This is “Interviewing for Success”, section 20.4 from the book Communication for Business Success (Canadian Edition) (v. 1.0).
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We all join communities, teams, and groups across our lifetimes. We go from an unknown outsider to a new member and eventually a full member. Businesses and organizations are communities consisting of teams and groups, and if we decide to switch teams or communities, or if that decision is made for us with a reduction in force layoff, for example, we’ll be back on the job market. In order to make the transition from a outsider to an insider, you’ll have to pass a series of tests, both informal and formal. One of the most common tests is otherwise known as an employment interview. An employment interviewAn exchange between a candidate and a prospective employer. is an exchange between a candidate and a prospective employer (or their representative). It is a formal process with several consistent elements that you can use to guide your preparation.
In a job search, nothing is more exciting or more intimidating than an interview. Reaching the interview stage means that you are in serious consideration for the position, and the pressure feels cranked up. In this section, you will learn how to prepare yourself to “ace” this process.
Employment interviews come in all shapes and sizes, and may not be limited to only one exchange but one interaction. A potential employee may very well be screened by a computer (as the résumé is scanned) and interviewed online or via the telephone before the applicant ever meets a representative or panel of representatives. The screening process may include formal tests that include personality tests, background investigations, and consultations with previous employers. Depending on the type of job you are seeking, you can anticipate answering questions, often more than once, to a series of people as you progress through a formal interview process. Just as you have the advantage of preparing for a speech with anticipation, you can apply the same research and public speaking skills to the employment interview.
In the process of exploring occupations and landing a job, you will likely participate in a variety of interviews. They are defined by their objective:
The invitation to interview means you have been identified as a candidate who meets the minimum qualifications and demonstrate potential as a viable candidate. Your cover letter, résumé, or related application materials may demonstrate the connection between your preparation and the job duties, but now comes the moment where you will need to articulate those points out loud.
If we assume that you would like to be successful in your employment interviewing, then it makes sense to use the communication skills gained to date with the knowledge of interpersonal communication to maximize your performance. There is no one right or wrong way to prepare and present at your interview, just as each audience is unique, but we can prepare and anticipate several common elements.
The right frame of mind is an essential element for success in communication, oral or written. For many if not most, the employment interview is surrounded with mystery and a degree of fear and trepidation. Just as giving a speech may produce a certain measure of anxiety, you can expect that a job interview will make you nervous. Anticipate this normal response, and use your nervous energy to your benefit. To place your energies where they will be put to best use, the first step is preparation.
Would you prepare yourself before writing for publication or speaking in public? Of course. The same preparation applies to the employment interview. Briefly, the employment interview is a conversational exchange (even if it is in writing at first) where the participants try to learn more about each other. Both conversational partners will have goals in terms of content, and explicitly or implicitly across the conversational exchange will be relational messages. Attending to both points will strengthen your performance.
On the content side, if you have been invited for an interview, you can rest assured that you have met the basic qualifications the employer is looking for. Now comes the time for you to prepare:
Learn about the organization. In almost every interview situation, you’ll be asked, “What can you do for this company?” Practice your answer. Research press releases, stories in the Globe and Mail, annual reports, blogs, Web sites, the news, and so on. Know the company’s philosophies, goals, plans, new products, targeted customers, new executives, and major directional changes.
Use your network. Do you know anyone who works for or has worked for this company or organization? Call or have lunch with him or her before your interview to learn more. Your competition likely won’t have done their homework as well as you have. Your prospective employer will notice.
Review the job description. Be prepared to explain how your background qualifies you for the job. Did you find the job posting online? Be sure to have printed a copy, and bring it with you to the interview. Some companies take weeks to start calling people in for interviews, and by then the job description may have been removed from the site where you saw it.
Review your résumé. Think of examples that describe or illustrate your accomplishments. You will be asked about items on your résumé, and you need to be able to support them and go into more detail.
Businesses hire people to solve problems, so you will want to focus on how your talents, expertise, and experience can contribute to the organization’s need to solve those problems. The more detailed your analysis of their current challenges, the better. You need to be prepared for standard questions about your education and background, but also see the opening in the conversation to discuss the job duties, the challenges inherent in the job, and the ways in which you believe you can meet these challenges. Take the opportunity to demonstrate the fact that you have “done your homework” in researching the company. Table 20.2 "Interview Preparation Checklist" presents a checklist of what you should try to know before you consider yourself prepared for an interview.
Table 20.2 Interview Preparation Checklist
|What to Know||Examples|
|Type of Interview||Will it be a behavioural interview, where the employer watches what you do in a given situation? Will you be asked technical questions or given a work sample? Or will you be interviewed over lunch or coffee, where your table manners and social skills will be assessed?|
|Type of Dress||Office attire varies by industry, so stop by the workplace and observe what workers are wearing if you can. If this isn’t possible, call and ask the human resources office what to wear—they will appreciate your wish to be prepared.|
|Company or Organization||Do a thorough exploration of the company’s Web site. If it doesn’t have one, look for business listings in the community online and in the phone directory. Contact the local chamber of commerce. At your library, you may have access to subscription sites such as Hoover’s Online (http://www.hoovers.com).|
|Job||Carefully read the ad you answered that got you the interview, and memorize what it says about the job and the qualifications the employer is seeking. Use the Internet to find sample job descriptions for your target job title. Make a written list of the job tasks and annotate the list with your skills, knowledge, and other attributes that will enable you to perform the job tasks with excellence.|
|Employer’s Needs||Check for any items in the news in the past couple of years involving the company name. If it is a small company, the local town newspaper will be your best source. In addition, look for any advertisements the company has placed, as these can give a good indication of the company’s goals.|
You may want to know how to prepare for an employment interview, and we’re going to take it for granted that you have researched the company, market, and even individuals in your effort to learn more about the opportunity. From this solid base of preparation, you need to begin to prepare your responses. Would you like some of the test questions before the test? Luckily for you, employment interviews involve a degree of uniformity across their many representations. Here are eleven common questions you are likely to be asked in an employment interview:McLean, S. (2005). The basics of interpersonal communication. Boston, MA: Allyn & Bacon.
Employment interviews, especially screening interviews, do not stray far from a standard list of questions. Find a quiet one to two hours to review the interview study guide provided here, prepare your answers, and actually practice them. Your answers should be short but complete.
The following questionsSuccessHawk, “Interview Questions to Anticipate,” http://www.successhawk.com/Interviewing/Interview-Questions-to-Anticipate (accessed July 13, 2010). are typical in many employment interviews. If you prepare answers for them ahead of time, you will not be caught off guard during an interview.
What can you offer us? Why should we hire you? Make a list of your qualifications for the job. Include years of experience, education, special training, technical skills, inside knowledge of a product or market, and so on. Are you a customer of this product or service?
Use your list of transferable skills like communication, leadership, organization, attention to detail, and work ethic. Review the list objectively. Which items are most valuable to the employer? Use this information to write a brief “sales pitch” that describes your qualifications for the job. Structure the information in a logical fashion and then practice saying it aloud until your delivery is smooth, natural, and confident.
What are your strengths? Provide context and scope when answering this question. By elaborating on your strengths, it’s easier for the employer to see where and how you excel.
Think about your noteworthy and unusual achievements or experiences. What did you do to accomplish them? What kind of preparation did they require? Why are they unique?
Think about performance reviews you have received in a job. Have you won awards or received positive feedback from others in the organization or from a happy customer? What were the reasons for the positive attention?
If you are a student or recent graduate with limited professional experience, think about your papers, reports, projects, or group assignments. Think about the assignment and what you did to complete it. The same strengths that helped you academically will also help you succeed professionally.
What salary are you expecting? This is a land-mine question and one you’ll almost certainly face. Typically a company has budgeted a certain salary range for a position and will do their best to stay within it. A general rule for salary discussions is that he or she who says the first number loses. Ask what the salary range is and where the interviewer sees you fitting into that range.
You owe it to yourself to find out before the interview what the salary range is for a comparable position in the geographical region. You can learn this through your network or an online salary search.
Trick Questions in Interviews
These happen to the best of interviewees. The only wrong answer to an impossible question is “I don’t know.” Hiring managers are looking for employees who think through tough challenges. They want to know if you keep your cool under pressure, if you can think on your feet, whether you BS or maintain your credibility, and how you respond to the unfamiliar. So show them: think aloud.
Talk about what you know about the problem; work out the process in front of them. You are being judged not only on your ability to solve problems but also on your intelligence and potential. There is no potential in “I don’t know.”
Consider using the “because” response whenever you can. A “because” response involves the restatement of the question followed by a statement of how and where you gained education or experience in that area. For example, if you are asked about handling difficult customers, you could answer that you have significant experience in that area because you’ve served as a customer service representative with X company for X years. You may be able to articulate how you were able to turn an encounter with a frustrated customer into a long-term relationship that benefited both the customer and the organization. Your specific example, and use of a “because” response, can increase the likelihood that the interviewer or audience will recall the specific information you provide.
You may be invited to participate in a conference call, and be told to expect it will last around twenty minutes. The telephone carries your voice and your words, but doesn’t carry your nonverbal gestures. If you remember to speak directly into the telephone, look up and smile, your voice will come through clearly and you will sound competent and pleasant. Whatever you do, don’t take the call on a cell phone with an iffy connection—your interviewers are guaranteed to be unfavourably impressed if you keep breaking up during the call. Use the phone to your advantage by preparing responses on note cards or on your computer screen before the call. When the interviewers ask you questions, keep track of the time, limiting each response to about a minute. If you know that a twenty-minute call is scheduled for a certain time, you can anticipate that your phone may ring maybe a minute or two late, as interviews are often scheduled in a series while the committee is all together at one time. Even if you only have one interview, your interviewers will have a schedule and your sensitivity to it can help improve your performance.
Above all, be honest, positive, and brief. You may have heard that the world is small and it is true. As you develop professionally, you will come to see how fields, organizations, and companies are interconnected in ways that you cannot anticipate. Your name and reputation are yours to protect and promote.
You completed your research of the organization, interviewed a couple of employees, learned more about the position, were on time for the interview (virtual or in person), wore neat and professional clothes, and demonstrated professionalism in your brief, informative responses. Congratulations are in order, but so is more work on your part.
Remember that feedback is part of the communication process: follow up promptly with a thank-you note or e-mail, expressing your appreciation for the interviewer’s time and interest. You may also indicate that you will call or e-mail next week to see if they have any further questions for you. (Naturally, if you say you will do this, make sure you follow through!) In the event that you have decided the position is not right for you, the employer will appreciate your notifying them without delay. Do this tactfully, keeping in mind that communication occurs between individuals and organizations in ways you cannot predict.
After you have communicated with your interviewer or committee, move on. Candidates sometimes become quite fixated on one position or job and fail to keep their options open. The best person does not always get the job, and the prepared business communicator knows that networking and research is a never-ending, ongoing process. Look over the horizon at the next challenge and begin your research process again. It may be hard work, but getting a job is your job. Budget time and plan on the effort it will take to make the next contact, get the next interview, and continue to explore alternate paths to your goal.
You may receive a letter, note, or voice mail explaining that another candidate’s combination of experience and education better matched the job description. If this happens, it is only natural for you to feel disappointed. It is also only natural to want to know why you were not chosen, but be aware that for legal reasons most rejection notifications do not go into detail about why one candidate was hired and another was not. Contacting the company with a request for an explanation can be counterproductive, as it may be interpreted as a “sore loser” response. If there is any possibility that they will keep your name on file for future opportunities, you want to preserve your positive relationship.
Although you feel disappointed, don’t focus on the loss or all the hard work you’ve produced. Instead, focus your energies where they will serve you best. Review the process and learn from the experience, knowing that each audience is unique and even the most prepared candidate may not have been the right “fit.” Stay positive and connect with people you who support you. Prepare, practice, and perform. Know that you as a person are far more than just a list of job duties. Focus on your skill sets: if they need improvement, consider additional education that will enhance you knowledge and skills. Seek out local resources and keep networking. Have your professional interview attire clean and ready, and focus on what you can control—your preparation and performance.