🎯 Complete Interview SOP - Step-by-Step Process

Based on Fountain Auto-Screening System + Mom Test Framework

📋 STEP 1: Applicant Application & Auto-Screening (Fountain)

What Happens:

• Applicant completes 13-question auto-screening in Fountain
• System automatically scores out of 100 points
• Auto-tags applied based on responses

Scoring Breakdown:

• 85-100: ✅ Auto-fast track (Interview immediately)
• 70-84: 🔍 Manual review (Accept if shift fit)
• 50-69: ⚠️ Review carefully (Low reliability)
• <50: ❌ Reject or future re-engagement

Auto-Tags Generated:

• 🚀 "Fast Track" → Score ≥85
• 🕗 "Late Start" → Q4 = 0 (Can't start for 8+ days)
• 🛑 "High No-Show Risk" → Q5 = 0 (>30 min commute) or Q13 = Yes (Quit without notice)
• 🔧 "Entry-Level Only" → Q1 = 0 (No restaurant experience)

🔔 STEP 2: Slack Alert to GM

Alert Format:

🍔 NEW APPLICANT - [Restaurant Name]
✅ Name: [First Name Last Initial]
📊 Score: [XX]/100
🏷️ Tags: [Auto-generated tags]
📍 Commute: [Distance/time]
📆 Start: [Availability]
🔗 [Click to review in Fountain]

GM Action Required:

• Score 85+: Schedule interview within 4 hours (critical timing)
• Score 70-84: Review application, schedule if shift availability matches
• Score 50-69: Hold for desperate times only
• Score <50: Auto-rejected, no action needed

📅 STEP 3: GM Schedules Interview (Fountain)

Scheduling Guidelines:

Fountain Auto-Actions:

1. Send interview invite via SMS/email
2. Include location address and parking instructions
3. Set calendar reminder for GM
4. Auto-confirm 2 hours before interview

📚 STEP 4: Review Questions (Trainual)

Pre-Interview Prep (5 minutes):

1. Review candidate's Fountain responses
   • Note any red flags or inconsistencies
   • Identify follow-up questions needed
2. Select question set based on score:

For Scores 85-100 (Full Interview):

• Use all 8 behavioral questions
• Focus on culture fit and growth potential

For Scores 70-84 (Focused Interview):

• Use 4 key questions:
  1. Transportation reliability
  2. Availability conflicts
  3. Customer service example
  4. Why leaving current job

For Scores 50-69 (Basic Interview):

• Use 2 critical questions:
  1. Attendance history
  2. Immediate availability

Question Bank (From Trainual):

🎯 Core Mom Test Questions:

1. "Tell me about the last time you were running late to work - what happened?"

• Listen for: Personal responsibility vs excuses
• ✅ 5 pts: "My fault - overslept, called ahead, stayed late to make up for it"
• ✅ 3 pts: "Car trouble last month, texted boss immediately"
• ❌ 1 pt: "Traffic is unpredictable sometimes"
• ❌ 0 pts: "I'm never late" or "My roommate didn't wake me up"

2. "Walk me through your worst day at your last job, hour by hour."

• Listen for: Problem-solving under pressure
• ✅ 5 pts: "System crashed, I helped with manual orders, we solved it as a team"
• ✅ 3 pts: "Super busy day, called out sick, I picked up extra tables"
• ❌ 1 pt: "Everything went wrong, was really stressful"
• ❌ 0 pts: "My coworkers made everything difficult"

3. "Describe the most difficult customer you dealt with in the past month."

• Listen for: Specific details, staying calm
• ✅ 5 pts: "Wrong order, stayed calm, got new food, comped appetizer"
• ✅ 3 pts: "Upset about wait time, apologized, got manager to help"
• ❌ 1 pt: "Customer complained about food being cold"
• ❌ 0 pts: "Some people are just impossible to please"

4. "What's something you spent your own money on to do your job better?" ⭐ HIGHEST PREDICTOR

• Listen for: Investment in work, taking initiative
• ✅ 5 pts: "Non-slip shoes $80, notebook for orders, my own wine key"
• ✅ 3 pts: "Comfortable work shoes for $60"
• ❌ 1 pt: "Work pants when I had to"
• ❌ 0 pts: "Nothing - company should provide everything"

🚨 Red Flag Detection Questions:

5. "How many days were you absent from your last job in 6 months?" ⭐ BEST RELIABILITY PREDICTOR

• Auto-reject if: >8 days without serious medical reason
• ✅ 5 pts: "Zero days" or "One day for flu with doctor's note"
• ✅ 3 pts: "Three days - once for flu, once for family emergency"
• ❌ 1 pt: "Six days - had some personal stuff"
• ❌ 0 pts: "Ten days - didn't really keep track"

6. "Tell me about a time you had to cover for someone who didn't show up."

• Listen for: Team-first attitude vs resentment
• ✅ 5 pts: "Picked up shift on my day off, didn't want to hurt the team"
• ✅ 3 pts: "Stayed late when someone left early"
• ❌ 1 pt: "Did it but wasn't happy about it"
• ❌ 0 pts: "That's not my responsibility"

7. "What's the most frustrated you've been with a coworker? What did you do?"

• Listen for: Conflict resolution skills
• ✅ 5 pts: "Talked to them directly, found out the real problem, helped fix it"
• ✅ 3 pts: "Asked manager to help resolve the situation"
• ❌ 1 pt: "Complained to other coworkers about it"
• ❌ 0 pts: "Some people just have bad attitudes"

8. "Why are you really looking to leave your current position?" ⭐ CONSISTENCY CHECK

• Listen for: Consistency with Fountain responses
• ✅ 5 pts: "Want more responsibility and growth opportunities"
• ✅ 3 pts: "Looking for better hours and closer to home"
• ❌ 1 pt: "Current job is okay but gets boring sometimes"
• ❌ 0 pts: "My boss is terrible and I hate the customers"

Follow-Up Probes:

• "What happened next?"
• "How did that turn out?"
• "What would you do differently?"
• "How often does that happen?"
• "Who else was involved?"

🚨 Critical Auto-Disqualifiers (Override Any Rating):

• >8 absences in 6 months without serious medical documentation
• Cannot provide ANY specific examples to behavioral questions
• Major inconsistencies with Fountain application (dates, job titles, reasons for leaving)
• Arrived >15 minutes late to interview without notice
• "Nothing" response to personal investment question (#4)

🎤 STEP 5: Conduct Interview → Rate in Fountain (1-5)

Interview Structure:

Opening (2 minutes):

• "Thanks for coming in. I'm going to ask you about some specific situations from your past work experience."
• "I'm looking for real examples, so take your time to think of specific situations."

Core Questions (10-15 minutes):

• Ask selected questions based on score range
• Use 3-5 second silence after each answer
• Probe deeper with follow-ups
• Listen for inconsistencies with Fountain responses

Closing (2-3 minutes):

• "Do you have any questions about the role or our restaurant?"
• "What's your expected hourly wage?"
• "When could you realistically start if we move forward?"

Real-Time Rating System (1-5 Scale):

🔴 Rating 1 - Do Not Hire:

• No specific examples for any question
• Blames others for all problems
• Defensive or hostile attitude
• Major inconsistencies with application
• Auto-disqualifiers: >8 absences, "Nothing" to investment question

🟡 Rating 2 - Major Concerns:

• Vague, generic answers
• Shows up late to interview
• Can't handle basic follow-up questions
• Unrealistic salary expectations (>40% above budget)

🟢 Rating 3 - Acceptable (Hire if Desperate):

• Some specific examples
• Generally positive attitude
• Minor reliability concerns
• Meets basic job requirements
• Requires: Reference check + GM approval

🟢 Rating 4 - Good Hire:

• Clear, detailed examples
• Shows problem-solving skills
• Demonstrates reliability patterns
• Good culture fit indicators
• Action: Make offer within 24 hours

🟢 Rating 5 - Excellent Hire:

• Outstanding specific examples
• Shows initiative and investment
• Natural problem-solver
• Perfect culture alignment
• Action: Make offer immediately (same day if possible)

In-Fountain Rating Actions:

1. Select rating (1-5) immediately after interview
2. Add quick notes for context (specific examples mentioned or red flags)
3. Set status: "Interview Complete"
4. Flag for GM review if rating ≥4
5. Auto-reject in system if critical disqualifiers present

Rating Decision Matrix:

• Rating 5 (Outstanding): Same-day offer - these candidates have options
• Rating 4 (Strong): Offer within 24 hours - solid performers
• Rating 3 (Acceptable): Reference check required + GM approval
• Rating 2 (Concerning): Reject unless extreme desperation
• Rating 1 (Poor): Immediate rejection with documented reasons

📝 STEP 6: GM Logs Notes + Status (Monday.com - GM Only)

Monday.com Board Setup:

• Column 1: Candidate Name
• Column 2: Fountain Score
• Column 3: Interview Rating (1-5)
• Column 4: Status (Hired/Rejected/Pending)
• Column 5: GM Notes
• Column 6: Start Date (if hired)
• Column 7: 30-Day Follow-up

Required GM Notes Format:

Interview Date: [Date]
Fountain Score: [XX]/100
Interview Rating: [X]/5

Key Observations:
- [Specific example they shared]
- [Red flags or strengths noted]
- [Consistency with application]

Decision Rationale:
- [Why hired/rejected]
- [Expected start date]
- [Any special considerations]

Follow-up Actions:
- [Reference checks needed]
- [Drug test scheduled]
- [Training plan assigned]

Status Updates Required:

1. Immediately after interview: Update rating and initial notes
2. Within 24 hours: Final hiring decision with rationale
3. If hired: Set start date and training plan
4. 30 days post-hire: Performance check-in note

Monday.com Automation:

• Auto-assign: Training tasks for new hires
• Auto-remind: GM for 30-day follow-ups
• Auto-notify: Regional manager for Rating 5 hires
• Auto-flag: Pattern analysis (multiple Rating 1s from same source)

🎯 Success Metrics to Track:

Weekly KPIs:

• Interview-to-hire conversion rate by score range
• 30-day retention correlation with interview ratings
• Time from application to start date
• GM compliance with SOP steps

Monthly Analysis:

• Fountain score accuracy vs actual performance
• Most effective interview questions
• Source quality by recruitment channel
• Cost per quality hire

Red Flag Alerts:

• GM not following rating guidelines
• High-scoring candidates failing in first 30 days
• Pattern of Rating 1 interviews (training needed)
• Extended time between steps (process breakdown)

🚨 Emergency Protocols:

If Desperate for Staff:

1. Lower minimum score to 60 (GM approval required)
2. Expedite Rating 3+ candidates (same-day start if possible)
3. Increase interview frequency (daily vs. as-needed)
4. Activate backup recruitment sources (referral bonuses, temp agencies)

If Too Many Applications:

1. Raise minimum score to 90 (focus only on best)
2. Batch interview scheduling (multiple candidates per day)
3. Add phone pre-screen for 85-89 scores
4. Pause lower-performing recruitment sources

📋 SOP Compliance Checklist:

Daily GM Tasks:

• Check Slack for new applicant alerts
• Schedule interviews within target timeframes
• Complete all assigned interviews
• Update Fountain ratings immediately post-interview
• Log detailed notes in Monday.com

Weekly GM Tasks:

• Review interview-to-hire conversion rates
• Analyze score vs. performance correlation
• Update Trainual questions based on effectiveness
• Submit feedback to Regional Manager

Monthly Regional Review:

• Audit GM compliance with SOP
• Review hiring quality metrics
• Adjust auto-screening thresholds if needed
• Update training based on common interview gaps

🏆 Expected Outcomes:

30 Days:

• 50% reduction in interview time wasted
• 25% faster application-to-hire timeline
• 90% GM compliance with new process

90 Days:

• 35% improvement in 90-day retention
• 60% reduction in "seemed good, performed poorly" hires
• $15,000+ cost savings from prevented bad hires

6 Months:

• System pays for itself 3x over
• Best-in-class hiring reputation in your market
• Waiting list of quality candidates wanting to work for you

This SOP ensures consistent, evidence-based hiring decisions while maximizing efficiency and minimizing bad hires across all locations.