As travel becomes more time-consuming and expensive, law firms and out-of-town candidates alike are often eager to use video conferencing in place of a face-to-face interview. But, while video interviews may seem like a great idea, your firm and your candidates may not be ready for prime time quite yet. Seasoned interviewers provide the following recommendations:

1.      Don’t permit the video conference to create an unlevel playing field between candidates who interview in person and those who interview by video. 

2.      Remind participants before the conference that just because they are not on the screen doesn’t mean the other party can’t see them. Reading a newspaper, playing with your Blackberry or scratching in embarrassing places will be noticed.

3.      Video interviews can be a daunting experience for nervous candidates. Consider making the first interview by telephone and using video as a follow-up second interview.

4.      Video systems in law firms are often set up to take in an entire conference room. Make sure that the focus is as close as reasonably possible. The rule of thumb should be the equivalent of a portrait photograph (from waist to top of head).

5.      Consider preparing written tips to put candidates at ease. One law firm tells candidates, “They say a television camera puts 10 pounds on even the thinnest person. So we won’t notice your 10 pounds if you don’t notice ours.”

6.      Have conference room or cell phone telephone numbers in advance in order to communicate if the technology fails.

7.      If you intend to tape the video interview for later review, remember that you must have the interviewee’s permission to record the interview. Video tapes are subject to all the same retention rules as any other application materials.

8.      Follow all the normal rules of etiquette that would be followed in a face-to-face interview. Be sure to introduce everyone participating, including anyone who enters the room late.

9.      Inappropriate or illegal questions by inexperienced interviewers are even more dangerous with a video record.

10. Recognize that interpersonal skills and video interviewing skills may be much different. A candidate who normally looks interviewers directly in their eyes may tend to look at the TV screen rather than the camera.

As law firms expand their geographic footprints, serving multiple time zones can be a significant problem. Having technology, HR or accounting staff available in the middle of the night for problems that may occur during the business day half-way around the world causes many firms to require employees to be available 24-7.   We did a mini-survey of law firms to see how they handle compensation for this level of availability. 

 

First the law – according to the U.S. Department of Labor, the need to pay nonexempt employees overtime depends on whether they are “waiting to be engaged” or are “engaged to wait.” At issue is whether the employees are free to use their time freely, e.g., an employee who must be at a designated place (at work or at home) is not able to use their time freely and would probably be judged to be eligible for overtime. An employee who is asked to wear a pager or carry a cell phone but is otherwise unlimited would not. (Please verify this with your labor attorney to assure applicability).

Our survey found that most employees expected to be on call were exempt and being available for consultation was, of course, not subject to overtime. Every firm we talked to considered being on call to be a routine part of management responsibilities; however, several firms indicated that frequency of work outside the normal work day was specifically considered in bonus determination. A number of firms indicated that special cash bonuses were given to employees who were called in frequently during computer conversions, office moves, merger implementation and similar situations. About one-third of firms provided a cell phone or reimburse employees for its use. Every firm we talked to provides employees with a Blackberry type device. 

Merger discussions between law firms notoriously focus on financial and marketing issues, but HR Managers are often called upon to handle implementation. In a recent survey, HR Directors rated the most challenging aspects of putting together a merger. In order of difficulty they were:

·         Cultural alignment

·         Effective leadership from the top

·         Well-executed internal communications program

·         Integration of benefit programs

·         Retention of key staff members