INTERVIEW SKILLS

S.Shaheen Taj
HOD (S&H Dept)
NIST

E Mail ID: taj.mam@gmail.com
shaheen_english2002@yahoo.com

http://knowledgeable-arts.blogspot.com/

INTERVIEW

Interviews are goal oriented. The objective of an interview is to gather details and information of the interviewee. Later the interviewer makes an assessment, appraisal about the suitability of the candidate for the post. Oxford Dictionary gives many descriptions about interview. It is a formal meeting at which somebody is asked questions to see if they are suitable for a particular job, or a course of study of a college, University etc. interviews have become an integrate part of social and business life. Interviews may be Public or Private, Formal or Informal, Social or Business, Personal or Telephonic and Career related.

Promotion Interview:
Interviews conducted by organizations for their own eligible employees for higher position is called Promotion Interview. Even in this interview, the candidates have to pass through several preliminary stages. They should have the minimum experience and also educational qualifications for the job vacancy. They should write a test and obtain the qualifying marks. There may be group discussions, medical tests, stress, etc. The candidates attending this interview should aim at scoring over competitors. They should approach the interview fully prepared and with the required seriousness. These interviews are conducted in-house hence are relatively less formal. But the candidate here, should not exhibit any undue familiarity with the interviewers. The candidates should be sincere ad truthful and should impress the officers. They are selected on the basis of their suitability, performance ad potential.

Exit Interview:
Exit interviews are conducted for those employees who are resigning or even retiring. They provide authentic and forthright feedback on the organizational culture, policies and practices, in order to bring about improvements. Specific and well thought out formats are designed to gather personal details, service and experience, reasons for leaving the job, comments on work atmosphere, policies and practices, and suggestions for improvement. Senior officer, executive or branch in charge conducts exit interview in a cordial manner. There should be no personal biases and a negative approach. The report is given to the appropriate authority within the organization for further organization.


Reprimand Interview:
A reprimand interview is conducted to express rebuke or disapproval. This interview is done in private. The erring employees or misbehaving persons are called by the superior or person in authority and advised to mend his behavior. In an organizational context, a reprimand interview would be appropriate in dealing with absentees, insubordination, inter-personal problems, poor performance and other such deficiencies. The objective is to ensure correction in behavior, attitude and performance.

Grievance Interview:
A grievance interview relates to face to face talk, where the aggrieved person gets an opportunity to meet a person in authority to share the distress and seek remedial action. The organization shows that it cares for the feeling of the employees, or customers by providing them such an opportunity. The interviewer uses placating skills to assuage hurt feelings, clear misconceptions and gather all the relevant facts. The skill of the interviewer lies in ensuring that at the end of the interview, the aggrieved person feels satisfied.

Stress Interview:
Stress interviews are conducted to assess the stress bearing capacity of the interviewee. Some of the examples where stress interview is necessary are, Security forces dealing with border evens, Police personnel responding to violent mobs are arson, industrial relations personnel in organizations dealing with militant unions, etc. Restraint, tact, temperamental strength, reasoning, level-headed approach and ability to withstand the aggressive posture and qualities assessed through such interviews.

Orientation interview:
Orientation interview focuses on the new entrant or a person new to the organization. It helps in acquainting that person with the prevailing situation or environment. The candidate is oriented towards the organization in a cordial manner. Orientation interviews are conducted after the selection interview. It is by way of appraisal or education, rather than assessment or evaluation. Apart from providing oral inputs during the interview, the interviewer may also provide relevant literature to the interviewer to facilitate smooth and quick orientation.

Job Interview:
Job interview constitutes a very vital aspect of the job selection process in any organization. Many times written tests and group discussions carry their own weightage but the performance of the candidate at the job interview makes the final selection. The preparation for any interview should start well in advance with the candidate collecting as much information as possible about the organization and the job profile. The candidate should anticipate and prepare for various types of questions that are likely to be asked by the interview panel. The candidate should avoid getting worked up about the interview. Keeping cool minded helps in being attentive and in responding effectively. Reaching the venue in time is very important. It helps the candidate to become familiar with the surroundings and avoid any kind of rushing and related apprehensions.
In any interview along with knowledge, appearance, body language and temperament of the candidate too play an important role. Proper dressing creates a positive impression. It adds to self confidence. Right posture, alert look, firm handshake, clear voice and other such aspects make a big difference. The candidate should build a rapport with the interview panel by looking confident, smiling, greeting, firm handshakes, proper mannerisms and responses. Questions should be answered confidently and truthfully avoiding long pauses.

The candidate should not offend the interviewer. The candidate should not brag. The candidate should avoid mouthing and pompous or boastful statements. He/She should not find favor with the interviewers. They should not over-state their achievements. They should not miss the right opportunity to mention their high points. Interviewer’s perspective is to be looked at. , understand the human dimension. The interviewers too are mixed lot of persons. The candidate should put himself in their shoes. One has to be distinctive, get notices and create an impression.


Telephonic Interview

The telephone is one of the most commonly used means of oral communication. It plays a vital role in today’s competitive business world. It is used to place and take orders, to exchange urgently needed information, to make appointments, to establish valuable business contacts, and numerous other things.

In a telephonic interview, the interviewer can only hear the candidate and cannot see the person. Good listening, clear accent, speaking slowly and intelligibly and good telephone manners would be particularly relevant.

Interviewer
Like the interviewee, the interviewer too must follow some basic rules. He should be well informed. He should do some homework and come prepared. He should understand the requirement of the particular role. He should put the candidate at ease. He should focus on testing the knowledge of the candidate not his ignorance. He should build up adequate stock of relevant questions and should develop good listening skills. In order to do justice to the interview process, the interviewers should talk to each other and finalize the selection of the suitable candidate. The interview panel has a significant role in ensuring that the entire process is completed with seriousness and dignity. The panel should be fair and merit should prevail.

Advantages of the telephone:
1. It saves time. It enables a person to have instantaneous communication.
2. It makes it possible to get immediate feedback.
3. Subtle modulations of voice make telephone communication more erective.
4. The telephone acts as a kind of equalizer by minimizing such influences as stem from personal appearance or the appearance of the office.
5. These days tele-banking and tele-contact services are gaining popularity. Tele-marketing and making sales calls on the telephone are becoming popular, especially in metro centers.


Disadvantages of the telephone:
1. Frustration is caused by telephone tag. Answering machine is found instead of the concerned person.
2. Communication is depended entirely on voices. No facial expressions and gestures are used to establish rapport.
3. If wrong numbers are contacted time as well as money is wasted. Moreover wrong numbers put the caller in a bad humour.
4. The messge cannot be studied again and again by the receiver. Hence there are greater chances of missing or mis interpreting something.
5. the caller may make a call when it is not welcome. His telephone call may catch a person when he is in a bad mood or is busy and cannot properly attend.

Effective us of the telephone:
1. Speak politely, confidently, and in a positive and friendly tone.
2. Have a message pad, pen, telephone directory and an appointments book near at hand.
3. While talking, hold the mouthpiece one inch away from the lips and the earpiece close to the ears.
4. Avoid mumbling, running words together or talking through the nose or teeth.
5. Don’t shout or don’t speak too low.
6. Don’t spend time in idle talk.
7. Treat every call as an important call. Make the caller feel that he is being given personal attention.
8. Introduce the company, the department, and even yourself when you pickup the receiver.
9. Say a pleasant “Good Morning” or “Good Evening”.
10. Listen carefully, without interrupting the caller.

Guidelines when making a call:
1. Prepare mentally before dialing the number. Note down important points on a piece of paper.
2. Dial the correct number carefully.
3. Before speaking to the receiver be sure that you have got the right person on the line.
4. Make your identity clearly known to the person at the other end.
5. Speak clearly and precisely.
6. Deliver all the details of the message and see that the message has been clearly and completely understood.
7. When the conversation is over, put the receiver gently.