Chapter 14 Study Guide Interviewing for a Job and Preparing Employment Messages

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1 Chapter 14 Study Guide Interviewing for a Job and Preparing Employment Messages IN THIS CHAPTER YOU WILL FIND: LEARNING OBJECTIVES KEY CONCEPTS KEY TERMS CHAPTER OUTLINE POWERPOINT SLIDES TEACHING SUGGESTIONS CLASSROOM ACTIVITIES REVIEW QUESTIONS & SUGGESTED ANSWERS FEATURED ASSIGNMENTS ADDITIONAL ASSIGNMENTS CASE ASSIGHMENT LEARNING OBJECTIVES 1 Explain the nature of structured, unstructured, stress, group, and virtual interviews. 2 Explain the steps in the interview process. 3 Prepare effective answers to questions often asked in job interviews, including illegal interview questions. 4 Compose effective messages related to employment (including application, follow-up, thank-you, job-acceptance, job-refusal, resignation and recommendation request messages). KEY CONCEPTS Because it is probably the type of interview most familiar and of most concern to students, the employment interview receives primary emphasis in Chapter 14. Additionally, employment interviews 1

2 are a logical continuation of the resume and application-message topics in Chapter 13. Students are exposed to traditional interviews, as well as more contemporary techniques including computerassisted, stress, series, and virtual interviews. The chapter gives special attention to preparation for interviews, interview behavior and feedback techniques (paraphrasing and questioning), and dress and grooming. KEY TERMS TERM PAGE TERM PAGE Stress interview 260 Unstructured interview 259 Structured interview 259 Virtual interview 260 CHAPTER OUTLINE 14-1 Understanding Types of Employment Interviews a Structured Interviews b Unstructured Interviews c Stress Interviews d Series Interviews e Virtual Interviews Preparing for an Interview a Research the Company b Study Yourself c Plan Your Appearance d Plan Your Time and Materials e Practice Conducting a Successful Interview a The Opening Formalities b The Information Exchange c The Closing Preparing Other Employment Messages a Application Forms b Follow-Up Messages c Thank-You Messages d Job-Acceptance Messages e Job-Refusal Messages f Resignation Messages g Recommendation Requests 272 CHAPTER REVIEW 1. What types of interviews are common in today s business environment and how do they different from one another? 2

3 Structured interviews follow set plans, and unstructured interviews are freewheeling exchanges; good interviewers are capable of having one seem like the other. Using computer-assisted interviewing to screen applicants during preliminary interviews, recruiters obtain standard, reliable information about each applicant. Using computer-assisted interviewing for preliminary job interviews enables the human interviewer to decide reliably and quickly whether to invite the applicant for a second interview and to identify the specific information that must be obtained from the applicant in the second interview. Team interview are also common in today s business environment. Team interviews involve key people in the selection process, with interviewers asking questions from differing perspectives. A team typically has a HR facilitator, employees who will work with the applicants, the hiring manager, a peer of the hiring manager, subordinates of the position, and experts in the position s field. After all candidates have been interviewed, the team discusses the results and determines who to make an offer to or to invite back for a follow-up interview. 2. What information should you locate about a company with which you will interview? What means will you use to locate the information? Facts that should be located include the name, status, latest stock quote, recent news and developments, scope, corporate officers, and products and services. Employees, business periodicals and newspapers, the Internet and other online sources, chambers of commerce, placement offices, and friends are good sources of information about companies. 3. Write a brief statement that describes your unique value to an employer. Include information about your educational experiences, work experience, involvement in student organizations, and other pertinent information. Answers to this item will vary but should reflect understanding of guidelines mentioned for interviewing. You might ask students to pair with another student to practice verbalizing their strengths in an interview. 4. What nonverbal messages can an interviewee convey to favorably impress an interviewer? What negative nonverbal messages can be conveyed? An interviewee can show good intentions by leaning slightly forward in the chair, maintaining eye contact, and providing eye and motion feedback. An interviewee can communicate negative nonverbal messages by crossing arms, not making eye contact, talking with a hand over the mouth, slouching in the chair, and using a rising intonation at the end of a statement. 5. How do responses to standard and behavioral interview questions differ? Standard interview questions are designed to show a) why you want the job, b) why you want to work for this organization, and c) why the company should want you. Behavioral questions are designed to challenge you to provide evidence of your skills or the behaviors required to perform the job. 6. What is a good strategy to use when you are asked about your major weakness? Provide a specific example you might use? A good strategy is to admit to some weakness that will not have a negative effect on your job worthiness. In all cases, do not say you have no weaknesses. Example: Tendency to expect too much from yourself and others. 3

4 7. Discuss three ways an interviewee can handle an illegal interview question. What are the advantages and disadvantages of each? Three ways to handle illegal interview questions: (a) refuse to answer the illegal question, (b) answer the question knowing it is illegal and your answer is not related to job requirements, or (c) answer the legitimate concern that probably lies behind the illegal question. Option A risks offending or embarrassing the interviewer; Option B is more likely to keep one in the running for the job but may compromise important principles. Option C is the more effective alternative because it answers the legitimate concern underlying the illegal question. 8. How do the thank-you and the follow-up letter differ? What should each contain? A follow-up letter includes (a) a reminder that an application for a certain job is on file, (b) a report of additional education or experience and its relationship to the job, and (c) a reference to desired action. A thank you letter is a specific type of follow-up that is sent immediately following an interview. Referring to a point discussed in the interview can imply that the interview was meaningful or interesting (the interviewer should react favorably). Also, because the reference is specific, the letter is original; it is something more than a standard passage that could be said to someone else. 9. What guidelines should be followed in requesting a recommendation letter? To ensure that the reference can present an applicant s qualifications well, the applicant should supply the reference with detailed information related to the job sought, share additional qualifications that tie specifically to the job requirements. The applicant should alert the reference of imminent requests for information especially it has been some time since the last request and send a sincere thank-you letter after an offer has been accepted. 10. Which would be written deductively: (a) an acceptance letter, (b) a refusal letter, or (c) a resignation letter? What ideas should be included in each of these letters? a) an acceptance letter should be written deductively. It accepts the job in the first sentence. The acceptance letter should include the acceptance, details (salary, benefits, starting date, and anything else negotiated), and a closing (that confirms the report-for-work date). b) to an employer who, with good reason and after much deliberation, had offered you a job, a refusal in the first sentence would seem harsh. A rejection letter should include a beginning that reveals the nature of the subject, explanations that lead to the refusal, and a pleasant ending. c) The resignation letter is written inductively. It calls attention to the specific job, gives reasons for leaving it, conveys the resignation, and closes on a positive note. 11. How can a job applicant maximize the likelihood of accepting the right job? The best way for a job applicant to know about accepting the right job is to first complete a selfanalysis to determine what type of job will meet personal needs and goals. The next step is to extensively research the company being considered, ask specific and involved questions during the interview process, and talk to someone employed at the company in a similar position in the same department. 4

5 12. Explain why communication skills are the universal job requirement. Communication skills are required in every job because in spite of the intellectual or technical skills of a potential employee, if he or she cannot communicate with supervisors, colleagues, and clients, the other skills will not lead to job success. STUDY QUESTIONS Chapter 14 Interviewing for a Job and Preparing Employment Messages TRUE/FALSE 1. In a structured interview, the interview format evolves as interaction between the interviewer and the candidate takes place. ANS: F PAGE: When the interviewer follows a predetermined agenda such as a checklist or series of questions, he or she is conducting a structured interview, even though it may not seem structured to the applicant. ANS: T PAGE: When an interviewer deliberately creates anxiety to assess your ability to perform under stress, the interviewer is conducting an unstructured interview. ANS: F PAGE: The purpose of a stress interview is to observe how an interviewee performs in an anxiety-producing situation. ANS: T PAGE: In general, companies using video interviews agree that video interviews are excellent for screening applicants, while live interviews are appropriate for final interviews. ANS: T PAGE: The best time to find out general information about an organization is during the job interview. ANS: F PAGE: The best advice concerning dress for a career interview is conservatism. ANS: T PAGE: It is generally acceptable to be a few minutes late to a job interview with a U.S. company, as long as you call and explain the reason for the delay. ANS: F PAGE: 262 5

6 9. As an applicant, if you look and dress like the people who already work at the company, the interviewer will be able to visualize you working there. ANS: T PAGE: Practicing for a job interview is not generally recommended as it causes the candidate to sound rehearsed and insincere. ANS: F PAGE: Since interviewers typically delay forming their impression about an applicant until well into the interview, the interviewee need not be concerned with nervousness or a slow warm up in the first few minutes. ANS: F PAGE: Good preparation for an interview is to study your résumé, as the typical interview focuses on information contained in the applicant's résumé. ANS: F PAGE: The goal of behavioral questions asked during an interview is to challenge you to provide real evidence of your skills. ANS: T PAGE: Companies may use brain teasers and riddles as part of the interview to determine the job applicant s ability to think quickly and creatively. ANS: T PAGE: A recommended response to an illegal interview question is to refuse to answer and end the interview. ANS: F PAGE: If the interviewer has been thorough, it is appropriate to say, I don t have any questions when asked at the end of an interview. ANS: F PAGE: Increasingly, companies are designing application forms to be tests of the applicant's written communication skills. ANS: T PAGE: Sending a thank-you message following an interview is a professional courtesy, but unnecessary if you thank the interviewer before departing from the interview. ANS: F PAGE: 268 6

7 19. Like other messages that convey unpleasant news, job-refusal letters are written inductively. ANS: T PAGE: 270 MULTIPLE CHOICE 1. An interviewer who follows a predetermined agenda, including a series of questions and statements designed to elicit necessary information is conducting which type of interview? a. Stress interview b. Planned interview c. Structured interview d. Group interview ANS: C PAGE: Which of the following is NOT an advantage of video interviews? a. They make better use of a recruiter s valuable time. b. They screen out applicants who cannot work under pressure. c. They allow students who may have financial constraints to meet with large companies. d. They eliminate the need for face-to-face interviews. ANS: D PAGE: Which of the following statements is true concerning video interviews? a. They are especially useful for conducting a final interview after all applicants have been screened. b. A person who interviews well in person will do even better on video because much of the pressure is removed. c. Companies save time and money by using video interviewing. d. Preparing for a video interview is the same as preparing for a traditional one, except that the applicant only needs to look professional from the waist up. ANS: C PAGE: Which of the following is the LEAST important thing to know about a job you are seeking? a. Career path of the job. b. Job qualifications. c. Probable salary range. d. Vacation days. ANS: D PAGE: An interviewer would likely presume that an applicant is truly interested in the job if the applicant a. wears conservative and professional clothing. b. shares knowledge about the company, its products, and services. c. follows up the interview with a thank-you message. d. does all of the above. ANS: D PAGE: Which of the following is FALSE concerning the handshake? 7

8 a. The initial handshake in an interview helps to form a favorable first impression. b. Candidates with an impressive handshake are viewed by interviewers as having stronger social skills. c. The handshake is more important for men than for women in making a positive impression in the interview. d. All of the above are true. ANS: C PAGE: The interviewer typically forms an initial impression of the applicant a. in the first few seconds of the interview. b. after several questions have been answered in the interview. c. near the close of the interview. d. while reflecting on the candidate following the interview. ANS: A PAGE: Which of the following is NOT recommended behavior in a job interview? a. Initiate a handshake if the interviewer does not. b. Wait for the interviewer to ask you to be seated. c. Lean slightly forward to show interest. d. Emphasize a rising intonation at the end of sentences. ANS: D PAGE: Which of the following statements about employment interviews is FALSE? a. Preparation for the interview includes researching the organization. b. A self-analysis of your own strengths, weaknesses, accomplishments, and challenges should be undertaken prior to interviewing. c. You should go to the interview prepared to both ask and answer questions. d. Most questions asked in interviews can be answered from the résumé. ANS: D PAGE: Which of the following is NOT an example of a behavioral question? a. Would you describe a major project you organized at Anycompany, Inc.? b. How did your experiences at Anycompany, Inc. prepare you to work for our company? c. What was the most difficult thing you faced in your job at Anycompany, Inc.? How did you deal with it? d. What are your major strengths and weaknesses? ANS: D PAGE: The STAR method refers to a a. recommended format for writing a letter of recommendation: substantiation, thoughts, actions, and reasons. b. format to help the job applicant answer open-ended questions: situation or task, action, and result. c. reminder method for interview dressing: shined, tailored, accessorized, and ready. d. discovery process used in researching a position for which you will interview: salary, training, activities, and rewards. ANS: B PAGE: 265 8

9 12. Which of the following is an example of a desirable professional attitude during a job interview? a. Focus on the benefits you will receive from a company. b. Provide suggestions that may help turn the company around. c. Show that you are strongly interested in the company. d. Honestly admit that you are just taking interviewing for practice. ANS: C PAGE: Which of the following questions would be legal to ask of a job candidate? a. Are you married? b. Who will watch your children if you work for us? c. What are the names and relationships of the people with whom you live? d. None of the above ANS: D PAGE: Which of the following messages should be written inductively? a. Resignation b. Follow up c. Thank you d. Job acceptance ANS: A PAGE: 270 SHORT ANSWER 1. List five types of employment interviews and describe when each would be used. ANS: The types of employment interviews vary between companies as described below: Structured interviews are generally used in the screening process. The interviewer follows a predetermined agenda to elicit necessary information from the candidates. Unstructured interviews are used to explore unknown areas or to determine the applicant's ability to speak comfortably or to think on his or her feet. Stress interviews are designed to place the interviewee in an anxiety-producing situation so an evaluation of the interviewee's performance under stress may be made. Group interviews are used to get the opinions of several employees about a candidate and his or her ability to work on a team. Video interviews are often used to screen candidates from remote locations. PAGE: List four guidelines for an applicant to start a job interview off positively or "on the right foot." ANS: Any four of the following would apply: Use the interviewer's correct name and pronounce it correctly. Apply a firm handshake. Wait for the interviewer to ask you to be seated. 9

10 Maintain appropriate eye contact. Use body language that conveys confidence. Be conscious of nonverbal messages and cultural differences in areas such as eye contact and body language PAGE: Discuss appropriate ways to respond to illegal interview questions. ANS: An applicant can respond to illegal interview questions that occur because of lack of training or an accidental slip in one of the following ways: You may refuse to answer and inform the interviewer that the question is improper. This response carries the risk of offending or embarrassing the interviewer. You may answer the question knowing that it is illegal and that your answer is not related to the job requirements. This response may help keep you as a contender for the job, but you may feel that you have compromised important principles. You may answer the legitimate concern that probably lies behind the illegal questions. This response is more effective because you have addressed the jobrelated issue without offending the interviewer or appearing to be hostile toward the interviewer. You may answer such a question with a question, such as "Why do you ask?" or "Do you think that would affect my job performance?" PAGE: Briefly describe the purpose and characteristics of an effective thank-you note. ANS: Thank-you messages are a way to express appreciation and serve as a professional courtesy that enhances your image within an organization. To be most effective, consider the following: Send it promptly, typically the same day or day after the interview. Use the medium most appropriate for the intended audience. For instance, if the company has communicated with you extensively through , an thank-you message would be appropriate. Include the specific ideas as appropriate--express appreciation, identify the specific job applied for, refer to some specific point from the interview, refer to the expected call or message about the employer s decision. Maintain a professional tone regardless of the relationship with the interviewer (others may see the note in your file). PAGE: