Chapter 14 Interviewing and Following Up - PowerPoint Presentation

Chapter 14 Interviewing and Following Up

So, you want to get your dream job? Let’s get started… Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 13, Slide 2

Types of Employment Interviews To weed out unqualified candidates. Often conducted bytelephone or online. To learn whether acandidate is a good fit forthe organization. Usuallyconducted in person.GoalHiring/placement Screening Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 3

One-on-one Panel Group SequentialStressOnline Hiring/placementTypes of Employment Interviews Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 4

Interview Success During theinterviewBeforetheinterview Aftertheinterview Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 5

Professional Phone Techniques Remember that anytime the phone rings, it could be a potential employer.Invest in a good answering machine or voice mail service. Create a concise, professional outgoing message in your own voice; include your full name. During AfterBefore Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 6

Professional Phone Techniques Alert those who may answer your phone; don’t let children answer. Beware of answeringcell calls.Use voice mail to screen calls. During AfterBefore Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 7

An Impressive First Conversation Keep the following near your phone: Your résuméList of positions for which you have appliedList of referencesCalendarNotepad and pen During AfterBefore Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 8

An Impressive First Conversation Treat any call from an employer like an interview.If caught off-guard, ask whether you can call back.Be prepared for ascreening interview. During AfterBefore Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 9

An Impressive First Conversation Take good notes. Get accurate directions.Verify spelling of interviewer’s name.Before you hang up,reconfirm date and time of interview. During AfterBefore Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 10

Researching the CompanyNever enter an interview cold!Learn all you can about the target company.Employers are impressed by candidates who havedone their homework. During AfterBefore Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 11

Researching the Company What should you look for? Field, service, or product Mission and goals Size/Geographic Location(s)Number of employees CustomersCompetitors Culture Management structure Names of leaders History Reputation in community Financial condition Strengths and weaknesses Recent news articles Future plans Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 12

Researching the Company Where should you look? Company’s Web site General Web search LibraryAnnual reports Catalogs or brochuresCurrent employees Blogs/Social Network Sites Newspaper articles Informal visit Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 13

Prepare and Practice How do your qualifications fit the job description?Rehearse success stories. Practice answers to typical interview questions.Prepare to explain résumé problem areas. During AfterBefore Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 14

Prepare and Practice Clean up any digital dirt.Decide how to dress professionally. Gather items to bring: Copies of your résumé Reference list Notebook and pen Money Work samples During AfterBefore Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 15

Cleaning Up “Digital Dirt” Remove questionable content : Inappropriate photos Provocative statements Content about alcohol or drugs Discriminatory comments Anything that demonstrates poor communicationStay positive—don’tcomplain about yourprofessional or personallife online. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 16

Cleaning Up “Digital Dirt” Be selective about your list of friends. Avoid joining negative groups or “liking” negative pages.If you are employed, don’t discuss your job search online. Set up a professional socialnetworking page or Web site. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 17

Traveling to Your Interview During After Before Give yourself plenty of time to groom and dress. Leave early enough so that you’ll arrive on time.Don’t smoke, eat messy or smelly foods, or overdo the perfume or cologne.If you are delayed, call immediately! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 18

Arriving at Your Interview During After Before Arrive on time or a little early.When you enter, be courteous and congenial to everyone.Great the receptionist and wait for an invitation to sit.Greet the interviewer confidently; don’t be afraid to initiate a handshake. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 19

The Basics of a Good Handshake Hold the person’s hand firmly. Pump hand approximately three or four times.Maintain eye contact. Smile!A strong handshake conveys power, professionalism, and confidence! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 20

Fighting Fear Practice interviewing as much as you can, particularly with real companies.Prepare thoroughly: Research the position. Practice answering questions. Prepare and rehearse success stories. Review the job posting. During After Before Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 21

Fighting Fear Dress professionally.Remember that interviewingis a two-way street. You arealso evaluating the interviewer and the organization.Let this give you confidence! During After Before Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 22

Control your body movements. Exhibit good posture. Practice appropriate eye contact.Use gestures effectively. Smile enough to convey a positive attitude.During the Interview Before After During Being and Looking Professional Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 23

Listen attentively. Turn off your cell phone and other electronic devices—completely! Sound enthusiastic and interested—but sincere. During the InterviewBefore After During Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 24 Being and Looking Professional

Don’t chew gum. Avoid empty words ( um , uh, like, you know, basically).Be confident, but not cocky.During the Interview Before After During Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 25 Being and Looking Professional

Use the interviewer’s name occasionally. Pronounce it correctly! Be sure you understand the question asked. If necessary, clarify vague questions, such as By ____ do you mean _____?During the InterviewBefore AfterDuringAnswering Questions Effectively Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 26

Aim your answers at key requirements for the job and at characteristics that interviewers seek: Expertise Communication skills Competence Enthusiasm for the job Initiative Decision-making skills Motivation Pleasing personalityDuring the InterviewBefore After During Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 27 Answering Questions Effectively

Don’t answer with a simple yes or no—elaborate! Be positive—don’t criticize anyone or anything.Stay focused on your strengths.Use good English and enunciate clearly.Never lie!During the Interview Before AfterDuring Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 28 Answering Questions Effectively

Don’t bring up salary, vacation, and benefits first—let the employer do it. Don’t be overbearing, overly aggressive, or conceited. Show what you can do for the company. Make yourself shine!During the InterviewBefore After During Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 29 Answering Questions Effectively

Five Important Areas EmployersWillProbeCommunication skills: How well doyou present yourself and your ideas? 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 with this company?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? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 30

10 Other Important Qualities Ability to work with others Alertness MaturityInitiative and driveLeadership qualitiesMannersOrganizational skillsPoise and self-confidencePreparation for the interview Professional appearance Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 31

Kinds of Interview Questions Think about how you might respond most effectively to these examples of the ten most common types of interview questions. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 32

Get Acquainted Kinds of Interview Questions Tell me about yourself. What are your greatest strengths? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 33

Gauging Your Interest Why do you want to work for _______? Why are you interested in this position?Kinds of Interview Questions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 34

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? Kinds of Interview Questions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 35

The Future Where do you expect to be five years from now? What do you predict for the future of the ________ industry? Kinds of Interview Questions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 36

Challenging What is your greatest weakness? How would your former supervisor describe you as an employee? Kinds of Interview Questions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 37

Money What are your salar y expectations ? How much do you think you're worth?Kinds of Interview Questions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 38

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? Kinds of Interview Questions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 39

Behavioral Tell me about a time when you solved a difficult problem. Describe a time when you worked successfully as part of a team. Kinds of Interview Questions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 40

STAR Method: 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. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 41

What was the S ituation? What was the Task?What Action was taken? What was the Result? STAR Method: Behavioral Questions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 42

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?Kinds of Interview Questions Illegal andInappropriate Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 43

Interviewee Questions Asking 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? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 44

Interviewee Questions Asking Your Own Questions Who would be my immediate supervisor? What is the organizational structure, and where does this position fit in?How is performance evaluated? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 45

Interviewee Questions Asking Your Own Questions What do you like best about working for this organization? May I have a tour of the facilities?When do you expect to make a decision? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 46

Wait for the interviewer to signal the end of the interview. Summarize your strongest qualifications. Demonstrate your interestin the position.Don’t be afraid to say you want the job!During the InterviewBefore After During Ending Positively Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 47

Find out what steps will follow. Thank the interviewer. Ask for a business card. Shake hands confidently.Thank the receptioniston the way out.During the Interview Before After During Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 48 Ending Positively

During Before After Make notes on the interview as soon as you leave:Key points discussedNames of people you spoke withStrengths and weaknessesduring interviewFollow-up plans After the Interview Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 49

During Before After Write a thank-you letter to the interviewer: Remind the interviewer of your visit. Show that you really want the job. Prove that you are qualified for it.Alert your references that they might be called.If you don’t hear from the interviewer within the specified time, call or send and interview follow-up message. After the Interview Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 50

Thank-You Message Dear Ms. Simmons: Talking with you Thursday, May 27, about the graphic designer position was both informative and interesting. Thanks for describing the position in such detail and for introducing me to Ms. Anderson, the senior designer. Her current project designing the annual report in four colors on a Macintosh sounds fascinating as well as quite challenging.Now that I’ve learned in greater detail the specific tasks of your graphic designers, I’m more than ever convinced that Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 51

Thank-You Message my computer and creative skills can make a genuine contribution to your graphic productions. My training in Macintosh design and layout ensures that I could be immediately productive on your staff. You will find me an enthusiastic and hard-working member of any team effort. As you requested, I’m enclosing additional samples of my work. I’m eager to join the graphics staff at your Santa Barbara headquarters, and I look forward to hearing from you soon. Sincerely, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 52

Contacting References Alert your references. Tell what position you applied for,the company, what to stress, etc. Send helpful information: Résumé Transcripts Job description Job posting Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 53

Interview Follow-Up Message Dear Ms. Jamison: I enjoyed my interview with you last Thursday for the receptionist position. You should know that I’m very interested in this opportunity with Coastal Enterprises. Because you mentioned you might have an answer this week, I’m eager to know how your decision process is coming along. I look forward to hearing from you.Sincerely, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 54

0 Resignation letter Job acceptance and rejection lettersRejectionfollow-up letter Application or résumé follow-up letter Application form Other Employment Letters and Documents Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 55

Application Form Carry a card summarizing your vital data:Graduation datesBeginning and ending employment datesSalary history Full names and titles of previous supervisorsFull addresses and phone numbers of current and present employersComplete data about your references Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 56

Application Form Look over all questions before starting.Print your answers neatly,using blue or black ink.Answer all questions honestly.Write Not applicable orN/A if appropriate.Use accurate spelling, grammar,capitalization, punctuation. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 57

Application Form 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. Look over application before submittingit to ensure completeness.Sign and date. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 58

Send a short follow-up message 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. Application or Résumé Follow-Up Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 59

Dear Mr. Lopez: Please know I am still interested in becoming an administrative support specialist with Quad, Inc. Since I submitted an application [or résumé] in May, I have completed my degree and have been employed as a summer replacement for office workers in several downtown offices. This experience has honed my word processing and communication skills. It has also introduced me to a wide range of office procedures.Application or Résumé Follow-Up Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 60

Please keep my application [or résumé] in your active file and let me know when I may put my formal training, technical skills, and practical experience to work for you.Sincerely, Application or Résumé Follow-Up Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 61

Don't give up if you didn't get the job and you think it's right for you. It’s okay to show your disappointment, but do so politely. Emphasize yourcontinuing interest. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 62Rejection Follow-Up Message

Rejection Follow-Up MessageExpress confidence in meeting the job requirements.Refer to specifics of your interview. Close by taking the initiative;tell when you will call foran update.Be persistent butnot a pest! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 63

Dear Mr. O’Neal: Although I’m disappointed that someone else was selected for your accounting position, I appreciate your promptness and courtesy in notifying me. Because I firmly believe that I have the technical and interpersonal skills needed to work in your fast-paced environment, I hope you will keep my résumé in your active file. My desire to become a productive member of your Transamerica staff remains strong. Rejection Follow-Up Message Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 64

I enjoyed our interview, and I especially appreciate the time you and Ms. Goldstein spent describing your company’s expansion into international markets. To enhance my qualifications, I’ve enrolled in a course in International Accounting at CSU. Should you have an opening for which I am qualified, you may reach me at (818) 719-3901. In the meantime, I will call you in a month to discuss employment possibilities. Sincerely, Rejection Follow-Up Message Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 65

Job Acceptance MessageAfter being offered a job, follow up with a letter confirming the details and formalizing your acceptance.Open by expressing pleasure; confirm youracceptance of the positionwith enthusiasm. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 66

Review salary and benefits in the body. Include the specific starting date. Close with thanks. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 67Job Acceptance Message

Dear Ms. Scarborough: It was a pleasure talking with you earlier today. As I mentioned, I am delighted to accept the position of web designer with Innovative Creations, Inc., in your Seattle office. I look forward to becoming part of the IC team and to starting work on a variety of exciting and innovative projects. As we agreed, my starting salary will be $46,000, with a full benefits package including health and life insurance, Job Acceptance Message Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 68

retirement plan, stock options, and three weeks of vacation per year. I look forward to starting my position with Innovative Creations on September 15. Before that date I will send you the completed tax and insurance forms you need. Thanks again for everything, Ms. Scarborough. Sincerely,Job Acceptance Message Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 69

Job Rejection Message If you turn down a job, show professionalism by writing a sincere letter. Thank the employer.Briefly describethe reason for turning down thejob offer. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 70

Dear Mr. Grinell :Thank you very much for offering me the position of sales representative with Bendall Pharmaceuticals. It was a difficult decision to make, but, I have accepted a position with another company. I appreciate your taking the time to interview me, and I wish Bendall much success in the future. Sincerely,Job Rejection Message Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 71

Resignation LetterIf you must leave a position, depart gracefully and tactfully with a resignation letter.Remember that manyresignation letters are placed in personnel files.Be careful and formal.Confirm the exact dateof your resignation. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 72

Resignation LetterRemind your employerof your contributions.Offer assistance to prepare for your resignation.Offer thanks and endwith a forward-lookingstatement. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 73

Dear Ms. Patrick: This letter serves as formal notice of my resignation from Allied Corporation, effective Friday, August 15. I’ve enjoyed serving as your office assistant for the past two years, and I am grateful for everything I’ve learned and accomplished during my employment with Allied. Please let me know what I can do over the next two weeks to help you prepare for my departure. I would be happy to help with finding and training my replacement. Resignation Letter Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 74

Thanks again for providing such a positive employment experience. I will long remember my time here and wish Allied Corporation great success in the future. Sincerely, Resignation Letter Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 75

Interviews – The Dirty Dozen According to recruiters, the following 12 things will hurt your chances during an interview :Showing up late or too early Treating the receptionist rudely Having a poor handshake Talking too much Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 76

Interviews – The Dirty Dozen Dressing unprofessionally Talking negatively about currentor past employers/managers/jobsAsking about benefits, vacation, or salary too soonNot preparing for theinterview Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 77

Interviews – The Dirty Dozen Appearing bored or overlynervousNot enough or too much eye contact Failure to matchcommunication styles Acting desperate Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 14, Slide 78

Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition “ You’ve got to take the initiative and play your game. In a decisive set, confidence is the difference.” --Chris Evert Tennis Champion Chapter 14, Slide 79

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