Communication Applications Chapter 9 Exploring the Interview Process

Section 1 The Nature of Interviews Objectives Objectives 1. Analyze the roles in the interview process. 1. Analyze the roles in the interview process. 2. Describe the different types of interviews and identify an appropriate situation for each. 2. Describe the different types of interviews and identify an appropriate situation for each. 3.Explain the importance of communicating effectively in interviews. 3.Explain the importance of communicating effectively in interviews.

Roles in the Interview Process Interviewer – sets up and carries out the interview. Interviewer – sets up and carries out the interview. Sets the Goal - what you want the outcome of the interview to be. Sets the Goal - what you want the outcome of the interview to be. Develop the Structure – the manner in which it is conducted. Develop the Structure – the manner in which it is conducted. Prepare and Ask Questions – prepare questions tailored to the job, or goal of the interview. Prepare and Ask Questions – prepare questions tailored to the job, or goal of the interview. Control the Direction of the Discussion – makes sure interviewee answers questions and does not avoid them. Control the Direction of the Discussion – makes sure interviewee answers questions and does not avoid them.

Roles in the Interview Process Interviewee – must have good, clear communication skills Interviewee – must have good, clear communication skills Provide Clear, Complete, and Appropriate Answers – it is essential to listen to the questions given by the interviewer. Provide Clear, Complete, and Appropriate Answers – it is essential to listen to the questions given by the interviewer. Gather Information – determine whether a company or position fits the interviewee’s needs. Gather Information – determine whether a company or position fits the interviewee’s needs.

Types of Interviews Information Gathering – interviewer obtains information from the interviewee. Information Gathering – interviewer obtains information from the interviewee. Survey – gather information from a number of people and use to draw conclusions. Survey – gather information from a number of people and use to draw conclusions. Investigative – uses questions to find out unknown information, or the cause of an event. Investigative – uses questions to find out unknown information, or the cause of an event. Who, What, When, Where, Why, and How? Who, What, When, Where, Why, and How? Exit Interview – used to determine why a person has decided to leave an organization, or company. Exit Interview – used to determine why a person has decided to leave an organization, or company.

Types of Interviews Information Giving – interviewer gives information to an interviewee. Information Giving – interviewer gives information to an interviewee. Performance Appraisals – An evaluation of how well you have achieved your goals and objectives over a period of time. Performance Appraisals – An evaluation of how well you have achieved your goals and objectives over a period of time. Example – report card in school Example – report card in school Counseling Interview – an interviewer helps the interviewee decide on a course of action. Counseling Interview – an interviewer helps the interviewee decide on a course of action.

Types of Interviews Employment – a process employers use to judge whether a job candidate is qualified and well suited for a position. Employment – a process employers use to judge whether a job candidate is qualified and well suited for a position. Importance – the employment interview is the single most important factor in landing a job. Importance – the employment interview is the single most important factor in landing a job. Communication Skills are evaluated in one interview. Communication Skills are evaluated in one interview. Building Skills – Study how companies advertise for a position and practice interviewing for that position. Building Skills – Study how companies advertise for a position and practice interviewing for that position. An interview usually happens at the place of employment, but can happen anywhere. An interview usually happens at the place of employment, but can happen anywhere.

Section 2 Understanding the Interview Process Objectives Objectives 1. Identify and describe the components of the interview process. 1. Identify and describe the components of the interview process. 2. Explain the steps needed to prepare for an interview. 2. Explain the steps needed to prepare for an interview. 3. Distinguish the basic components of an interview. 3. Distinguish the basic components of an interview. 4. Explain the importance of the activities in the post interview. 4. Explain the importance of the activities in the post interview.

Preparing for an Interview Set a Goal – what should be the outcome of the interview? For the interviewer? For the interviewee? Set a Goal – what should be the outcome of the interview? For the interviewer? For the interviewee? Determine the Type of Interview– Choose the type of interview that will best enable you to reach your goal. Determine the Type of Interview– Choose the type of interview that will best enable you to reach your goal. Determine the Structure– How will the interview be done? Determine the Structure– How will the interview be done? Scheduled Interview– questions are standardized/specific Scheduled Interview– questions are standardized/specific Nonscheduled Interview– very flexible, non-standard questions Nonscheduled Interview– very flexible, non-standard questions Moderately Scheduled Interview- most interviews, a set of questions with the ability to pursue a unusual answer. Moderately Scheduled Interview- most interviews, a set of questions with the ability to pursue a unusual answer.

Research the Other Party Research the Other Party Information Gathering – the interviewer researches about the interviewee or information used in the interview Information Gathering – the interviewer researches about the interviewee or information used in the interview Information Giving – the interviewer must be able to support his/her information Information Giving – the interviewer must be able to support his/her information Employment – both, especially the interviewee Employment – both, especially the interviewee Company – Where can I get information about this company? How long has it been in business? What are its goals? Etc… Company – Where can I get information about this company? How long has it been in business? What are its goals? Etc… Job/Position – What are the primary responsibilities of the job? What are the skills needed? Any advancement? Job/Position – What are the primary responsibilities of the job? What are the skills needed? Any advancement? Interviewer – Does the interviewee’s job application and resume indicate the necessary skills for the position? Interviewer – Does the interviewee’s job application and resume indicate the necessary skills for the position?

Develop Appropriate Questions Develop Appropriate Questions Interviewee Interviewee Information Gathering – ask perception-checking questions to make sure your meanings are clearly understood Information Gathering – ask perception-checking questions to make sure your meanings are clearly understood Information Giving – learn as much as possible from the interviewer Information Giving – learn as much as possible from the interviewer Employment– show initiative by asking intelligent questions about the company, position, and your specific responsibilities Employment– show initiative by asking intelligent questions about the company, position, and your specific responsibilities Interviewer Interviewer Information Gathering – get as much information from the interviewee as possible Information Gathering – get as much information from the interviewee as possible Information Giving – ask perception-checking questions to make sure the interviewee understands what you are saying Information Giving – ask perception-checking questions to make sure the interviewee understands what you are saying Employment – questions should be designed to evaluate the interviewee’s personality, qualifications, potential, and goals Employment – questions should be designed to evaluate the interviewee’s personality, qualifications, potential, and goals

Practice Practice Practice Interviewing – practice what you want to say during the beginning, middle, and end of the interview. Also, check your non- verbal messages, including what you are wearing. Practice taking notes. Practice Interviewing – practice what you want to say during the beginning, middle, and end of the interview. Also, check your non- verbal messages, including what you are wearing. Practice taking notes. Practice Being Interviewed – Anticipate questions that might be asked and have answers ready. Have someone ask you the questions and check your non-verbal messages, including what you are wearing. Practice Being Interviewed – Anticipate questions that might be asked and have answers ready. Have someone ask you the questions and check your non-verbal messages, including what you are wearing.

The Actual Interview The Opening – A typical beginning has both parties introducing themselves. It sets the tone of the interview. The Opening – A typical beginning has both parties introducing themselves. It sets the tone of the interview. The Body – The main part of the interview. In a balanced interview, both parties speak and listen; ask questions and evaluate answers. The Body – The main part of the interview. In a balanced interview, both parties speak and listen; ask questions and evaluate answers. The Closing – A summary of what happened during the body of the interview. This is the time to discuss plans for future action, if needed. The Closing – A summary of what happened during the body of the interview. This is the time to discuss plans for future action, if needed.

The Post Interview A key time to reconnect with the interviewer and remind them of your strong points. A key time to reconnect with the interviewer and remind them of your strong points. A follow-up thank-you letter, or other type of business communication is very important. A follow-up thank-you letter, or other type of business communication is very important. Ask yourself- Did I ask clear, appropriate questions? Did I listen carefully? Did I seem confident during the interview? Would I hire myself based on this interview? Ask yourself- Did I ask clear, appropriate questions? Did I listen carefully? Did I seem confident during the interview? Would I hire myself based on this interview?

Section 3 Appropriateness in Interviews Objectives Objectives 1. Explain why appropriateness is important in an interview 1. Explain why appropriateness is important in an interview 2. Develop appropriate questions for an interview. 2. Develop appropriate questions for an interview. 3. Recognize unlawful interview questions 3. Recognize unlawful interview questions

Personal Appropriateness in Interviews Appropriateness–what is acceptable/norm for a given situation. Appropriateness–what is acceptable/norm for a given situation. Dress–How you dress will depend on the context. If you are unsure how to dress, overdressing is usually better than under dressing. Dress–How you dress will depend on the context. If you are unsure how to dress, overdressing is usually better than under dressing. Appearance–Poor hygiene, an overpowering scent of cologne, too much makeup, an unusual hair color or style, or even bad breath may cause someone to form a poor opinion of you. Appearance–Poor hygiene, an overpowering scent of cologne, too much makeup, an unusual hair color or style, or even bad breath may cause someone to form a poor opinion of you.

Appropriate Demeanor Friendliness – Make eye contact, offer a firm handshake, and give a sincere greeting. Poise and Confidence – Be prepared and you will be confident. Don’t be arrogant. Verbal Skills – Don’t use slang, or “like,” or “you know”. Make sure your speech is clear and not too loud or soft. Body Language – Use positive body language. Smile. Stand tall. Sit erect. Don’t slump or use your hands too much. Make eye contact with the person(s) you are speaking to.

Appropriate Questions in Interviews Interviewee – What are the specific duties of this position. Is any special training provided? Interviewee – What are the specific duties of this position. Is any special training provided? Interviewer – What is one of your strengths/weaknesses? Why did you leave your last job? Why do you want to work for this company? Interviewer – What is one of your strengths/weaknesses? Why did you leave your last job? Why do you want to work for this company? Laws Governing Employment Questions – Employers may not legally ask for information that can be used to discriminate on the basis of race, color, religion, sex, disabilities, marital status, national origin, or age. Laws Governing Employment Questions – Employers may not legally ask for information that can be used to discriminate on the basis of race, color, religion, sex, disabilities, marital status, national origin, or age. If you are asked and unlawful question, how will you respond? If you are asked and unlawful question, how will you respond?