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DURING THE INTERVIEW

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ENG2013 Communication Skills (SUBS)

IMPORTANT ASPECTS TO CONSIDER

Minding your verbal language
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Managing body language

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MINDING YOUR VERBAL LANGUAGE

One should avoid:
Words or phrases which show uncertainty

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Verbal fillers

Crude boasting

One should:
Ask clarifying questions

AVOID WORDS OR PHRASES WHICH SHOW UNCERTAINTY

Do NOT use words like quite, rather and a bit

Attempt to look modest but it may backfire interviewers may

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perceive this as a lack of confidence

Compare:
Ive used Microsoft
Im quite good at Excel for 8 years and I
using Microsoft V.S. am very familiar with
Excel. its functions.

(Rogers, 2011, p. 159)

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AVOID WORDS OR PHRASES WHICH SHOW UNCERTAINTY

Avoid phrases such as:
I hope I can
Im not really sure

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I suppose I could give it a try

You say: He seems to

lack
I will try my commitment
best

MAKE THESE SENTENCES SOUND MORE CONVINCING!

Ill try my best ________________________________________

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I dont know _________________________________________

Im a rather good leader ________________________________

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AVOID VERBAL FILLERS

Verbal filler: a meaningless word, phrase, or sound that represents a pause
or hesitation in speech.

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Identify the verbal fillers in this text!

Well, I think its sort of obvious isnt it, you know, that
the trends in the retail market are for, I mean, the value
end to be making more money because in a recession,
its kind of clear, err, that people, umm, are actually
more way of spending their money.
(Rogers, 2011, p. 160)

AVOID VERBAL FILLERS

What happens when you have

too many fillers? Perceived as:
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Lacking articulacy
Came unprepared/unfocused
Less credibility
A source of distraction

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HOW TO PREVENT VERBAL FILLERS?

Monitor your usage of fillers (e.g. record yourself and count them or
get a friend to point them out to you)

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Raise your level of preparation

Embrace strategic pauses

(Latz, 2016)

AVOID CRUDE BOASTING

Do not make outrageous claims which

indicate that you are better than everyone
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Do not offer empty promises which

you may not be capable of keeping

Examples to avoid:
Ill give it 200%!
Im the most outstanding candidate.

(Rogers, 2011, p. 161)

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AVOID CRUDE BOASTING

Employers are rarely impressed by Im the best

salesman youll
excessive bragging make sure
ever meet!

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your bragging is justified.

Interviewers would rather hear

about your accomplishments in the My sales numbers
context of how you helped the attributed to my
organization company's biggest
year in earnings in
Provide evidence/explanation
2016.

(Ricker, 2015)

THINK ABOUT IT

Some interviewers may ask long,

unclear and complicated questions
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Whathappens if you dont understand

what they asked:
End up giving the wrong answer
Creates a negative impression
Umm, well
What should you do?
Ask clarifying questions!

(Moy, 2017)

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ASKING CLARIFYING QUESTIONS

Question:
Techniques So, tell me about a time when, you
know, things were not so great.
1) Blame yourself

Id love to, but before I ramble on about something Use I statements to

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avoid blaming the
completely off-topic, would you like to hear about a
interviewer for being
specific project or something more general? unclear

2) Paraphrase the question

Just so Im answering the right questionwould you

Repeat the
like me to speak about a project I wish had gone
question back in a
differently, or just a general time when things at work
different structure
werent that great? Im happy to discuss either.
(Moy, 2017)

ASKING CLARIFYING QUESTIONS

2) Paraphrase the question

So, put another way, what you're asking is...

Am I correct in saying you are asking me? Other samples
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Just so I am clear, you would like to know?

3) Gently ask the person to repeat the question

Im so sorry, but just so I know Im answering the

Make sure you
right question, could you please repeat that?
ask in a polite
I didnt fully understand the question, would you
manner
mind repeating it for me?

(Moy, 2017)

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ASKING CLARIFYING QUESTIONS

Some general guidelines in asking clarifying questions:
1. Don't ask too many questions
Interviewer may perceive you as a poor listener or a

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disruptive person

2. Dont be rude
E.g. Your question makes absolutely no sense. Could
you ask me again in a way that I can actually
comprehend?
Unprofessional May cost you the job

(Moy, 2017)

MANAGING BODY LANGUAGE

Entering the room

Handshakes
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Sitting style
What to do with your hands
Face
Managing nervousness
Leaving the room

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HOW IMPORTANT IS IT? YET

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(Garibandi, 2013)

ENTERING THE ROOM

1. Be friendly and polite to all company representatives
E.g. treat the receptionist and secretary with respect
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2. Sit patiently and quietly in the waiting area

Switch hand phone to silent mode
Avoid pacing or asking how much longer you have to wait

3. When ushered to the room:

Have your smile ready
Look around the room, engage each person with eye
contact, a smile and a brief greeting

4. Wait to be asked to sit and if it is unclear which seat

you are expected to occupy, ask
(Deeb, 2017 )
(Rogers, 2011, p. 97)

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HANDSHAKES
Important in creating the right first impression
If done inappropriately, it could send the wrong message

Type of handshake Message sent

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The Boneless No grip conveys lack of confidence
Better: Brief squeeze of the other persons hand.
The Seducer Holds on too long conveys sexual interest
Better: Dont linger. Not appropriate in a business context.
The Patronizer Clasps the other persons hand in both of theirs
conveys over-familiarity
Better: Dont do it. One hand is enough.
The Dominator Forces their hand on yours from above conveys
potential bully
Better: Make sure your hand meets the other persons
(Rogers, 2011, p. 95) hand sideways on.

AND OF COURSETHE YANK AND PULL

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The person pulls you in closer towards them indicates power play
Better: Be nice. Briefly shake the persons hand without tugging and
then release it.
(Jyoti Katju, 2013)

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SO WHAT IS THE IDEAL HANDSHAKE?

When the interviewer approaches you, stand up to greet him/her
Wait for the interviewer to offer his/her hand

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Step towards the person confidently and facing frontwards, not too close,
not too far away
Keep your arm relaxed

Make direct eye contact and hold it for the whole handshake

Make sure your hand and the other persons hand meet sideways on

Give the persons hand a brief squeeze, not too gentle, not too strong

Give one pump, or two at the most

(Rogers, 2011, p. 96)

SITTING STYLE
Which posture is appropriate? Impression created? Prepared by Goh, V.A.

Crossed arms and legs: Slumped: Forced upright: Poised/relaxed:

Defensive attitude, a careless nervous and comfortable
inflexible attitude tense and confident

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WHAT TO DO WITH YOUR HANDS

If you are unsure of what to do with your
hands, rest them, loosely clasped on
your lap or on the table in front of you.

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Control your hands and avoid:
Fiddling with hair
Touching the nose or lips
Tapping the table
Fidgeting

(Rogers, 2011, p. 99)

FACE
Ideally, have a natural, pleasant and smiley face

Do not put on a forced unconvincing smile

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Make eye contact:

Look at your interviewer as she/he talks to you
shows that you are paying attention
Not too long could cause discomfort
Look away for a moment then re-establish eye contact

(Rogers, 2011, p. 100)

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SPOT THE FAKE SMILE!

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SOME IMAGINE INTERVIEWS AS

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MANAGING NERVOUSNESS

My hands shake, I stutter, I blush, I

sweatits awful. My brain seizes up and I

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cant answer the simplest question.

Nervousness: Feeling a lack of

control and being unable to deal
with the uncertainty
Worrying about the interview is
NOT helpful

(Rogers, 2011, p. 59)

HOW TO OVERCOME NERVOUSNESS

Think of the interview as a conversation

A two-way process (getting to know each other)
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You are choosing the organisation as much as they are

choosing you

Visualise success
Imagine giving a powerful presentation and the panel is
following intently, smiling warmly
Imagine answering the questions fluently and impressing
them with your knowledge of the company

(Rogers, 2011, p. 61)

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HOW TO OVERCOME NERVOUSNESS

Looking at your beliefs

Some beliefs are unhelpful:

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If people knew what I
I have to be perfect was really like, they would
in everything I do. avoid me.

Challenge these beliefs and remind yourself that no human being is

perfect it is normal to make mistakes

Be realistic about your limitations and strengths

(Rogers, 2011, p. 62)

LEAVING THE ROOM

Watch out for signals that indicate the interview is over:
Interviewers tapping papers into a neat pile
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Looking at watches

Do not leave the room hastily

What you should do:

Gather your things steadily
Shake their hands if they offer
Smile and make eye contact
Thank them and exit gracefully

(Rogers, 2011, p. 101)

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POST INTERVIEW

Write a letter of thanks

If you get the offer

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If you are turned down

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WRITE A LETTER OF THANKS

Write to the person who will be making the decision

Reasons:
Gives you an edge since few people do so
Allows you to restate your interest

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Format
First para: thank them for seeing you and say you enjoyed the process
Second para: confirm your interest in the job, state that the selection process
has deepened your understanding of what it would involve, then give a
summary of why you feel you would be a good choice
Third para: state you will call them in three days to find out how things stand

(Rogers, 2011, p. 209)

SAMPLE
Dear Mr./Ms. Last Name
I sincerely enjoyed meeting with you yesterday and learning more about the
Creative Director position at (name of company).
Our conversation confirmed my interest in becoming part of (company name)'s
staff. I was particularly pleased at the prospect of being able to develop my own
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article ideas with the head of the bureau, and develop my multi-media skills.
I feel confident that my experiences both in the workplace and in the classroom
would enable me to fill the job requirements effectively.
Please feel free to contact me if I can provide you with any further information. I
look forward eagerly to hearing from you, and thank you again for the courtesy
you extended to me.
Yours sincerely
Signature
Your Name (Doyle, 2016)

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IF YOU GET THE OFFER

Often notified by phone

NEVER just accept will lose all

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negotiating power

The better way to handle this is to

say: Im very interested, but Id like
to know more about what you are
offering.

(Rogers, 2011, p. 214)

IF YOU GET THE OFFER

Ask the employer to set out their offer in writing
An offer should make reference to things like:
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Things to consider
Start date Location of job Hours of work
Salary Bonus scheme What you will be accounted for
Job title Job description Performance management (e.g.
probationary period)
Notice period Holiday entitlement Benefits

(Rogers, 2011, p. 215)

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IF YOU GET THE OFFER

A variety of other benefits may include:

Benefits

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Medical insurance (for you and Flexitime
dependants)
Phone bills Pension
Training entitlements Car
Season ticket loan Sabbaticals
Employee assistant programs Special leave entitlements (e.g.
maternity, bereavement)

(Rogers, 2011, p. 216)

SOME USEFUL TACTICS

Be realistic about your worth not too arrogant and not too modest

Do your research: find out what is the standard pay

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Stay calm and reasonable. When the offer made is too low, pause and
say something thing: I have to say that sounds disappointing. I really
want to say yes but thats a lot lower than I was expecting. May I know
how much room is there for manoeuver on this?

Never bring in personal circumstances. E.g. have a lot of loans to pay

(Rogers, 2011, p. 217)

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IF YOU ARE TURNED DOWN

Be disappointment for a moment,

then pick yourself up, paste back

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the smile and move on!

IF YOU ARE TURNED DOWN

Get some feedback from the panel
Email first to ask for a scheduled telephone conversation (10 minutes)
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Some questions to ask:

What were your overall impressions of me?
What parts can I improve on?

Do not try to justify a poor performance (e.g. only had 2 hours of sleep)

Ask them to keep you in mind if other vacancies occur

(Rogers, 2011, p. 212)

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REFERENCES

Deeb, C., 2017. How to greet your interviewers. [online] Available at:
<http://work.chron.com/greet-interviewers-2630.html> [Accessed on 17 February 2017].
Doyle, S., 2016. Follow up an interview with a professional thank you. [online] Available at:
<https://www.thebalance.com/job-interview-thank-you-letter-sample-2063957> [Accessed on 17 February 2017].
Garibandi, P., 2013. Effective communication skills. [online] Available at: <http://www.slideshare.net/trainingstore/presentation-
full-effective-communication-skills> [Accessed on 15 February 2017].

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Guffey, M.E. and Du-Babcock, B., 2010. Essentials of business communication. 2nd ed. Singapore: Cengage Learning.
Jyothi Katju, 2013. The handshake. [online] Available at:
<https://www.slideshare.net/jyotikathju/the-handshake> [Accessed on 15 February 2017].
Latz, J., 2016. 4 steps to speak better in interviews. [online] Available at: <https://www.theladders.com/p/2473/4- steps-
speak-better-interviews> [Accessed on 15 February 2017].
Moy, R., 2017. How to ask an interviewer to clarify a question without making things awkward. [online] Available at:
<https://www.themuse.com/advice/how-to-ask-an-interviewer-to-clarify-a-question-without-making-things-awkward>
[Accessed on 20 March 2017].
Martin, C., 2015. What to say in every job interview. New York: McGraw Hill.
Pearson, J.C., Nelson, P.E., Titsworth, S. and Hosek, A.M., 2017. Human communication. 6th ed. New York: McGraw Hill
Education.
Ricker, S., 2015. Top 10 things NOT to do in an interview. [online] Available at: <http://www.careerbuilder.com/advice/top- 10-
things-not-to-do-in-an-interview> [Accessed on 17 February 2017].
Rogers, J., 2011. Job interview success : Be your own coach. Berkshire: McGraw Hill.
Thill, J.V. and Bovee, C.L., 2015. Excellence in business communication. 11th ed. Boston: Pearson.

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