HONING YOUR INTERVIEW SKILLS
Those who have been job hunting for a while know that just getting a call for a first interview feels like you’ve met your goal. But that phone call is just the beginning of a new phase of the search. Interviewing for a job entails a lot of work: research, careful consideration, practice, and preparation. Because when you’ve put in the hours and effort to reach that first goal of an interview, you don’t want to blow your chances!
“The only purpose of your résumé and of interviewing is to be memorable. So go in and tell your story, and connect yourself to the job and their company.”
—Bernice Kao, job/career specialist and job service outreach librarian at Fresno County (California) Public Library
BEST IN SHOW—INTERVIEWING
Beshara, Tony. Acing the Interview: How to Ask and Answer the Questions That Will Get You the Job. (New York: AMACOM, 2008).
Oliver, Vicky. 301 Smart Answers to Tough Interview Questions. (Naperville, IL: Sourcebooks, 2005).
Burns, Dan. The First 60 Seconds: Win the Job Interview before It Begins. (Naperville, IL: Sourcebooks, 2009).
Schuman, Nancy. The Job Interview Phrase Book: The Things to Say to Get You the Job You Want. (Avon, MA: Adams Media, 2009).
LIBRARY RESOURCES
Does your public library offer classes or workshops in interviewing skills? What about one-on-one practice sessions or consultations? You may think such services aren’t part of a library’s mission, but many public libraries are partnering with local job service organizations, finding skilled volunteers, or training librarians to help with steps like interviewing so that they can help out the job hunters in their communities.
So call your library, visit its website, or stop in to see what help it might offer with interview prep, planning, and practice.
TYPES OF INTERVIEWS
It’s true: there may be more than one type of interview involved in your job search. Whether you’ve requested an information interview, been asked to a participate in what is clearly a prescreening telephone call with a recruiter, or are going for the whole enchilada—the one-on-one, suit-and-tie, formal first interview—prepare thoroughly for each interview and always act in a businesslike manner. For more particulars on each type, read on.
INFORMATION INTERVIEWS
An information interview is different from a standard job interview. You should try to set up your own information interviews when you’re trying to break into a field (as a new graduate or as a career-changer). You want to pinpoint someone who is established in that field—with the purpose of learning his insights into the state of the industry in your area, typical duties and responsibilities, skill set and education needed, and just about anything else that might help you target your search.
Not only can you learn a lot from an information interview, it is a powerful way to build your network. You might even get a job offer! An added benefit: information interviews allow you to practice for interviews and get comfortable with the format, without the pressure of trying for a specific job.
WHO?
Whom should you ask for an information interview? If possible, try to set up several. Start with people you know from your personal network, then consider professionals you’ve met while networking for a job. Then browse listings of professional associations: board members and committee chairs are good bets for industry insiders who are willing to give up their time to help others. Consider only people who have worked in your target industry for at least several years; managers or executives are best.
HOW LONG?
Because this interview is a favor to you, keep it short—half an hour at the very most. Use every minute of that time to get the information you want: that means taking time well in advance to plan what you want to cover. Consider what would benefit you most and focus on one or two areas such as those listed under “What to Discuss?” below. For best results, let your interviewee know in advance what area you’d like to learn about.
WHAT FIRST?
Treat an information interview as you would a “real” job interview. That means:
• Doing your research on the company in advance
• Having questions and statements ready and rehearsed for a smooth conversation
• Preparing and bringing at least two copies of your résumé (and your portfolio)
• Dressing appropriately
• Starting the meeting by exchanging business cards: now the professional has your contact info at hand (and you have hers)
WHAT TO DISCUSS?
What do you want to know the most about? Possibilities include:
• What is it like to be a typical fill-in-the-blank worker? What are the job responsibilities and duties, and skills and knowledge required?
• How’s my job-search strategy? Have the professional review what you’re doing, where you’re looking, and your résumé and experience.
• What is the state of the industry? Cover job outlook, salaries, changes coming up, major players in the area.
INFORMATION INTERVIEW DOs AND DON’Ts
DON’T ask for a job in an information interview. People are willing to give you their time because they expect you to not do this. (But if someone offers you a job interview, an internship, or a position at the company, that’s fine!)
DO ask for suggestions (or recommendations) of whom to contact for a job, or ask her to do some light networking on your behalf.
DON’T let the established professional take control of the conversation. To ensure you cover what you want to discuss, begin the meeting with a brief introduction and explanation of what you’d like to learn during the meeting.
DO ask your interviewee if you can contact her again within a couple of weeks to see if she has any ideas for your job search.
DON’T ask for a job. (We can’t stress this enough!)
DO take notes. Jot down names of individuals and companies that might be job leads, write down their advice, and mark up a copy of your résumé if the person reviews it.
TELEPHONE INTERVIEWS
A hiring company or recruiter may conduct the first interview over the telephone, as this is more time-efficient for the interviewer (and you, too!). Here is what a professional recruiter has to say about phone interviews:
“The trend right now is to do a phone screen first,” says Dionna Keels, a member of the SHRM (Society for Human Resource Management) staffing management expertise panel. “The goal is for the recruiter to be sure they’re comfortable bringing a person in to meet with the hiring manager, without wasting anyone’s time. Phone screens are almost a weeding-out process.
“A phone interview really is a first interview—so don’t make the mistake of thinking it’s not important,” Keels stresses. “Do your preparation before the call. Do some research on the company you’re interviewing with.”
She encourages job interviewees to make it easier on the other person by holding a two-way conversation—which demonstrates your intelligence and personality. “Ask questions and find out more about the [job opening],” she recommends. “Your personal skills are very important over the phone. Talk openly about your experience and skills; have a real conversation.”
Keels explains that what the telephone interviewer is after is proof that your work experience is a good match for the opening. “But they may also be doing a culture screen. They want to find out what you’re looking for and see if it’s a match,” she says. How do you “ace” a culture screen? Make it part of your preinterview research. Keels says, “If you go to the company’s career page on their website, they may have videos and information that describe their culture. You may also find an HR professional through LinkedIn or the website, and call them up to explain that you’re interviewing for a position there and have a couple of questions about the corporate culture. Also, ask anyone you know who has ever worked there. Look for employee blogs . . .”
In a way, telephone interviews are easier than in-person interviews because you can refer to notes or an outline when answering (or asking) questions. Have a copy of the résumé you sent in and highlight the areas you’d like to talk about.
TIP: Bernice Kao has two recommendations for speaking well on the phone: smile when you speak and place a mirror where you can see it. Check your expression in the mirror when you answer the phone and throughout the interview to ensure you are speaking clearly and naturally—and putting that smile in your voice.
“PHONE-PLUS-VIDEO” INTERVIEWS
According to an article in Time magazine, job interviews via computerized video chats are growing in popularity—especially for interviewing out-of-state job candidates. In “How Skype Is Changing the Job Interview,” Barbara Kiviat offers pointers for preparing yourself and your “set” to appear on-screen at www.time.com/time/business/article/
0,8599,1930838,00.html#ixzz0ffanZJBc.
TIP: Whether you’re scheduling a telephone interview, a first interview, or a follow-up interview, make sure you get the details. If your contact doesn’t offer you the information, ask how many people you’ll be meeting with and write down everyone’s name and title. Ask for an estimated time frame (will you be there one hour or all afternoon?), if you will be expected to take any tests (assessment, skills, or software tests). Finally, make sure you understand where to show up, including the floor number and whom to ask for when you arrive.
IN-PERSON INTERVIEWS
The key to a successful in-person interview is preparation. That includes doing your research on the company and industry (Chapter 7), and thoroughly practicing interviews. Part of your practice should include:
• Researching, brainstorming, and asking professional friends to come up with likely topics that will be covered, such as your strengths and weaknesses, your ideal day at the job, etc.—and then decide how you want to answer those. “But don’t try to guess interview questions and then memorize answers,” warns Kao. “It’s not going to sound like you.”
• Coming up with real anecdotes, examples, results, and challenges from your previous work that you would like to mention. Then write them down and/or say them out loud a few times. Memorize any percentages, years, etc., you’d like to include. “Practice telling your stories beforehand,” urges Kao. “Make sure each one illustrates a skill. You can practice short speeches very casually, by telling a friend.”
• In order to conquer nervousness, asking a friend to hold a practice interview with you. “Practice each interview as if your life depends on it. Then treat the real interview as if it’s another practice,” advises Kao. “It’s fine to be nervous when you’re interviewing—but practicing will help with this. You have to practice over and over in order to gain confidence.”
• Rehearsing your stories, anecdotes, etc., in front of a mirror, or even videotaping yourself. Check your body language: do you look engaged, interested, and vital? Try leaning forward, keeping an open expression on your face, and uncrossing your arms.
WHAT TO WEAR
These days, company dress codes range from business suits to blue jeans, making it difficult to know what to wear to a job interview. Jill Silman, SPHR, vice president at Meador Staffing Services and a spokesperson for the Society of Human Resources Management (SHRM), offers a good guide:
“Dress for the job. The whole interview is to prove you fit in; you want your clothes to help send this subconscious message to your interviewer. If you have to, stalk the company and see how people are dressed as they come out for lunch. If they all look like an ad for the Gap, you don’t want to wear a suit, hose, and heels to your interview.”
Silman says its OK to call the company’s human resources before the interview to ask about the dress code for employees. “And if you’re in doubt, you should dress up, not down.”
Kao adds some good advice: No matter what you plan to wear, “Get used to your interview outfit,” she says. “Practice wearing the whole outfit while standing, walking, and sitting. Never wear the outfit for the first time to an interview unless you want to look like a robot.”
FOLLOW-UP INTERVIEWS
If your first interview goes well, you may be asked back for a second—and possibly a third—meeting. These follow-up interviews are likely to include more or different interviewers, as you are scoped out by all the key players.
Every company has its own procedure, but you may be offered the job as early as the end of the second interview—so be prepared beforehand to negotiate your salary and other terms. (Chapter 9 will help you plan for this.) Or you may be invited back for a third or even fourth time.
Treat all follow-up interviews much like your first interview; don’t slack on review of your previous research and repeat your preparation. You should have noted the anecdotes and accomplishments you mentioned during all subsequent interviews, so review that information, as well. You don’t want to repeat a long anecdote to the same person a second time! Instead, consider what you didn’t get a chance to say, or a point you didn’t get a chance to sell, and try to work that into your conversation.
Keep in mind that if you passed the first interview, subsequent meetings may be to see if you are a good fit for the personality or culture of the company, so the questioning may be more personal: What would you do in this situation? How do you handle conflict? What types of activities do you enjoy in your off-hours?
TIP: Be sure to ask more questions in follow-up interviews; you want to have all the information you need to make a decision and start negotiating!
PANEL INTERVIEWS
Don’t be too surprised if your first or second interview for a job is conducted by a panel of managers or employees. “Many companies are using panel interviews to save managers’ time,” says Keels. “Also, a lot of companies feel that in a panel interview, the interviewers can feed off one another’s questions, and this makes them better interviewers and keeps them more comfortable.”
Make sure you ask with whom you’ll be interviewing when you set up the appointment, so that you can be prepared to face a panel or group if necessary. Kao recommends that at a panel interview, you should address and thank the person who asks the first question, then go around the panel while you talk until you come back to the first panelist. Continue to “rotate” your attention as you answer each question.
JUGGLING INTERVIEWS AND A JOB
If you’re employed and looking for a new job, it can get tough to be discreet about taking time off for interviews. If you don’t want your current employer to know that you’re looking, these are your options:
• Take a day or half-day off work. This will allow you to dress and prepare appropriately. The downside: if you have multiple interviews, that’s a lot of time off!
• Try to schedule in-person interviews for first thing in the morning, or at the end of the day, to avoid taking too much time off. You can ask for an hour or so off for “an appointment” or “personal business.”
• Consider asking the interviewing company if you can come in (or phone in) after business hours. They should understand that you may not be able to take time off from your job—particularly if you’ve already been in for one or two interviews.
If you don’t want your supervisor to know you’re interviewing, be sure to mention this to everyone you interview with, to make sure no one lets the cat out of the bag until after you’ve accepted a job offer!
WHAT TO ASK, ANSWER, AND SAY
A lot of people have trouble talking about themselves and their accomplishments. Some have trouble simply talking when under pressure. That’s why it’s important to practice interviewing: what you’d like to say, how you’ll respond to questions on the fly, and what you want to ask.
Kao coaches job hunters at her library every day, and based on her extensive experience, she says, “Don’t mumble. Take your time while talking, and pause. . . . Pauses are a way to turn an interview into a relaxed conversation. They encourage dialogue instead of a lecture.” Another tip: “Talk for two minutes at a time—no more. Let them ask for more information if they want it.”
TIP: Part of your preparation for an interview should be self-introspection. That means considering and knowing your greatest strengths and how they match up to the open position, your personality, your style of work, and your work values.
TAKE CONTROL OF THE INTERVIEW
Try to get the interviewer to talk first—even if it’s just a brief overview of the open position. The more she tells you about the position, department, and organization, the better you can tailor your own comments to demonstrate what a great fit you are.
If the interviewer jumps right in by asking you to talk about yourself, lob the ball back into his court with a request like “If you don’t mind, can you first tell me a little about the position, so that I can better describe how my experience might fit here?” Then you can launch into your concise description of your experience, skills, and qualifications. This question offers a golden opportunity to highlight what you had planned to say to sell yourself—so do some planning and practicing, and be ready for it!
TELL A STORY
Kao is a proponent of job hunters being proactive while interviewing. This entails planning and practicing specific “stories” to tell while you’re being interviewed. Formulate these stories based on the research you’ve done on the organization and the open position, to highlight areas that fit well with what you’ve learned. Your stories might include:
• A specific accomplishment from your most recent job: how you cut your department’s budget by 23 percent last year, how you upgraded the customer-service software system, or how you wooed a new corporation into becoming the company’s largest customer.
• An enthusiastic description of recent learning: the workshop you attended on a new industry-specific software package, the book you just finished on teamwork.
• An event that demonstrates a personal skill: how you handled an unexpected challenge, how you successfully managed a team of colleagues, how you juggled two jobs while your manager was on maternity leave.
• An anecdote that showcases your work values: how you mentored a new employee, how you volunteer in your professional association.
“Think of ways to communicate your value, how you can help your future employer,” says Kao.
SHOW OFF YOUR RESEARCH
You did the hard work of researching the hiring organization and industry—don’t forget to let your interviewers know!
Find a way to work your knowledge of the company and of the latest industry news into the conversation. Better yet, share your personal insights and opinions on that news. “They want to find out what you know that they don’t even know yet,” says Kao. “So talk about news items, industry trends, new technology as it relates to their business. You want to be the person who can tell them something that none of the other candidates can.”
“Never say ‘I don’t know.’ Instead, say something like ‘I’m not too familiar with this subject, but let me tell you about . . .’ and go on to relate a story about how you mastered a new skill, or how your experience fits with the overall subject.”
—Bernice Kao, job/career specialist and job service outreach librarian at Fresno County (California) Public Library
READ REAL-LIFE INTERVIEW QUESTIONS
Visit Glassdoor.com to read information posted about companies by actual interviewees, including real-life interview questions. You can find specific companies by profession/industry. Individuals post how they were initially approached by a company, what their interview process was like, and one or two examples of interview questions they were asked.
ASK QUESTIONS
Any job interview should be a two-way conversation. That means not only should you reply to questions, but ask some of your own. This demonstrates that you’re curious about the open position and the company, that you understand the industry, work, structure, etc., and that you have a unique mind!
• Ask questions to clarify details you find unclear.
• Ask questions that demonstrate your own values and work culture: Does teamwork play a big part in the work style here? Do you value independence in your staff?
• Interview the interviewer: Why does he like working there, or why has he been there so long? What does he see as the department’s strengths or weaknesses?
• Don’t pretend to understand something you don’t! Ask for definitions or explanations.
TWO INTERVIEW MUSTS
Unless you decide that you really don’t want the job you’re interviewing for, there are two things you should use to close every interview:
1. Let them know you want the job. State clearly and directly that you want the position.
2. Find out what the interview process is. It is perfectly acceptable to ask questions to clarify the next step and when you should expect to hear from them. You can also ask how many candidates they’re interviewing.
“It’s all right to ask, ‘How did I do?’ You can even ask, ‘What else do you want to know about me in order to choose me for this position?’”
—Bernice Kao, job/career specialist and job service outreach librarian at Fresno County (California) Public Library
TESTING, TESTING, 1–2
Many organizations use some type of test to help qualify job candidates. At some point in the interviewing process, you may be asked to take:
• An assessment test: Typically multiple-choice in format, these tests are designed to reveal your personal characteristics, values, etc., which lets the hirer know whether you are ethical and honest or whether you are a good match for their corporate culture.
• A skills test: depending on the job you’re applying for, you may be tested on knowledge of a specific software program, your writing skills, or your math abilities.
• A typing test: how many words per minute can you type?
• A drug test: if the company requires drug screening, you may need to pass a drug test as a last step in the employment process.
Do your best to find out about any tests beforehand, so that you know what you’ll be expected to do during the interview.
AFTER EACH INTERVIEW
Whew—the interview’s over! That hurdle has been crossed, but you’re not finished yet—you have a few follow-up tasks:
1. Take notes. As soon as possible, write down your impressions of the company, the job, and the interviewers for your own future reference. And make sure you have the names and titles of everyone you spoke to.
2. If the organization asked for references, contact those people immediately to notify them that they may soon be hearing from your prospective employer. If appropriate, remind them or coach them on what to emphasize about you.
3. Send a thank-you to anyone who might have referred you for the interview, letting him know how it went.
4. More important, send thank-you notes to your interviewers.
GIVE THANKS
Sending a prompt, succinct, and well-written thank-you note or letter to each person you interviewed with is a crucial step in your job-search process. Why? Because it is one more opportunity for you to make an impression and stand out from your competition, to sell your best qualifications, to prove you are an excellent match, and to ask for the job.
Here are the rules of writing thank-yous:
• Write a separate (and unique) note to every person you interviewed with.
• Send your notes within twenty-four hours of the interview.
• It’s acceptable to e-mail a thank-you note, but writing or typing one and mailing it is better. A handwritten note is best used for a very brief communication, such as when you are thanking each of the four staff members you met with in addition to the department manager. (The manager may warrant a longer, typed letter.)
• Send a thank-you even if the interview did not go well or if you know you are no longer in the running for the position. Thank the interviewers for their time and consideration.
• Keep it brief—state your thanks, give one highlight of your accomplishments or one reference to a point that came up during the interview, and state your interest in the job.
TIP: Kao recommends, “Follow up any way you can think of. Try to be a memorable candidate. Mention something unique in each thank-you note that you have discussed during the interview. It is OK to enclose articles you talked about, or some extra writings you have done. But not photocopies of your award or trophies!”
TIP: If you’re good at writing on demand, here’s some great advice from Susan Strayer of susanstrayer.com: “Bring blank thank-you notes [with you to the interview]. Write them immediately afterward and ask receptionist to hand-deliver—a huge WOW.”
CHECKING IN
It’s OK to check in on the status of your candidacy if you don’t hear back from the interviewer. If you asked—and were told—that the hiring decision should be made within two weeks, contact the company a couple of days before that estimated deadline. If you don’t know the time frame, wait about a week before making contact.
Call or e-mail the person you interviewed with to say thank you again and restate your interest in the job. You can leave this information in a voice-mail message—but only call once to leave your message. If you keep hanging up on the person’s answering message, they may see your number come up on Caller ID multiple times, which makes you look like a stalker.
If you still don’t hear back after your first follow-up e-mail or voice mail, try again a week later. If you don’t get a reply to your second message, you’re not likely to hear back about the job. It’s time to stop trying to contact them and move on with your job search.
THE LAST WORD
Interviewing for a job can be a nerve-racking experience—especially for a job hunter who is eager to be employed and put all the hard work of the search behind him. But try to relax and enjoy the interview portion of your search. It will help make you a better interviewee, and it will allow you to take a close and objective look at your potential employer while you’re on the premises and get a good feel for what it would be like to work there.