2. Applying and Interviewing for Employment
Chapter 16
Applying and Interviewing for Employment
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3. Learning Objectives
Explain the purposes of application letters and describe how to apply the AIDA organizational approach to them
Describe the typical sequence of job interviews, the major types of interviews, and what employers look for during an interview
List six tasks you need to complete to prepare for a successful job interview
LEARNING OBJECTIVES
After studying this chapter, you will be able to do the following:
Explain the purposes of application letters, and describe how to apply the AIDA organizational approach to them
Describe the typical sequence of job interviews, the major types of interviews, and what employers look for during an interview
List six tasks you need to complete to prepare for a successful job interview
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4. Learning Objectives
Explain how to succeed in all three stages of an interview
Identify the most common employment messages that follow an interview and explain when you would use each one
LEARNING OBJECTIVES
After studying this chapter, you will be able to do the following:
4. Explain how to succeed in all three stages of an interview
5. Identify the most common employment messages that follow an interview and explain when you would use each one
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5. Writing Application Letters
Whenever you mail, , hand-deliver, or upload your résumé, you should include an application letter, also known as a cover letter, to let readers know what you’re sending, why you’re sending it, and how they can benefit from reading it.
The best approach for an application letter depends on whether you are sending a solicited application letter to apply for an identified job opening or are prospecting with an unsolicited application letter—taking the initiative to write to companies even though they haven’t announced a job opening that is right for you.
Prospecting is more challenging because you don’t have the clear target you have with a solicited message. You will need to do more research to identify the qualities that a company would probably seek for the position you hope to occupy (see Figure 16.2). Also, search for news items that involve the company, its customers, the profession, or the individual manager to whom you are writing. Using this information in your application letter helps you establish common ground with your reader—and it shows that you are tuned in to what is going on in the industry.
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6. Tips for Writing Application Letters
Follow these tips to create an effective application letter:
●  Resist the temptation to stand out with gimmicky application letters; impress with knowledge and professionalism instead.
●  If the name of an individual manager is at all findable, address your letter to that person, rather than something generic such as “Dear Hiring Manager.” Search LinkedIn, the company’s website, industry directories, Twitter, and anything else you can think of to find an appropriate name. Ask the people in your network if they know a name. If another applicant finds a name and you don’t, you’re at a disadvantage.
●  Clearly identify the opportunity you are applying for or expressing interest in.
●  Show that you understand the company and its marketplace.
●  Never volunteer salary history or requirements unless an employer has asked for this information.
●  Keep it short—no more than three paragraphs. Keep in mind that all you are trying to do at this point is move the conversation forward one step.
●  Show some personality, while maintaining a business-appropriate tone. The letter gives you the opportunity balance the facts-only tone of your résumé.
●  Project confidence without being arrogant.
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7. Your application letter is a form of advertising, so organize it like a sales letter by using the AIDA approach (i.e., attention, interest, desire, and action).
Getting attention. The opening paragraph of your application letter has two important tasks to accomplish: (1) clearly stating your reason for writing and (2) giving the recipient a reason to keep reading by demonstrating that you have some immediate potential for meeting the company’s needs.
Building interest and increasing desire. The middle section of your letter presents your strongest selling points in terms of their potential benefit to the organization, thereby building interest in you and creating a desire to interview you. As with the opening, the more specific you can be, the better.
When writing a solicited letter in response to an advertisement, be sure to discuss each requirement specified in the ad. If you are deficient in any of these requirements, stress other solid selling points to help strengthen your overall presentation. Also, highlight personal characteristics that apply to the targeted position, such as your ability to work hard or handle responsibility. Toward the end of this section, refer the reader to your résumé by citing a specific fact or general point covered there.
Motivating action. The final paragraph of your application letter has two important functions: (1) to ask the reader for a specific action and (2) to facilitate a reply. Offer to come to the employer’s office at a convenient time or, if the firm is some distance away, to meet with its nearest representative or arrange a telephone interview. Include your address and phone number, as well as the best time to reach you. Alternatively, you can take the initiative and say that you will follow up with a phone call.
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8. Applying AIDA to Application Letter
Get Attention
With the recent slowdown in corporate purchasing, I can certainly appreciate the challenge of new fleet sales in this business environment. With my high energy level and 16 months of new-car sales experience, I believe I can produce the results you listed as vital in the job posting on your website.
Build Interest & Increase Desire
If your application letter and résumé fail to bring a response within a month or so, follow up with a second letter or message to let the company know you are still interested. This follow-up message will also give you a chance to update your original application with any recent job-related information. Whatever the circumstances, a follow-up message can demonstrate that you are sincerely interested in working for the organization, persistent in pursuing your goals, and committed to upgrading your skills.
When you follow up by or telephone, you can share an additional piece of information that links your qualifications to the position (keep an eye out for late-breaking news about the company, too) and ask a question about the hiring process as a way to gather some information about your status. Good questions to ask include:
●  Has a hiring decision been made yet?
●  Can you tell me what to expect next in terms of the hiring process?
●  What is the company’s timeframe for filling this position?
●  Could I follow up in another week if you haven’t had the chance to contact me yet?
●  Can I provide any additional information regarding my qualifications for the position?
Using the skills gained from three semesters of college training in business and managerial communication, I developed a collection system for Imperial Construction that reduced annual bad-debt losses by 25 percent. By emphasizing a win–win scenario for the company and its clients with incentives for on-time payment, the system was also credited with improving customer satisfaction.
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9. Employment Interviews
An employment interview is a formal meeting during which both you and the prospective employer ask questions and exchange information. The employer’s objective is to find the best talent to fill available job openings, and your objective is to find the right match for your goals and capabilities.
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10. Typical Sequence of Interviews
Most employers interview an applicant multiple times before making a job offer. Applicants often face a sequence of interviews. Depending on the company and the position, the process may stretch out over many weeks or it may be completed in a matter of days.
First is the screening stage, which helps employers screen out unqualified applicants. Screening can take place on campus, at company offices, or via telephone or computer. Interviews at the screening stage are fairly structured, so applicants are often asked roughly the same questions. Your best approach to an interview at this stage is to follow the interviewer’s lead.
The next stage of interviews helps the organization narrow the field a little further. Typically, if you are invited to visit a company, you will talk with several people: a member of the human resources department, one or two potential colleagues, and your potential supervisor. Your best approach during this selection stage of interviews is to show interest in the job, relate your skills and experience to the organization’s needs, listen attentively, ask insightful questions, and display enthusiasm.
If the interviewers agree that you are a good candidate, you may receive a job offer, either on the spot or a few days later by phone or mail. In other cases, you may be invited back for a final evaluation by a higher-ranking executive who has the authority to make the hiring decision and to decide on your compensation. An underlying objective of the final stage is often to sell you on the advantages of joining the organization.
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11. Types of Interviews
Interview methods can be distinguished by the way they are structured, the number of people involved, and the purpose of the interview.
A structured interview follows a set sequence of questions, allowing interviewers to screen unqualified candidates and compare answers from all candidates. In an open-ended interview, the interviewer adapts the line of questioning based on your responses and questions. Keep your answers focused and professional.
In a panel interview, you meet with several interviewers at once. Try to relate to each person on the panel, and tailor your responses accordingly. In a group interview, one or more interviewers meet with several candidates simultaneously. A key purpose is to observe how the candidates interact.
In a behavioral interview, you are asked to describe how you handled situations from your past. Employers use these questions to assess such areas as your job-related technical skills and your ability to work under pressure, coordinate with others, and resolve conflict. A situational interview focuses on how you would handle various hypothetical situations on the job. The more you know about the job, the better you will do during the interview.
A working interview is the most realistic, as you actually perform work-related tasks. During a stress interview, you might be subjected to long periods of silence, criticisms of your appearance, deliberate interruptions, and abrupt or even hostile reactions by the interviewer. If you find yourself in a stress interview, recognize what is happening and collect your thoughts for a few seconds before you respond.
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12. Interview Media Telephone Video Email & IM
In addition to encountering a variety of interview formats, expect to be interviewed through a variety of media.
To succeed at a telephone interview, make sure you treat it as seriously as an in-person interview. Be prepared with a copy of all the materials you have sent the employer, including your résumé and any correspondence. If possible, arrange to speak on a landline so you do not have to worry about mobile phone reception problems. Remember that you will not be able to use nonverbal signals to create a good impression, so a positive, alert tone of voice is vital.
and IM are also sometimes used in the screening stage. While you have almost no opportunity to send and receive nonverbal signals with these formats, you do have the major advantage of being able to review and edit each response before you send it. Maintain a professional style in your responses and be sure to ask questions that demonstrate your knowledge of the company and the position.
Many employers use video technology for both live and recorded interviews. Prepare for a video interview as you would for an in-person interview and take the extra steps needed to become familiar with the equipment and the process. During any video interview, sit up straight and focus on the camera.
Virtual online interviews can range from simple structured questionnaires and tests to sophisticated job simulations that are similar to working interviews.
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13. What Employers Seek Job Qualifications Organization Fit Attitudes
Style
Background
Experience
Skills
Education
Interviews give employers the chance to go beyond the basic data of your résumé to get to know you and to answer two essential questions. The first is whether you can handle the responsibilities of the position. You will probably be asked to describe your education, previous job experiences, and skill set. You may also be asked how you would apply those skills in hypothetical situations.
The second question is whether you will be a good fit with the organization and the target position. This line of inquiry includes both a general aspect and a specific aspect. The general aspect concerns your overall personality and approach to work. Your qualifications could be stellar, but if an employer suspects that you might be a negative presence in the workplace, you probably will not get the job offer. The specific aspect involves the fit with a particular company and position. Just like people, companies have different “personalities.” Expectations also vary from job to job within a company and from industry to industry. Even though you might have the technical qualifications for a particular job, you might not have the right mix of personal attributes.
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14. Preemployment Testing
Cognitive
Tests
Substance
Background
Checks
Integrity
Personality
Many companies rely on preemployment testing to determine whether applicants are suited to the job and whether they will be worth the expense of hiring and training.
Integrity tests. You might not think that a test could identify job candidates who are more likely to steal from their employers or commit other ethical or legal infractions, but employers have had some success in using integrity tests.
Personality profiles. Some employers use personality tests to profile overall intellectual ability, attitudes toward work, interests, and managerial potential, as well as such characteristics as dependability, commitment, honesty, and motivation. The use of personality tests in hiring is controversial.
Job skills tests. These tests are the most common type, and are designed to assess competency or specific abilities needed to perform a job.
Substance tests. Drug and alcohol testing is one of the most controversial issues in business today. Some employers believe such testing is absolutely necessary to maintain workplace safety and protect companies from lawsuits, whereas others view it as an invasion of employee privacy and a sign of disrespect.
Background checks. In addition to testing, most companies conduct some sort of background check on job candidates, such as reviewing credit records, checking for criminal history, and verifying education. To help prevent a background check from tripping you up, make sure your college transcript and credit record are correct and up-to-date. If you have anything posted online that might be potentially embarrassing, take it down now.
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15. Interview Preparation
Learn about the organization and interviewers
Think ahead about questions
Bolster your confidence
Polish your interview style
Present a professional image
Be ready when you arrive
The more prepared you are, the less nervous you will be about the interviewing process. To prepare for a successful interview, learn about the organization and your interviewers, think ahead about questions, bolster your confidence, polish your interview style, present a professional image, and be ready when you arrive.
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16. Learning About the Organization and Your Interviewers
Personal Interests
Name(s)
Professional Affiliations
Organization
Challenges
Operations
Markets
Today’s companies expect serious candidates to demonstrate an understanding of the company’s operations, its markets, and its strategic and tactical challenges. You have already done some initial research to identify companies of interest, but when you are invited to interview, it is time to dig a little deeper. Making this effort demonstrates your interest in the company, and it identifies you as a business professional who knows the importance of investigation and analysis.
In addition to learning about the company and the job opening, learn as much as you can about the managers who will be interviewing you, if you can get their names. Search LinkedIn in particular; many professionals have profiles on the popular business networking site. Think about ways to use whatever information you find. For example, if you learn that an interviewer lists membership in a particular professional organization, you might ask him or her whether the organization is a good forum for people to learn about vital issues in the profession or industry. This question gives the interviewer an opportunity to talk about his or her own interests and experiences for a moment, which builds rapport and might reveal vital insights into the career path you are considering. Just make sure your questions are sincere and not uncomfortably personal.
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17. Common Interview Questions
Questions About College
What courses in college did you like most? Least? Why?
Do you think your extracurricular activities in college were worth the time you spent on them?
Questions About Employers and Jobs
Why did you leave your last job?
Why did you choose your particular field of work?
Questions About Work Experiences and Expectations
What was your biggest failure?
Describe an experience in which you learned from one of your mistakes.
Throughout the interview process, you can expect to get a mix of questions that are specific to you and the particular job opening, as well as questions that are of a more general nature. Many of these general questions are “stock” queries that you can expect to hear during your interviews. Get ready to face these five at the very least:
What is the hardest decision you have ever had to make? Be prepared with a good example, explaining why the decision was difficult and how you made the choice you made.
What are your greatest weaknesses? The standard ways to reply are to describe a weakness so that it sounds like a virtue (such as driving yourself too hard) or to describe a relatively minor shortcoming and explain how you are working to improve.
Where do you want to be five years from now? Your answer should reflect your desire to contribute to the employer’s long-term goals, not just your own. Whether this question yields useful information is a matter of debate, but be prepared to answer it.
What didn’t you like about previous jobs you have held? Describe something that you did not like in a way that puts you in a positive light, such as having limited opportunities to apply your skills or education. Avoid making negative comments about former employers or colleagues.
Tell me something about yourself. Ask if the interviewer would like to know about your specific skills or attributes. If this point is clarified, respond accordingly. If it is not, explain how your skills can contribute to the job and the organization.
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18. Planning for the Employer’s Questions
The hardest decision you ever made
Your greatest weaknesses
Goals over the next five years
What you didn’t like about prior jobs
Some information about yourself
Throughout the interview process, you can expect to get a mix of questions that are specific to you and the particular job opening, as well as questions that are of a more general nature. Many of these general questions are “stock” queries that you can expect to hear during your interviews. Get ready to face these five at the very least:
What is the hardest decision you have ever had to make? Be prepared with a good example, explaining why the decision was difficult and how you made the choice you made.
What are your greatest weaknesses? The standard ways to reply are to describe a weakness so that it sounds like a virtue (such as driving yourself too hard) or to describe a relatively minor shortcoming and explain how you are working to improve.
Where do you want to be five years from now? Your answer should reflect your desire to contribute to the employer’s long-term goals, not just your own. Whether this question yields useful information is a matter of debate, but be prepared to answer it.
What didn’t you like about previous jobs you have held? Describe something that you did not like in a way that puts you in a positive light, such as having limited opportunities to apply your skills or education. Avoid making negative comments about former employers or colleagues.
Tell me something about yourself. Ask if the interviewer would like to know about your specific skills or attributes. If this point is clarified, respond accordingly. If it is not, explain how your skills can contribute to the job and the organization.
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19. Planning Questions of Your Own
What are the job’s major responsibilities?
What qualities do you want in the person who fills the position?
Why is the job now vacant?
What makes your organization different than others in the industry?
What is a typical workday for you like?
Remember that an interview is a two-way conversation: The questions you ask are just as important as the answers you provide. By asking insightful questions, you can demonstrate your understanding of the organization, you can steer the discussion into areas that allow you to present your qualifications to best advantage, and you can verify for yourself whether this is a good opportunity. Plus, interviewers expect you to ask questions and tend to look negatively on candidates who don’t have any questions to ask. For a list of good questions that you might use as a starting point, see Table 16.4.
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20. Polishing Your Interview Style
Good Manners
Good Judgment
Confidence
Competence
Mock
Interviews
Nonverbal
Skills
Voice
Training
Competence and confidence are the foundation of your interviewing style, and you can enhance these attributes by giving the interviewer an impression of good manners and good judgment.
You can improve your interviewing style by staging mock interviews with a friend. You can record these practice sessions and then evaluate them yourself. After each practice session, look for opportunities to improve.
As you stage your mock interviews, pay particular attention to your nonverbal behavior. In the U.S., you are more likely to have a successful interview if you maintain eye contact, smile frequently, sit in an attentive position, and use frequent hand gestures. These nonverbal signals convince the interviewer that you are alert, assertive, dependable, confident, responsible, and energetic.
The sound of your voice can also have a major impact on your success in a job interview. If you tend to speak too rapidly, practice speaking more slowly. If your voice sounds too loud or too soft, practice adjusting it. Work on eliminating speech mannerisms such as you know, like, and um, which might make you sound inarticulate.
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21. Interview Simulators Figure 16.4 Interview Simulators
Experts advise you to practice your interview skills as much as possible. You can use a friend or classmate as a
practice partner, or you might be able to use one of the interview simulators now available, such as this system
from Perfect Interview. Ask at your career center, or search online for “practice interviews” or “interview simulators.”
Source: Copyright © 2012 by Perfect Interview, LLC. Reprinted with permission.
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22. Presenting a Professional Image
Business
Clothing
Appropriate
Behaviors
Good Grooming
Clothing and grooming are important elements of preparation because they reveal something about your personality, professionalism, and ability to sense the unspoken “rules” of a situation. Inappropriate dress is a common criticism leveled at interviewees, so stand out by looking professional. Your research into various companies, industries, and professions should give you insight into expectations for business attire.
Remember, an interview is not the place to express your individuality or to let your inner rebel run wild. Send a clear signal that you understand the business world and know how to adapt to it. You won’t be taken seriously otherwise.
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23. Being Ready When You Arrive
Preparing
Traveling
Waiting
Your Résumé
Support Papers
Your Portfolio
The Location
The Route
Travel Time
Review and Plan
Be Professional
Practice Courtesy
When you go to your interview, take a small notebook, a pen, a list of the questions you want to ask, several copies of your résumé (protected in a folder), an outline of what you have learned about the organization, and any past correspondence about the position. You may also want to take a small calendar, a transcript of your college grades, a list of references, and a portfolio containing samples of your work, performance reviews, and certificates of achievement. Carry all these items in a good-quality briefcase.
Be sure you know when and where the interview will be held. The worst way to start any interview is to be late, so plan to arrive early. Verify the route and time required to get there, even if that means traveling there ahead of time.
When you arrive, you may have to wait for a while. Use this time to review the key messages about yourself that you want to get across in the interview. Conduct yourself professionally while waiting. Show respect for everyone you encounter and avoid chewing gum, eating, or drinking. Anything you do or say at this stage may get back to the interviewer, so make sure your best qualities show from the moment you enter the premises.
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24. The Interview Process 1 2 3 The Warm-Up Stage Question-and-Answer
Close of the Interview
Regardless of where you are in the interview process, every interview will proceed through three stages: the warm-up, the question-and-answer session, and the close.
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25. Common Types of Employment Messages Following an Interview
Thank-You
Message
Acceptance
Letter
Inquiry
Declining a Job Offer
Request for
Time Extension
Resignation
Consider the following tips when writing the most common types of employment messages:
Thank-You Message: Write a thank-you message within two days of the interview, even if you feel you have little chance of getting the job. In addition to demonstrating good etiquette, a thank-you message gives you the opportunity to reinforce the reasons you are a good choice for the position and lets you respond to any negatives that might’ve arisen in the interview. Acknowledge the interviewer’s time and courtesy, convey your continued interest, reinforce the reasons that you are a good fit for the position, and ask politely for a decision.
Inquiry Message: If you’re not advised of the interviewer’s decision by the promised date or within two weeks, you might make an inquiry. A message of inquiry (which can be handled by if the interviewer has given you his or her address) is particularly appropriate if you’ve received a job offer from a second firm and don’t want to accept it before you have an answer from the first.
Time Extension: If you receive a job offer while other interviews are still pending, you can ask the employer for a time extension. Open with a strong statement of your continued interest in the job, ask for more time to consider the offer, provide specific reasons for the request, and assure the reader that you will respond by a specific date.
Acceptance Letter: When you receive a job offer that you want to accept, reply within five days. Begin by accepting the position and expressing thanks. Identify the job that you’re accepting. In the next paragraph, cover any necessary details. Conclude by saying that you look forward to reporting for work.
Declining a Job Offer: After all your interviews, you may find that you need to write a letter declining a job offer. Use the techniques for negative messages (see Chapter 9): Open warmly, state the reasons for refusing the offer, decline the offer explicitly, and close on a pleasant note, expressing gratitude. By taking the time to write a sincere, tactful letter, you leave the door open for future contact.
Resignation Letter: If you get a job offer and are currently employed, you can maintain good relations with your current employer by writing a letter of resignation to your immediate supervisor. Follow the approach for negative messages and make the letter sound as positive as possible, regardless of how you feel. Don’t take this letter as an opportunity to vent any frustrations you may have. Say something favorable about the organization, the people you work with, or what you’ve learned on the job. Then state your intention to leave and give the date of your last day on the job. Be sure you give your current employer at least two weeks’ notice.
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26. Post Interview Follow-Up Sample Message
Figure 16.6 Follow-Up Message: Ineffective and Effective
Use the follow-up message after an interview to express continued interest in the opportunity, to correct or
expand on any information you provided in the interview, and to thank the interviewer for his or her time.
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27. Summary of Objectives
This concludes the PowerPoint presentation on Chapter 16, “Applying and Interviewing for Employment.” During this presentation, we have accomplished the following learning objectives:
Explained the purposes of application letters, and described how to apply the AIDA organizational approach to them
Described the typical sequence of job interviews, the major types of interviews, and what employers look for during an interview
Listed six tasks you need to complete to prepare for a successful job interview
Explained how to succeed in all three stages of an interview
Identified the most common employment messages that follow an interview, and explained when you would use each one
For more information about these topics, refer to Chapter 16 in Excellence In Business Communication.
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