Transcript Chapter 9 Applications, Interviews, and Follow-Up

Applications,
Interviews, and
Follow-Up
Messages
Chapter 9 – Slide 1
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Learning Objectives
Complete applications that generate interviews.
Identify and implement successful interview
techniques prior to, during, and following interviews.
Analyze employment applications and employeerelated messages to verify that they reflect the six
Cs of effective messages and acceptable message
formats.
Chapter 9 – Slide 2
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Learning Objectives (continued)
Prepare effective employment-related messages—
follow-up inquiries, thank-you messages,
acceptances, refusals, and resignations—by
applying the CBO approach and the strategy
appropriate for the message.
Chapter 9 – Slide 3
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Section 1: Employment Applications
Tips for Completing All Applications
Plan ahead; have your résumé and references available.
Read the entire application before you begin.
Follow the directions exactly.
Complete all sections. Write N/A when appropriate.
Identify the position you are seeking.
Present employment and educational histories in the
order requested.
Chapter 9 – Slide 4
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Tips for Completing All Applications (continued)
Tailor the application to the position; use keywords
and demonstrate knowledge about the company.
Answer truthfully; employers conduct background
checks.
Check spelling and grammar. Check accuracy of
names and dates.
Sign/verify and date the application.
Keep a copy.
Chapter 9 – Slide 5
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Extra Tips for Online Applications
Allot enough time to complete the application.
Notify employer if you experience technical difficulties.
Key information directly into the application.
Click the Submit or Send button once.
Complete optional testing.
Chapter 9 – Slide 6
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Section 2: Employment Interviews
Before the Interview
Review personal and employer information.
Investigate salaries.
Practice responses to typical and behavioral interview
questions.
Develop questions for the interviewer.
Assemble interview materials.
Confirm the interview appointment.
Polish your professional image.
Chapter 9 – Slide 7
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Responses During the Interview
Listen intently.
Answer honestly, enthusiastically, and thoughtfully.
Relate all comments to the targeted position.
Pay attention to verbal and nonverbal cues.
Be positive, even about negative situations.
Chapter 9 – Slide 8
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Body Language During the Interview
Do not chew gum or smoke.
Stand until asked to sit and then sit appropriately.
Maintain adequate personal space.
Maintain eye contact, but avoid staring.
Avoid movements that send negative signals.
Speak in a moderate voice and use proper grammar.
Chapter 9 – Slide 9
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Interview Closure
Watch for signs the interview is ending.
Offer to provide additional information.
Restate your interest in the job.
Express appreciation for the interview.
Clarify when the hiring decision will be made.
Chapter 9 – Slide 10
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
After the Interview
File your interview notes for later reference.
Promptly deliver additional requested materials.
Send a thank-you message within 24 to 48 hours.
E-mail or fax a thank-you within a few hours if a hiring
decision is to be made quickly.
Chapter 9 – Slide 11
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Reasons for Rejection
Arriving late for the interview.
Dressing too casually.
Revealing confidential information.
Talking negatively about co-workers.
Knowing nothing about the organization.
Asking about benefits/salary at the initial interview.
Chapter 9 – Slide 12
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Preparing for a Phone Interview
Record a professional, concise message for your
answering machine or voice mail.
Project a positive, professional image; apply phone
etiquette.
Determine a message-taking system with family
members.
Keep necessary correspondence within reach.
Chapter 9 – Slide 13
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Preparing for a Phone Interview (continued)
Select a quiet interview room.
Check messages two to three times a day.
Provide a brief explanation and ask to reschedule if
an interviewer calls at an inconvenient time.
Dress as though you are interviewing face-to-face.
Chapter 9 – Slide 14
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
The Phone Interview
Turn off call waiting.
Answer the phone professionally and
enthusiastically.
Keep the name of interviewer visible for reference.
Smile. Speak clearly and courteously.
Allow the interviewer to lead and end the
conversation.
Chapter 9 – Slide 15
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
The Phone Interview (continued)
Give short, complete answers directed at the job.
Provide clarification if you sense confusion.
Follow-up with a thank-you message.
Supply additional information promptly.
Chapter 9 – Slide 16
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Section 3: Additional Employment Messages
Follow-Up Messages
Follow-Up Inquiry
Refusal Message
Thank-You Message
Resignation Message
Acceptance Message
Chapter 9 – Slide 17
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Follow-Up Inquiry
Open with the main idea–an inquiry about the position.
Explain your interest in the position.
Mention the date of your initial correspondence.
Restate your qualifications.
Indicate that your cover letter and résumé are
enclosed.
End the message with a request for an interview.
Chapter 9 – Slide 18
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Thank-You Message
Open with the main idea—thanking the interviewer.
Emphasize how your qualifications fit the needs.
Add an extra tidbit about yourself.
Ask what else you can send.
Include a personalized comment about the firm.
Close by saying you would like the position.
Chapter 9 – Slide 19
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Acceptance Message
Begin with the main idea—the acceptance.
Add one or two goodwill statements.
End courteously with a confirmation of the starting
date and time.
Chapter 9 – Slide 20
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Refusal Message
Begin with a buffer.
Provide an explanation for your decision.
Imply or state the main idea—the refusal.
Provide additional comments to neutralize the refusal.
Maintain goodwill by restating your appreciation.
Chapter 9 – Slide 21
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©
Resignation Message
Begin with the main idea—the resignation.
Provide a brief rationale for your decision, including
a resignation date.
Maintain goodwill by restating your appreciation for
your work experience at the company.
Chapter 9 – Slide 22
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©