Interview Aseem M Rizvi Interview Definition An interview

Interview Aseem M. Rizvi

Interview: Definition ► An interview is simply a conversation between 2 or more people. ► An interview is a conversation between two or more people (the interviewer and the interviewee) where questions are asked by the interviewer to obtain information from the interviewee. § Unlike conversations between friends, the interviewer is in control of the conversation, but you ► Can have some influence on the direction it takes and how it develops.

Definition • An interview is distinctly different from other forms of communication because it proceeds through question and answer. Both parties can ask questions. • A particular form of communication in which you interact largely through a question-and-answer format to achieve a variety of specific goals. Eg – A sales person tries to sell a client a new car – A recent graduate applies for a job in the product development department – A lawyer examines a witness during a trial – An employer talks with an employee

Interview-Point of View ► The interviewer is trying to find out if you: § can do the job § will fit in with the organization § can be given instructions and respond positively ► You should be trying to find out: § if you would like working for this organization § more about the job and the organization.

Structure ► Most interviews follow a two-person structure. ► Team interviews are getting popularity ► In employment situation team interview are extremely important. ► The main advantage is that it gives the audience or the organization different view points and perspectives on the person being interviewed. ► Pace of these interviews are accelerated ► These interviews are expensive and are degenerated into interrogation

General Interview Structures ► Interviews vary from informal talks to rigidly prescribed questions that are posed in a set order ► Depending on need structures can be selected and / or combined § INFORMAL: Two friends might discuss what happened during their employment interviews. This resembles with conversation. This type of interview is used to obtain information informally. § GUIDED: A guest is interviewed about a topic or issue. The topic is chosen in advance. Specific questions and words are guided by the ongoing interaction. The guided interview is useful because it ensures maximum flexibility and responsiveness.

General Interview Structures § STANDARD OPEN: Used for interviewing several candidates for a job. Open ended questions and their order are selected in advance. This type is useful when standardization is needed: ► When you want to be sure to ask each person same questions in exactly the same way. § QUANTITATIVE: A researcher might survey about any problem. This interview is useful when statistical analyses are to be performed and when large amount of information are to be collected.

Structure ► Fixed format interview in which all questions are prepared beforehand are put in the same order to each interviewee. Although this style lacks the free flow of a friendly conversation (as in an unstructured Interview) it provides the precision and reliability required in certain situations. Also called directive interview

Structure of an Interview ► All interviews are different, but most have some distinct parts which concentrate on different things: ► - introduction/ opening: the interviewer welcomes you, introduces you to other members of the panel, tries to get you talking § questions about your personality § questions about your work experience (your career history) § questions about how you work with other people § questions about the salary and benefits you get now and what you want if you get the job ► - closing: where you’re given chance to ask questions, followed by the interviewer thanking you for coming.

Tools of your trade ► You’ll need a number of useful things to prepare properly for job interviews: Diary - to plan your schedule and organise your time To Do list - to make sure you don’t overlook any tasks CV/ application form - reminds you of what you told the employer § Job description, person specification, job advert - tell you what the employer is looking for § § § ► Computer & printer - plan your schedule, write letters and notes, practice answering questions ► Folders/ storage - keep everything organized and close at hand.

Types ► “Screening” is a kind of pre-interview sorting of people who’ve applied for a job. In many cases these days, hundreds of people may apply for a job, so screening is used to reduce the number who have to be interviewed. ► CVs are often screened using a computer. The machine scans CVs to look for key words which the employer wants to see in an application. So, make sure your CV is always word-perfect. ► Another way of screening is by interviewing you on the telephone. So, keep details about your job applications near your phone. ► If you’re applying for jobs when you already have a full-time job, remember to tell employment agencies when (and if) they can call you at your workplace.

Telephone interviews These can catch you off-guard. They might come at work, or in the evening when you’re at home. They’re used as a second “screening” before people are selected to go for interview. ► Ask the caller to ring back if you’re not prepared or you’re at work, or ask when it’s convenient for you to call them back. ► Keep details about your job applications (copies of CVs, application forms, your research notes etc) close to your phone in case someone ‘phones you. ► When a call comes in, don’t be afraid to ask for a few moments to get your notes about the job. ► You might be called by a recruitment agency, the employer, or the company personnel department. Whoever calls, treat it as though you’re in a “real” job interview. ►

Informational interviews ► These are a way of getting information about jobs, and can often lead to job offers. ► Informational interviews are concerned with “networking” - using contacts to help you find information about a job, or where jobs are available. ► The idea is that you call an employer, or someone who does the kind of work you want to do, and ask them if they can spare about 20 minutes to chat to you about their work. This kind of interview is different from a job interview because you will be asking the questions - so you need to prepare carefully for each one. These interviews are very useful if you’re looking to change career, or just leaving college or university and trying to decide what kind of career you’d like to have. ► Try informational interviews to get information about a job before you go to a job interview ► (but try a different employer to the one who'll be interviewing you). ►

Panel Interview ► A panel interview is where there is more than 1 interviewer asking you questions. In some cases there might be 5 or more. ► Panel interviews are often used for jobs which have a lot of responsibility, such as § The appointment of head teachers in schools, or the manager of a department in a company. One of the interviewers usually acts as the chair person, introduces you to other members of the panel, and generally controls events. ► Usually, each member of the panel will have been allocated time to ask you some questions - expect 2 or 3 questions from each. ► ► When you’re answering questions in a panel interview, keep eye contact with the person who asked you the question. But occasionally look at other members of the panel to keep their attention.

What does the interviewer want to know? The interviewer is looking for answers to 3 basic questions: ► 1. Can you do the job? ► 2. Will you fit in at the place where you’ll be working, and with the other people in the team? ► 3. Will you take direction? In other words, can you be told what to do and not argue or ► take instructions the wrong way by sulking or doing the work slowly or badly. ► * Interview questions are all aimed at finding out answers to these 3 basic questions. ► * Make sure that what you say leaves the interviewer in no doubt that you’ll do the job, fit in ► well, and be easy to manage. ►

Selling Yourself ► An interview is a “selling” activity. You’re trying to sell yourself as an employee to the interviewer. If you don’t sell yourself no-one else will! So, it’s up to you. ► Before the interview, make a list of the things which will help sell yourself to the interviewer § your skills, experience, training, personality, achievements. These are your “selling points”. ► Remember the interviewer is looking for someone who will § fit in to the organization § be able to do the job well § be easy to manage. ► ► It’s not the best candidate who usually gets the job - it’s the person who sells themselves best.

Impression ► Many interviewers make-up their minds about a job candidate within a minute or two of meeting them. So, first impressions really do count. You create the very first impression with how you look - the interviewer will see you before they hear you speak. ► The way you’re dressed will obviously play a big part in creating the right impression. ► ► Avoid giving a bad impression with the way you § smell - bad breath from eating spicy food, § smoking just before the interview, or using a very strong perfume can all help to give a bad first impression. ► Give the right impression by: § smiling, giving a firm handshake, sitting up straight (not leaning back or slouching).

Nonverbal Communication During the Interview Make eye contact with the interviewer for a few seconds at a time. ► Smile and nod (at appropriate times) when the interviewer is talking, but, don't overdo it. Don't laugh unless the interviewer does first. ► Be polite and keep an even tone to your speech. Don't be too loud or too quiet. ► Do relax and lean forward a little towards the interviewer so you appear interested and engaged. ► Don't lean back. You will look too casual and relaxed. ► Pay attention, be attentive and interested. Listen. Don't interrupt. ►

Nonverbal Communication During the Interview ► Stay calm. Even if you had a bad experience at a previous position or were fired, keep your emotions to yourself and do not show anger or frown.

Food & Drink ► You’ll often be asked in interviews if you’d like something to drink. But think about how you’ll deal with it and where you’ll put it. If you’re sitting on a chair in the middle of a room, it will be hard to balance a cup and saucer on your knee! ► Unless you’re really desperate to top-up your caffeine level, ask for a glass of water so long as you have somewhere safe to put it. ► Make sure you have something to eat before the interview to avoid a growling stomach!

Think Before You Speak ► When you’re nervous (as most of us are in interviews), it’s easy to ‘put your foot in it’ by saying almost the opposite of what you mean to say. Nerves cause us to rush into speaking, and before we know it, we’ve said exactly the wrong thing. ► So, always think for a couple of seconds before you answer any question. Your brain works very fast, so thinking time is not as long as it seems to you. The interviewer will also be able to see that you’re taking time to think about your answer rather than just blurting it out. ► If you need a bit more time to think about what you’re going to say, ask the interviewer to explain the question, or clarify it for you. ► Practicing answering questions will help you know what to say. Then you should need less time to think, and you’ll be more confident.

Answering Questions ► Don’t ramble. ► Keep most of your answers between 30 seconds and 2 minutes long. Practice using the clock to get used to how long you should speak. ► Always look at the interviewer when you’re answering a question - keep “eye contact”. ► Back-up what you say with examples from your career history, or your school and college life. ► If you don’t understand what a question means, ask the interviewer to rephrase it or explain. ► Make sure you answer the question - keep to the point.

Types of Questions ► Open: where you need to explain something and give more than a simple “yes” or “no” answer. Remember to keep your answers between 30 seconds and 2 minutes long if possible. ► Closed: questions which can be answered with “yes” or “no”. ► Hypothetical: questions which put you in an unusual or imaginary situation to test how you might cope, and to reveal something about your personality or your approach to problem-solving. ► Leading questions: where the interviewer seems to be trying to make you give a particular answer, eg “You’re too young for this job aren’t you? ”, or “I expect you prefer working in a team, don’t you? ” ► Problem-solving: eg “How many sheep are there in the UK? ” You’re not expected to know the answer. The interviewer wants to know if you have ideas about how to find the answer.

Classic Questions Some of the most popular interview questions: ► “What are your strengths and weaknesses? ” ► “Tell me about yourself. ” ► “Tell me about your career up to now. ” ► “Why do you want this job? ” ► “Why do you want to work for us? ” ► “Where do you see yourself in 5 year’s time? ” ► “What do you do in your spare time? ” ► “What do you know about our organization? ” ► “What salary are you looking for? ” ►

Closed Questions These are questions which you can answer with “yes” or “no”. ► Closed questions are used to confirm something. ► Sometimes, interviewers use closed questions when they actually want you to say more than simply “yes” or “no”. So, you need to think about what the question is really asking you. § For example, if you’re asked “Have you helped increase sales in your current job? ”, § you can answer this with yes or no. But the interviewer really wants you to give an example of how you did this. ► Don’t be afraid to answer some questions with “yes” or “no”. You don’t always need to explain things in detail. § Examples: § “Would you be able to work late if required? ” § “Can you touch-type? ” ►

Open Questions These are questions which allow you to describe or explain something in detail. ► You can’t answer these questions with a simple “yes” or “no”. ► The danger with open questions is that you might talk for too long. Remember the time rule (30 seconds and 2 minutes) ► Open questions usually start with “How”, “Why”, “Describe”, “Explain” etc. § Examples: § “Tell me about yourself. ” § “Explain how you managed to deal with an angry customer. ” § “How did you get into this line of work? ” ►

Hidden Questions ► Don’t take the questions you’re asked in an interview just at “face value”. Ask yourself § “What’s this question getting at? ”, and § “What does the interviewer really want to know? ” ► For example, if you’re asked § “Tell me about your old boss’s weaknesses. ” ► The interviewer isn’t really interested in your boss. They want to know if you’re the kind of employee who goes around “bad-mouthing” people. Because, if you do it in an interview, you’ll do it to your new boss too! ► Remember your answers tell the interviewer a lot about you and your personality - so always think about the question before you speak!

Multiple Questions This type of question has two or more questions rolled into one. For example: ► “Why do you want to leave your current job? What’s wrong with it? ” ► ► Interviewers ask multiple questions to see if you can deal with different things at the same time. ► Listen to the question carefully so you know how many “questions” you have to answer. ► You don’t always need to answer multiple questions in the order you’ve been asked them. For example, you might say: § “There’s nothing wrong with my job. I enjoy all aspects of it very much. But there hasn’t been any promotion in my department now for more than 3 years, and I feel I’m ready for more responsibility. ”

Hypothetical Questions ► These are questions about imaginary situations, or unusual tasks or activities. You’re unlikely to have done them before in your work, and you might think they have nothing to do with the job you’re applying for. For example, questions like: § “Imagine you’re going to live on a desert island. What would you take with you? ” ► or § “What would you do if you won the National Lottery and didn’t have to work? ” ► Questions like these are used to show the kind of person you are, or how you go about approaching tasks. § For example, taking perfume to a desert island doesn’t show you’re very practical or realistic.

Do Not Criticize Employers don’t want to take on people who are going to moan, criticise, or generally cause them problems. ► So, don’t criticise your current boss, your previous employer, or the colleagues you currently work with. ► It’s tempting when you’re asked “Tell me about your old boss”, to start telling the interviewer all your employer’s annoying little ways and habits. But resist the temptation! If you bad-mouth your current or old boss, it will be assumed that you’ll do the same to a new employer, and you won’t get the job. ► § § Other questions to watch out for: “How do you get on with your colleagues? ” “What makes you really angry at work? ” “What do you dislike about the current employer you work for? ”

Are you the Best Person for the Job ► In most cases, the person who gets the job is not the one who’s best qualified, or who has the most experience - it’s the person who performs better than the other candidates in the interview. ► To be the best person for the job, you must show you: § § § § ► have the skills to do the job are well-organized will fit in with the organization or the team are keen and enthusiastic want to do well can carry out instructions are hard-working can make a contribution to the organization. Remember you need to prove you’re the best person for the job by giving examples from your previous jobs or work experience.

Will you “Fit in”? ► The interviewer wants to know that you’ll fit in easily to the team or organization you’ll be working in. ► You must show that you’re a friendly and warm person who gets on well with other people, and are easy to work with. ► Employers don’t want employees who will cause problems for them, or be difficult to deal with. So, watch out for questions like § “How do you fit in to a team? ” ► or § “How do you get on with your current colleagues? ” ► It won’t go down well if you say your colleagues are a pain to deal with, or you’re always arguing with them. ► All employees have to be told what to do by their managers or supervisors. This is sometimes called “taking direction”. You must show you’re happy to be told what to do, and can take constructive criticism when you make mistakes.

Can You Take Directions? “Taking direction” means being told what to do. ► Of course you can take direction - it’s part of any job. Even bosses of very big companies have to be told what to do sometimes! ► What the interviewer really wants to know is, if you’re told what to do, will you react badly? ► So, you must show that you’re not the kind of person to sulk, or argue when given instructions by your boss. And your new boss might be the person who’s interviewing you! ► Along with taking direction, you may be asked if you can take criticism. And of course you can, so long as it’s constructive. ► Sometimes, criticism and direction may come at stressful times in a job, and your manager may not have time to explain. If you’re asked about this kind of situation, say you would do what you’re told by your boss but would expect them to ►

Your Strengths A classic job interview question is: § “What are your strengths? ” ► (sometimes you’re asked to give a specific number, e. g. “What are your 3 greatest strengths? ”) ► Here’s you chance to “sell” yourself, and where your preparation will really pay-off. ► Before the interview, write down your strengths - usually up to 5 will do. These must match what the interviewer is looking for. Check the job advert, or the “person specification” which you might have got with the details about the job. ► Give examples of how your strengths benefited your previous employers, e. g. ► § “I have exceptional organizational ability which enabled me to save my previous employer more than 250, 000 in admin costs a year. ”

Your Weaknesses A classic job interview question is: § “What are your weaknesses? ” ► Everyone has weaknesses and faults, no-one is perfect. What the interviewer wants to know is if you know your weaknesses and you’re doing something positive about them. ► ► You only need to mention 1 or 2 weaknesses at the most. Whatever you do, don’t reel off a long list. ► The trick is to think of something which won’t affect your ability to do the job. And it’s a good idea to use an example from the past to show you’ve now got that weakness under control. § Don’t use an answer like “I work too hard” § this has become over-used.

Salary ► If you’re asked what your current salary is in the interview, you will have to reveal it – the interviewer may find out anyway through references. ► The interview is not the time to discuss your salary and benefits package. So, don’t ask about these things in the interview. ► If you’re asked what salary you’re looking for, try not to give a definite figure. If the interviewer presses you, then give a range (eg 30, 000 to 40, 000) rather than a single figure. In many jobs, salary is not negotiable any way because the job is paid according to a fixed scale. ► Use our template to draw-up your list of targets for each job you’re applying for. This will help you deal with salary and benefits negotiation if you’re offered the job ►

Promotion ► Most employers will expect you to want promotion in the future. If the interviewer doesn’t mention it, you might want to ask them about promotion prospects. ► Employers spend a lot of money and time recruiting staff, so they don’t want to employ people who will only stay a few weeks or months. So don’t give the impression that you’ll want promotion in a few weeks and leave if you don’t get it. Don’t make the interviewer think you’re a “job hopper”. ► If you’ve changed jobs quite a lot recently, you may be asked why. So, make sure you can give good reasons for each move you’ve made. ► Always try to give the employer the idea that, as long as prospects are good and you have challenging work to do, you’ll

Asking Questions ► Always prepare some questions to ask the interviewer. Write them down in a small note book, and take it to the interview. ► You usually get chance to ask questions at the end of the interview. If the interviewer doesn’t ask if you have any questions, tell them you have some questions before the interview ends. ► Don’t ask too many questions - 1 or 2 is usually enough. ► Don’t ask about salary or benefits at this stage - leave these questions until you’re offered the job. ► Check your questions before you ask them to make sure the interviewer hasn’t already answered them. ► If you’re stuck for questions, ask about how the job will develop in the future, or what training or support you’ll be given.

Category/Description/Examples ► About the employer ► Questions about any aspect of the employer’s organization, for example about § § § products and services Competitors Plans how many people it employs locations of factories and offices. . . ► What do you know about our organization? ► What do you think about our products? ► Achievements ► Questions about your achievements, for example in your school or college life, or your career to date. § questions about your failures (negative achievements). ► What were your five key accomplishments in your last job? ► What’s been your biggest failure?

Category/Description/Examples ► Career history Questions about any of the jobs you’ve had during your career to date, including your current job. ► These questions cover such things as ► § § § why you took jobs why you left them, and the work they involved. ► Tell me about your career. ► Why did you leave your old job? ► Career plans ► These questions cover your career ambitions and plans, including § - why you chose your current career § - why you might be changing careers § - how you see your career developing in the future. ► Where do you see yourself in 5 years’ time? ► What are your long term career plans?

Category/Description/Examples ► Closing questions ► Questions you’ll be asked at the end of the Interview. § Do you have any questions you’d like to ask me about our organization? § What question didn’t I ask you that you expected? ► Customer care ► Questions in this category are about § § ► - dealing with customers - meeting customer deadlines - handling people in general - dealing with angry or difficult customers. Remember that a “customer” is anyone for whom you provide a service or product. So, if you do secretarial work for a colleague, that person will be your ‘customer’. § What do you know about customer care? § How were you able to make an angry customer a satisfied and happy one?

Category/Description/Examples ► Decision making ► This category includes questions about § how you go about making decisions § the kinds of decisions you’ve had to make in your previous jobs § what decisions you find difficult and easy to make. ► Making decisions can be part of almost any job, though you’ll probably be asked more about it if you’re applying for a management position. ► What kinds of decisions are easiest for you? ► What was the most difficult decision you ever had to make? ► Education & training ► Questions about § your school life and work § your University or college education § training courses you’ve attended on-the-job training § your plans for taking courses and continuing your education. ► What kinds of things have you done for self-development?

Category/Description/Examples ► Hypothetical These questions put you in unfamiliar (and sometimes very unusual) situations. ► They’re designed to § test your reactions § understand more about how you approach problem solving, and learn more about your personality. ► ► If you didn’t have to work, what would you do? ► If you were going to live on a desert island, which 3 things would you take with you? ► Improper Questions you really ought not to be asked by an interviewer. ► Some are illegal, or may become illegal in the near future. § How old are you? § Do you intend to have children? ►

Category/Description/Examples ► Interests These questions cover what you do in your spare time, or the things you’re interested in outside of work. ► They can tell the interviewer more about your personality, and whether you have a ‘balance’ between work and your social life. ► § What do you do in your spare time? ► Which newspapers do you read and why? ► Job applications Questions about - other job applications you’re making - job interviews you may be having in the near future, or - job offers you’ve already received. Have you got any job offers at the moment? What other types of jobs and companies are you looking at? ► ► ► ► ►

Category/Description/Examples ► Management & leadership These questions try to examine your qualities as a manager or leader. ► Questions about how you react to being given instructions as an employee, and how you like to be managed. § How many people did you supervise in your previous job? § What sort of management style gets the best results from you? ► ► Opening questions ► This category covers questions which you’ll be asked at the start of the interview. They’re designed to § “break the ice”, (get the interview off to a good start) § help build rapport with the interviewer, and get you talking. ► Did you have any problems finding us? ► How do you like living in your neighbourhood?

Category/Description/Examples ► Problem solving These questions are about problems or difficulties you faced in your previous or current jobs, and what you did about them. ► Most jobs involve dealing with problems of one kind or another, so you might expect one or two questions about this in almost any interview. ► Describe a problem person you had to deal with. What did you say or do? ► What’s the biggest problem you’ve had to overcome in your current job, and how did you tackle it? ► ► Salary & benefits ► These questions are about ‘remuneration’ (what you are paid for your work). They can cover § - your current salary and benefits package § - the salary you want if you get the job you’re applying for § - what salary and benefits you might want in the future. ► How important is money to you? ► What’s your current salary?

Category/Description/Examples ► Skills ► Questions about the skills you have, for example § - communication skills § - using computers, and § - skills you’ll develop in the job you’re applying for. ► How would you rate your communication skills? ► What skills do you think you’ll develop in this role?

Category/Description/Examples ► Teamwork These questions are used to find out how you work with other people in a team. ► Most jobs involve working to some extent with other people, so you can expect some questions about teamwork. § I expect you prefer to work in a team don’t you? § What do you usually contribute to a team? ► ► The job ► This category covers any aspect of the job you’re applying for. It includes questions about - why you want the job - what attracted you to it - what you think it’s about, and - how you would handle it if you got it. ► What do you think this job is all about? ► What made you apply for this job? ► ►

Category/Description/Examples ► Time management ‘Time management’ is about how you manage your time, eg during your working day. ► Questions which involve time, such as § - working under pressure § - how you work to deadlines § - your holiday commitments § - your hours of work. ► What kind of hours would you like to work? ► How do you manage your day? ► ► Working conditions ► These are questions about working conditions such as § - the kind of environment you like to work in § - traveling as part of your job, or § - if you’re prepared to relocate. ► Describe the worst working environment for you. ► This job involves quite a lot of travel. Would that be a problem for you?

Category/Description/Examples ► Your personality Questions about your personality, and the kind of person you are. They’re intended to find out if you’ll fit in well with the organization. ► Questions about your background, eg if § you have the right to work in the (Pak, UK, USA). § Tell me a bit about yourself. ► What are your strengths? ► ► Your work ► This category includes questions about the way you work, and how you tackle your job. ► On holiday, what do you miss most about your work? ► Do you enjoy routine tasks?

►HAPPY LEARNING