job interviewing _dr. kazi golam faruk

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WELCOME

WORKSHOP

ON

JOB INTERVIEW PREPARATION

&

EFFECTIVE CV WRITING

Dr. Kazi Golam Faruk, PhD

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• Attending job interview involves presence of fear • Preparation increases confidence, ensures appropriate presentation and bring success

INTRODUCTION

• The preparation mentally orient to see the role of the job in the interview board • The job interview is your opportunity to demonstrate competencies

• Preparation is required for both old and new applicants

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To help in presenting the strengths and abilities in a job interview

To provide ideas, tips and techniques to maximize chances of success

OVERALL GOAL

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Develop a clear understanding of what the hiring manager look for

Position the talents and skills which match the job mandate

Prepare for a job interview

Conduct in the interview

Respond to the most commonly asked as well as most difficult interview questions

Know how to provide behavioral answers to interview questions

Display a positive attitude throughout the job interview process

OBJECTIVE OF SESSION

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CAREER PLANNING & JOB INTERVIEWING

What is Career Planning ?

Individual Needs

Organization Needs

Match

• Success in job interview requires effective career planning

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• Preparing for the job interview requires an understanding of

career planning process as well as an investment of your time and effort

• Job interview is the culmination of career planning,

development, preparation and search efforts • You must be prepared, positive and confident to create

required impression


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Individual Needs

Organization Needs

• Job Satisfaction • Productivity • Motivation

• High Quality Work

JOB

Match Interview for the job

that matches your interest skills and aspirations…..

The purpose of career planning efforts…………….to find career

satisfaction

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Assessments Reality Checks

CAREER PLANNING PROCESS

Know Yourself

Opportunity Scans

Goals, Plans & Implementation

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Assessments Reality Checks


Know Yourself

Skills ? Values ?

Preferences ? Interests ?

How others see ? Reputation ?

How is my current performance rated ?

Opportunity Scans

• Current situation ? • How org changing ? • Future opportunities ? • Skills, experiences required for other opportunities ?

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Know Yourself Opportunity Scans

• Career direction, Goals, Plan ? • Needed to achieve goals ? • Next Step ? • How to Implement ?

Goals, Plans & Implementation

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Understand the

Position

@ What the hiring manager look

for?

Highlight Strengths &

Skills

@ Creating application

@ Positioning as a match

Prepare for the

Interview

@ Preparing for responses

@ Practicing

The Interview

Model

MODEL FOR EFFECTIVE JOB INTERVIEW

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Understand the Position @ What is the hiring manager looking for?

Highlight Strengths & Skills @ Creating application @ Positioning as a match

Prepare for the Interview @ Preparing for responses @ Practicing

The Interview @ Behavioral interview @ What should you ask?


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UNDERSTAND THE

POSITION


Highlight Strengths & Skills

The Interview Prepare for the Interview

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UNDERSTAND THE POSITION

UNDERSTANDING THE JOB REQUIREMENT

BENEFITS Save time

Reduce frustration Improve ability to meet the need of the position

• Invest some time in understanding the position requirement

• Completing job application is a time consuming process

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HOW TO BETTER UNDERSTAND THE POSITION

Analyze Vacancy

Announcement

Analysis of Position against

Qualifications

• Responsibilities, Competencies, Skills required?

• Look for the critical issues

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ASK YOURSELF…………….. • Do I meet the minimum qualifications? • Do I have the skills and abilities for the position? • Do I have required experiences? • Am I really interested for the position? Why? • Am I interested in the job for the right reasons? • What do I know about the Department? • Does it make sense for me to apply? • Does it fit in with my future career goals?


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The analysis would help to……..

• Focus your Covering Letter, Resume

• Prepare for a potential job interview

• Highlight strengths

• Identify any gaps for future development

If UNDERSTANDING THE POSITION shows positive

assessment…………….prepare application highlighting strength

Analyze Vacancy Announcement

Analysis of Position against Qualifications

HOW TO BETTER UNDERSTAND THE POSITION

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EXERCISE JOB ANALYSIS WORKSHEET

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Understand the

Position


HIGHLIGHT

STRENGTHS & SKILLS

The Interview Prepare for the Interview

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HIGHLIGHT YOUR STRENGTHS & SKILLS

Highlight your strengths and skills by:

@ Preparing your application @ Creating a positive impression

• Create high quality and positive image • Goal should be…….to secure an interview • Ask yourself……….If I were the Hiring Manager ?

PREPARING APPLICATION

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• Application

• CV/Resume

• Cover Letter


APPLICATION CHECKLIST

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APPLICATION

• Have a clear self assessment • Think about your strength, interest and objective as you put your application forward • Present yourself in the form of benefits


Application CV/Resume Cover Letter

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• Curriculum vitae (CV) is a Latin expression - means ‘course of life’ • CV provides an overview of a person's experience and other qualifications • CV is the first item that a potential employer encounters regarding the job seeker • Typically used to screen applicants often followed by an interview

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• Resume is a document used by individuals to present their background and skill sets • A typical résumé contains a summary of relevant job experience and education • The résumé is comparable to a curriculum vitae (CV) in many countries • In UK, Canada and the United States résumé is substantially shorter than CV

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DIFFERENCE BETWEEN CV & RESUME ??? • Resume is 01/02 page summary of skills, experience and

education. CV is longer (at least 02 page) • Resume is brief and concise, CV is more detailed • CV includes summary of academic backgrounds, research,

publications, presentations, awards, honors, affiliations and other details. Resume focuses more on skills and achievements

• Resumes often miss out some of the more personal details that CVs include, such as hobbies and interests

• In Europe, Middle East, Africa or Asia, employers expect CV. In

USA, resumes are more common, and CVs are for academia


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• Send a focused and concise cover letter • Address it to an individual (if possible) • Focus on the skills, competencies and

experiences related to the job • Use powerful and professional words


• Cover letter is a letter of introduction attached to résumé or CV • Introduces you and your resume • First document an employer sees • Also called Motivation Letter



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CREATING POSITIVE IMPRESSION


PREPARATION STAGE

AFTER THE INTERVIEW

DURING THE INTERVIEW

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• Learn about the company history, its employees and specific job that you want • Review the job ad for the description, qualifications and requirements of the position • Be clear on your own interests and career goals • Plan out your answers to some standard questions • Get a good night’s sleep • Have pen, paper, copies of CV etc



PREPARATION STAGE

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PREPARATION STAGE


• Arrive early for the interview • Actively participate in the conversation…….listen actively, make eye contact, shake hands etc • Answers questions honestly • Come prepared to defend your CV • Ask questions about the job • Answers questions calmly • Thank your interviewer

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PREPARATION STAGE


• Write thank you notes • Recap any major issues that you would like to remind • Explain why you are still interested • Keep the letter brief and positive

AFTER THE INTERVIEW

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CAN YOU THINK OF ANYTHING ELSE TO

MAXIMIZE YOUR CHANCES OF SUCCESS ????




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Understand the

Position


Highlights

Strengths & Skills

PREPARE FOR

THE INTERVIEW The Interview

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PREPARE FOR THE INTERVIEW

General interview

guide approach

Standardized, open-ended interview

Closed, fixed-response

interview

Informal interview

INTER VIEW

A formal discussion between a hirer and an applicant in which information is exchanged to judge applicant’s suitability for a position

INTERVIEW ? Four Types

• Understand the Position • Highlight Strength & Skills • Prepare for Interview

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INFORMAL INTERVIEW

• No predetermined questions are asked • The interviewer goes with the flow

GENERAL INTERVIEW GUIDE APPROACH

• Same general areas of information are collected from each interviewee • More focus than the conversational approach, but still allows a degree of freedom in getting the information from the interviewee

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OPEN-ENDED INTERVIEW

• Same open-ended questions are asked to all interviewees • This approach facilitates faster interviews

CLOSED, FIXED-RESPONSE INTERVIEW

• All interviewees are asked the same questions • Useful for those not practiced in interviewing

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CLOSED QUESTIONS………….Extract specific information • What was your major? • Where did you receive military training?

INTERVIEW QUESTIONS

OPEN ENDED QUESTIONS………….Extract more than a simple answer • What are your career goals ? • Do you feel qualified for this ? • Why did you leave your former employer ? • What kind of job duties are you interested in ?

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FOCUSED QUESTIONS………….Extract focus answers • Tell me your experience in training • How did you demonstrate your team work in your last job ?

INTERVIEW QUESTIONS

LEADING QUESTIONS…………usually answered with a yes or no • You majored in marketing ? • You were a supervisor at the time ?

SITUATIONAL QUESTIONS…………questions provide a more personal point of view • Give us an example of the biggest challenge you had in the past • Describe a situation where you had to calm an angry customer

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FOLLOW UP QUESTIONS………….Keep probing and asking till clarification • What was your major in MBA ? Ans: HRM How does your major prepare you for this position?

INTERVIEW QUESTIONS

SUMMARY - TYPES OF INTERVIEW QUESTIONS

Closed questions Open-ended questions

Focused questions Leading questions

Situational questions Follow-up questions

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BEFORE YOUR INTERVIEW CHECKLIST • Find out information about the hiring manager, department,

their services, issues, challenges, success, changes etc • Confirm time, location and name of individual whom you will

meet • Review your application document • Develop a list of questions • Practice your responses (aloud) to Common, Difficult and

Behavioral interview questions

THINK ONLY POSITIVE THOUGHTS ABOUT YOURSELF


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YOUR MOST DIFFICULT QUESTIONS • You can be asked job related questions including questions

of previous jobs/supervisors • Think in advance and practice your response


EXAMPLES • What you don’t like about your present supervisor? • Has your work ever been criticized? Why? What was said? • Do you think you might be overqualified for this position?

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EXERCISE

YOUR MOST DIFFICULT QUESTIONS

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MOST COMMONLY ASKED INTERVIEW QUESTIONS • Variety of questions (including unimportant) are asked • Think in advance and practice your response


EXAMPLES • What is the biggest mistake you have ever made? • What do you consider to be your two greatest strengths? • Tell me a little bit about your background. • What did you really enjoy /dislike about your last job? • Why did you leave your position? • What have you done to upgrade your skills? • What was your greatest contribution to the department? • What are your areas of weakness? • What responsibilities do you enjoy most? • Do you have any questions?

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SAMPLE RESPONSES TO COMMONLY ASKED

QUESTIONS


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TELL ME ABOUT YOURSELF • Talk about skills, traits, accomplishments and interest • Focus on manager’s need • Concise and reasonable length


TELL ME ABOUT YOUR LAST JOB

• Stress accomplishments, results and benefits • Pick the most relevant to the needs of the manager

SAMPLE RESPONSE TO COMMONLY ASKED QUESTIONS

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WHAT RESPONSIBILITIES DO YOU ENJOY MOST IN YOUR CURRENT POSITION ?

• Refer to identical responsibilities • If last job and next job are different, find honest ways to

bridge the gap • This response to be thought through in advance


WHAT ARE YOUR STRENGTHS ?

• Another opportunity to present your skills and achievements • Make them as relevant as possible


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WHAT ARE YOUR WEAKNESSES ?

Two Answers: (1) Providing a weakness which is not really seen as a weakness (2) Say……….no weakness


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WHAT SHOULD YOU ASK • The interview is a two way exchange of information • Don’t ask too many questions

EXAMPLES • Can you tell me the key result areas for this job? • What are some of the challenges facing this position? • Who would I be reporting to? • What aspects of this position need immediate attention? • When is the position available? • What skills would be an asset in this position? • How long has this position been available?

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BEHAVIOURAL INTERVIEWING “Past performance is the best indicator of Future Performance” • Probing type questions are asked to determine your past

performance, achievements and contributions • It determines how successful you might be in the position


EXAMPLES • Tell me about a situation when you went above and beyond

your managers expectations? • Describe a team you participated on and how did you

contribute? • Tell me about a time where you had a number of demands being

made on you at the same time? How did you handle it? • Describe a time where you demonstrated excellent listening

skills?

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PREPARATION FOR BEHAVIOURAL INTERVIEWING • Best Prep – Prepare a wide range of brief stories about your

accomplishment. Be aware of specific skills • Sometime interviewers probe contrary information @ Discovering a positive, they seek a negative @ Discovering a negative, they seek a positive • They also ask……………….. . Strengths and weaknesses . Success and failures . Challenges and problems


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WHAT THE INTERVIEWER LOOK FOR

• The interviewer rate skills in two major areas

@ Job or technical skills – specific knowledge for doing the task

@ Performance skills – often reflect how a person does a particular job

Tips: The best way to answer behavioral questions is to recall a situation, your action and the outcome


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EXERCISE

BEHAVIOURAL INTERVIEW

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Understand the

position


Highlight Strengths & Skills

THE INTERVIEW Prepare for

the Interview

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OVERALL COMMUNICATION STRATEGY • Focus on establishing a good rapport with your interviewer • Interviewers make judgments on qualifications based

primarily on what you communicate to them

THE INTERVIEW

The job interview is the culmination of all preparation

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THE INTERVIEW

ACTIVE LISTENING • Active listening is important as an interview proceeds • Be certain that you hear accurately @ Best way to do this…… Summarize important information

and ask if your summary is correct • Your accuracy as a listener demonstrates specific skills you

have that might be of value • Don’t assume that everyone understand you @ Best way to Judge………….Check back with the other person

to make sure your message is clear

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THE INTERVIEW

NON VERBAL COMMUNICATION • Body language can be interpreted both positively and

negatively @ Avoid distractions @ Tense behavior conveys a lack of confidence @ Facial expressions should show enthusiasm……..SMILE @ Good eye contact . Single Interviewer . Group Interviewer

EYE CONTACT : LET THE INTERVIEWERS KNOW THAT YOU NOTICE THEM NOTICING

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DURING THE INTERVIEW YOU NEED TO: • Match your qualifications and skills • Actively listen, respond with interest and ask questions

about the responsibilities of the position • Explain how you fit

• Establish rapport with the interviewer at the beginning

• Substantiate your qualifications with specific examples of

accomplishments

• Prepare answers to areas of weakness

THE INTERVIEW

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PURPOSE . See… how you fit into a particular group . See …how you handle talking with several people at once . Get a cross section of opinions . All people in hiring can see all candidates at the same time

THE INTERVIEW

Same time

More than

one

person

Same room

Mixture of people

PANEL

INTERVIEW

PANEL

INTERVIEW

????

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You Require…………….. . To adopt more of a presentation style to

your answers . To find a way to feel comfortable in front of

group of people

THE INTERVIEW

PANEL

INTERVIEW

SOME TIPS FOR PANEL INTERVIEW • Try to remember each persons name and title • Give each person some attention-verbally and non-verbally • Remember to shake hands with all when entering and

leaving the interview • Maintain good eye contact

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POST INTERVIEW CHECKLIST • Was I prepared? Relaxed? Well rested? • Did the introduction go smoothly? • Did I make regular eye contact? • Did I smile regularly? • How did I respond to the questions? • What two things did I do very well? • What two things would I do differently next time? • Was I professional, cool and calm?

THE INTERVIEW

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POST INTERVIEW CHECKLIST • Did I ask good questions? • Was I dressed appropriately? • Was I on time? • Was I enthusiastic about the position? • Did I target my response to the hiring managers need? • Did I communicate my interest in the position? • Was my posture appropriate? • Did I give specific examples to substantiate my skills, abilities and

talents?

THE INTERVIEW

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POST INTERVIEW CHECKLIST • Did I make it clear to the manager why I should be hired? • Did I thank the hiring manager for taking the time to

interview me? • What question could I have answered differently? • What did I learn from this experience? • Did I ask about the next step in the process? • What would I do differently the next time?

THE INTERVIEW

YOU CAN ALSO USE THESE QUESTIONS

AS A PRE-INTERVIEW CHECKLIST

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SKILL PRACTICE WORKSHEET

• Prepare for your role by discussing the position being interviewed for with your role play partner

• Together agree on an area of competency for that position e.g. communications, problem solving, technical skills

• Develop a behavioral type response for that competency

• Be prepared to respond during your interview

• Think about commonly asked questions and be prepared e.g.

. Tell me about yourself?

. What are your strengths and weakness?

. What makes you qualified for this position?

• Develop a question you would want to ask the interviewer

THE INTERVIEW

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EXERCISE

INTERVIEW WORKSHEET

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STANDARD SECTION OF RESUME

• Profile Summary

• Career History

• Education

• Professional Development

• Clubs, Associations, Memberships

CV & RESUME

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CONTENTS OF CV • Name, address, telephone, cell phone, email • Objective • Professional Profile (optional) • Career Chronology (organization, location, appointment,

major areas of experience, major duties performed) • Education and Training (dates, majors, and details of

degrees, training and certification, high school, college, university)

• Professional Qualifications (certifications and accreditations, computer skills)

• Awards, Publications, Professional Memberships • Personal Details (father’s name, mother’s name ,

date of birth, marital status, religion, interest, language known)

• References

CV & RESUME

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CV / RESUME

PROFILE SUMMARY

………..Usually consists 03-05 key phrases ………..Encompasses both human and technical talent ………..These are the answers of primary questions IN A NUTSHELL, Who are you and what are your key skills & strengths?

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SAMPLE SKILL/COMPETENCY STATEMENT

• Excellent strategic organizational planning and coordination skills for project and program initiation, staffing, start-up, implementation and timely completion within limited budgets and resources

• Good supervisory strengths for staff management, delegation, supervision, training and conflict resolution

• Good interpersonal and leadership skills for facilitation of a positive team oriented management style

• Extensive and successful experience and expertise in financial resource acquisitions and management, equipment procurement and budget development

CV / RESUME

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CV / RESUME

CAREER ACCOMPLISHMENTS

Demonstrate how you used your talents, strengths, competencies and skills to achieve results IN A NUTSHELL, What have you done? How did you do it? What was the result?

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SAMPLE ACCOMPLISHMENT STATEMENT

• Acted as a facilitator at conferences and designed training courses on interview techniques and assertiveness training

• Communicated effectively and diplomatically with professional colleagues as an analyst, and as an advisor to boards and senior political officials

• Under constraints of governmental mandates, maintained contractual compliance ensuring continued and increased funds availability

• Analyzed system needs and assisted design, development and implementation of customized accounting system to replace an outdated manual system

• Prepared, implemented and maintained a departmental operating budget in excess $ 1 M.

CV / RESUME

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CV / RESUME

EDUCATION

………..Highlight education completed/in progress ………..Include all degrees, diplomas, certificates IN A NUTSHELL, What academic qualifications do you have related to the position?

PROFESSIONAL DEVELOPMENT

• Highlights courses, workshops, seminars or programs completed IN A NUTSHELL, What have you done lately to improve your technical and interpersonal skills?

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CV / RESUME

CLUBS, ASSOCIATIONS, MEMBERSHIP,

PROFESSIONAL AFFILIATIONS

………..List all clubs, associations, memberships or professional affiliations ………..If you are in a leadership role on any association, be sure to include it IN A NUTSHELL, How have you added value to the community or fulfilled your social responsibility?

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BEST PRACTICES OF CV / RESUME

• Should be typed

• Headings are easily distinguishable and clear

• Length- not more than 02 pages (Resume), 08 pages (CV)

• Print on high quality paper, preferably on white

• Use a reader friendly font and style

• Focus content according to the requirements of position

• Ensure error freeness ( spelling, grammatical etc)

• Ensure it is free of any dirt

• Lead from a position of strength, regardless of your education or experience

• Strike a balance between too much and too little information

• Use 8.5 x 11 envelope to avoid folding

CV & RESUME

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QUESTIONS AND ANSWERS

WHAT ARE THE STEPS IN THE INTERVIEW PROCESS ? • Introduction • Questions and Answers • Closing • Follow up

WHAT THE INTERVIEWERS LOOK FOR ? • Job Knowledge • Skills • Abilities • Personal Characteristics

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HOW CAN YOU BUILD CONFIDENCE ? • Talk about best points • Speak with confidence • Do use words that show you have faith in yourself • Answer the interviewers concern • Avoid negative statement • Don’t use weak words

WHAT ARE THE KEY TO SUCCESS ? • Distinguish yourself • Communicate a strong understanding of the job • Express how your strengths not only meet but exceed requirements even in a worst case scenario • Demonstrate how you will add value to the organization

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HOW TO MAKE A GOOD IMPRESSION ? • Learn about the company history, its employees and specific job that you want • Dress professionally • Arrive early for the interview • Actively participate in the conversation…….listen actively, make eye contact, shake hands etc • Answers questions honestly • Come prepared to defend your CV • Ask questions about the job • Answers questions calmly • Thank your interviewer • Write thank you notes…………should be short and positive

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EXERCISE - INTERVIEWING

• HIGHEST HOPES

What do you think you can accomplish during an interview for

which you are prepared and confident………that is your highest

hope

• WORST FEARS

What is about a job interview that most concerns you………that

is your worst fear

THANK YOU

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