Unit - 3
Personal Interview
Interview is a personal form of communication between two people. It is a beneficial process for both the interviewer and the interviewee. The interviewer tells the applicant about the job preview and helps the interviewee make his mind about whether or not he wants to take that job.
A personal or face to face interview is one that employs a standard structured questionnaire (or interview schedule) to ensure that all respondents are asked the same set of questions in the same sequences.
It is a two-way conversation initiated by an interviewer to obtain information from a respondent. The questions, the wording, and their sequence define the structure of the interview, and the interview is conducted face-to-face.
Studies that obtain data by interviewing people are called surveys. If the people interviewed are a representative sample of a larger population, such studies are called sample surveys.
Here are the most popular interview types, as well as how to prepare for each of them.
Selection Interview:
Selection interviews are typically face-to-face interviews/panel interviews conducted onsite at the hiring company. The purpose of a selection interview is to analyse whether a candidate can be selected for the position he or she is interviewing for. A selection interview is usually more rigorous, detailed and lengthy than a screening interview. At this stage, a corporation is trying to determine whether or not you should either be moved to the subsequent step in the hiring process or a proposal should be extended, so there will be more scrutiny than with a screening interview. The company wants to understand - Are you qualified for the job? Are you a good cultural fit? Can you make a direct impact, or will you require extensive training? Questions in a selection interview are more specific and your answers will have to be more detailed.
Appraisal Interview:
Once a year, all employees of an organization are required to undergo appraisal interview with their line manager. This interview evaluates the interviewee’s performance over the past year, reviews the tasks and objectives for subsequent year. The appraisal interview is used as a tool by the managers of personnel department for planning training programmes.
On day-to-day basis, managers don't have time to debate long-term and basic conditions with respect to employee’s employment and commitments. Therefore, the businesses want that each individual employee should have a chance to participate in annual appraisal interview to secure that competence of the individual employees is employed in the best possible way in connection with company’s goals.
This interview improves:
- Performance of employees on the job,
- Employer-employee relations, and
- Communication between managers and employees.
Grievance Interview:
Grievance Interviews are a formal opportunity for individual employees to produce management with their conflicts regarding a company policy, procedure, practice, or person. These interviews are often given by Human Resources professionals who are compatible to act as a more objective third party independent from the people and situation that may be creating the grievance.
The process of a grievance interview may begin by an employee who wants their grievance addressed. Depending on your organizational structure, this might simply be initiated by word of mouth, but presumably would require the problem to be submitted in writing directly by the employee to be able to proceed. The employee can provide that written grievance to an immediate or higher supervisor, an HR rep, or an Equal Employment Opportunity officer at the organization.
Exit Interview:
Exit interview is one of the most widely used methods of getting employee feedback. An exit interview could be a meeting between at least one representative from the company’s human resources (HR) department and the departing employee. (The departing employee may have voluntarily resigned or fired or may have been laid off). The HR representative asks the worker questions or asks him to answer a questionnaire, or both.
Exit interview could also be survey conducted with an employee when he leaves the organization. The information from each survey is employed to supply feedback on why employees are leaving, what they liked about their employment and what areas of the organization need improvement. Exit interviews are effective when the data is compiled and tracked over time.
These types of interviews may be conducted through one of the following methods:
1. Traditional Job Interview
A traditional interview is an in-person style of interview held with the hiring a manager of a company for a position within an organization. Be prepared to answer a wide range of questions about your experience and why you're right for the job. In addition to finding out if you have the right experience for the job, they want to see that you're well-prepared, enthusiastic and a good fit for the team.
Research the company and your potential boss so that when they ask why you want to work there, you'll be able to give a thoughtful, engaging answer. Knowing more about the specific types of work will prepare you when they say, "Do you have any questions for us?"
A traditional interview may be the first in a series of interviews. If the hiring manager is impressed by you, they might invite you back for a panel interview, or to meet one-on-one with other people on the team.
2. Behavioural Interviews
Behavioural interviews focus on getting to know who you are, how you think and how you'll act in certain situations. Behavioural interview questions might be broad ("Tell me about a time when you handled a stressful situation at work"), or they might be specific ("You received an email from a client asking an urgent question, but you're unsure of the answer and your boss is on a plane, away from email. What would you do?").
Before your first job interview, get used to talking through your answers to behavioural questions out loud. You'll be better able to stay calm and create a short and sweet scenario that gives the interviewer a peek into your mind and problem-solving abilities.
3. Video Interview
With the advent of technology, video interviews have become increasingly common (for ex. Skype Interviews). Presentation and preparation are vital for video interviews, as the combination of technology and distance means it's easy for issues to arise.
Before a video interview, you should:
Ask who is going to be on the call.
Confirm the time and date of the interview and make sure to adjust for different time zones for international interviews.
Figure out where you'll do the interview. Choose a quiet place with a neutral backdrop and few distractions.
Do a test-call to check your equipment.
Print a copy of your resume and cover letter so you can refer to them easily.
While a range of traditional and behavioural interview questions might arise during a video interview, you might also have to answer more questions about location or work style.
Dress professionally, even if it's a phone interview. You don't want to be caught unprepared, and a sharp outfit can bolster your confidence. Dress as if you were walking into their office for an in-person interview. Check out our complete guide to video interviewing for more information.
4. Panel Interview
Panel interviews are the most common type of interviews. You should always ask with whom you'll be meeting. Therefore, if you're interviewing with a group of people (as in the case of a panel interview), you won't find yourself surprised upon arrival.
It is essential to address everyone in the room during a panel interview. Begin your answers by making eye contact with the person who asked the question and then pulling back your scope to make "soft eye contact" with other members of the group. (Learn more about that technique here.)
5. Case Interview
Prevalent in the fields of management consulting and marketing, a case interview presents a prospective employee with a series of questions or scenarios to answer or solve. Most of the time, these questions center on business cases or markets. It's vital to practice for these interviews, as succeeding in a case interview is all about mastering a way of thinking.
Successful case interview candidates are the ones who prepare in advance. If case interviews are common in your field, you'll know it. If you haven't started practicing yet, now's the time to start.
6. Informational Interview
Informational interviews are usually less formal than traditional interviews and most of the times are conducted before you've even applied. It's a chance for you to ask questions about what entry-level jobs are like in the field, learn about possible career trajectories and discuss other aspects of work life with someone in the profession. You can find opportunities for informational interviews through many informal channels such as your university's career office, a parent's friend or a former mentor.
Even though it's not a job interview, you should dress professionally, ask well-prepared questions and make eye contact while the person you're meeting with answers them. Consider asking them about their career trajectory, as well as advice they might have for someone starting in the field. Remember to be considerate of the person's time and not to ask for a job or a more formal interview. An informational interview is an educational and networking opportunity. If the meeting goes well, they may ask for your resume to pass along to a friend or another connection in the field. Bring a few copies with you, just in case.
7. Telephonic Interview
A telephonic interview is a 30-min interview which is usually conducted by a recruiter or the hiring manager. It's used to decide whether or not you are invited for an onsite interview.
You should have a copy of the job description as well as your resume and cover letter handy, in case you need to reference them during your conversation. You'll want to prepare to answer standard interview questions like "Tell me about yourself" and "Why are you interested in the position?" It is imperative that you prepare some questions to ask the interviewer, in case there's time for that kind of interaction.
If you get a call unexpectedly for a phone screen, it's best to let the interviewer know it's not a good time and set up one that gives you an opportunity to prepare and be in a quiet place where you can focus.
Your interview preparation includes researching the organization and, if possible and without "stalking" them, researching the people, too.
The Internet provides a wealth of data for job seekers. If you've got time, keep looking. The more you recognize, the higher off you'll be. Not only will you be in knock-their-socks-off mode for the interview, your research could assist you determine that the employer won't be an honest place for you to figure.
Here are 10 essential steps to prepare yourself for job interview-
1. Do Extensive Research on the Company
You should thoroughly research the company you are interviewing with, as you want to make sure you understand the business and anticipate the kinds of questions the interviewer may ask. Good research would include the following:
- Do a Google search on the company.
- Review the company’s website (especially the “About Us,” “Team,” and “Products” sections of the site).
- Review press releases from the company.
- Read over the company’s blog if it has one.
- Review press articles written about the company.
- If the company is public, review its SEC filings at sec.gov.
- Review the company’s LinkedIn page.
- Review information about the company’s competitors.
- Tap into your network of contacts to get any insight into the company you can.
2. Research the People Who Will Be Interviewing You
Before your interview, try and get a list of the people you will be meeting with. Then research these individuals, including:
- Do a Google search on each person.
- Review their individual LinkedIn pages (noting any connections you may have in common).
- Review any information about these individuals on the company’s website.
The goal is to learn about your interviewers’ backgrounds and interests so that it will be easier to establish a rapport. Show interest in them and their role in the company.
3. Anticipate Questions You Might Be Asked
It’s important to think early on about the questions you may be asked so that you can prepare an articulate and polished response. You don’t want to be caught off-guard by difficult questions.
These types of general interview questions are often asked:
- Can you tell me about yourself?
- What do you know about our company?
- Why are thinking about leaving your current job?
- What interests you about this job?
- Can you describe your work style?
- What do you consider to be your greatest strength?
- What do you consider to be your weaknesses?
- Where do you see yourself in 5 years?
- What are your salary requirements?
- Is there anything we didn’t cover that you want to add?
- Do you have any questions for me?
4. Conduct a Mock Interview
Consider doing a practice interview with friends or family members (especially if they have experience interviewing employees themselves). The practice will be helpful and give you more confidence. Ask for feedback on your answers, your body language, and your preparedness. Have the mock interviewer ask both common questions as well as offbeat ones to see how well you can think on your feet.
5. Use the Company’s Products or Services
If you can, you should test and use the company’s products or services—no matter what role you are interviewing for. This will help you prepare for any questions about these products or services that may come up in the interview. It will also show your interviewer that you went an extra step in preparing for the interview.
It might also be useful to check in with customers of the company, to see how they view the product or service, and take note of any constructive feedback they might have.
6. Review Your Facebook and Other Social Media Postings
Employers often review Facebook and other social media sites to get information and background on prospective employees. So make sure to review your online postings and pictures and delete any information that is embarrassing or could cast you in a negative light with the prospective employer.
It’s also useful to Google yourself to see what your prospective employer would see if they did a search on you.
7. Dress Appropriately for the Interview
You want to dress appropriately and professionally for the job interview. It usually won’t hurt to dress more formally for your interview than you would on the job. If you have a contact who works for the employer, ask them about the general dress code. Show up neat and groomed.
8. Arrive Early and Prepared for the Interview
Make sure to arrive at the interview on time (you don’t want the first impression of you to be of a person who can’t be on time). Download directions in advance. Anticipate traffic delays, and get there early (but don’t show up on the company’s door steps more than 5 to 10 minutes early). Make sure to turn off your cell phone so it doesn’t ring or buzz during the interview.
9. Bring the Necessary Documents
You should bring 5 or 6 copies of documents with you for the interview, in case the need arises. Such documents could include:
- Copies of your resume
- A list of references (including each person’s title, company, and contact information such as phone number and email address)
- Copies of reference letters singing your praises
- Work samples such as writings, design layouts, etc. (but make sure you aren’t providing confidential information of your existing employer)
After your interview, you should let your professional references know that the employer might be contacting them. Give them a heads up on the company and job position.
You might also want to bring along a list of questions you have for the interviewer.
10. Check Out Glassdoor.com
You should check out Glassdoor for reviews of the company you are interviewing with. There may be reviews from current and past employees, along with information on salary and the types of questions interviewers ask at the company. These reviews can be helpful for background and to give you a sense of employee issues, but they should not be taken as gospel.
Interview Skills
Preparing for an interview can be a difficult task, but it’s not impossible. With the help of a few basic interview techniques, it should be fairly simple to crack
Visualizing the Interview:
Visualizing the interview is an excellent way of working out what areas one needs to work on. One should imagine as if they were in a interview where the interviewer is looking at their resume for the first time. One should then imagine the most difficult questions that the interviewer could ask them, e.g. “Why weren’t you more proactive at university?” or “Why has it taken you a whole year to find your first graduate job?”
Then one should try answering these questions. It is also helpful to prepare a format for these answers to be used in an actual interview. Also, one should try to imagine the qualities that the interviewer might be looking for in an ideal candidate. And one should ask themselves, how many of those qualities are possessed by them and how can they be shown in an interview.
Self-Reflection and Selling Oneself:
It’s worth making a list of one's values, interests, strengths and weakness with accompanying examples or evidence to back up each one. One needs to sell these attributes to the interviewer and give examples of times when they have been shown in everyday life.
One also needs to think about why they want the job or position and what you have to offer the organization. What would one change or what ideas would one bring to the role? It might also be worth thinking about one's short-term and long-term career goals.
Asking Questions:
One should not be afraid to ask the interviewer to clarify a question. Questions should also be asked by the interviewee during the interview and not just at the end. The key here is to position oneself so it looks that, whilst they are interested and enthusiastic about the job, they have a sense of their own self-worth. However, it is important that this should not seem as arrogance to the interviewer.
Body Language:
Body language is very important. Slouching with one's arms crossed won’t exactly make them look like a model employee. The head should be straight up and the eyes should meet the interviewer’s line of sight at all times. Making eye contact with the interviewer while speaking to them is almost as important as saying the right words during an interview.
Paying attention:
It’s extremely important to keep one's concentration levels up during the interview and to make sure one listens attentively. Interviewers tend to go on long rants about their organizations but the interviewee must never lose focus and always show the interviewer that he is listening attentively by nodding and smiling.
Speaking correctly:
During an interview the most important thing is to choose one's words carefully. The pronunciation, intonation and syntax must all be appropriate and the words should be spoken as clearly as possible. One should be articulate in expressing one's thoughts and opinions but at the same time it is essential to be cautious of others opinion 's and feelings and should try not to hurt them.
Whom to Speak to:
In many cases the interview is conducted by more than one person. One needs to make sure they pay attention to all of the different interviewers. So while answering a question, they should all be given proper attention, so as not to exclude anyone. Although, if an interviewer asks a direct question, it’s important to address the answer solely to them.
Below are the ten most frequently asked questions in interviews:
Tell me a little about yourself.
What experiences have led you here?
Why are you a good fit for this position?
What will you bring to our team?
What are your strengths and weaknesses?
Where do you see yourself in five years?
How would your boss describe you?
Tell me about your work ethic.
Why do you want to work here?
What questions do you have for us?
Your answers should always come back to how your experiences and education prepared you to succeed in this job. If a potential boss says, "tell me a little about yourself," you can start with some personal details, but don't lose track of the goal.
Figuring out what you have to offer will help you prepare for most interviews. You need to be able to confidently and competently tell your story: Who you are, what you're about, how you got to where you are, what is important to you and how that aligns with that organization."
Some of these questions may seem to have obvious or simple answers, but it's still essential to practice answering them out loud. But don't overdo it. You shouldn't over-rehearse, which can lead to a robotic feel in an interview.
Key Takeaways
1. An interview is a two-way conversation initiated by an interviewer to obtain information from a respondent. The questions, the wording, and their sequence define the structure of the interview, and the interview is conducted face-to-face.
2. It is important to prepare for the interview by visualizing the interview and rehearsing for it. The following FAQs may be helpful for practicing:
- Tell me a little about yourself.
- What experiences have led you here?
- Why are you a good fit for this position?
- What will you bring to our team?
- What are your strengths and weaknesses?
- Where do you see yourself in five years?
- How would your boss describe you?
- Tell me about your work ethic.
- Why do you want to work here?
- What questions do you have for us?
3. Two of the most important skills to use during interviews is asking relevant questions to the interviewer and using body language such as making eye contact with the interview
4. Selection interviews are face to face interviews and their purpose is to analyse whether a candidate can be selected for the position he or she is interviewing for.
5. Appraisal interview evaluates the interviewee’s performance over the past year, reviews the tasks and objectives for subsequent year. It is used as a tool by the managers of personnel department for planning training programmes.
6. Grievance Interviews are a formal opportunity for individual employees to produce management with their conflicts regarding a company policy, procedure, practice, or person.
7. An exit interview is a meeting between at least one representative from the company’s human resources (HR) department and the departing employee.
8. A traditional interview is a selection interview and is an in-person style of interview held with the hiring a manager of a company for a position within an organization.
9. Behavioural interviews are processes of evaluating an interviewee thought process.
10. Video interviews are interviews conducted over the internet through software using a camera setup.
11. Panel interviews involve a group of interviewers questioning an individual and are most common types of interviews in job selection.
12. A case interview presents a prospective employee with a series of questions or scenarios to answer or solve.
13. Informational interviews are a chance for you to ask questions about what entry-level jobs are like in the field, learn about possible career trajectories and discuss other aspects of work life with someone in the profession.
14. A telephonic interview is a 30-min interview which is usually conducted by a recruiter or the hiring manager over the phone.
15. If a panel of more than one interviewer are present it is imperative to look at the individual asking the questions while answering them.
References:
- Oxford Guide to writing and speaking, John Seely, O.U.P
- A Communicative Grammar of English, Leech, G.N. And Jan Svartvik
- Better English Pronunciation, J.O O’ Corner, Cambridge.
- Effective Technical Communication, M.Asraf Rizvi, Tata McGraw Hill
- Technical Communication Today, Bovea et al. Pearson.
