Ch14 instructor

© 2010 Thomson South-Western
Instructor Only Version
CHAPTER 14CHAPTER 14
InterviewingInterviewing
andand
Following UpFollowing Up

Chapter 14, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 8e
Types of Employment InterviewsTypes of Employment Interviews
To weed out
unqualified candidates.
Often conducted by
telephone.
To weed out
unqualified candidates.
Often conducted by
telephone.
To learn whether a
candidate is a good fit for
the organization. Usually
conducted in person.
To learn whether a
candidate is a good fit for
the organization. Usually
conducted in person.
Goal
Hiring/
placement
Screening

 One-on-one
 Panel
 Group
 Sequential
 Stress
 One-on-one
 Panel
 Group
 Sequential
 Stress
Screening
Hiring/
placement
Types of Employment InterviewsTypes of Employment Interviews

Interview Success RequiresInterview Success Requires
an Effective Game Planan Effective Game Plan
During
the
interview
Before
the
interview
After
the
interview

Using Professional PhoneUsing Professional Phone
TechniquesTechniques
 Invest in a good answering machine
or voice mail system.
 Alert your family; don’t let children
answer.
 Beware of answering cell calls.
 Use voice mail to screen calls.
During AfterBefore

Making the First ConversationMaking the First Conversation
ImpressiveImpressive
 Ask the employer to
send a copy of the
job description and
other company
information.
 Confirm the date and
time of promised
interview.
 Near the telephone
keep your résumé
and a list of positions
for which you have
applied.
 Treat any call from an
employer as an
interview.
 Take good notes;
obtain accurate
directions.

Researching the Target CompanyResearching the Target Company
 Research in the library, campus career
center and the Web for information.
 Know the leaders, company products,
finances, goals, competition,
accomplishments, and setbacks.
 If possible, interview employees.
 Consult blogs.
During AfterBefore

Prepare and PracticePrepare and Practice
 Study the job description. How do your
skills and accomplishments fit the
position?
 Prepare success stories.
 Clean up any digital dirt.
 Practice answers to typical interview
questions. Get your responses down pat.
During AfterBefore

 Record yourself.
 Expect to explain
problem areas on
your résumé.
 Decide how you will
dress professionally.
 Gather what you will
bring with you.
 Take a trial trip to the
interview site.
Prepare and PracticePrepare and Practice

Traveling to and ArrivingTraveling to and Arriving
at Your Interviewat Your Interview
During AfterBefore
 Give yourself plenty of time to groom
and dress.
 Arrive on time or a little early.
 When you enter, be courteous and
congenial to everyone.
 Greet the interviewer confidently;
don’t be afraid to initiate a handshake.

Fighting FearFighting Fear
 Practice interviewing as much as you can,
particularly with real companies.
 Prepare thoroughly.
 Breathe deeply.
 Remember that interviewing is a two-way
street. You are also evaluating the
interviewer and his or her organization. This
should give you confidence.
During AfterBefore

 Control your body movements.
 Exhibit good posture.
 Use appropriate eye contact.
 Use gestures effectively.
 Smile enough to convey a positive attitude.
During the InterviewDuring the Interview
Before AfterDuring
Sending Positive Nonverbal Messages
and Acting Professionally

Sending Positive Nonverbal Messages
and Acting Professionally
 Listen attentively.
 Turn off your cell phone.
 Don't chew gum.
 Sound enthusiastic, interested, and
sincere.
 Avoid "empty" words—um, uh, like,
basically.

 Use the interviewer's name occasionally.
 Be sure you understand the question asked.
If necessary, clarify vague questions, such
as By ____ do you mean _____?
 Aim your answers at key requirements for
the job and at characteristics that
interviewers seek: expertise, competence,
communication skills, and enthusiasm for
the job.
Answering Questions Effectively

 Use good English and
enunciate clearly.
 Avoid answering with a
simple "yes" or "no."
 Do not lie.
 Never make negative
statements about your
present or former employers.

 Don't inquire about salary, vacations, and
bonuses until the interviewer raises the
issue or until you are offered the position.
 Don't be a "know-it-all." Don't be
overbearing, overly aggressive, or
conceited.
 Show what you can do for the company;
avoid an attitude of "What can you do for
me?"

Chapter 1, Slide 17Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 14, Slide 17Mary Ellen Guffey, Essentials of Business Communication, 8e
FiveFive
ImportantImportant
AreasAreas
EmployersEmployers
WillWill
ProbeProbe
FiveFive
ImportantImportant
AreasAreas
EmployersEmployers
WillWill
ProbeProbe
Communication skills: How well do
you present yourself and your ideas?
Communication skills: How well do
you present yourself and your ideas?
Attitude: Do you have a positive attitude
about yourself and your career?
Attitude: Do you have a positive attitude
about yourself and your career?
Motivation: What are your short- and
long-term career goals? Why do you want
this job?
Motivation: What are your short- and
long-term career goals? Why do you want
this job?
Aptitude: Do your educational training and
general life experiences qualify you for this
position?
Aptitude: Do your educational training and
general life experiences qualify you for this
position?
Potential: How do your attitude and
aptitude combine to contribute to this
company?
Potential: How do your attitude and
aptitude combine to contribute to this
company?

Kinds of Interview QuestionsKinds of Interview Questions
Think about how you might
respond most effectively to
these examples of the ten
most common types of
interview questions.

Get
Acquainted
 Tell me about yourself.
 What are your greatest
strengths?

Gauge Your
Interest
 Why do you want to work for
_______?
 Why are you interested in this
position?

Your Experience
and Accomplishments
 Why should we hire you when we
have applicants with more
experience or better credentials?
 How do your qualifications and
experience prepare you for this
position?

The Future
 Where do you expect to be five
years from now?
 If you got this position, what
would you do to fit in?

Challenging
 What is your greatest weakness?
 How would your former
supervisor describe you as an
employee?

Money
 How much money are you
looking for?
 How much do you think you're
worth?
See Communication
Workshop, “Let’s
Talk Money,” at the
end of the chapter.

Situational
 If you were aware that a
coworker was falsifying data,
what would you do?
 If you had to handle an irate
customer, what would you do?

Behavioral
 Tell me about a time when you
solved a difficult problem.
 Describe a time when you
worked successfully as part of a
team.

 What is your marital status?
 Do you have any disabilities?
 How old are you?
 Where are you from? What is the
origin of your last name? What is
your native language?
Illegal and
Inappropriate

Illegal and
Inappropriate
 Have you ever been arrested?
 Do you have any children?
 Do you have any religious beliefs
that prevent you from working
weekends or holidays?
 How much do you weigh?

Use the STAR Method toUse the STAR Method to
Answer Behavioral QuestionsAnswer Behavioral Questions
Behavioral interview questions
may begin with Tell me about
a time when you...
To answer effectively, use
the S T A R method.

Use the STAR Method toUse the STAR Method to
Answer Behavioral QuestionsAnswer Behavioral Questions
What was the situation?
What was the task?
What action was taken?
What was the result?

Interviewee
Questions
Asking Your Own QuestionsAsking Your Own Questions
 What will my duties be?
 What is it like working here, in terms of
the people, management practices,
work loads, expected performance,
and rewards?
 What training programs does this
organization offer?

Interviewee
Questions
 Who would be my immediate
supervisor?
 What is the organizational structure,
and where does this position fit in?
 What is the first problem that needs
the attention of the person you hire?

Interviewee
Questions
 How will my job performance be
evaluated?
 What do you like best about working
for this organization?
 When will I hear from you regarding
further action on my application?

 When the interviewer signals the end of
the interview, stand up and shake hands.
 Find out what action will follow.
 Ask, "When can I expect to hear from
you?"
 After his or her reply, say, "If I don't hear
from you by then, may I call you?"
 Thank the interviewer.
 Say goodbye to the receptionist.
Ending PositivelyEnding Positively

DuringBefore After
 Make notes on the interview as soon as you
leave.
 Alert your references that they might be
called.
 Write a thank-you letter to the interviewer.
Remind the interviewer of your visit. Show
that you really want the job and that you are
qualified for it.
 If you don’t hear from the interviewer within
the specified time, call.

Interview Follow-Up LetterInterview Follow-Up Letter
Open letter
by clicking
icon at right.
Adobe Acrobat
Document

Typical Applicant Evaluation FormTypical Applicant Evaluation Form
Click icon to view form.
Adobe Acrobat
7.0 Document

Resignation
letter
Resignation
letter
Job acceptance
and rejection
letters
Job acceptance
and rejection
letters
Rejection
follow-up
letter
Rejection
follow-up
letter
Application or
résumé
follow-up
letter
Application or
résumé
follow-up
letter
Application
form
Application
form
OtherOther
EmploymentEmployment
Letters andLetters and
DocumentsDocuments
OtherOther
EmploymentEmployment
Letters andLetters and
DocumentsDocuments

Application FormApplication Form
 Be prepared to fill out a job application form.
 Carry a card summarizing your vital data with
such information as
• Graduation dates
• Beginning and ending employment dates
• Salary history
• Full names and titles of previous supervisors
• Full addresses and telephone numbers of
current and present employers
• Complete data about your references

 Look over all questions before starting.
 Print your answers neatly, using blue or black
ink.
 Answer all questions honestly. Write Not
applicable or N/A if appropriate.
 Give a specific job title if requested.
 Expect a salary question. Suggest a range or
write Negotiable or Open.
 Be ready to explain reasons for leaving previous
positions.
Application FormApplication Form

Application or RésuméApplication or Résumé
Follow-Up LetterFollow-Up Letter
 Send a short follow-up letter if your
application or résumé generates no
response.
 Open by reminding the reader of your
interest.
 In the body, review your strengths or add
new qualifications.
 Close by looking forward positively.
 Avoid accusations that make the reader
defensive.

Rejection Follow-Up LetterRejection Follow-Up Letter
 Don't give up if you didn't get the job and
you think it's right for you.
 Open your message by subordinating
your disappointment to your appreciation
at being notified promptly and
courteously.
 In the body, emphasize your continuing
interest.

Rejection Follow-Up LetterRejection Follow-Up Letter
 Express confidence in meeting the job
requirements.
 Refer to specifics of your interview.
 Close by taking the initiative; tell when
you will call for an update.
 Be persistent but not a pest!

Job Acceptance andJob Acceptance and
Rejection LettersRejection Letters
© ISTOCKPHOTO.COM / JACOB WACKENHAUSEN
 After being offered a job (usually over the
phone), follow up with a letter confirming
the details and formalizing your
acceptance.
 Open by expressing pleasure; confirm
your acceptance of the position with
enthusiasm.

Job Acceptance andJob Acceptance and
Rejection LettersRejection Letters
 Review salary and benefits in the body.
 Include the specific starting date.
 Close with thanks.
© ISTOCKPHOTO.COM / JACOB WACKENHAUSEN

Resignation LetterResignation Letter
 If you must leave a position you have held for a
period of time, depart gracefully and tactfully
with a resignation letter.
 Remember that many resignation letters are
placed in personnel files. Be careful and formal.
 Confirm the exact date of your resignation.
 Remind your employer of your contributions.
 Offer assistance to prepare for your resignation.
 Offer thanks and end with a forward-looking
statement.

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