Interviewing for Sysadmins

by Dave Clark
<[email protected]>

Dave Clark is president and founder of MindSource Software Engineers, a technical talent company devoted to staffing for system and network adminis-tration. Dave is a former UNIX system engineer and administrator.

In my previous article (;login:, April 1999), I wrote about preparing a resume of qualifications for job hunting. In this article, I'll discuss how to handle the interview and other employment screening processes.

The system administration field is different from other high-tech venues; the job hunting and interviewing processes differ, too. In particular, a small core of individuals with niche talents are given an inordinate amount of responsibility. In fields such as applications development, individuals are sometimes hired in groups. System administrators, by contrast, are typically hired individually to fill very specific roles. As a result, the screening and interviewing process for system administrators can reflect this search for individuality, personality, and disparate skill sets.

Get That Interview: HR, Recruiters, and Other Obstacles
For the most part the interview and the steps leading up to it are the same for both contract and regular full-time (permanent) employment. Contract work generally requires fewer interviews, and references are usually not checked. Offer letters for permanent hires take longer than getting the go for a contract position. One of the perennial snags for full-time offers is reference checking.

If you wind up talking with an HR person or a recruiter prior to meeting the hiring manager, plan on taking a different tack. When interviewing with a nontechnical or nonhiring authority, figure you need to fluff up a bit to pass the exams. Too often, these folks don't screen well technically: the recruiter is eager to get anything that has ink on it to the hiring manager, while the HR person typically focuses on interpersonal skills and buzzwords rather than core technical competencies. Always keep in mind, however, as with any sale, you are best positioned when speaking directly with the decision-maker. Keep the interchange with HR and recruiters as short and direct as possible. Get as much information as you can from them (job description, salary, benefits), but keep your sights set on the real boss.

Pre-interview Planning and Hard Questions
Beyond the technical questions that you might be asked, a smattering of other topics might come up during an interview. If you haven't been faced with them before, it might be initially awkward to respond to them. I'll cover some of them now to give you some background about your options and some time to think about how you feel about them.

Time Lines
Some of the more difficult circumstances for interviewing are: recent graduation from college, extended absence from the workplace, or transitions from jobs that have lasted more than six or seven years. In these situations, use good judgment, talk with others to get current information, apply due diligence in your research, and create and follow a plan. No interviewer should ask you personal questions, but you should still be prepared to address questions about the dates in your resume or on your application. Keep your responses short, professional, and future-oriented. Never bad-mouth anyone; inside or outside of an interview, it's taken as a red flag that you may be difficult to work with. And, if you're between positions, it's best to be honest about it, if asked.

Drug Tests
Except for certain safety-sensitive positions, such as that of airline pilot, there are now no federal or state laws that require drug testing. Still, certain companies place a great deal of importance on maintaining the image of a drug-free work place. This kind of testing must be required of all applicants as a condition of employment and be performed by an independent laboratory. Further, you can expect to be tested periodically while on the job. Even if you don't use drugs, you should consider the implications for your privacy and in other areas of employment.

Psychological Profiles
Be wary of psychological-profile tests. Administered by qualified people in the right circumstances, they can be enlightening. When the questions are delivered verbally, in an ad hoc fashion and in the context of an interview, they are a nuisance at best. This is especially likely in small- to medium-sized companies. You might think of asking how many thousands of people have been screened using that exact technique. If it is a onesey-twosey operation you might as well try your hand at techie tarot.

We actually had an acquaintance who was asked a series of questions that bordered on the ludicrous: "Do you see the pond out there?" the interviewer asked. "If you were a duck, what kind of duck would you be?" Our fearless candidate responded without hesitation, "Whaddya mean what kind of duck would I be, what have you guys been smoking, anyway?" Although the story ends with our friend being escorted to the door, I maintain that the response was more appropriate than the question.

Security Clearances
U.S. Government security clearances can be requested by, and checked by, only other U.S. Government agencies. There should be no reason to provide government security documents to a civilian party.

Insurance
Purchase of special insurance such as Errors and Omissions, business liability, or bonding should not be required for W2 regular full-time employees, or W2 employees of agencies. You may, however, be required to carry automobile insurance.

Background Checks
There are limits to what former employers may say about you and your performance on a previous job. Because of added liability, certain employers will confirm only start and stop dates, title, and rate of pay. Depending on the state, you can be asked to provide a driver's license number, employment history, employment salary, and whether or not you have been convicted of a felony.

NDAs, Noncompetes, and Intellectual Property Rights
These documents, if required, may be presented prior to the interview along with an employment application.

If you find legal-speak on an employment application and you don't understand it, don't sign it. You have the right to consult with an attorney. Consider asking for a photocopy of anything that you do sign.

An important word on contracts in general: they did not come down the mountain on clay tablets. Although this may cause delays, if you vehemently disagree with something (in an NDA or your employment contract, for example), mark it up and see whether they agree to your changes.

While parts of your contract, such as salary and benefits, may not have wiggle room, other areas, including scope of duties, training, or review periods, may be wide open. Be aware that employment contracts can be and are often altered; it's just that most people don't want to confront an authority figure. It's important that someone who makes such a request have a valid point. Also, senior staff can pull this off more easily than recent college graduates.

The nondisclosure agreement usually concerns dissemination of proprietary information or trade secrets by employees and former employees. An NDA may also require you to testify or provide information for your employer in a legal case. Generally the information provided in the first interview will be unrestricted enough not to require an NDA. Take your time and think about it.

Noncompete agreements concern an employee leaving a company and forming his or her own company using proprietary information gained while on the job. Noncompete agreements must be limited in geography and time. An employee has the "right to earn a livelihood," which often makes noncompetes hard to enforce.

IP does stand for something else! Intellectual property rights include patents, designs, copyrights, and related "know-how" rights. If you suspect that a product or idea of yours may fall into this area, you should consult with an attorney. You can expect that a release of your rights will begin with a list of prior inventions. This is again a case where there is no harm in the delay caused by a thorough perusal of the document. The question often comes down to whether you are being employed as an inventor and developer or to perform more general duties. Most jobs for system administrators do not require this.

The Interview
Phone Interview
While searching for a job you may come across the opportunity for a "phone interview." Assuming that you are interested in the job and jazzed to go, I would suggest that you skip the phone interview if possible. The advantage of jumping directly to the in-person interview is that much of the decision is weighted on personality, which cannot be displayed in a phone interview. There is also the matter of timing: a phone interview might put you out another week or more before you meet the employer for an in-person session. Finally, an employer who has time for only a phone interview might not be serious about actually hiring you.

The On-Site Interview
Now that you've finally got your foot all the way in the door, it's time to put your best one forward. In fact, much of the acceptance of a candidate is based on personality. If you don't make it past eye contact and a handshake, no amount of technical wizardry will pull you through.

Because so much of how we come across is "impression" as much as technical competence, it's important to take some time to "look good." Depending on your geographical area and the type of job you're looking for, a suit may not be required, but it's never in poor taste to dress well for an interview. At the very least, dressing well conveys that you care about your meeting. Similarly, be prompt for your interview. If by some misfortune you must be late, take the time to call and inform the person you're going to meet of the necessary change in plans; always call in advance.

Set personal goals for the meeting. Do you really want the job? Perhaps you want to go to an interview as a trial run, to polish your skills. As you move along in your career, you'll probably be asking more of these questions, and you'll be more discriminating when it comes to selecting the best opportunity.

When you meet with the hiring manager, your resume may serve as the tool that guides the interview. If you didn't need the resume to get the interview, for example in the case of a word-of-mouth-referral, my advice is "don't confuse the process." A resume, good or bad, can be a hindrance at times: presenting information that was not requested may result in an objection. The same would be true for providing employment references (or copies of your source code) before being asked. But once you have the interview you should be prepared to furnish all of these, when requested.

Be Prepared
How much do you know about this company? If you are interviewing from a word-of-mouth referral or from a competent agency, get the inside scoop on the company before going out there. In particular, how many people will you meet, how long will the interview run, and what exactly are they looking for? Will you be replacing someone, or is this a new position?

Last-Minute Advice
Interviewing can be an intimidating experience. After all, you probably want it to go well, and that's enough to make anyone a bit nervous. Try to relax and use the opportunity to tell the interviewer about yourself and your qualifications. I find it helpful to view the questions as a prompt, allowing me to expand on the topic and convey all the pertinent information about my expertise that applies. Remember that the bottom line is to provide the hiring manager with the information needed to offer you the position; this is the time to explain how you're qualified. If you find the interview turning into a battery of questions and one-word responses, you're not doing your part to fill in the blanks.

Toward the end of the interview, you might be asked whether you have any questions. If you do, it's appropriate to bring them up, in a factual way. Asking about the typical career path of the job is one thing; asking the manager how long until her or his job will be open is another!

Always ask for the job. I can't emphasize this enough. Techies, especially, have a way of understating their interest in a position. If you can't muster the strength to ask, "So when would you like me to start?" then beat around the bush a little — but do show interest, even if you think you did poorly or have doubts about the job.

Practice Makes Perfect
Consider that a hiring manager has a candidate pool of four to eight individuals to interview. If you've decided to change positions, don't you feel you should have the same latitude in selection? If you haven't interviewed in a year or more, get out and try a few, kick some tires, and practice a bit. You'll increase your self-confidence and get a better feel for the current market. Even if you're already up to speed, it's good to look at more than one opportunity so that when you do accept a job, you will be able to do so knowing that you have made an informed decision.

If you ever do feel you've "bombed" an interview, remember it's not the end of the world, and it may not even be your fault. If you are meeting with hiring managers who are inexperienced, their first few interviews may be rough.

Following Up
I mentioned that references are typically held until you establish a mutual interest. You may be asked to include them in your application. By the time you fill out an application for full-time employment, you should be serious enough to offer references. Employers expect at least one management reference and two peers; three references will generally suffice. I advise having these preprinted to attach to the employment application. Always notify your references before using their names. If an offer is going out, drop your references an email to remind them.

It is considered professional to follow up an employment interview with a letter expressing interest in the position. Following up after a poor interview might even get you a second shot. It always helps to tell someone that you are interested in the position.

A follow-up contact is especially appropriate for a senior position for regular full-time employment with a large company, since it is construed as the beginning of a potential relationship. The letter should be short and to the point. With smaller and less formal companies a simple email may suffice. In this case, try to attach some information pertaining to the interview. Avoid at all costs using a formal response to cover up any errors you feel you may have made during the interview. Broaching the subject of your tardiness or technical questions you bombed will reinforce the negative. I generally don't advise phone calls unless the manager requests it, but use your judgment, be yourself, and show interest.

Conclusion
Don't be disappointed if that "best job in the world" falls through. Trust me — another, better opportunity will take its place. Use your common sense and be as patient as possible. I've worked with companies who take several months to crank out an offer letter for a permanent position. Set your goals before you start the process and stick with them. In today's world, "you are where you work." Be careful what you sign up for!