Whenever a company employs your services, you are entering an economic relationship or partnership with that organization. As with any type of “relationship”, both parties will be satisfied as long as it is mutually beneficial for both. Since you are entering into a partnership, it is important that you learn as much as you can about the other party. One way to accomplish this is through asking questions.

Think for a moment about your personal relationships. When they were in the formative stages, did you ask questions? What would your opinion be of someone who never asked you questions about yourself? Chances are good, your impression would be that individual is not too interested in me. If you do not ask questions during the interview, the interviewer may have that same perception of you.

Today we will type up some questions that you should ask in an interview.  Save and print these for your portfolio.

First Impressions most important

You have heard it said, “First impressions make lasting impressions”. This is very true whenever we meet someone for the first time. Typically, when we meet someone, we “take him or her in” on two different levels, the analytical and the intuitive.

The analytical is what we think of an individual. The intuitive is how we feel about an
individual. The same dynamics described above are also found in the interview. We
need to be aware of first impressions and how we can use them to our full advantage.

Communications Skills

To help you to make a positive first impression in the interview, let’s examine the importance of communication skills. The three forms of communications skills we will examine are your body language, speaking, and listening.

Body Language

Both your words and your behavior will affect whether you establish a connection with the interviewer. When you meet the potential employer or human resources officer, you will want to show that you are confident, trusting, open, attentive, and eager, but restrained.

All of this can be communicated in a handshake. Make sure that your hand is about perpendicular to the floor. If you extend your hand with your palm facing down, you indicate that you need to be in control-something that can be off-putting in an interview scenario. If you extend your hand with your palm facing up, you can appear overly docile. Try extending your hand with your palm relatively flat, so that you offer to make full contact with the other person's hand. If you cup your hand, you indicate that you mistrust the other person.

Your posture throughout the interview indicates whether you are open and attentive, or somehow withdrawn from the interviewer. Leaning back shows boredom or sometimes insolence. It is better to sit up straight and lean forward just slightly, facing the interviewer directly. Crossing your arms in front of you may indicate that you are somehow defensive, whether from insecurity or mistrust. Try to keep your arms open, even if your legs are crossed.

Eye contact is crucial. Look the person in the eye when you are speaking and listening. To avoid giving the interviewer the impression that you are boring through him with your transfixed gaze, take breaks and look away to the right or left.

Listening

The following are some basic tips on being a good listener:

1. Give your full attention to the interviewer. Don’t look out the window or at what else is going on in the room.
2. Let the interviewer finish a question before you begin to talk. When you interrupt, it looks like you aren't listening, even if you really are.
3. Ask questions. If you are not sure you understand what the interviewer has said, just ask. It is a good idea to repeat in your own words what the interviewer said so that you can be sure your understanding is correct.
4. Give feedback. Sit up straight and look directly at the interviewer. Now and then, nod to show that you understand. At appropriate points you may also smile, frown, laugh, or be silent. These are all ways to let the interviewer know that you are really listening. Remember, you listen with your face as well as your ears!

Speaking

A common perception of job interviews is that the interviewer controls the interview. Remember, you interview as equals. The object is not to control or be controlled but to find a mutually advantageous situation for bot h parties. An interview can be defined as having a conversation. As in any conversation, there is a certain give and take in the process. Anytime you speak, whether in an interview or daily communication, you control the direction of the conversation. Observe this point in your own daily conversations. Typically, we flow from one subject to another. The same can be said in the interview process. If in the interview, we find ourselves in an area uncomfortable to us, we can guide the conversation away from that subject.

Here are some basic tips to remember when speaking in a job interview:

1. Look at the interviewer. Communication is a two-way process. Always make steady eye contact with the interviewer.
2. Ask questions. A good way to capture the interviewer’s attention is to ask a question.
3. Speak slowly and loudly.
4. If you are not a native speaker of English, do not feel embarrassed about your accent when you answer questions in an interview. Feel proud that by communicating in a second language, you are exhibiting a talent that many of your competitors may lack.

Assess your strengths and weaknesses 

You will need to spend some time assessing your own strengths and weaknesses. For each area of strength you should be able to demonstrate (provide examples) of how it was developed and utilized. As for your areas of weakness, you have to know what you are doing to improve in that area. It is advisable to list on a sheet of paper all your skills, abilities, accomplishments and weaknesses and be able to provide examples from your past experience as to how you developed, utilized or improved these qualities. Relating your areas of strength to the required qualifications is a key factor in gaining the interviewers attention.

Study the position available

Review your understanding about the type of work/position you will be interviewed for. If you are interviewing for a marketing position, be aware of the typical job duties/responsibilities for that position as well as the required qualification to perform the job tasks. If you are not clear about the nature of the position you will be interviewed for, make sure to use your network of contacts to help you develop a better understanding
of the job.

Research the company

Find out as much as possible about the employer. Learn about the company from its website, annual reports, brochures, and other similar sources. You should be able to know the company’s exact name, history, purpose, services/products, major competitors, approximate number of employees, where its branches are located and its future prospects.

Know the dress code

Did you know that approximately 60% of job applicants are screened out because their appearance does not fit the organizational image? You should dress like other employees in the organization. If you are well-groomed and neatly dressed, your appearance will inspire a basic confidence in your work habits.

Bring appropriate materials

Take along additional copies of your resume, a list of questions to ask about the organization and position, a portfolio (if applicable), a pen and a pad of paper on which you can make a few notes to yourself. Make sure to note on a piece of paper the name of the interviewer, company address, and telephone number in case of emergency.

Find interview location ahead of appointment 

Be sure to get specific directions for getting there. Repeat the directions and make sure they are correct. It is even better if you can make a “dry run” to determine the exact location prior to the meeting. You need to find out the approximate travel time to the interview location, check out the best route and parking locations. Make sure that you arrive 5-10 minutes before the interview.

Dress for success

Men

• Traditional business attire, i.e. navy blue or gray suit or sports coat and nice slacks, and a long sleeved pressed dress shirt.
• Ties should be silk and coordinate well with the suit. Avoid any flashy or “theme” ties such as ties with cartoon characters or seasonal events.
• Jewelry should be limited to one ring per hand a dress watch. No earrings, and of course, no visible body piercings!
• Cover any obvious tattoos.
• Shoes should be polished and leather dress shoes in black, dark burgundy or brown are best. Socks should match suit color.
• Hair neatly combed and clean. Facial hair well groomed as well.
• Avoid wearing too much cologne or after-shave.
• Well manicured nails.

Women

• Conservative business suit, dress or pants suit. Most appropriate colors are blue, gray, black or tan. Blouse color should be white or any complimentary colors.
• Jewelry should be modest with one ring per finger, earrings no longer than ½ inch and necklace, and no visible body piercings!
• Cover any obvious tattoos.
• Avoid excessively long fingernails. Your nail polish should be a subtle color and applied neatly.
• Shoes should have no more than 2-inch heels and should complement your outfit.
• Your hair should be well groomed and clean.
• Avoid wearing too much cologne, perfume, or make-up.

THE ART OF POSITIVE THINKING


It is very common to worry about something unfavorable occurring at the interview, but don’t allow yourself to worry too much. When you find yourself having negative thoughts, visualize yourself having a highly successful interview. This would be an interview where you are in control and performing your best. If you would like to further your relaxation try a deep breathing exercise such as inhaling through your nose for 4 slow seconds, holding your breath for 4 slow seconds and exhaling through the mouth for 8 long seconds. Try doing this three times before the interview. (but not in the interview itself).

Approaching the interview

In approaching the interview, keep in mind that you are really approaching a potential “customer”. Think of yourself as your own sales representative. You will be presenting the benefits of what services you have to offer. The decision to work for a particular company should be based on a mutual benefit to both parties.

TYPES OF INTERVIEWS

Before we go into interviewing dynamics, let’s review the various types of interview settings so you will know what to expect from each one. Most interviews are conducted with the interviewer and interviewee sitting across from each other. However, there are other types of interview scenarios that you will want to become familiar with, some which are fast becoming very common.

Telephone Interview

A telephone interview is the first step in the interview process. It is a screening process. Usually, a company will contact you and schedule a time to interview you by telephone. However, you should always be prepared for the possibility that the initial telephone contact may be the actual telephone interview. Either way, read the following tips to ensure your own telephone interviewing success.

1. Have a cheat sheet accessible and near the telephone. Keep your resume or list of achievements handy as a reminder of topics you want to cover.
2. Find a quiet place to have the telephone conversation and by all means, ignore the call waiting.
3. Stand-up for the first several minutes of the interview. When you stand, you speak with more authority, and sound confident. Do not speak in a monotone voice. Remember, this is a conversation. Do not chew gum, smoke cigarettes, eat or drink anything while on the telephone.
4. Be an active participant in the conversation. If the interviewer is extremely talkative, you can show interest by answering with a “yes” or “I see.” Demonstrate enthusiasm in your voice and smile. The interviewer will readily notice this enthusiasm.

Panel Interview

A panel interview is a formalized setting with three or more individuals in attendance who are prepared to interview a job candidate at the same time. This is a fairly common interviewing technique for positions in education and government. Often times, for those being interviewed in this setting, it can be somewhat intimidating. To reduce your level of anxiety, keep the following in mind:

1. Obtain business cards if possible from each participant of the panel interview. You will want to place these cards on the table in front of you, in accordance to where they are sitting on the panel. This will help you to remember their names.
2. Use visualization to put yourself in a relaxed frame of mind immediately upon entering the room. It helps if you can picture the interviewers in costume or disguise.
3. Answer each question to the best of your ability. Remember, you can only answer one question at a time. Be inclusive in answering your questions. Make eye contact with all members of the panel when answering any question.

Behavioral Interview

The purpose behind the behavioral interview is to make the interviewing process as objective as possible. To achieve this, the interview questions are designed by a psychologist in order to identify particular personality types. The interview questions are open-ended, requiring an elaboration of an answer relating to your work experience. Questions can also deal with ethical or hypothetical dilemmas or situations. The
interviewer will write down or record your answer verbatim. In a more “traditional interview”, you will also find some open-ended questions. Either way, in a behavioral interview, all questions are recorded in some way.

Reflect on the contributions you have made in your work history, especially where there is measurable or noticeable change. Later on, we will discuss a formula called the 3 Whats. This formula provides a framework for answering behavioral related questions.

Situation Interview

In a situation interview, the work environment is artificially created. It can be something as common as a typing test, or something more elaborate requiring you to spend a good portion of the day in the work environment. The purpose of situation interviewing is for the company to get a good idea of how you would actually react in certain work situations. In many instances, a group or individual will observe you
performing your work. For example, you may be asked to develop a procedure or method, solve a hypothetical problem, write a proposal, or give a presentation. Situation interviews are becoming more common because of the number of individuals misrepresenting themselves on a resume. This type of interview assists the interviewer in observing whether the candidate actually possesses the required skills and/or experiences required.

Meal Interview

You may be asked to go to a luncheon meeting with a prospective employer. This is a less formal method for employers to interview potential employees. Normally, if you make it this far, the odds are in your favor that you will probably be hired for the job.  However, it is still an interview nonetheless and a certain precaution should be followed. Here are some helpful tips for meal interviewing:

1. You will probably be asked to order first. Once you’ve ordered, don’t change your mind on the food item. This could make you appear to be indecisive.
2. Order menu items that are priced in the “middle of the road” and are not “sloppy” foods.
3. Avoid alcohol. If drinks are ordered, politely decline or “nurse” a drink.

JOB INTERVIEWING

Individuals facing a job interview often find the process itself to be more challenging than finding the job itself. A job interview is an employer’s opportunity to assess you and your opportunity to evaluate the employer. In reality, you both want to know if you and the job’s requirements match, if you are motivated to succeed in this assignment, and if your and the employer’s values and styles mesh. When you are invited for an interview, be prepared to give the best interview you can. We’ve included information below on the types of interviews, as well as the most common questions you can expect to be asked in any interview. Keep in mind that an interview is really just an exchange of information. In other words, interviewing is formalized conversation. We say “formalized” because we do not want to use any language that would be considered inappropriate or in bad taste.

Today we will be creating a portfolio cover page.  As I have said, you probably won't be leaving your portfolio with prospective employers [if you do, keep a backup of everything] but a cover page will keep your portfolio looking professional.

Requirements for the cover page:

• NAME (all caps)
• EMPLOYMENT PORTFOLIO (all caps)
• e-mail address (something appropriate... not underlined)
• Date (i.e. February 26th, 2010) -- You can update this as you update your portfolio
• Font and size may vary depending on your own personal style

I will be returning your résumé to you today.  Make needed corrections and put your updated copy in your portfolio.

Also, make sure you are uploading all of your documents (résumé, cover letters, etc.) to Google Documents and/or emailing them to yourself.  This makes it a LOT more convenient in the future when you need to apply for a position.

Finally, use extra time to complete any missing assignments (i.e. the 5 letters we did this week) and pick up any graded assignments from the basket on the counter.

Download and edit the following "Summary of Skills and Experience"

• Summary of Skills

Today we discussed the importance of "cover letters" (see previous post).  I gave every student a packet containing three (3) cover letter examples, including a referral, a cold contact, and a personalized ad response.  The packet also included a sample follow-up letter.

Your task today is to begin writing these letters using your own name, address, and phone number as well as the name and address of a company for which you would like to work.  Do not simply copy the letters -- you are creating letters that are personalized about you.

We will have today and tomorrow to write the four letters.

When finished, print, sign, and turn in your letters.  Next, log into your Google/Gmail account and go to "Documents" (Google Docs).  Upload your letters, résumé, and references to your Google Docs space so you can access them later.

Remember, you are getting points for turning the letters in this week, but you are also going to be putting these into your portfolio (which we will be grading next week).

COVER LETTERS

Never submit any resume without a cover letter. The cover letter is a brief introduction to your resume. It is a way for you to convey particular information about yourself that may not be covered in a resume. Cover letters can be prepared in a variety of ways to accomplish different tasks. A cover letter can be targeted t oward a particular job posting, a networking opportunity, or a cold mailing. Let’s look first at some
basic “do’s” and “don’ts” in writing cover letters.  (Note that these are recommendations from one author and not intended as the "only way")

Cover Letter “Do’s”

• Address your letter to a specific individual.
• Send an original letter to each employer.
• Use simple language, action verbs, and keep it brief and to the point. Eliminate all unnecessary words and be sure to check for any repetitive wording.
• Write targeted cover letters that are unique to each situation.
• Refer to the job requirements and relate them to your skill set.
• Keep your letter brief and never go beyond one page! Each paragraph should have three to four sentences at the most.
• Tell the employer how you can meet his or her needs and contribute to the company.
• Refer to specific achievements and accomplishments and set yourself apart from other job seekers.
• Make sure your letter answers the question that the employer will be asking while reading your letter: “Why should I hire this person?”
• Never bring any negative tone into a cover letter.
• Be sure you are providing all contact information, such as home phone, cell phone, and email address.
• Keep any e-mailed cover letter shorter and more concise than a letter being postal mailed.

Cover Letter “Don’ts”

• Don’t send a resume without a cover letter.
• Don’t use a sexist salutation, such as “Gentlemen” when answering a blind ad.
• Don’t waste your first paragraph by writing a boring introduction. Use the first paragraph to grab the employer's attention; give the employer the reasons you are qualified for the position.
• Don’t use such clichés as “Enclosed please find my resume” or “As you can see on my resume enclosed herewith.” Employers can see that your resume is enclosed; they don’t need you to tell them. Such trite phrases just waste precious space. And don't use pleonasms (wordy phrases), which also waste space.
• Don’t depend on the employer to take action. Request action. Request an interview, and tell the employer when you will follow up to arrange it. Then, Do So. It is imperative that you follow up. You will greatly increase your chances of getting interviews if you call the employer after writing instead of sitting back and waiting for a call. Those who wait for the employer to call them will generally have a long wait.
• Don’t send a cover letter that contains any typos, misspellings, incorrect grammar or punctuation, smudges, or grease from yesterday’s lunch.
• Don’t rehash your resume. You can use your cover letter to highlight the aspects of your resume that are relevant to the position, but you’re wasting precious space -- and the potential employer’s time -- if you simply repeat your resume.
• Don't forget to personally sign the letter, preferably in black ink.

Simply put, your letters should tell the reader why you are writing, what position you are applying for, what you have to offer, and why this organization is of interest to you. You should close any letter by advising them of your intention to call them in several days, to arrange further discussion of employment opportunities.

Why are you writing - Let the reader know what has prompted you to communicate with them. Was it something you read or heard, if so, paraphrase the content. If your correspondence is in regards to an advertisement, clearly indicate what position you are applying for and where the advertisement was found.

Promise a benefit - Specify special skills, training, or educational experience that may increase the reader’s interest in you. Cite a particular example of a recent accomplishment in a way that will wet the reader’s appetite and help him/her see the benefits that you can bring to the company.

Refer to your particular interest in an organization - Here is an opportunity for you to tell them where your special skills can best be put to use. Through the use of words, create a picture that will actually assist the reader in imagining you as a member of their team.

The closing - This area provides the writer with an opportunity to control further communication and follow through between the writer and the recipient. Always make certain to request an interview. Give an approximate time in which you will contact the company. Never ask them to contact you at their convenience (with exception to executive recruiters and blind ads).

Although a cover letter is not intended to land you the job, it most definitely can either increase or hurt your chances of your resume being read.

As we have been discussing since January, your portfolio is the major project of this semester.  Most of what we have been doing has been leading up to this project.  


Some of the things I will be looking for in your portfolio include:

• Title Page
• Résumé
• Cover Letters (Referral, Cold Contact, and Ad Response)
• Follow-Up Letter (to a job application)
• Thank You Letter (for an interview)
• Sample Application / Summary of Skills and Experience
• Typing Certificate
• Letter of Recommendation
• Handshake Etiquette Handout
• Interviewing Types
• Interview Prep
• Interviews: Questions to ask during an interview
• 25 Most Common Interview Questions
• 25 Most Common Interview Mistakes
• (More coming soon)

If you have questions or concerns, please let me know ASAP.

Sample Resume

As we have been discussing for several weeks now, your final project will be a portfolio.  I recommend a nice 3-hole binder with several sheet protectors to hold documents.  A solid-color binder (i.e. black) can also be used.

You will keep résumés, references, job search tips, typing certificates, awards, etc. in your portfolio.  Portfolios will be something you can use to assist you in filling out applications, provide you with a place to keep extra résumés, and help you prepare for interviews.

Some of the things I will be looking for in your portfolio include:

• Résumé
• Cover Letter
• Sample Application
• Typing Certificate
• Letter of Recommendation
• (More coming in the next few weeks)

If you have questions or concerns, please let me know ASAP.