Employment file; job interview

EMPLOYMENT FILE; JOB INTERVIEW

Objectives:

- students will learn to self assess: draft application letter; CV; prepare the interview

- formal letter skills development

- interviewing skills

It is highly likely that you will change jobs and positions several times during your life. Responding to advertisements, to posted job openings in your current organization or to recruiters demands, some form of written presentation. Most 'ads' use abbreviated forms: 'Wntd' (wanted); 'smll co' (small company); 'slry' (salary); 'usl bnfts' (usual benefits); 'clk' (clerk); 'accnts' (accounts); 'mngr' (manager); 'asst' (assistant), 'vcs' (vacations); etc.

When you seek a first position or you desire a new position, you must promote and 'sell' yourself as a product. Therefore, market research is needed concerning job and career opportunities before starting to write and make a product attributes analysis that will attract the employer.

For an adequate self-appraisal take an inventory of your employment qualifications. List your specific achievements, capabilities, interests, attitudes and characteristics under certain heading:

1. Work experience: dates, employers, titles, duties, responsibilities, successes, promotions.

2. Education: schools you attended: junior colleges, colleges, universities, technical schools, -dates, names, locations, degrees, scholastic standing in each, accomplishments.

3. Extracurricular and professional organization achievements: membership in sports, church, social community, projects, coaching, student teaching, tutoring; achievements, honors, awards-scholarships, honor rolls, recognitions.

Interests, preferences, attitudes: integrity, enthusiasm, dependability, ability to communicate in writing and orally, intelligence, ability to listen, maturity, analytical, ability, to cooperate with others, emotional stability, decision-making ability, capacity of leadership, self-confidence, adaptability, sense of humor, determination, health and energy, etc, etc.

The next step will be your job-getting campaign and determine which job and employers require what you have to offer. Published sources and various people can help to inform you about careers and jobs available in your domain. Annual reports, recruiting booklets, occasional articles in business and professional journals present companies' new ventures, expansions, additional products.

After having evaluated your assets, and researched job opportunities and employers' requirements, you are ready to prepare your written 'sales promotion'. Prepare a CV (resume) organizing pertinent facts under appropriate headings, emphasize your strong points honestly. Write then an application letter.

1. CV (Resume)

The CV gives the reader a general image of the applicant - who you are, what you want, what you have to offer, where you can be contacted.

Prepare your resume ready for any time you may need it. Its content will provide information required by any employer and its layout will follow some general rules. Dates may be arranged in reverse chronological order, if preferred, and the headings and dates are placed usually either on the left margin or centered, and the subheadings begin at the left margin and dates near the end of the same line. It is desirable that the CV have only one page. The content will comprise:

I) Opening section:

a) Your name, address, telephone number

b) job or career objective

II) Summary of basic qualifications

a) Education

-school names and locations, dates attended, degrees, certificates

-major, significant courses; academic honors, grade-point average if high; achievements

III) Work experience

- employers' names and locations, dates (beginning and ending month and year), titles, positions, specific accomplishments

- volunteer work, research, publications

IV) Achievements, awards

-honors, publications

-travel, foreign languages, self-support, other facts

V) Personal data

-age, health, military service, hobbies

VI) References -usually provided upon request

2. Cover Letter

What Experts Say About Cover Letter

' you need to make it easy for the employer to buy. You need to clearly state when you will be available to talk to the employer. Be specific: give telephone numbers where you can be reached both at work and off work. You could have a tremendous background and see yourself very well, but if the employer can't reach you, everything could be lost.'

(Lola M. Crawford, Resume Writing Made Easy)

'A CV without a cover letter is like an unannounced sales person showing up at your door. If you are going to let in a perfect stranger, you at least, want to see their credentials. This is exactly what a cover letter does- it introduces you, a total stranger to the reader. It must be compelling, personable, and brief. It needs to specifically relate to the position in question. Remember you only have eight seconds to convince the reader to invite you in'.

(Barbara B. Vinitsky and Janice Y. Benjamin, 'How to become Happily Employed')

'No cover letter should carry the salutation: 'To whom it may concern'. It will concern no one if you don't personalize it. The surest way to get the information is to find the name in trade journals or call the company and ask for the name of the appropriate person'.

(Kenneth and Sheryl Dawson, Job Search, The Total System)

The cover letter is rarely anything but a liability, but you must include it because its absence is worse'.

(Jeff B. Speck, Hot Tips, Sneaky Tricks & Last Ditch Tactics)

'Poor grammar, bad punctuation, and misspelled words suggest that the applicant is either poorly educated or simply doesn't care about the impression created. The chances are unusually high that the employer is going to forgo

reading the accompanying resume and quickly move on to the next job applicant'.

(Richard H. Beatty, The Perfect Cover Letter)

A cover letter should be sent together with the applications forms and C.V., either explaining points that might not be clear, or giving information to emphasize your suitability for the job. The cover letter should not be used to repeat the details of your resume, such as work history, education, or personal objectives. The CV is about you, your experience and your skills. The cover letter is about what you can do for the employer.

What the cover letter should contain:

The first paragraph needs to grab the hiring manager's attention: you are interested in the company and you want to fill a need they have. Show that you work in the same field, that you have common professional interests, or you have been following the company in the news. Mention the source of information: a mutual friend or an associate. The manager will feel more obligated to reply to your letter. Be as specific as possible: Don't just mention the job position, but describe what the company requires from the position.

In the second part of the letter state briefly the skills you bring that will specifically meet the employer's needs. The CV will give details.

This section will highlight the way you will use your endowments and experience to benefit of the company. The use of the personal pronoun is to be kept at a minimum. It can be used this way: 'Here is how I can help you'.

The letter will close by indicating what you would like to happen next. Take action: Tell the potential employer where you can be reached, either by phone or by e-mail, but don't wait for his or her call. Let him know that if you don't hear from them within a few days, you will follow up with a phone call to make sure your CV and cover letter have reached the intended recipient, and to settle an interview. Be assertive but polite.

As for the formatting of the cover letter there are some basic rules to keep in mind when drafting it.

A three-line block, flush left, one space below the date and one space above the greeting. This block contains the address, the zip code, and the date. (The date may be separated from the block by one line)

Another three-line block, flush, one space below the date and one space above the greeting. This block contains the addressee's full name and address, including zip code.

A colon is better to use instead of a comma. The greeting should address a specific person in a formal manner: Dear Mr. Johnson, but not Dear William. If you don't know the name, address the letter to 'Hiring Manager', 'Human Resources Manager' or simply 'Manager'.

You may use bullets and bold print in the body of your cover letter to organize and highlight information, and make it easier to read. If you do decide to use them, do it conservatively.

The closing should read Sincerely, because you don't know the person. Leave enough room for the signature between the closing and your name when you print your cover letter.

EXERCISES

I. Mind the following text of a cover letter and comment upon the ideas, their order and tone. Match the following parts where possible:

a) If the name of the person you are to write to is given in the advertisement, then include their name in the salutation.

b) In the first body paragraph give examples of what you do now and underline how that makes you suitable for the post you are applying for.

c) Remember that if you begin the letter Dear Sir or Madam, then you should end Yours sincerely, If you include the persons name in the salutation, end the letter with Yours faithfully,

d) Make yourself as flexible as possible when it comes to interview availability.

e) The heading gives a quick idea as to the content of the letter. The harassed reader can see at a glance what the letter is about.

f) Always quote the reference number if it appears in the advertisement.

g) In the second paragraph outline what you would expect from the job. Sound enthusiastic about it. Let your prospective employer know you feel challenged by and you are confident that you have the requisites to meet that challenge.

h) Read the advert carefully, and in the body of your letter refer to all the points about the job that were mentioned there.

i) Its best to put the phone number at the top left, so that the reader doesnt mix it up with the address.

j) Always include the post code (GB) or the zip code (US) with the address.k) Check in the advert if you need to ask for an application form or a full job description.

3. JOB INTERVIEW

The employment interview is one of the most important events in the average person's experience, as the 20-30 minutes spent with the interviewer may determine entirely the future course of one's life. The marks of inexperience can be avoided by knowing a little of that actually is expected of you and by making a few simple preparations before the interview.

Whether you are the interviewer or the interviewed person, you should plan the following steps:

a) know the specific purpose;

b) find out as much as possible about the other person - name, position, attitude, work, needs, background, biases;

c) collect all the necessary facts and materials for attaining the objectives.

d) plan questions you will ask and consider answers you may give to questions of the other person asks you;

As for the interviewee, he should prepare himself mentally for success, and add some other particular aspects:

a) the applicant should know himself - compare his or her strengths and weaknesses with the job requirements;

b) read the latest annual report of the company or on-line database, talk to friends who work for that company;

c) know the current beginning salary range for your type of job and experience;

d) pay a lot of attention to your appearance as it always conveys significant non-verbal impression. Wear conservative, neatly pressed, appropriate clothing of good quality. Avoid gaudy colors and style (Men suits and ties, and women tailored skirted suits). Be well groomed, with a neat hairstyle, clean fingernails and shined, unstuffy shoes. A pleasant smile is desirable;

e) know exactly when and where the interview will be held. Arrive a few minutes before. Know the interviewers name and how is it pronounced;

f) rehearse your opening statement and handshake perhaps in front of a mirror;

g) avoid negative body language as signs of nervousness and tension: frequently touching your mouth, faking a cough to think about the answer; gnawing on your lip; tight or forced smile; swinging your foot or leg; folding or crossing your arms, slouching, avoiding eye contact; picking at invisible bits of lint, etc.

EXERCISES

I. Separate the following attitudes according to the table

1. Stick to the facts, state achievements without exaggeration.

2. Use expressions that indicate you are competent and dependable, with a positive attitude.

3. Smoke and use the first name (unless invited to do so), show disinterest, chewing gum, doodling.

Let the interviewer finish each question, then reply precisely to the question. Link your achievements to this answer.

5. Use expressions like: 'yeah', 'y' know', 'cool', 'stuff like that'.

6. Make negative reference about former teachers or employers.

7. Tactfully relate your achievements to employer's needs whenever possible.

8. Show superiority complex and 'know-it-all' feeling.

9. Take a time to weigh pros and cons of an idea- note the long and short-term benefits and consequences of your decision.

10. Communicate clearly and accurately.

II. Mind the body language; add to the list different other significant gestures in business:

- dont display dominant body positions, such as standing too upright, or with hands on your hips and your elbows sticking out, that would suggest too much confidence and dominance.

- business man should smile and raise his eyebrows when meeting his partners, estimate the physical distance between them. An acceptable distance in Western Europe is an arms length, but an elbow length is suitable in the Mediterranean, and closer contact is acceptable in Eastern Europe

- when covering the mouth, or touching the nose, means that the partner does not necessarily tell the truth, or he is thinking, or he thinks that the interlocutor is lying.

- crossing legs in front of an American customer, should appear rather effeminate

- using hands when expressing an opinion represents vagueness

- open palm indicates firmness, truth, honesty and sometime submission

- persuasiveness can be increased by an open body position when addressing to an audience arms and legs outward, upright position, frequent head nods and hand gestures

III. Answer sincerely to the typical questions of an interview where possible:

1. Why did you leave the last job?

2. What are your future vocational plans?

3. What sort of professional position are you most interested in?

What course did you like best? Least?

5. What do you know about our company?

6. Why did you choose to work with us?

7. Do you prefer working with us or by yourself?

8. Can you take instructions without feeling upset?

9. Do you like routine work?

10. What size of city do you prefer?

11. Mention your major weakness.

12. What kind of books do you prefer?

13. What is the last book you read and when?

1 Describe your special abilities.

15. Mention the disadvantages of the professional field you chose.

16. Tell me about likes and dislikes of your last position.

17. Describe me a difficult situation you handled in your last position.

18. Mention some short-term and long-term goals. (5 and 15 years)

IV. After the interview send a brief 'thank-you note' or an 'e-mail' through the Internet (if the job contact was made through the Internet or e-mail) immediately after the interview, then mail a second letter by post timed to arrive the week before the hiring decision will be made.

V. Translate into English:

a) Din moment ce este destul de usor sa faci un 'click' pe un site, multi dintre candidati presupun, in mod eronat, ca este la fel de usor sa-ti gasesti si de lucru prin Internet, astfel incat ei renunta sa mai urmnareasca anunturile de angajare care apar in diverse publicatii. Cautarea Locului de munca in varianta electronica presupune aceleasi abilitati ca si in cazul cautarii traditionale. Candidatul trebuie sa faca cercetari, sa-si stabileasca obiectivele, sa fie rabdator si sa munceasca pentru a avea succes.

b) Pentru businessmeni, selectarea tinutei trebuie facuta tinand cont de interlocutorii profesionali din timpul zilei. In cazul unei calatorii de afaceri peste hotare, tara vizitata trebuie sa reprezinte un factor cheie in selectarea hainelor. Faceti o impresie mai buna superiorului dvs daca va imbracati mai formal. Felul in care va imbracati va influeteaza direct chiar nivelul salariului sau al cifrei de afaceri.

c) Pregatirea unui interviu inseamna sa fii obisnuit cu prezentarea propriilor calitati si mai ales a felului in care aceste calitati pot prezenta un avantaj pentru un potential angajator. Iata cateva intrebari tipice pentru un interviu:

'Spune-mi cate ceva despre tine!' Ti se cere o descriere scurtaa, bine organizata a pregatirii tale, a carierei profesionale, a principalelor realizari si a obiectivelor de viitor.

De ce doriti sa lucrati la noi? Ce cunoasteti despre societatea noastra? Ce carti va place sa cititi? Cum va petreceti timpul liber? Spuneti-ne cate ceva despre avantajele si dezavantajele trasaturilor dumneavoastra de caracter?