and used with the permission of the author. JOBTALKS The Interview Process Indiana University Kelley School of Business C. Randall Powell, Ph.D Contents used in this presentation are adapted from Career Planning Strategies and used with the permission of the author.

INTERVIEW PROCESS The Interview Process Every single interview must be viewed as one of the most important events in your career planning process. The 15- to 20-minute heart of an interview often changes the career life of a job applicant. The before, during, and after stages of an interview all influence the final result. This presentation tracks you through the process. Understanding the unwritten rules will positively influence the final result.

Attention To Process Aids In Success The Job Interview THE JOB INTERVIEW Confirmation of an interview appointment creates an important asset for you. Whether you are interviewing on campus or off campus, you must make plans to maximize the value of this asset. Just obtaining an interview can be extremely time consuming, expensive, and frustrating. By following a calculated series of steps from confirmation to completion of the interview, you can greatly improve your chances for a satisfactory outcome. There is an important sequential series of steps that constitute this interview process. You want the job! The employer wants the best possible person! Your job in the interview process is to present a convincing story that proves by words and deeds that you are that best possible person for that job. Attention To Process Aids In Success

INTERVIEW SELECTION CAREER FAIRS PRESENTATIONS RECRUITING EVENTS CAREER FAIRS AND PRESENTATIONS Many employers visit college campuses to attend career fairs or hold presentations for students. You can also see events publicized in local media. You should actively participate in these events to distribute your resume to prospective employers. Many organizations use these events to pre-select students for subsequent interview schedules. To increase your chances of getting selected for follow-up interviews, you need to distribute your resume at career fairs, company presentations, and all other types of group recruiting events. Names for interview selection also come from faculty recommendations, resume drops from job and responses, Resume Books, and direct emails to potential employers. Use all of these resources to get yourself well known. RECRUITING EVENTS PRESENTATIONS

THE INTERVIEW PROCESS Goal-Oriented Behavior Review Opportunities to Sign up Establish Appointment Plan Interview Strategy THE INTERVIEW PROCESS AS STRATEGY “Why did you sign up to talk to us?” is a common interview question. You have thoughtfully selected this employer and established an interview appointment. Be ready to explain your carefully thought-through selection rationale while in the interview. A process is a series of events. Each event needs to be carefully planned. Nothing should be left to chance. The interview is a PROCESS. Make things happen your way! Everything said and done is important. Goal-directed behavior should become part of your personal interview strategy. A strategy is a clearly defined plan of action.

INTERVIEW SEQUENCE - #1 Explore Investigate Career options Industry possibilities Job description specifics Investigate Specific firms Job listings Recruiting dates Career fairs INTERVIEW SEQUENCE – STEP ONE One part of your strategy is to explore your options. You have now narrowed your search from the array of thousands of potential career alternatives to a few select options that best match your values, interests, personal qualities, and current skill set. You then investigated the unique needs of specific employers and made the decision that this specific organization has an opportunity that matches your desires. You have successfully set up an interview date and appointment time. What are the next actions after this basic step?

INTERVIEW SEQUENCE - #2 Make the Effort! Make Appointments On-Campus Off-Campus Secondary Interviews Initiated by Firm Usually Off-Campus INTERVIEW SEQUENCE – STEP TWO Whether you are interviewing on campus or off campus, the sequence of events in the interview process changes very little. If you are well prepared, the actual interview will pass quickly. Typically, at the end of your first interview, you are not told much about the employer’s decision. This is a preliminary screening interview. Many other candidates are also being evaluated. Within a two- to four-week period of time after this initial interview, you are advised by telephone and/or email that further interviews are needed. If you are not invited back, you need to play the Monday morning quarterback routine with career advisors, faculty, parents, and friends. What went wrong? Why? You are not likely to hit a homerun in every interview. You must conduct a personal analysis and move forward with more interviews.

INTERVIEW SEQUENCE - #3 ACT Conduct Research Review Employer Profiles Prepare an Interview Plan ACT INTERVIEW SEQUENCE – STEP THREE To insure against the negative outcome, you must prepare an action plan. This means conducting research on both the organization and the job opening so you can present a convincing case. Preparation is the key to successful interviewing. What is your plan? How are you best going to use your precious time in the interview?

Accept Job Offer In Writing! INTERVIEW SEQUENCE - #4 Accept Job Offer In Writing! Wrap-up Follow Up Analyze Results INTERVIEW SEQUENCE – STEP FOUR Walking out the door of an interview does not close the process. You need a follow-up plan as well. Your follow-up includes a very brief summary in the closing of each interview. You need to come to closure regarding the appropriateness of your credentials. You should write a thank you letter or email to the recruiter. Only after your follow-up interviews will you expect to receive a firm offer, usually in a written letter or email outlining the specific terms. All employment communications must be done in writing. Responses should be within one day after receiving a piece of communication from an employer. DO NOT DELAY!

Major Research Effort Minutes must count Few get a second chance Match background with job Prepare for a self-selling talk Meaningful discussion if: Employer has read resume You analyzed firm Employer Profiles Job Descriptions MAJOR RESEARCH EFFORT The process is rather straightforward but offers are unlikely to roll in without detailed attention to each and every interview. You want to make every minute of your limited interview time produce for you. Once turned down, you rarely get a second change. Your first appointment may be your one and only if you are not ready. Prepare yourself for a selling mode. The interview is a sales presentation, and your background is the product. What are the most relevant features and benefits that relate to the job? You cannot make a convincing case if you do not show how your credentials match the job description. The employer has read your resume thoroughly. How thoroughly have you read the employer’s resume? You do not want to re-read your resume to the interviewer. You must add additional information that builds on the solid resume foundation.

Conduct Employer Research Internet research on career center website Materials in Career Center “Employer files" contain: Past annual reports Employment brochures Other information LIBRARY The Internet is the place to start for your research on companies. Review company websites for recent press releases, current financial information, and industry trends and outlook. Once you have exhausted the company’s information, you should seek reports from external sources.

Interview Day Arrive early Check interview schedule Personal Information Calendar Verify Your Appointment INTERVIEW DAY The homework part of the process is usually much more time consuming than the actual interview. Like a college final exam, you may spend weeks preparing for a final test that takes only minutes to take but which reveals enormous information about your prior preparation. Plan to arrive at your interview appointment about thirty minutes in advance. You will need some review and time to relax just before the interview. Always do a last-minute check on your personal calendar to reconfirm your appointments. You do not want to be embarrassed due to lack of attention to details.

Interview Day Remember your time! Try to obtain names of interviewers in advance if possible for thank you follow-up INTERVIEW DAY The name of the employer’s representatives and contact data will usually be available as soon as possible early in the morning on the UCSO website. Remember your time! By clicking the company name in your “Bid History,” you will see the name and contact information for the person who most likely conducted your interview. If there is more than one interview schedule for that company, be sure to check all names because recruiters frequently shuffle candidates among the various interviewing personnel. We recommend that you carefully note the name and address of your recruiter since you should send a follow-up note after the interview. Get a business card if possible at the end of interview. Check in with the staff if you have a problem or the recruiter is running late.

Always Replace Brochures Last Chance Review Employment Brochures Annual Report Notes Always Replace Brochures LAST CHANCE REVIEW This will be your last chance to review employment brochures, annual reports, and your notes. Arrive early to avoid rushing around. Be appropriately dressed for the appointment as normal casual attire is unacceptable. Your attire is one way to impress the recruiter. Is your appearance at the highest possible professional level?

Interview Time Pronounce Your Name Again Recruiter Calls Your Name Remember Recruiter’s Name Pronounce Your Name Again INTERVIEW TIME At your appointment time, the recruiter will come to the waiting area and call your name. Stand up and shake hands with the recruiter. Imprint the recruiter’s name in your mind. Ask for a repeat if you missed it. If your name is mispronounced, repeat it as you shake hands and introduce yourself. Be deliberate. You will be escorted to the interview room with a few casual comments. This small talk helps create a first impression about you. First impressions are very important. Take advantage of the introduction as a time to distinguish yourself. Maintain good eye contact and shake hands firmly and confidently. Smile and try to add some humor to the introduction.

Interview Rooms Recruiters Will… Direct You To Room Rooms Are… INTERVIEW QUARTERS Interview rooms are not fancy corporate offices, but they are adequate and usually private. As you move to the room, try to engage in some ice-breaking comments with a pleasant, friendly, and relaxed tone of voice. From your career counselor meetings, you are probably familiar with this space. It is your home turf but don’t try to adopt a casual hometown buddy-buddy relationship, even if you have met the interviewer previously at a recruiting event. Keep your conversation a professional relationship. Recruiters Will… Direct You To Room Rooms Are… Private, Adequate

Interview Situation You Must Do Most of the Talking Get Strong Points Across Qualifications Match Interest Match Two-Way Exchange Discuss Your Interests Employers Discuss Needs INTERVIEW SITUATION The interview is supposed to be a two-way exchange of information, but research suggests that you must use as much of the time as possible to get your points across. The follow-up interview will be the time for the employer to sell you. You must sell at the first interview. To be convincing, you need to do most of the talking! Plan to use the entire time to present your credentials. Rehearse your presentation. Your resume should be your outline of talking points to convince the recruiter of your skills and abilities. Try to anticipate every possible question and have pre-created responses that do not sound like memorized speeches. Interview Situation

Do not stretch the truth! Grade Ethics GRADE ETHICS Your past academic performance is a strong indicator of future job performance. One topic that invariably comes up is your grade-point average. Face the grade issue directly. Use no alibis. Speak honestly about grade performances. Avoid excuses. When the official transcript is compared to your resume and interview comments, you want them to be perfectly in tune. Don’t stretch the truth. Whether your grades are high or low, you need to have a prepared response for the inevitable question. Falsified Records Do not stretch the truth!

Express Further Interest Leaving The Interview Express Further Interest Shake Hands EXCUSING YOURSELF Much has been said and written about making the interview a success, and if you have followed that advice, your time will pass very quickly. If you are not prepared with a thorough presentation, the time will seem like an eternity. But in most cases, you will not have enough time to cover all of the outstanding qualities that you had intended. Endings can be awkward so prepare a smooth close. Above all, let the recruiter know of your high level of continued interest. Take one or two minutes near the end to summarize your background, interest, and match to the job. This high impact ad should be prepared and rehearsed long before you get to the interview. Shake hands firmly and make strong eye contact when you express your interest in the opportunity. Leave

After The Interview Thank the Recruiter Understand Follow-Up Upon exiting, offer a thank you and a willingness to provide follow-up information. Repeat your understanding of the next step. Your next response should be a thank you letter once again expressing your interest and offering further supporting documentation of your credentials. Immediately start reflecting on what you and the recruiter said. Writing notes to yourself will be extremely valuable later in reviewing your presentation and in preparing for the next interview. Who is going to take the next action and when?

Interview Evaluation Make Notes After Interview Should Include: Employer Recruiter Address Evaluation INTERVIEW EVALUATION Your notes should reflect your subjective evaluation of the pros and cons of the use of your time in the interview. What went wrong? Why? What seemed to interest the interviewer the most? The basics need to be written down. Get the recruiter’s contact information. The follow-up varies greatly from recruiter to recruiter so write down all dates, time frames, and who is supposed to do what. No details should be left to chance. Position Dates Follow-Up Outcome

Recruiter’s Notes Interview Evaluation Write-Up Paperwork Can Be Staggering 5 Days Per Week Many Applicants Per Day Recruiter’s Notes Are Crucial Use Empathy in Assessing Action RECRUITER NOTES Your interview is likely to be five minutes shorter than you expected because all recruiters fill out an evaluation form on you. Paperwork can kill the best interviewer if the evaluation is not done right after the interview. Good recruiter notes help your cause. An excellent way to conduct your post-interview analysis is to copy some of the evaluation forms from Career Planning Strategies and pretend to be the recruiter as he or she completes the interview evaluation form.

Feedback Try to anticipate how an interviewer will evaluate you Key items you are evaluated on include: Preparation Communication ability Career direction Personal qualities How did your interview go? Evaluate yourself! FEEDBACK Try to anticipate how a specific recruiter will evaluate you. The key items that interviewers use in an evaluation include your preparation, communication ability, career direction, and personal qualities. After your interview, one improvement technique is to reverse roles and to complete your own evaluation from the other person’s perspective. Use the forms in the Career Planning Strategies textbook. Share your evaluation forms with others for their feedback. It is always tough for us to independently evaluate ourselves. Your Search Partners want to help you!

Revise Resume Update Resume Frequently Cost Is Minimal Focus Resume On Given Job RESUME REVISION The interview process demands attention to your resume. Your first impression is often created by this important document.

Revise Resume Revise Review Interview Feedback REVISE RESUME As you gain more career information, your resume needs to be frequently updated. Stale donuts rarely sell well even at reduced prices. A fresh resume is your best job search ally. Change it frequently. The cost is insignificant relative to the potential returns.

Start Signing Up for Interviews! SIGN-UP FOR INTERVIEWS Intentions are great but worthless if they do not result in specific job interviews. The interview process means nothing unless you start the process. Procrastination can be your worst enemy. Career fairs, company presentations, job ads, and your contact network help you gain interview appointments. Interviews follow after that. Be prepared. Avoid the excuses to wait. Start the process as early as possible.

If you would like to learn more, Career Planning Strategies textbook will supply additional information on this topic.