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Module 04 Reference Notes Winter 2014
Module 04 Reference Notes Winter 2014
Module 04
Preparing for
Successful Interviews
E-mail
coop1000@carleton.ca
Office Hours
Tuesdays 9:30 am 11:00 am
Co-op and Career Services, 401 Tory Building
(613) 520-6611
Module Overview
In this module, you will learn how to:
Identify the goals of interview
Prepare for an interview
Identify and respond to different types of interview questions
Maintain proper interview etiquette
Through the interview, you also want to decide if the organization is one
you would want to work for or whether or not the position aligns with your
career goals.
You can reach this decision by gathering information and learning about
the job, employer and the organization.
You will need to conduct in depth research on the organization and
position and then demonstrate this during the interview process by
showing what you have to offer is linked to the goals of the position and
the organization.
You will also be able to learn more about the position and organization by
asking pointed questions during the interview which will assist you in
gathering a more comprehensive understanding of the employer's
perspective.
While the objectives of the candidate and the employer may seem
completely different at first glance, taking a closer look shows that they in
fact directly match.
One of the main parallels that exist is that the employer is looking to
assess the candidate's skills and abilities and the candidate is trying to
create a favorable impression by highlighting their skills and abilities as
they relate to the job.
Another similarity is that the employer is trying to assess the candidate's
interest or motivation in the job and the candidate is trying to display their
interest in the job to show the employer that they want it.
Both parties are also trying to determine if there is a fit between the job
and the position and company.
a. 10%
b. 50%
c. 40%
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Conducting research about the position and company shows the employer
that you are actually interested in the opportunity. You will stand out as a
self-starter who takes initiative to learn independently.
The knowledge you gain about the company will make you feel more
confident and also make you appear more enthusiastic about the role.
Another advantage to conducting in depth research about the company is
that you will be more prepared to ask well informed questions during the
interview that are guided by your pre-existing knowledge about the
company.
We are living in an information age in which job seekers have access to
more information than ever before. Take advantage of this access to
information.
Below, you will be introduced to a few steps on how to gather and
organize information.
1. Internet Based Search
Enter the name of the company into a search engine (such as Google
or Yahoo) or use the URL to find the website.
Once you've found the company's site, click on links with titles such as
"About Us", "Products", "Services", "Mission", "Vision", and/or
"Organizational Chart".
These sections will give you information about how the company is
organized, what are its products, its goals for the future or how
business within that company is conducted.
Locate the "News", "Press Releases" or "Annual Report" sections if
available to get a sense of some of the past initiatives, new projects on
the horizon or other projected changes.
It's not just a fact finding mission but an opportunity for you to show
how you fit within the context of the organization.
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annual reports
corporate brochures
recent press clippings
names of Carleton University alumni (on Linkedin) who have
been or are currently employed by the company
names of students who completed a co-op with that company
community involvement by the company
employee newsletters
recent press releases
professional journals
information sessions
career fairs
You may also contact the organization directly and ask them for
relevant information.
3. Research Products and Services
You should prepare a list of the products and services the company
offers and how the position you are applying for fits with those
products.
Also make note of the target market that the company serves.
4. Research Companys Competitors
Based on your knowledge of the company and its products, search for
information about its competitors and how this company differs from its
competitors.
This will help you compare and contrast the company you're
researching with its competitors.
This is a positive approach as it allows you to think about why it's
advantageous to work at that specific company.
MODULE 3: PREPARING FOR SUCCESSFUL INTERVIEWS
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In fact, companies will often ask questions that require you to know
what makes them distinct from their competitors.
Questions such as:
Why do you want to work for our company? (or)
What makes us unique from other companies offering similar
services?
A list of additional interview questions can be accessed from the
Resources tab in Module 4 (on cuLearn).
You want to make sure that you understand the responses to all these
questions prior to your interview.
After completing your thorough research, if there are remaining
questions for which you could not find responses, you may ask some of
these questions during your interview.
Gather as much information as possible about the company.
You can find information through:
the company website or company profiles
recruiting brochures
annual reports
articles, business publications, newspapers, professional journals
attending information sessions sponsored by various firms
attending career fairs and approaching people who work in that
field
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affirm your technical knowledge and how your expertise will help
showcase that you understand the scope of the job
demonstrate your enthusiasm
When getting ready for your interview, make sure you prepare two (2) to
three (3) good questions for the interviewer that reflect your interest.
It does not hurt to have extra questions prepared in case the interviewer
answers some of them during the interview.
Below are a few examples of questions that can be asked during the
interview and some questions that should be avoided.
Bad Questions
Good Questions
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Matching Skills
Verify how your skills match the skills and qualifications that the company
is seeking. Look to answer questions like:
What are the specific duties for the position?
What are the critical tasks and key result areas of the position?
What behaviors, skills, knowledge and experience (e.g.
education, prior experience, personal qualities). These
requirements are often presented in order of relevance to the
position and therefore you should present your skills in order of
relevance.
What is the mix between technical skills (e.g. programming or lab
skills) and soft skills (e.g. teamwork skills, communication skills)?
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Step 4: Example
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Task
Action
Result
Difference
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Question 1
Question:
Give me an example of a time when you creatively solved a problem.
Response:
S
I had to determine how to fill the extra space but also ensure
there was enough revenue to maintain profitability.
We were also on a tight deadline as the printers required the
final draft within 48 hours.
So I compiled a list of local businesses in the area and
organized a team meeting with all the volunteer newsletter
staff.
We made phone calls and offered advertising space for a
25% discount rate which was enough for us to break-even
on those ads.
So as a result, all the extra spaces were filled with new ads,
the draft was sent to the printers by the deadline date, and
the newspaper still made a profit.
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Question 2
Question:
Describe a time when you had to use your written and oral
communication skills to present information to an audience.
Response:
S
In this role, I also conducted many presentations for firstyear students which were meant to educate them about how
to begin apartment hunting.
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Question 3
Question:
Providing an example, describe when you have taken on a leadership
role.
Response:
S
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5. Interview Questions
Identifying Interview Questions
Exercise
The following exercise will test your knowledge and
understanding of the different types of interview questions.
Match each category of questions with the appropriate
description.
1. Behavioral
Based Questions
2. Situational
Questions
3. Informational
Questions
When anticipating the interview questions that you may face based on the
requirements for the position, it is also useful to consider the different
types of questions that are usually asked during a typical interview.
There are three (3) main types of interview questions:
First are behavioral based questions.
These questions require you to discuss examples from your experiences.
They are usually the most difficult questions to answer.
Second are situational questions.
These questions require you to think through a hypothetical situation and
display your thought process.
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Exercise
The following exercise will test your ability to identify
behavioral based questions.
Select TWO examples that best represent behavioral based
questions.
a. What do you think are the main or most important attributes for
success?
b. Describe a time or any job that you held in which you were faced
with problems or stresses that tested your coping skills.
c. How would you deal with a co-worker at work with whom you have
been unable to build a successful working rapport?
d. Give me a specific example of a time when you used good
judgment and logic in solving a problem.
Regarding the exercise, here are some more examples of behavioral
based questions:
Providing examples, convince me that you can adapt to a wide
variety of people, situations and environments.
Describe a time on any job that you held in which you were faced
with problems or stresses that tested your coping skills.
Give me an example of an important goal which you had set in the
past and tell me about your success in reaching it.
Give me a specific example of a time when you used good
judgement and logic in solving a problem.
A more comprehensive list of behavioral based questions can be found
under the Resources tab in Module 4 (on cuLearn).
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Situational Questions
The second type of interview questions is the situational question.
The aim of these questions is to see how you would handle a hypothetical
situation, to assess your critical thinking skills, and to evaluate your ability
to make ethical decisions.
So how do you respond to these questions?
Since these questions allow you to demonstrate how you would go about
solving problems and think through challenging situations, it is important
to take the interviewer through your thought process in an organized way
and to explain how you would come to a decision in a given context.
What makes these questions challenging is that it is hard to anticipate the
specific questions you will be asked and there is not always one right or
one wrong answer to the question.
However, that does not mean that you cant prepare for them since
answering sample questions will allow you to practice structuring your
responses.
Examining Situational Questions
Here are some sample situational interview questions:
How would you respond when someone has lost his or her temper
in a business environment?
How would you deal with a colleague at work with whom you seem
to be unable to build a successful working relationship with?
If a co-worker was not completing their work and the team was
falling behind on a project, what would you do?
If you were asked to complete projects from multiple supervisors at
conflicting time periods, how would you handle this?
Notice that these questions ask how you would handle something, or
what you would do in a certain context.
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These questions differ from behavioral based questions because you are
describing what you would do as opposed to what you have done in the
past.
If you are asked a situational question that you happen to have an
example from a previous experience for, you can always use the example
in a STAR format and mention how your previous experience informs
your decision and what you learned from this experience that you can
bring to the new situation.
Examine Question
If a co-worker was not completing their work and the team was
falling behind on a project, what would you do?
There could be a variety of reasons why someone is not completing their work
and so the first thing I would do is talk with my co-worker to see what is going
on.
The issue could be that they have too much on their plate and need more
support in order to complete all the work that has been assigned to them.
If this is the case, then it would be important for me to help them in any way I
can since it is a team project.
Another reason could be that they are going through a personal issue which is
affecting their work.
In this case, I would want to be sensitive to the issue and try and support them
through it, helping them as much as I can with their component of the project.
It could also be the case that they are just unmotivated and he or she doesnt
want to do the work, in which case I would want to still talk it through with
them.
However, if I was unable to resolve the issue, I would need to speak with an
immediate supervisor about the problem to receive extra support and ensure
that the project does not fall behind schedule.
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Informational Questions
The last type of interview question is the informational question.
Informational questions allow the employer to assess skills, abilities,
knowledge, interest and suitability and are typically asked near the
beginning of the interview.
The interviewer is trying to get to know you and what makes you different
from other candidates.
So how do you respond to these questions?
You are going to want to describe your skills, abilities, experience,
accomplishments, and characteristics and how they relate to the
particular job.
Show your personality and your unique profile.
This is what sets you apart as a unique individual.
Lets take a look at a few popular examples of informational questions.
Tell Me About Yourself
One of the most common questions that you may be asked is "tell me a
little about yourself".
Many individuals are challenged by this question. Although it is an openended question, its not an invitation to talk about anything you want since
your response should still be structured. The more you practice this
question, the smoother it will go during the interview.
The employer wants a 2-3 minute snapshot of how you have been
preparing for this job and what you can offer.
They want to know that what you have been doing in the past lends itself
in some meaningful way to the role being sought.
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If the employer is asking you to tell him or her about your professional
self:
Dont launch into a personal history telling them where you were born or
how many brothers and sisters you have as this is not relevant to the job.
Do, however, speak about yourself as it relates to the position and use
concrete example to support your case
Some common points to include are:
However, you should include only 2-3 of these in your answer to keep it
concise.
It is often useful to structure your response by starting with the past (for
example, what got you interested in your field or why you chose your
major), then move into the present (such as how your studies and/or
experiences have shaped your interest in the area and how you have
developed skills that the employer is looking for), and then talk a little bit
about the future (for example, why you are interested in working for the
employer).
Below are examples of a good and bad response to this question.
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Bad Response
Good Response
I am currently a Bachelor of
Commerce student in my second
year at Carleton University.
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Response
Probably my biggest challenge is presenting in front of a large group
of people.
In the past, Ive had some difficulty presenting my ideas in a clear
way.
In the last 6 months, I was volunteering for a not-for-profit youth
organization. In this role, Ive had to chair meetings and deliver
presentations on the outcomes of funding proposals.
This has helped me to practice delivering a short presentation on just
a few topics.
In addition, this year, I joined Toastmasters and am currently working
on developing my 10 speech.
Through the feedback Ive received from my previous speeches, I feel
more confident about public speaking.
This is still an area that has room for improvement, but I'm confident
over time that I will continue to improve and get better.
Feedback: While this is an effective answer, you would not use this
example if one of the key responsibilities of the role was to deliver
presentations.
Additional Informational Questions
Here are some additional informational questions:
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6. Exercise Review
With what we've learned regarding the preparation process and the types
of interview questions, let's now put our knowledge to the test by
responding to a few exercise questions.
QUESTION 1
When answering behavioral interview questions, it is
recommended that you use the STAR format to structure your
responses. While all the components are needed in the response,
which 2 parts are the most important?
a.
b.
c.
d.
Situation
Task
Action
Result
QUESTION 2
Researching is a key part of the preparation process. Which of
the following are reasons why you should thoroughly research
the company and position?
a. To determine if there will be a good fit between you and the
organization
b. To create a list of appropriate questions to ask during the
interview
c. To make a good impression during the interview by display
initiative and interest in the position/company
d. To be able to answer the what do we do here? interview
question
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Body Language
Body language is a form of non-verbal communication consisting of
poise, gestures, eye movements, tone of voice, and rate of speech.
Non-verbal communication (which includes body language) comprises
about 93% of communication while words themselves only make up 7% of
how we communicate.
In an interview as with other forms of communication and interaction,
actions do speak louder than words.
The content of your responses is important; however, you also need to
concentrate on the non-verbal aspects of communication (such as the
face, body movements, and appearance).
These non-verbal cues are paramount to complete the message that you
send during the interview process.
Creating a good first impression requires that you pay attention to your
verbal and non-verbal communication, attitude, and image.
Non-Verbal Communication
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Handshake
Eye Contact
Smile
Additional
Tips
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What to Wear
Dressing for Success
Appropriate attire supports your image as a person who takes the
interview process seriously, values the employers time and understands
the professional culture of the industry you are targeting.
Some industries are quite formal and an understanding of appropriate
dress is vital as this is an indication that you understand the rules of
professional attire for that sector.
There are also industries in which employees tend to be more casual.
Although you may be aware of this practice, always dress formally for the
interview.
You are not yet a current employee and therefore you need to be more
formal even though your interviewers might be dressed rather informally.
Consider this the rule unless you are specifically told otherwise by the
employer. Its best to err on the side of caution and be too formal rather
than being too informal.
Now lets take a look at what to wear for your interview.
Below are male and female attire requirements for an interview.
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Suit
If you are going with a patterned suit, please ensure that its
a subtle weave pattern (for example, the pattern appears to
be solid from across a room).
If your suit is basic, you can create a variety of interview
outfits using different blouses, shoes and accessories.
Under your suit, wear simple coloured blouses (such as
white, grey, light blue or tan).
Remember to keep them basic.
If you dont have a suit, dress pants or a dress skirt should
suffice.
If you opt to wear pants or a skirt, it must be paired with a
dress blouse.
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Hair
Nails
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Keep make-up light and avoid extreme eye and lip colors.
If you wear make-up go for neutral colors that are not
distracting (such as a bright red lip or multi coloured eye
shadow).
Cosmetics
You are going for a clean polished look.
Your nail color should not be too extreme.
Keep it clean and neutral.
Perfumes should be used sparingly if at all.
For most interviews you will be in a very small space.
Any smell can be too overwhelming for your interviewer,
particularly those sensitive to smells.
When possible, avoid perfumes and be scent free.
Scents/
Personal
Hygiene
Book bags,
coats, boots
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Hosiery
Purses
Shirts/
Sweaters
Jewellery/
Accessories
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Hair
Nails
Facial Hair
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Book bags,
coats, boots
Ties
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Belts
Jewellery
Interview Etiquette
Interviews are one of the most stressful events you can go through and
most employers will be mindful of this.
However, they still have expectations that are not negotiable.
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Exercise
The following exercise will test your practical
knowledge of interview etiquette.
If an interview was scheduled for 11:00 am,
what time do you think you should arrive
for your interview?
Based on the exercise, you will want to arrive at the interview location 1015 minutes early so that you can adjust to your surroundings and mentally
prepare for the interview.
Make sure you know exactly where you are going in advance.
Showing up late for an Interview does not make a good first impression.
If you haven't been to the interview office before, try going there once
before the interview.
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8. Conclusion
After a Successful Interview
So what happens after you have been successful in the interview
process?
The Co-op Offices process for finding out about and accepting an
employment offer is as follows:
The employer notifies the Co-op Office of the successful candidate.
If you are the successful candidate, you will then receive an e-mail
from the Co-op Office with a job offer.
The Co-op Office needs to be informed about whether or not you
will accept the job within 48 hours of receiving the e-mail offer.
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Given these tight time frames, while you are seeking work, you must
check your connect e-mail account very often.
The employer is then informed by the Co-op Office of your decision.
If you accept the offer, the employer sends you an offer letter or
contract formally offering the position and giving details of the start
date, salary, and where to report on your first day.
The placement is confirmed when you are e-mailed a work term
letter. For information on the work term letter guidelines, please
view the table below.
It is important to remember that once an employment offer has been
accepted, you will have no further interviews in the current placement
round. For further information about co-op regulations, please visit the
following link: http://www5.carleton.ca/cc/co-operative-education/
Be sure to check your Carleton email regularly for updates and
reminders. If you are on a placement, please ensure that you continue to
check your e-mail or forward your e-mail to an account that you check
regularly.
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Remember
Being successful in an interview is a skill that takes time to develop.
To help you develop this skill further, mock interviews are available at
Career Services.
There is also a wealth of resources under the Resources tab for this
module (on cuLearn).
Conclusion
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Summary
With the completion of this module, you may now commence the Module 4
Quiz via cuLearn.
As a reminder, you must receive a grade 70% or higher to receive a SAT
on each quiz. A SAT on all assignments and quizzes is required to obtain
a SAT in COOP1000.
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