Job Interview Preparation Workshop

11/24/2015 1
WELCOME
WORKSHOP
ON
JOB INTERVIEW PREPARATION
&
EFFECTIVE CV WRITING

11/24/2015 2
• Three men went to a hotel to share a room
• The clerk asked for $300
• Each man paid $100, making up the $300
• The hotelkeeper then decided to allow a discount for the
day, charging only $250 for the room
• He told the clerk to return $50 to the three men
• The clerk pocketed $20 for himself. He gave the remaining
$30 back to the three men
• Each man took back $10. Therefore, each man paid 100 -
10 = $90 to the hotel
• $90 x 3 = $270 + the clerk's $20 = $290
• Question: Where has the remaining $10 gone?
SCRATCH YOUR HEAD

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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
CAREER PLANNING & JOB
INTERVIEWING

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CAREER PLANNING & JOB INTERVIEWING
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

11/24/2015 16
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
PREPARING
APPLICATION
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 CHECKLIST
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

11/24/2015 25
• 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

11/24/2015 26
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

11/24/2015 27
• 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

11/24/2015 28

11/24/2015 29
PREPARING
APPLICATION
CREATING POSITIVE
IMPRESSION
APPLICATION
CHECKLIST
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
CREATING POSITIVE
IMPRESSION
PREPARATION STAGE

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CREATING POSITIVE
IMPRESSION
PREPARATION
STAGE
DURING THE
INTERVIEW
• 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

11/24/2015 32
CREATING POSITIVE
IMPRESSION
PREPARATION
STAGE
DURING THE
INTERVIEW
• 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 ????
PREPARING
APPLICATION
CREATING POSITIVE
IMPRESSION

11/24/2015 34
Understand the
Position
Highlights
Strengths & Skills
PREPARE FOR
THE INTERVIEW
The Interview

11/24/2015 35
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

11/24/2015 36
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

11/24/2015 37
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?

11/24/2015 43
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?

11/24/2015 45
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

11/24/2015 48
WHAT ARE YOUR WEAKNESSES ?
Two Answers:
(1) Providing a weakness which is not really seen as a
weakness
(2) Say……….no weakness

11/24/2015 49
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?

11/24/2015 50
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?

11/24/2015 51
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

11/24/2015 52
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

11/24/2015 53
EXERCISE
BEHAVIOURAL INTERVIEW

11/24/2015 54
Understand the
position
Highlight
Strengths & Skills
THE INTERVIEW
Prepare for
the Interview

11/24/2015 55
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

11/24/2015 56
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

11/24/2015 57
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

11/24/2015 58
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

11/24/2015 59
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
????

11/24/2015 60
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

11/24/2015 61
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

11/24/2015 62
• 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

11/24/2015 63
• 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

11/24/2015 64
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

11/24/2015 65
EXERCISE
INTERVIEW WORKSHEET

11/24/2015 66
STANDARD SECTION OF RESUME
• Profile Summary
• Career History
• Education
• Professional Development
• Clubs, Associations, Memberships
CV & RESUME

11/24/2015 67
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

11/24/2015 68
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?

11/24/2015 69
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

11/24/2015 70
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?

11/24/2015 71
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

11/24/2015 72
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?

11/24/2015 73
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?

11/24/2015 74
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

11/24/2015 76
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

11/24/2015 77
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

11/24/2015 78
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

11/24/2015 80
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

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