you should never conclude or accept any statement from anyone just like that. This has not happened in your case.

But when she replied that if the candidate wasn't technically good, she wouldn't have shortlisted him for the second round, your answer should have been:

"Please be informed that since these details and all the base elements concerned with the selection of candidates will count a lot to the management upon the underperformance of the candidates. So let me know if the second round of the technical interview is needed. This is as true as it appears, let the interviewer enjoy the sweet pain.

Regards,
Vinod

Hi Jenna,

First of all, what they all say is true. There's nothing to panic about in this situation. In an organization, people are of different types, and nobody can impress everyone at the same time. One person will always have some problem or another.

In this situation, the interviewer could have been extremely busy with urgent work and a short deadline, which may have caused irritation. However, I'm sure that he/she would not have escalated the issue.

How could you respond? Try this: "My apologies. I was just ensuring that no more technical aspects needed to be covered regarding the candidate's abilities. I shall take the necessary steps and keep you updated."

Once this is done, the work is over, and you are on your way. There is nothing to worry about. After all, this is how we learn.

Dear Jenna,

This is happening because you apparently are not following a structured process for interviews. Next time onwards, please develop a detailed interview evaluation sheet with appropriate ratings and have these filled up by the interviewers. The results will be in front of your eyes, and you won't have to make a phone call or get into an unpleasant discussion to know about the feedback.

I'm sure this will solve your problem. Do not for a moment feel that you are lacking in confidence. Try to be as much objective and data-oriented as possible and march forward with confidence. This is a prescription for your future and not for the present problem. I'm sure you will find out a way to solve the problem on your own.

Rahul Datta

Hi Jenna,

First of all, please be clear about what you want to ask. It is common nature for many people to respond in this manner, but one must understand that the words you use carry a lot of weight, especially if you are from HR. If you closely observe what you have written, you will see that you did not ask what you wanted, and as such, you did not receive a proper reply.

One small suggestion: before you actually communicate like this, write it down on a piece of paper and reflect upon it. Then your communication will be clear. Once you gradually get used to this, you can start typing the messages directly in your internal messenger system.

Overall, it's a simple problem of communication, nothing else.

Hi Jenna,

Many times we encounter such situations. I think the key lies in clear communication. Also, you can use Gandhigiri in many such situations. When the interviewer told you if the applicant wasn't technically good, she wouldn't have shortlisted him for the second round, you should have told her, "That's perfect! I just wanted to ask if the candidate requires a second technical round of interview or if the candidate needs to go through only the final round (HR round). Just stay focused and don't worry about such issues.

Don't let anybody disturb your mental peace at any cost, and you'll see people around you wondering how you can remain so much at peace with yourself. I think there is great power in this.

Hope this helps.

Wishes,
Anupriya

Hi Everyone,

Thank you so much for all your valuable inputs. I really appreciate the time and effort taken by all of you to advise and guide me.

Thanks and Regards,
Jenna

Hi Jenna,

Nothing to worry about. This happens to all of us all the time. Don't waste your time thinking about how to reply back; you could have responded by asking if the second round had to be an HR round or another technical round. You don't have to hesitate in asking what is on your mind.

Another thing that I have learned is to maintain your cool all the time. Don't give vent to your feelings because in our profession, we can't afford to. The line managers can, but not the HR managers.

I hope this helps.

Sherine

Hi Jenna,

I don't think that the interviewer was oversmart. But the way you asked the question was wrong from my point of view. You should have asked directly whether the candidate needed to go through a second round or not. Try to be as simple and to the point when you talk to your seniors or these "oversmart" people.

Regards,
Ritu

Dear Jenna,

First, let me know how many rounds you take in your company. If it is for three rounds, i.e., first shortlisting a candidate by HR, the next technical interview, then the final HR interview. In this case, to act smart with this type of people, you should give an opportunity to the technical person first, then close the HR round at last. Here, you can give your decision on whether he is suitable or not from an HR perspective.

Regards,
Eshwar