NIMRA COLLEGE OF ENGINEERING AND
TECHNOLOGY
I MBA : Managerial Communication and Soft Skills
NOTES
DR. SHAIK
SHAHEEN TAJ
MBA.,
MA., M PHIL., PHD.
UNIT – 5 :
PRESENTATION SKILLS
Presentation Skills
This is from www.exforsys.com
Presentation Skills Overview A presentation is needed during business meetings,
product launchings, job interviews, trainings, as well as in selling products
and services. Working professionals will generally be asked to give a
presentation in the presence of one or more people. Individuals who are not
good at doing presentations should work doubly hard to improve their skills.
Giving a presentation is an opportunity to shine but for those who are always
nervous, fidgety, and have difficulty expressing their thoughts and ideas, it
can also become a barrier to career growth. Our Presentation Skills Training
focuses on the key aspects that make up an effective presentation. This
training will discuss in detail all the necessary things you need to know in
order to deliver an impressive presentation for both big and small audiences. Objectives
By the end of this you will be able to: Know the essential qualities that make
up good presentation skills Learn how to overcome your fears and anxiety Learn
how to plan well prior to giving a presentation Learn how to use visual aids to
enhance your presentation Know the strategies and techniques needed to connect
with the audience and make a positive first impression Know how to start and
end your presentation properly Target Audience People who have just started out
on their respective careers can greatly benefit from this training program.
This training is also helpful to just about any person who wants to improve
their presentation skills for the purpose of being able to hold business
presentations effectively.
1. Importance of Presentation Skills Working professionals are
required to come up with a presentation during a company or department meeting.
If you are a working individual who may be just starting out in your career or
who is already at the height of your profession you need to learn the basics of
presentation skills and understand its importance.
2. Essential Qualities for Giving Presentation One of the
challenges any working individual will probably encounter in the workplace is
to give a presentation. Usually the boss will appoint the employee to conduct a
presentation of a particular agenda. In a sales-oriented and marketing company
the sales representatives will also have to come up with a periodic
presentation of their sales report.
3. How to Create Good Atmosphere for Presentation Every presenter
aims to deliver a memorable presentation to his audience something that would
create an impact on their lives or on their viewpoints. As a presenter you are
like the captain of the ship who maneuvers the vessel to the point of
destination.
4. Know Your Audience
Speaking before a group of people consists of important elements. One of these
key constituents is the audience. In a presentation the listeners are one of
the very essential components because they act as the judge to your
performance. They also play a big role on the achievement of your presentation
goals.
5. How to Make First Impression The first-time experiences are
always critical in any situation. In the aspect of delivering a speech or a
presentation creating an impressive outcome is as equally important as nailing
the objectives. If it is your very first time to ever conduct a presentation in
your company making a good first impression should be a primary goal.
6. Presentation Anxiety and Fear Have you ever spoken before a
group of people or a crowd Everyone must have had their share of it whether it
is in school in your company or in any other situation that calls for a
presentation or public speaking. Looking back on the first time you ever spoke
to an audience the experience must have been unforgettable and dreadful.
7. Setting Objectives for the Audience In an oral presentation
setting objectives is as equally important as attaining them. This should be
done at the onset of the preparation stage for your presentation. After
choosing a good topic to present or after being provided a topic define first
your presentation objectives before going any further with preparing on the
other elements.
8. The Power of Words When we engage in an oral presentation
especially if the purpose is to persuade and convince your audience we have to
make it a point to impress them from start to finish. One of the important
elements that should be considered is the use of words and language in a
presentation.
9. Creating Effective Visual Aids In an oral presentation the
auditory sense of the audience is the fundamental method in getting your
message across. However a plain verbal manner of presenting can elicit boredom
and slow grasping of ideas. For your audience to understand what you are
explaining visuals will reinforce your message.
10. Presentation Planning A fundamental element in a successful
presentation is preparation. If you are asked to make a presentation give
yourself ample time to organize and plan things out so it will be an impressive
result. An effective and successful presentation is a product of carefully
planned and well-rehearsed preparation.
11. Presentation Visual Aids People have various ways and styles
in learning. There are good listeners those who do well in retaining
information and comprehending ideas based on what they heard. Others prefer to
have a visual learning approach meaning they need to picture out or envision
what they hear so they can easily comprehend.
12. Effective Presentation GUIDE Many of us dread public speaking
or giving a presentation because the mere thought of speaking before a group of
people is enough to bring about nervousness. However this kind of experience is
one good way of building confidence. 13. Handling Question and Answer Sessions
The Question and Answer session is part of many presentations. Both the
questions and responses are generated by you as the presenter and your audience
about the subject given. At certain points in your presentation you ask your
audience some questions to check for comprehension of the subject or to elicit
ideas from them.
14. Handling Unexpected Events During Presentation We learned that
good preparation is a secret ingredient to a successful presentation. But even
if you have rehearsed well enough do not expect too much. There may be
unguarded moments during your presentation that will paint a flaw in the almost
too perfect speech. Yet an effective presenter is ready for any circumstance
and possible occurrences.
15. How to End Your
Presentation Gracefully
The conclusion part is one of the significant
and important aspects in a presentation other than the introduction. People
remember best the last thing they hear and the last thing you say. In closing a
speech or a presentation it should be more than simply closing it or telling
the audience that it is over.
Importance of Presentation Skills
Working professionals are required to
come up with a presentation during a company or department meeting. If you are
a working individual who may be just starting out in your career or who is
already at the height of your profession, you need to learn the basics of
presentation skills and understand its importance. Regardless of your position
or designation in your office, you should be ready in anything that may be required
of you to do such as making a presentation.
Conducting a
Presentation
A presentation is like a department or
general company meeting. The difference is that in a meeting, someone is
designated to preside and every participant gets to brainstorm and discuss on
the given agenda while in a presentation, usually only one person facilitates
the entire gathering while the rest become mere audience. Though, in most
cases, the listeners are free to ask questions about the purpose of the
presentation or the ideas presented. In a meeting, the objective is to agree
upon a deliberated resolution and action plans from among all members. Also, if
a question or comment is raised, everyone is free to voice out their opinions
and answers to it.
On the other hand, the aim in a
presentation is to convince and persuade the audience on a certain proposal or
work depending on the purpose of the presentation. So, if questions are raised
from the listeners regarding what is being presented, only the facilitator
takes efforts in answering them.
During a presentation, the speaker may
utilize various materials in presenting the outline. These materials may be in
the form of visual aids, a PowerPoint presentation, audio and visual
recordings, illustrations, graphs, and other available resources that would
help in carrying out the goal of the presentation.
Purpose of a Presentation: In a
corporate setting, there are various reasons for doing a presentation. The most
common is when your boss assigns you a certain project or task which you need
to demonstrate to the department or even the entire organization. Sometimes, a
company requires its members to present a monthly, quarterly, or annual
business review. Usually in a sales or marketing company, this kind of
presentation discusses a summary report of the total sales of the employees for
the given period. Also, some employees who have a certain proposal to the
management need to call a gathering or meeting to present the plans. Even in a
hiring process, some organizations require a demo for the qualifying applicants
of a specific position. This is an example of a simple presentation. Members of
the training department of a company also do a lot of presentation since
facilitating training is already a presentation in itself. From the given
reasons and examples, the very purpose of a presentation is to talk the
audience into agreeing with its objectives from your very own efforts and
skills in conducting it. What is the Essence of Good Presentation Skills? Why
do professionals need to know the importance of making a good presentation?
Basically, it defines your character as a mature professional. Anyone who
understands the basics of presentation skills and knows how to put it into
proper application is a good indication of a potential company asset. It is not
easy to be speaking before a group of professionals. This also explains why
presentation skill is important. A good level of confidence is boosted on the
person. Once you acquire even the basics of it, you start to feel more confident
and positive. In the long run, you will realize that your work personality will
also improve. Moreover, your work colleagues will look up to you as a model.
You will not just create an impression in the company; you will also gain the
trust of the organization as a whole. Always remember that conducting a
presentation in your organization is not merely an obligation; it is a talent
and a skill. You should not just perceive a presentation to be a typical
company practice because this characterizes you as a true professional. You
carry the skill with you in whatever career path you take and it is one of the
skills that will take you one step up the ladder of success in the aspect of
your career.
Ten Uses of PowerPoint
Presentations
Academic: 1. Classroom Teaching: Power Point presentations help in
improving the quality and impact of classroom teaching. The presentations can
be made interesting and exhaustive, with supporting information to be accessed
only if required.
2. Subject Tutorials: It is good for online and offline tutorials
on wide range of subjects, user age groups and types.
3. Seminars: It is handy for students to make their presentations
on assignments.
4. Meetings and Consultations: Decision makers can use Power Point
for meetings and discussions to keep the focus on core issues.
5. Conferences: This is a popular use. Usually academicians use
power point as it easy to present as well as print and distribute handouts or
publish online, as per requirement. Professionals & Business
6. Sales & Marketing: Power Point presentations are quick
to prepare and can be structured for use such that the same presentation can be
used for a specific target audience by selecting specific slides.
7. Events and Trade Shows: It is good to use in trade shows and
events as it can be run by first timers or not so computer savvy exhibition
support teams.
8. Corporate meetings: Ideal for the busy corporate for focused
presentations with statistical information presented using graphics to
facilitate easy comprehension and avoid monotony of too many numbers.
9. Corporate training and conferences: Widely used by trainers as
well as corporate for conferences, workshops and training sessions. Public
10. Information Kiosks*:
Power point is a good tool for presenting layout and other information at
public places like museums, exhibitions, libraries, transit terminals etc. It
can be made interactive for the public to view, learn and proceed. *kiosk: a
small building where things such as sweets, drinks or newspapers are sold
through an open window: a station kiosk
MEDIA OF MASS COMMUNICATION
Mass communication is communication from many to many. The messages are
prepared by teams ( as in newspapers, radio, TV, Cinema) and reach a large
number of people all over the world. The distance between the sender and the
audience is very massive.
Modes of Mass Communication:
1.
Newspapers/Magazines
2.
Notice board
3.
Hoardings and bill boards
4.
Radio
5.
Television
6.
Film
7.
Internet
Newspapers
and Magazines: Newspapers and
magazines are the most common means of mass communication. These media of mass
communication are used by business houses for inviting tenders, for recruitment
information and other public notices and advertisements. 35 Media and Modes of
Communication
Notice Board:
Notice board and bulletin board are media for public communication within the
organization. A notice board is placed at a location where it can be seen by
persons for whom it is meant. Notice Boards need care and attention. They must
be attractively laid out. Overlapping and overcrowded Notice Boards give a very
poor appearance and make it very difficult to read. An up to date notice board,
which is neatly laid out gives a good impression about the organsiation.
Hoardings and Bill Boards:
These are meant for mass communication like advertisements. They are used for
displaying posters conveying simple ideas. They usually have a short message in
large letters and also include pictures. Location of the boards is important;
they are usually placed high up and can be seen from a distance. Most recently,
hoardings made up of flex are commonly used. They are lighted up at night and
make the roads look more attractive.
Radio:
The radio is a medium of mass oral communication. News, notices, advertisements
and entertainment programmes are transmitted to the general public by radio.
Like other means of mass media, it allows only one way communication. Radio was
mostly a tool of communication for rural areas; but recently, with the renewal
of FM and bands like Radio Mirchi, Red FM, etc, it has once again become
popular in cities.
Television:
Television is a powerful medium of communication. It is the audio visual
medium. Its ability to transmit live events as they are going on makes it the
most powerful medium for mass communication. With teleconferencing, television
can transmit things happening at more than one place at once. A news reader in
Mumbai can take the audience to a view of what is happening in Australia or
hold a live discussion with a reporter in New Zealand. With the advent of Cable
TV and a variety of channels at the disposal of the viewer, TV, known as the
Small Screen, has become the most utilized channel for advertisement, news and
entertainment.
Film:
Film is also a very powerful medium of communication. It is the audio visual
medium which combines all possible forms: written, oral, non verbal, visual or
auditory. A film can be shown in the Cinema theatre or projected on a small
screen in a room with a film projector or transmitted through Television. It
can also be viewed on computer monitor through CD or internet. The film is a
highly versatile medium and can be used for many purposes and adapted to
different conditions. This is one medium through which even the uneducated
public can be influenced.
Internet:
This is the most recent of all the Mediums and is most popularly used in
today's globalised scenario. Though, its use is still limited to the educated
and computer friendly class of people. The website addresses to be visited are
publicized through other media like magazines and newspapers. Internet is still
in the process of being most widely used and a media for mass communication.
Presentation Skills: This is from www.exforsys.com Presentation Skills Overview A
presentation is needed during business meetings, product launchings, job
interviews, trainings, as well as in selling products and services. Working
professionals will generally be asked to give a presentation in the presence of
one or more people. Individuals who are not good at doing presentations should
work doubly hard to improve their skills. Giving a presentation is an
opportunity to shine but for those who are always nervous, fidgety, and have
difficulty expressing their thoughts and ideas, it can also become a barrier to
career growth. Our Presentation Skills Training focuses on the key aspects that
make up an effective presentation. This training will discuss in detail all the
necessary things you need to know in order to deliver an impressive
presentation for both big and small audiences. Objectives By the end of this
you will be able to: Know the essential qualities that make up good
presentation skills Learn how to overcome your fears and anxiety Learn how to
plan well prior to giving a presentation Learn how to use visual aids to
enhance your presentation Know the strategies and techniques needed to connect
with the audience and make a positive first impression Know how to start and
end your presentation properly Target Audience People who have just started out
on their respective careers can greatly benefit from this training program.
This training is also helpful to just about any person who wants to improve
their presentation skills for the purpose of being able to hold business
presentations effectively.
1. Importance of
Presentation Skills: Working professionals are required to come up with a
presentation during a company or department meeting. If you are a working
individual who may be just starting out in your career or who is already at the
height of your profession you need to learn the basics of presentation skills
and understand its importance.
2. Essential Qualities for
Giving Presentation: One of the challenges any working individual will
probably encounter in the workplace is to give a presentation. Usually the boss
will appoint the employee to conduct a presentation of a particular agenda. In
a sales-oriented and marketing company the sales representatives will also have
to come up with a periodic presentation of their sales report.
3. How to Create Good
Atmosphere for Presentation: Every presenter aims to deliver a memorable
presentation to his audience something that would create an impact on their
lives or on their viewpoints. As a presenter you are like the captain of the
ship who maneuvers the vessel to the point of destination.
4. Know Your Audience:
Speaking before a group of people consists of important elements. One of these
key constituents is the audience. In a presentation the listeners are one of
the very essential components because they act as the judge to your performance.
They also play a big role on the achievement of your presentation goals.
5. How to Make First
Impression: The first-time experiences are always critical in any
situation. In the aspect of delivering a speech or a presentation creating an
impressive outcome is as equally important as nailing the objectives. If it is
your very first time to ever conduct a presentation in your company making a
good first impression should be a primary goal.
6. Presentation Anxiety and
Fear: Have you ever spoken before a group of people or a crowd Everyone
must have had their share of it whether it is in school in your company or in
any other situation that calls for a presentation or public speaking. Looking
back on the first time you ever spoke to an audience the experience must have
been unforgettable and dreadful.
7. Setting Objectives for
the Audience: In an oral presentation setting objectives is as equally
important as attaining them. This should be done at the onset of the
preparation stage for your presentation. After choosing a good topic to present
or after being provided a topic define first your presentation objectives
before going any further with preparing on the other elements.
8. The Power of Words:
When we engage in an oral presentation especially if the purpose is to persuade
and convince your audience we have to make it a point to impress them from
start to finish. One of the important elements that should be considered is the
use of words and language in a presentation.
9. Creating Effective
Visual Aids: In an oral presentation the auditory sense of the audience is
the fundamental method in getting your message across. However a plain verbal
manner of presenting can elicit boredom and slow grasping of ideas. For your
audience to understand what you are explaining visuals will reinforce your
message.
10. Presentation Planning:
A fundamental element in a successful presentation is preparation. If you are
asked to make a presentation give yourself ample time to organize and plan
things out so it will be an impressive result. An effective and successful
presentation is a product of carefully planned and well-rehearsed preparation.
11. Presentation Visual
Aids: People have various ways and styles in learning. There are good
listeners those who do well in retaining information and comprehending ideas
based on what they heard. Others prefer to have a visual learning approach
meaning they need to picture out or envision what they hear so they can easily
comprehend.
12. Effective Presentation
GUIDE: Many of us dread public speaking or giving a presentation because
the mere thought of speaking before a group of people is enough to bring about
nervousness. However this kind of experience is one good way of building
confidence.
13. Handling Question and
Answer Sessions: The Question and Answer session is part of many
presentations. Both the questions and responses are generated by you as the
presenter and your audience about the subject given. At certain points in your
presentation you ask your audience some questions to check for comprehension of
the subject or to elicit ideas from them.
14. Handling Unexpected
Events During Presentation: We learned that good preparation is a secret
ingredient to a successful presentation. But even if you have rehearsed well
enough do not expect too much. There may be unguarded moments during your
presentation that will paint a flaw in the almost too perfect speech. Yet an
effective presenter is ready for any circumstance and possible occurrences.
15. How to End Your
Presentation Gracefully: The conclusion part is one of the significant and
important aspects in a presentation other than the introduction. People
remember best the last thing they hear and the last thing you say. In closing a
speech or a presentation it should be more than simply closing it or telling
the audience that it is over.
Importance of
Presentation Skills: Working professionals are
required to come up with a presentation during a company or department meeting.
If you are a working individual who may be just starting out in your career or
who is already at the height of your profession, you need to learn the basics
of presentation skills and understand its importance. Regardless of your
position or designation in your office, you should be ready in anything that
may be required of you to do such as making a presentation. Conducting a Presentation
A presentation is like a department or general company meeting. The difference
is that in a meeting, someone is designated to preside and every participant
gets to brainstorm and discuss on the given agenda while in a presentation,
usually only one person facilitates the entire gathering while the rest become
mere audience. Though, in most cases, the listeners are free to ask questions
about the purpose of the presentation or the ideas presented. In a meeting, the
objective is to agree upon a deliberated resolution and action plans from among
all members. Also, if a question or comment is raised, everyone is free to
voice out their opinions and answers to it. On the other hand, the aim in a
presentation is to convince and persuade the audience on a certain proposal or
work depending on the purpose of the presentation. So, if questions are raised
from the listeners regarding what is being presented, only the facilitator
takes efforts in answering them. During a presentation, the speaker may utilize
various materials in presenting the outline. These materials may be in the form
of visual aids, a PowerPoint presentation, audio and visual recordings,
illustrations, graphs, and other available resources that would help in
carrying out the goal of the presentation. Purpose of a Presentation In a
corporate setting, there are various reasons for doing a presentation. The most
common is when your boss assigns you a certain project or task which you need
to demonstrate to the department or even the entire organization. Sometimes, a
company requires its members to present a monthly, quarterly, or annual
business review. Usually in a sales or marketing company, this kind of
presentation discusses a summary report of the total sales of the employees for
the given period. Also, some employees who have a certain proposal to the
management need to call a gathering or meeting to present the plans. Even in a
hiring process, some organizations require a demo for the qualifying applicants
of a specific position. This is an example of a simple presentation. Members of
the training department of a company also do a lot of presentation since
facilitating training is already a presentation in itself. From the given
reasons and examples, the very purpose of a presentation is to talk the
audience into agreeing with its objectives from your very own efforts and
skills in conducting it. What is the Essence of Good Presentation Skills? Why
do professionals need to know the importance of making a good presentation?
Basically, it defines your character as a mature professional. Anyone who
understands the basics of presentation skills and knows how to put it into
proper application is a good indication of a potential company asset. It is not
easy to be speaking before a group of professionals. This also explains why
presentation skill is important. A good level of confidence is boosted on the
person. Once you acquire even the basics of it, you start to feel more
confident and positive. In the long run, you will realize that your work personality
will also improve. Moreover, your work colleagues will look up to you as a
model. You will not just create an impression in the company; you will also
gain the trust of the organization as a whole. Always remember that conducting
a presentation in your organization is not merely an obligation; it is a talent
and a skill. You should not just perceive a presentation to be a typical
company practice because this characterizes you as a true professional. You
carry the skill with you in whatever career path you take and it is one of the
skills that will take you one step up the ladder of success in the aspect of
your career.
Ten Uses of Power Point
Presentations Academic:
1. Classroom Teaching:
Power Point presentations help in improving the quality and impact of classroom
teaching. The presentations can be made interesting and exhaustive, with
supporting information to be accessed only if required.
2. Subject Tutorials:
It is good for online and offline tutorials on wide range of subjects, user age
groups and types.
3. Seminars: It is
handy for students to make their presentations on assignments.
4. Meetings and
Consultations: Decision makers can use Power Point for meetings and
discussions to keep the focus on core issues.
5. Conferences: This is
a popular use. Usually academicians use power point as it easy to present as
well as print and distribute handouts or publish online, as per requirement.
Professionals & Business
6. Sales &
Marketing: Power Point presentations are quick to prepare and can be
structured for use such that the same presentation can be used for a specific
target audience by selecting specific slides.
7. Events and Trade Shows:
It is good to use in trade shows and events as it can be run by first timers or
not so computer savvy exhibition support teams.
8. Corporate meetings:
Ideal for the busy corporate for focused presentations with statistical
information presented using graphics to facilitate easy comprehension and avoid
monotony of too many numbers.
9. Corporate training and
conferences: Widely used by trainers as well as corporate for conferences,
workshops and training sessions. Public
10. Information Kiosks*:
Power point is a good tool for presenting layout and other information at
public places like museums, exhibitions, libraries, transit terminals etc. It
can be made interactive for the public to view, learn and proceed. *kiosk: a
small building where things such as sweets, drinks or newspapers are sold
through an open window: a station kiosk
Presentation Planning Checklist
This presentation checklist will help you deliver
successful presentation. This is adapted in part from Business Communications:
A Cultural and Strategic Approach by Michael J. Rouse and Sandra Rouse.
Presentation:
• Does
your introduction grab participant’s attention and explain your objectives?
• Do you
follow this by clearly defining the points of the presentation?
• Are
these main points in logical sequence?
• Do
these flow well?
• Do the
main points need support from visual aids?
• Does
your closing summarize the presentation clearly and concisely?
• Is the
conclusion strong?
• Have
your tied the conclusion to the introduction?
Delivery:
• Are you
knowledgeable about the topic covered in your presentation?
• Do you
have your notes in order?
• Where
and how will you present (indoors, outdoors, standing, sitting, etc.)?
• Have
you visited the presentation site?
• Have
you checked your visual aids to ensure they are working and you know how to use
them?
Appearance:
• Make
sure you are dressed and groomed appropriately and in keeping with the
audience’s expectations.
•
Practice your speech standing (or sitting, if applicable), paying close
attention to your body language, even your posture, both of which will be
assessed by the audience.
Visual Aids:
• Are the
visual aids easy to read and easy to understand?
• Are
they tied into the points you are trying to communicate?
• Can
they be easily seen from all areas of the room?
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.
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