Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 Chapter 9 – Slide 1 Applications, Interviews, and Follow-up Messages

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 2 Complete a paper and an online application neatly and accurately. Prepare for interviews by identifying and practicing successful interview techniques. Learning Objectives

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 3 Learning Objectives (continued) Use the Internet to locate information that pertains to employment applications, interviews, and follow-up messages. Prepare effective employment follow-up messages by implementing the CBO approach and the appropriate message strategy.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 4 Section 1 : EMPLOYMENT APPLICATIONS Guidelines for Completing Applications Plan ahead by reading entire application before beginning. Present employment and educational histories in reverse chronological order. Complete all sections, and write N/A (not applicable) in sections that do not apply to you.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 5 List the position you seek. Check for completeness and accuracy. Answer truthfully. Sign and date the application. Guidelines for Completing Applications (continued)

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 6 Guidelines for Completing Online Applications If possible, print and study copy before completing. Notify the employer if you experience technical difficulties. Allot enough time to complete all sections. Submit before closing date.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 7 If possible, print and keep a copy of the application. To ensure clarity, key information rather than copying and pasting from existing résumé. Click the Submit or Send button once. Guidelines for Completing Online Applications (continued)

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 8 Section 2 : EMPLOYMENT INTERVIEWS Before the Interview Review personal information, and compare with job requirements. Determine salary range. Learn about prospective employer. Anticipate interview questions, and practice positive responses.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 9 Before the Interview (continued) Consider illegal interview questions.  What is your age?  Are you married?  How many children do you have?  Where were you born?  What religion are you? Determine questions for interviewer. Assemble interview materials. Confirm interview appointment; choose interview attire.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 10 During the Interview Project positive body language. Watch for signs that the interview is ending.  Smile pleasantly and express appreciation (use interviewer’s name).  Ask about notification process.  Clarify any follow-up activities.  If you are interested in the job, say so.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 11 Telephone Interview Preparation Record a professional, concise message for your answering machine or voice mail. Check messages two or three times daily. Keep your interview materials within easy reach. Conduct a mock telephone interview. Smile while practicing responses in both sitting and standing positions.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 12 Telephone Interview Turn off the call waiting feature. Answer the phone professionally and enthusiastically; never put an interviewer on hold. Write down the name(s) of the interviewer(s). Speak clearly, energetically, and courteously. Allow the interviewer to lead the conversation.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 13 Telephone Interview (continued) Answer in short sentences. Ask for clarification if you do not understand something the receiver said. Request a few seconds to prepare a response to an unexpected question.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 14 After the Interview Send a personalized, concise thank-you note. Fulfill any requests made during the interview. File your interview notes for future reference.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 15 Section 3 : FOLLOW-UP MESSAGES Plan, Draft, and Complete Follow-Up Messages Follow-up inquiry Thank-you letter Acceptance letter Refusal letter Resignation letter

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 16 Organizational Patterns for Follow-up Messages Use direct pattern and good news strategy:  Follow-up inquiry  Thank-you letter  Acceptance letter  Resignation letter Use indirect pattern and bad news strategy for refusal letter.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 17 Follow-up Inquiry Begin with the main idea: inquiring about employment documents. Explain your interest in the position. Request an interview.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 18 Thank-You Letter Begin with the main idea: thanking the interviewer. Briefly restate your qualifications. End the message by expressing your interest in the position.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 19 Acceptance Letter Begin with the main idea: accepting the position. Provide goodwill statements. End courteously.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 20 Refusal Letter Begin with a buffer. Provide explanation for your decision. Imply or state the main idea: refusing the position. Provide additional comments to neutralize refusal. Maintain goodwill by restating your appreciation.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 9 – Slide 21 Resignation Letter Begin with main idea: confirming your resignation. If appropriate, provide a brief explanation for your decision including resignation date and other details. Maintain goodwill by restating your appreciation for your work experience at the company.