Preparing for Job Interviews

Transcription

1 Preparing for Job Interviews The Job Searcher s Handbook, 4 th edition by Carolyn R. Robbins is the primary source for this information. I have added some personal insights, but much of this information is either quoted, paraphrased or summarized from the book. Part One: Organizing and Planning the Job Search We start in Unit 3, Organizing and Planning. The first unit, Taking Inventory, is where your journal assignments come from. The second unit, Documenting Yourself, talks about preparing a resume and cover letter. So when Unit 3 begins, the author assumes you have already completed the journal assignments and already know how to put together a resume and cover letter. Much of Unit 3 is only related to job searches in the USA, but there are some good ideas for job searchers anywhere. page 85 Where Do You Begin? To begin organizing your job search, you need a list of companies in your targeted industry and some information on occupational titles and definitions. Without this information, you will most likely waste your time being totally unorganized, unprepared, and unproductive. So your first assignment in organizing the search is to prepare a list of the companies for which you would like to work, and to get information on job titles and their definitions. This kind of information can be found in the library and on the Internet. page 88 Sample Questions (In order to make a good impression in a job interview, you should already know as much as possible about the general industry and the specific company or companies to which you are applying. If you are interviewing for a job and have done the proper research, the author says, you should know the answers to these questions (before the job interview). I have emphasized the questions I feel are highly important. 1. What does the company do? 2. How old is the company; how long has it been in business? 3. Where are its factories, stores, locations? 4. What are its products or services? 5. Who are its competitors? 6. In each major division, what types of positions are offered? 7. What are the requirements for entry-level and experienced positions (education, skills, abilities, etc.)? 8. What are the main duties and responsibilities of the job? 9. Where is the job performed (indoors, outdoors, overseas)? 10. What personal qualities does the company look for? 11. Is any certification or licensing required to be eligible for hire? 12. What, if any, are the tools, equipment, software, computer languages, experience, and so on, needed to perform the job? 13. What are the opportunities for advanced training, on- the- job training, or academic coursework? Is this paid for by the company? 14. What is the salary range? What can you expect to make five years from now? 15. What benefits are provided by the company?

2 16. What is the future of this occupation? (Will there be an increase, or a decrease, in demand? What are the plans for growth?) 17. What changes could arise in this position or industry over the next few years? How could you prepare for these changes? pages Job Skills Portfolio What is a Job Skills Portfolio? It is a tool that shows employers a comprehensive picture of you your experience, education, skills, and evidence of your work background. A Job Skills Portfolio is more than a resume and cover letter because it allows you to include items that wouldn t be acceptable in your resume or cover letter. Here are some suggestions for possible items you might wish to include in your portfolio, always keeping in mind your best points that demonstrate who you are and what you can provide to the company. 1. Education and Relevant Training. All transcripts, certificates, degrees, and licenses. All conferences and/or workshops, including the programs. 2. Past Work Experience. Job descriptions with itemized job duties, lists of transferable and functional skills, samples of your work, resumes (scannable and traditional), favorable employer evaluations and reviews. 3. Achievements. Awards, letters of recommendation and commendation, merit documents, improvements in the workplace, and/or innovative, original creations. 4. Work-related Marketable Skills. Problem solving, leadership, investigation, and prioritizing. (Benefit statements!) 5. Volunteer Programs or Community Service Projects. Any community service program such as tutoring, mentoring, youth group aide or instructor, where you volunteered your time and/or skills. 6. Publications, Reports, Research. This can be an opportunity to demonstrate many abilities, especially written communication skills. It can include any manuscript, essay, or publication in local or national bulletins, news articles, books, and so on. You need to determine how to organize your portfolio. As with any presentation, draw up a table of contents to give you an outline of what you are going to include. This table will be determined by what attributes you have to offer employers. They should be the skills and abilities that will encourage them to offer you the job. Remember to match your skills and abilities with the ones you know the employer is looking for. Once you have gathered all of the samples, information, photographs and lists you want to include, you are ready to put your portfolio together in a professional manner. Enclose it in a quality binder with a title page, a table of contents, and possibly some section dividers for easy access. Keep the documents clean, neat, and fresh. The title page is placed at the beginning, and immediately after that, you need to include your goals statement (where you see yourself in three to five years). Some counselors suggest that in the beginning section, you add a statement of your work ethics, interests, and management principles. Note: the author suggests several times in this unit that you get help and advice from other people as far as what to include or not include in your portfolio. She also stresses the importance of having one or two people with strong communication skills proofread anything that you have written.

3 page 105 Planning Careful planning and good time management are of the utmost importance when you begin your job search. Procrastination and delaying are usually the result of poor organization, and a lack of organization is a direct result of a failure to plan. So as you can see, one leads to the other, which leads you nowhere. Your job search plan should include some realistic objectives for each day of your search, a deadline for each weekly goal, and checkpoints to monitor your activity and progress. Setting goals and listing some definite actions to acquire those goals will keep you motivated and help you to deal with rejection in a positive way. You will be better prepared for your interviews and feel less anxiety and frustration. View your job search as a full-time job, because that s exactly what it is. Of course, you need to schedule some time for relaxation, but don t get off- track by taking a day off or sleeping late. If you lose your momentum, it makes it harder to get started again. Keep with your plan, and remember that persistence always pays off. Begin by setting up a daily performance plan for each day of the week. At the end of the week, summarize your progress and fill in your plan for the next week. Analyze what you are doing and the results you are getting so you can assess your progress realistically. If you are not getting interviews, or if you are getting interviews but not job offers, examine what you are doing wrong or not doing right. Maybe you need to look carefully at your resume. Are you selling yourself? An honest evaluation of your activity is always helpful. Part Two: Interviewing In Unit 4, Interviewing Made Almost Easy, the author notes that the interview is the most critical part part of the job search. It is important to prepare for the interview, to predict what kind of interview or what type(s) of questions may be asked, and to practice job interview situations. If you do these things, it will increase your ability to perform well during the actual interview. page 111 Knowing how companies conduct interviews, what their expectations are of you as a prospective employer, what subjective assumptions are made in 75 to 80 percent of all interviews, and how to evaluate your performance are just a few of the tools that can make interviewing almost easy. How Not to Interview Consider some of these most common mistakes that will keep you from being hired: Not conducting the necessary research on the company and the industry. Not practicing (role playing) for interviews. Not knowing the job requirements. Improper dress or sloppy appearance. Giving inappropriate or untruthful answers to interview questions. Not having questions to ask the interviewer other than What are the salary and benefits? Poor communication skills and body language. Criticizing former employers, supervisors, or professors.

4 Not selling yourself, being too passive, lacking enthusiasm. Not knowing salary range and your value. Lack of career direction and goals. Not knowing how to close the interview. Overemphasizing money. Being late to the interview. Sharing a noticeable dislike for work or schoolwork. Failing to follow up after the interview. page 112 Successful Interview Preparation Preparation, the first step to successful interviewing, is the most neglected step. People searching for work usually do not have any idea how to prepare for an interview correctly. And not being prepared creates about 75 percent of your fear. You simply cannot expect to make a favorable impression on the employer if you are not prepared. First, you must know something about the company to which you are applying. If you go into the interview with no idea what this company does, you are asking for rejection. It is an insult to them that you didn t care enough to find out. A most important element in your interview preparation is knowing how to sell yourself to the prospective employer. Note: for the next pages, the author talks about benefit statements, which we have already learned about. page 118 Where is the Company Located? The author recommends that you make certain you know exactly where the company is located and how to get there, including parking (if you will drive to the job interview) and if possible to make a trial run to the location so you will be prepared. Take into account the hour of the day when you will be interviewing. Is it during the rush hour? page 121 Interview Day Checklist Use this checklist on the day of your interview. 1. I have prepared a list of appropriate questions to ask the interviewer. 2. I have my list of references ready if it is requested. 3. I have reviewed my benefit statements, and am prepared to sell myself to get the job. 4. I have done the necessary research on the company where I m interviewing. My notes are carefully arranged. 5. My hair is cut, washed and styled in a professional manner. 6. I am clean. 7. My makeup, jewelry and perfume/cologne are not excessive. 8. My fingernails are trimmed, clean, and, if polished, have been freshly done. 9. My teeth are clean and my breath is fresh. 10. My shoes are clean and appropriate. 11. My clothes are clean and appropriate and I feel comfortable in them. 12. I will not fuss with (rearrange) my appearance after I arrive.

5 13. I will be myself, whatever the circumstances of the interview. 14. I will take extra copies of resumes and transcripts, in case they ask for these. I will also bring my portfolio to assist me in selling my skills and abilities. 15. I have writing tools, including a black ink pen and a professional- looking notebook. page How Interviews are Conducted The author suggests that you should know as much as possible about the entire process, including any tests that you may be asked to take, or forms you should fill out. She also suggests arriving at least 15 minutes early, for two reasons: the interviewer may have finished the previous interview early, and so can save time by starting your early; and, if you do have to wait, you have time to check your notes and appearance one last time and to enter the interview relaxed and ready. You should also know what type of interview to expect. (We will discuss interview types in class.) You should also understand how employers might evaluate you, both subconsciously (during the interview) and a formal evaluation after the interview is finished. There are no standardized evaluation or rating forms that all employers use, the author writes. Each company evaluates its applicants differently, according to the needs of the company or the division for which you would be working. She offers a list of things employers observe when interviewing a prospective employee: Attitude Personal appearance Ability to communicate, orally and in writing (note: here, the author is talking about first-language communication) Skills, ability to do the job Self- confidence, poise Enthusiasm for the job and for the company Criticism of past employers, co- workers, teachers, classmates Goals, self- motivation Willingness to do whatever reasonable is asked (overtime, additional training) School grades/attendance Educational requirements of the job Pre- employment testing Leadership potential Overall, your level of self- confidence will be measured by the way in which you present yourself to the interviewer Ms. Robbins writes. How you dress and speak, your mannerisms, and the validity and content of your answers to questions will all influence the employer s evaluation. She adds that research from UCLA shows the impact of a performance was based 7 percent on the words used, 38 percent on voice quality, and 55 percent on nonverbal communication. (So prepare practice and perform.) page What Employers Are Really Looking For Frequently, applicants who have the best skills, education and abilities are not hired, the author notes. Quite often, the applicant who gets the job is the one who doesn t have all of the required experience or education. She claims that being winning the interview depends upon your interpersonal skills, personality, and how you conduct yourself in the interview.

6 Employers are looking for the applicant who fits with the company and its culture. Many interviewers told me that they hired the person with whom they felt the most comfortable, the one they believed would be a good match for their employees By the time you re in the interview, the employer usually knows about your employment background, education and skill level. Now the interviewer will try to determine if you are compatible with the company. Employers may give you a personality test, or they may ask questions especially designed to reveal your personality and character. (For example, Tell me about yourself. Or, What kind of things do you do for relaxation? Or, two of my favorites, What qualities are necessary for a good supervisor? and Tell me about a disagreement you had with a former supervisor or teacher how did you deal with the problem?) If you are not prepared with well- thought- out answers, she writes, the interviewer could draw a negative conclusion about your reliability. Maybe you can t be relied on to be prepared in the workplace. page Conduct in the Interview The Job Searcher s Handbook provides some general guidelines, including: Do not take notes during the interview unless the interviewer gives you permission but you should take notes immediately after the interview. Don t write down the questions they are asking you, but if they are providing important information about the job or the company, you should remember those details. Remember your interviewer s name and use it properly. Do not smoke, chew gum or drink anything during the interview. Wait for the interviewer to ask you to sit down. Never, ever lie! SELL YOURSELF. If you are passive; if you only wait for questions and then answer them, you have done nothing to set you apart from all the other applicants. Be memorable for the right reasons: present yourself as a sincere, motivated and professional person. Bring necessary paperwork as mentioned in the checklist above. It s a good idea to make sure you are familiar with your own cover letter and resume! Show enthusiasm/passion and sincerity. Close the interview properly. When you are asked if you have any questions, that is usually a signal that the interview is almost over. After you have asked your (prepared) questions, summarize your strong points, and ask when you can expect a decision. Always end the interview by restating your interest in the job and thanking the interviewer for taking the time to interview and consider you. Many employers have told me they hire the person who asks for the job, Ms. Robbins adds. You should also be aware of how your body language, facial expressions and gestures can influence the interviewer. You may want to try the attempt known as mirroring, but this needs to be well practiced because people can become upset if it is obvious you are mirroring them. If you don t know how to do it, don t try it. The book deals with several types of questions (basic, behavioral, salary, career development, getting started, personality, and brainteaser) and some examples of each type. I will provide them in an additional file.

7 page 134 Dealing with Difficult Questions Sometimes in an interview you are asked questions for which you may not feel you have an answer. To deal with these, first be sure you clearly understand the question. Ask the interviewer to repeat or rephrase it for you, or ask for examples. Encourage the interviewer to tell you more by asking specific questions. If you still are not sure to answer, ask for a few minutes to think it over, or ask if you can come back to the question later. If you simply do not know the answer, say so. It is far better to admit not knowing than to give an answer that makes you look like a fool. Remember, sometimes the question may be a trick in order to see how you react to the question. If you show irritation, frustration, or provide an untrue answer, they will assume you will do the same thing as an employee. page 135 Your Turn to Question You can demonstrate your interest in and knowledge of the industry, company or position by asking relevant and intelligent questions. Don t ask too many questions (when it s your turn to ask questions, that s usually a signal that the interview time is almost over), but you must be prepared to ask at least two or three proper questions. (I will provide a list in another file.) Part Three: After the Interview page Remember to act professionally after you leave the interview. Don t immediately reach for the soju bottle! Find a quiet place, relax, but make notes about the interview. How did you feel? Did you tell them you would provide more information? What kind of questions did they ask you and which ones did you have problems answering. Honest self- evaluation after each interview makes you focus on the process and your performance, and helps you prepare for the next interview. The last but most important follow-up to all interviews is to send a thank-you letter, Ms. Robbins says. A thank- you letter is more than just being polite: it is a brief way to remind the person that you are qualified for and interested in the job. Send separate letters if you were interviewed by more than one person. Even if you think the interview was a disaster, send a thank- you letter (it can t hurt!) Ms. Robbins notes that sending an actual letter is perhaps better than a phone call or because job seekers often do not do it, so it sets you apart from the competition.