What are Soft Skills?

The phrase ‘soft skills’ is often used to describe the skills which characterise relationships with
other people, or which are about how you approach life and work. Others phrases that are often
used for these types of skills include: ‘people skills’, ‘interpersonal skills’, ‘social skills’ or
‘transferable skills’.

‘Hard skills’, by contrast, is a phrase usually used to describe job-specific skills. Examples of
such skills include professional skills like bricklaying or accountancy, medical expertise such as
diagnosis and treatment, or other skills that can be taught and whose presence is testable through
exams.
Ironically, for many people, the so-called soft skills are often some of the hardest skills to
develop.

The Relative Importance of Hard and Soft Skills

Job-related expertise is essential in any profession and in many other careers. However, over the
last twenty to thirty years, understanding has grown that perhaps the soft skills may ultimately be
more important in determining levels of success.
That is, the hard skills are a basic minimum necessary in order to operate in that particular
workplace. Whether or not you are successful in your career may depend on how you relate to
other people and to work: the so-called soft skills.
Soft versus Hard Skills
Perhaps the easiest way to differentiate between soft and hard skills can be described in this
manner:

 Hard skills are those that are easily observed and quantified (perhaps via a scientific
test). It's also relatively easy to teach someone a hard skill in a formal classroom setting
or using an on-the-job situation. Hard skills include abilities such as working with
spreadsheets, operating machinery, speaking a foreign language, or using a personal
computer.
 Soft skills are sometimes referred to as people skills; and based on the examples provided
earlier, they're not easy to quantify, and are sometimes described as intangible. That said,
it's often easy to identify a coworker that appears to possess strong soft skills; due to what
seems to be their natural ability to work effectively with others.
What are the Most Important Soft Skills?

It’s hard to judge which soft skills are most important, but this list is broadly what employers
mean when they talk about good soft skills and the skills which are most likely to enable you to
build constructive working relationships with others, or to be a constructive and helpful
employee.

1. Communication Skills
Communication skills are always top of the ‘essential skills’ list in any job
advertisement. People with strong communication skills can build relationships (from the
initial building rapport through to a longer-term relationship), listen well, and vary their
communication to suit the circumstances.

If you spend time on nothing else, work on your communication skills.

2. Making Decisions
Valued by employers for many reasons, being able to make decisions is key to getting on in life.
Sometimes the actual decision doesn’t even matter; what matters is that you have made one and
moved on.

3. Self Motivation
People who are self-motivated get on by themselves. They don’t need close supervision and
they are good to work with because they are generally positive about life and can be counted
upon to keep going. It also helps to work on your personal resilience and adaptability to
change.

4. Leadership Skills
These are the set of soft skills that we least expect someone to develop by themselves. There
are many leadership training courses available and much has been written about how to develop
your leadership skills.

5.Team-Working Skills
Like leadership skills, there are many training courses to teach you how to work well in a
team. However, there is also plenty of thinking to suggest that good communication skills,
particularly good listening skills, together with an ability to build rapport will go a long way to
support your ability to work well in a team.

6. Creativity and Problem Solving Skills

Creativity and problem-solving skills are highly valued because they are hard to
develop. There are many people who believe that creative thinkers are born, not made, and there
are certainly some people who find these skills much easier.

7. Time Management and ability to work under pressure

Many would say that these two skills, which often go hand-in-hand, are more an attitude
than a skill. However they can also be developed and honed, which is why we include them as
skills. Highly valued by employers, they are also very useful for organising a family or a team,
and for making sure that the job gets done.
 Capturing Audience
1. Start by telling your audience what they will take away from your talk. The speaker should
tell the audience the benefits of listening to him, for example- “When you leave after
two hour workshop, you will know how to (1) organize a talk and save hours of time;
(2) use my professionally designed slides to categorize information on your slides and
keep your audience engaged; and (3) feel more confident and excited about giving a
presentation.
2. Speak less than the time allotted. Generally the audience is reluctant to listen
because the listeners do not know for how much time the speaker is going to speak?
When you begin, say, “I know I have 30 minutes. I will only talk for 15, and then let’s
discuss what I’ve said.” Your audience will think to themselves, “OK, I can listen for 15
minutes.” Plus, they will be happy not to have to listen as long as they expected.
3. Use silence effectively. When you are playing catch and you throw the ball to
someone, you find yourself waiting—will the other player catch it, and how? You don’t
throw ball after ball without looking to see if the person caught one of them. When you
make a statement, it’s like playing ball—you have to wait in silence to see how people
receive it. Don’t keep throwing more and more words without giving your audience the
chance to catch each sentence.
4. Pause periodically. Silence not only gives your audience a chance to digest your
information—it also gives them permission to participate. When you pause, you non-
verbally tell your audience that they can interrupt you. Your pause makes people feel
comfortable—that you are encouraging them to jump in and speak. If you talk nonstop,
you will never engage your audience.
5. Emphasize key words. If you speak in the same voice tone throughout the entire
presentation, no one knows what is really important. Make it obvious to your audience
what they really need to pay attention to. E.g. If you are taking about the importance of
leadership qualities you need to emphasize on the key points like leading by
example is important.
6. Use numbers, and emphasize them. A person can pay attention better when you
number your points e.g., “There are three strategies to solve this situation. Number 1
is… Number 2 is… Number 3 is…” Every time you say a number, it reengages your
audience’s attention and helps their brains to listen.
7. Remind your audience of the benefits of what you just told them. The
speaker should frequently emphasize on the advantages of his speech e.g. he should
say something like, “By using these professionally designed slides you will feel more
confident when speaking, and you’ll be able to make eye contact with your audience
because you won’t be reading the slides.”
8. Add some emotion or humor to your talk. People cannot sit and listen to
someone spouting facts at them for so long. You have to engage the “child” part of your
audience by using emotional words. “I’m excited today to be here to tell you some good
news.” Or “The TEAM did some hard grueling work and came up with this amazing
new way to visualize the product.”
9. Tell a story that interests your audience. We all love stories—especially ones that
have some emotion connected to them. Tell a story within 5 to 8 minutes of starting
your talk. This will make the audience interested in what you say and will also serve as
a stress reliever.
10. Say these words: “You, Your”. When starting say, “I am delighted to see all of you
here.” Later on say, “As you know, we have this situation. First, you will hear some
ideas and then please give your opinions about how we can change this situation.”
Using the second person pronoun keeps the audiences engaged in the speech, they feel
involved and hence are able to grasp more.
11. Do something unexpected. If the speaker stops talking in the middle of his
presentation, and says “OK, you’ve heard enough of the possibilities of using this new
program, let’s discuss your views so far.” This energy will change the environment. By
doing unexpected things the speaker can break the monotony and refresh the
atmosphere.
12. Be enthusiastic and motivated as you speak. If you yourself aren’t engaged,
then you might not be able to speak convincingly. Find some way to motivate yourself to
be excited about your talk—you can’t expect your audience to carry you or motivate you.
You are the one in front of the group, so it’s up to you to bring the interest and curiosity
into the room.
 HOW TO BECOME A GOOD LEADER

Leadership is setting a new direction or vision for a group that they follow, ie:
a leader is the spearhead for that new direction.

Let's be honest. Being a great leader is not easy. Here is a list of awesome,
actionable leadership tips that will have you running your business...like a boss -- a
good one. Some are relatively basic but are important reminders. Others, well,
perhaps you've never considered before.

1. Lead by example.
Leaders need to show, not just tell. If you want your employees to be punctual,
make sure you’re there on time -- or even early. If professionalism is a priority,
make sure you’re dressed for success, and treat everyone you interact with (both
in-person and online) with courtesy. Set the tone and your employees will follow
it.

2. A little humility goes a long way.

There’s a difference between a leader and a boss. While both are in charge, a
leader shares the spotlight and is comfortable crediting others. While it might seem
strange but being humble takes more confidence than basking in glory. Your
employees will appreciate it, and your clients will, too.

3. Communicate effectively.
Effective communication is imperative, both in the office and in life. Great leaders
make sure they are heard and understood, but they also know the importance of
listening. Communication is a two-way process, and making the most of it will
have your company grow forward.
4. Keep meetings productive.
As the saying goes, time is money. So, of course, you should want to limit the time
wasters during meetings. If you trust your team to do their job, there should be no
need for micromanaging, and meetings can run swiftly.

5. Know your limits.

Even the kindest, most caring leader has limits. Set your boundaries and stick to
them. Knowing what you will not tolerate can save everyone in the office a lot of
frustration, and keeping boundaries clear means there’s no confusion.

6. Find a mentor.
No man is an island, as they say. The best leaders out there know when they need
help, and they know where to turn to in order to get it. Nobody can know
everything, so finding someone you trust for advice when things get tough can
make all of the difference.

7. Be emotionally aware.
While many people advise keeping emotions separate from matters of business,
business is ultimately about relationships between people. To make these
relationships last, you need to be emotionally intelligent -- to be sensitive to
different points of view and different backgrounds. When using your head to do
what’s best for your company, don’t forget to have a heart.
8. Watch out for (and avoid) common pitfalls of leadership.
Everyone makes mistakes, but some of them are avoidable. Being aware of
common mistakes, while not focusing on them to the point that they become self-
fulfilling prophecies, can be the first step toward not repeating them.

9. Learn from the past.

To once again quote a saying, those who don’t learn from the past are doomed to
repeat it. History, recent and otherwise, is filled with examples of successful
business models and spectacular business failures. Think about what the people
you admire do well, and consider what went wrong for those who end their careers
caught up in scandal or disgrace. Lessons can be found everywhere.

10. Never stop improving.

Great leaders -- indeed, great people -- are constantly learning and always trying to
improve themselves. There’s always something that you can work on or a new skill
to master. Be sure to keep your mind open to new ideas and possibilities.
 1

Ten Qualities of an Effective Team Player

When employers choose team members for a business team in their organization, they
need people who can smoothly work in a team. Who would the best team players be?
Assuming that people have the right technical skills for the work to be done is wrong.
There are other factors that affect the selection process. Teams need strong team
players to perform well. But what defines such people? Here are some qualities of an
effective team player.

Demonstrates reliability
You can count/trust on a reliable team member who gets work done and puts in efforts
and meets commitments. He or she completes the tasks in time. He is consistent is.You
can count on him or her to deliver good performance all the time, not just some of the
time.

Communicates constructively
Teams need people who speak up and express their thoughts and ideas clearly,
directly, honestly, and with respect for others. That's what it means to communicate
constructively. Such a team member does not shy away from making a point but makes
it in the best \ possible way— in a positive, confident, and respectful manner.

Listens actively
Good listeners are essential for teams to function effectively. Teams need team players
who can absorb, understand, and consider ideas and points of view from other people
without debating and arguing every point. Such a team member also can receive
criticism without reacting defensively. Most important, for effective communication and
problem solving, team members need the discipline to listen first and speak second so
that meaningful dialogue results.

Functions as an active participant

Good team players are active participants. They come prepared for team meetings and
listen and speak up in discussions. They're fully engaged in the work of the team and do
not sit passively on the sidelines.

Team members who function as active participants take the initiative to help make
things happen, and they volunteer for assignments. Their whole approach is can-do:
"What contribution can I make to help the team achieve success?"
 2

Shares openly and willingly

Good team players share. They're willing to share information, knowledge, and
experience. They take the initiative to keep other team members informed.

Much of the communication within teams takes place informally. Beyond discussion at
organized meetings, team members need to feel comfortable talking with one another
and passing along important news and information day-to-day. Good team players are
active in this informal sharing. They keep other team members in the loop with
information and expertise that helps get the job done and prevents surprises.

Cooperates and pitches in to help

Cooperation is the act of working with others and acting together to accomplish a job.
Good team players, despite differences they may have with other team members
concerning style and perspective, figure out ways to work together to solve problems
and get work done. They respond to requests for assistance and take the initiative to
offer help.

Exhibits flexibility
Teams often deal with changing conditions — and often create changes themselves.
Good team players roll with the punches; they adapt to ever-changing situations. They
don't complain or get stressed out because something new is being tried or some new
direction is being set.

In addition, a flexible team member can consider different points of views and
compromise when needed. He or she doesn't hold rigidly to a point of view and argue it
to death, especially when the team needs to move forward to make a decision or get
something done. Strong team players are firm in their thoughts yet open to what others
have to offer — flexibility at its best.

Shows commitment to the team

Strong team players care about their work, the team, and the team's work. They show
up every day with this care and commitment up front. They want to give a good effort,
and they want other team members to do the same.

Works as a problem-solver
Teams, of course, deal with problems. Sometimes, it appears, that's the whole reason
why a team is created — to address problems. Good team players are willing to deal
 3

with all kinds of problems in a solutions-oriented manner. They're problem-solvers, not

problem-dwellers, problem-blamers, or problem-avoiders. They don't simply go back to
a problem the way problem-dwellers do. They don't look for others to fault, as the
blamers do. And they don't put off dealing with issues, the way avoiders do.

Team players get problems out in the open for discussion and then collaborate with
others to find solutions and form action plans.

Treats others in a respectful and supportive manner

Team players treat fellow team members with courtesy and consideration — not just
some of the time but consistently. In addition, they show understanding and the
appropriate support of other team members to help get the job done. They don't place
conditions on when they'll provide assistance, when they'll choose to listen, and when
they'll share information. Good team players also have a sense of humor and know how
to have fun but they don't have fun at someone else's expense. Quite simply, effective
team players deal with other people in a professional manner.
Conclusion: Team players with commitment look beyond their own piece of the work
and care about the team's overall work. In the end, their commitment is about winning
— not in the sports sense of beating your opponent but about seeing the team succeed
and knowing they have contributed to this success. Winning as a team is one of the
great motivators of employee performance. Good team players have and show this
motivation.
 Telephone Etiquette
Be Prepared

o Always have a pen and paper at every telephone.

o It is wise to use full length paper and/or colored paper so that the message is noticeable (avoid using tiny
notepads).
o A frequently called number list and local telephone directory should also be kept handy for quick reference

Answer Professionally

o Use the four answering courtesies:

o Greet the caller
o State your organization (or department)
o Introduce yourself
o Offer your help
o Be enthusiastic when you answer.

Help make the calling party feel welcome. A tired voice lacking in enthusiasm is unappealing.
o When greeting the caller, use buffer words such as Good Morning, Good Afternoon, Thank you for calling.

Example: "Good Afternoon, Accounting, Mary Jones speaking, How may I help you?"

o Rules about how to address the caller can be confusing because of the many options. The following may help:
o Mr., Mrs., Miss, Ms., First Name, Sir, Ma'am
o The average caller may or may not be sensitive about how he or she is addressed. To be on the safe side keep
these suggestions in mind:
o When addressing a male you are always correct to use Mr. or Sir.
o
Addressing a woman is more confusing. The use of Mrs. or Miss is common and generally acceptable. Some
women prefer Ms. and may request this form of address. If you are not sure which salutation to use, simply ask
the caller for her preference.
o Often when you ask for the correct form of address the caller will suggest the use of a first name. The use of the
caller's first name is then acceptable. Use of a first name may also be acceptable (but not always) when:
o You have established a good rapport over a good period of time.
o You have been called by your first name.
o You know the caller, and know he/she is comfortable with a first name basis.

Putting A Caller On Hold

The #1 pet-peeve of callers is The Hold. Consider the following examples:

o "XYZ Company hold on." CLICK!
o "Engineering hang on a second." CLICK!
o "Accounting can you hold." CLICK!
Error: They ordered the caller to hold. When placing a caller on hold you should always ask for permission and then wait for an
answer.
YOU "Good Morning XYZ Company this is your name."

CALLER "Hello. I would like to speak with Mr. Jones please."

YOU "I'll see if he is in, are you able to hold?"

If you have several callers on hold, remember the priority of each call. If necessary, make notes of who is holding on which line.
Nothing is more irritating than answering the question "Who are you holding for?" several times.

Control The Conversation

Keep the caller on track.

If the conversation begins to sway, ask a related question to steer the caller back to the issue at hand.

Do not be afraid to use a direct approach.

Take Accurate Messages

o When a co-worker is absent from the office, explaining his/her absence and taking accurate messages is
important.
o Explanation Of Absence
o It's up to you to create a good image of the person for whom you are taking calls.
o Statements like, "He's out to coffee", or "She hasn't come in yet" give the wrong impression.
o Be tactful. Give a report such as "Mr. Anderson is away from his office. May I take your name and number?".
o
If possible, offer your assistance to the caller. "Mr. Anderson is away from the office, may I help you?", or
"Perhaps Mr. Graham can help you, can I connect you with him?"
o Taking Accurate Messages
o The most important rule to remember when taking a message is NeverShorten the Message. Miscommunication
is a result of improper message taking.
o Consider this example...
o Original message: "Sorry, I'd like to attend the meeting but I am unable to. I'm at the hospital. My wife is
having a baby. I will call tomorrow. Tim."

Message taken: "Unable to attend meeting. Will call. Tim."

Take a message in its entirety and read it back to the caller to be sure that it is correct.
o A good message should include:
o Whom the message is for.
o Caller's name.
 o Date and Time.

Avoid Mouth Noises

Refrain from the following activities while talking with a caller:

o Smoking
o Eating
o Chewing Gum
o Drinking

Remember, the mouthpiece on the telephone is a microphone (it amplifies). Also, leaning the telephone on your shoulder
places the microphone by your neck making it difficult for the caller to hear you. Talk with your mouth, not your neck.

Give The Caller Your Undivided Attention

Avoid side conversations while talking on the telephone. Your party deserves your full attention. Do not attempt to carry on two
conversations at the same time.

Keep in mind that speaking on the telephone requires better articulation than is necessary in face to face conversation.

Be Sincere

When you answer the telephone, you become your company's representative. The caller will judge your company by how well
you treat him/her.

Show conviction!

Give Spoken Feedback Signals

Feedback signals include:

- OK, Yes, Good, Sure, Right, I see, I understand, We'll do that

Giving spoken feedback signals shows your caller that you are paying attention. He / She needs feedback because silence can be
frustrating and misunderstood as disinterest.

Refrain from using only one word or phrase. A mixture of the feedback signals are suggested.

It is also a good idea to mirror back the caller's phrases to show that you are absorbing what he/she is saying.

Leave A Good Last Impression

 Use valuable phrases like the following to close a conversation:

o Thanks for calling

o Please call again
o We appreciate your call
Personal SWOT Analysis
A SWOT analysis identifies Strengths, Weaknesses, Opportunities and Threats.

Whether you are starting your business life or changing careers, making an informed decision
about where best to apply your talents is a challenge for even the most self-aware. But a personal
SWOT analysis can help you determine where your particular skills are most likely to find
success in the professional world.

Strengths, weaknesses, opportunities and threats

To conduct a SWOT analysis, job seekers need to ask themselves questions about each of the
four areas being examined. For each factor, honesty is crucial, or the analysis won't generate the
results you are trying to achieve. With that in mind, try to see yourself from the standpoint of a
colleague or a bystander, and view criticism with objectivity.

Strengths: This part looks at what the employee does well and where his or her skills shine.
Questions to ask include:
 What do you do better than others?

 What positive traits do you have?

 What sets you apart from others looking for jobs, such as education or certifications?
 How strong is your network of connections?

 What do other people see as your strengths?

 What resources can you access?

 What values and ethics set you apart from your peers?

Weaknesses: This part examines the areas in which an employee needs to improve and that
will set him or her back when searching for certain types of positions. Questions to consider
include:
 What are your negative work habits and traits?

 Does any part of your education or training need improving?

 What would other people see as your weaknesses?

 Do you have any limited resources, such as time or influence?

 Do you have a weak network of connections that will hurt your chances of finding work?

 What negative feedback about your personality or work habits have you received?

Opportunities: For this section, job seekers must look at the external factors they can take
advantage of, to find a new job or career direction. Questions to ask include:
 What is the state of the economy?

 Is your industry growing?

 Is there new technology in your industry?

 Is there new demand for a skill or trait you possess?

 Are there certain job openings that can't be filled by the current crop of job seekers?

 Have customers given you feedback about new services you could provide, or ways to
improve your manner?

 What advice can your contacts offer you?

Threats: This part takes into account the external factors that could hurt a job seeker's search
for new work. The factors to take into account include:
 Is your industry contracting or changing directions?

 Is there strong competition for the types of jobs for which you are best suited?

 Do your weaknesses inhibit your ability to rise in your company or change jobs?

 How much internal competition do you face for the same positions?

 Are there any new professional standards you cannot meet?

 Is there any new technology that will hurt your chances of finding work?

 Do you have any family obligations that will reduce your chances of finding a new job?
Example of a SWOT analysis
Strengths
 I'm very creative. I often impress clients with a new perspective on their brands.

 I communicate well with my clients and team.

 I have the ability to ask key questions to find just the right marketing angle.

 I'm completely committed to the success of a client's brand.

Weaknesses
 I have a strong, compulsive need to do things quickly and remove them from my "to do" list,
and sometimes, the quality of my work suffers as a result.

 This same need to get things done also causes me stress when I have too many tasks.

 I get nervous when presenting ideas to clients and this fear of public speaking often takes the
passion out of my presentations.

Opportunities
 One of our major competitors has developed a reputation for treating their smaller clients
poorly.

 I'm attending a major marketing conference next month. This will allow for strategic
networking, and also offer some great training seminars.
 Our art director will go on maternity leave soon. Covering her duties while she's away would
be a great career development opportunity for me.

Threats
 Simon, one of my colleagues, is a much stronger speaker than I am, and he's competing with
me for the art director position.

 Due to recent staff shortages, I'm often overworked, and this negatively impacts my
creativity.

 The current economic climate has resulted in slow growth for the marketing industry. Many
firms have laid off staff members, and our company is considering further cutbacks.

As a result of performing this analysis, the ad manager proposes a new direction for filling a
colleague's maternity leave that involves both her and her co-worker Simon. Based on the SWOT
analysis, the ad manager proposes that both she and Simon cover the job's duties, working
together and each using his or her strengths.
Outcomes

Once your personal SWOT analysis is complete, it is crucial to follow through on the insights
you received.

"SWOT analysis can fail to be effective if it is simply treated as a 'laundry list,' without any tie in
to how the elements identified in the analysis can be put into play for the individual carrying out
the assessment. For example, how can the identified strengths move the needle in the endeavor to
achieve a key goal? Or how can one navigate a potential threat once it is identified so as to
ensure no ground is lost?
 1

Impromptu or Extemporaneous Speaking

While many of us do not like to speak in front of people, there are times when we are
asked to get up and say a few words about someone or a topic when we have not
planned on saying anything at all. We are more shocked than anyone else. Has this
ever happened to you? If and when this does happen to you, be prepared to rise to the
challenge. Below are some tips you can use the next time you are called on to speak.
Decide quickly what your one message will be - Keep in mind you have not been
asked to give a speech but to make some impromptu remarks. Hopefully they have
asked you early enough so you can at least jot down a few notes before you speak. If
not, pick ONE message or comment and focus on that one main idea. Many times,
other ideas may come to you after you start speaking. If this happens, go with the
flow and trust your instincts.
Do not try and memorize what you will say - Trying to memorize will only make
you more nervous and you will find yourself thinking more about the words and not
about the message.
Start off strong and with confidence - If you at least plan your opening statement,
this will get you started on the right foot. After all, just like with any formal speech,
getting started is the most difficult. Plan what your first sentence will be. You may
even write this opening line down on your note card and glance at it one more time
 2

just before you begin speaking. If you know you have three points or ideas to say,
just start off simple by saying, "I would just like to talk about 3 points". The first point
is... the second point is... and so on.
Decide on your transitions from one point to the other - After you have decided
on your opening remark or line, come up with a simple transition statement that
takes you to your main point. If you have more than one point to make, you can use
a natural transition such as, "My second point is... or my next point is..." etc. Just list
on your note card or napkin, if you have to, the main points or ideas. Do not write
out the exact words, but just the points you want to mention.
Maintain eye contact with the audience - This is easier to do if you do not write
down all kinds of stuff to read. Look down at your next idea or thought and maintain
eye contact with your audience and speak from your heart. Focus on communicating
TO your audience and not speaking AT the crowd.
Occasionally Throw in an off-the-cuff remark - Because you want your style to be
flexible and seem impromptu, trust your instinct and add a few words which just pop
into your head. Keep it conversational and think of the audience as a group of your
friends.
Finally, have a good conclusion - Gracefully just state, "And the last point I would
like to make is ....". Once you have made your last point, you can then turn control
back to the person who asked you to speak in the first place.

With a little practice, this process will feel more natural to you. Anticipating that you
MAY be asked to say a few words should force you to at least think about what you
might say if you are asked. Then if you ARE asked, you are better prepared because
you anticipated being asked. This is much better than thinking they won't ask you and
they actually do!
 1

Planning & Preparing the Presentation

Preparing a presentation can be an overwhelming experience if you allow it to be one. The
strategies and steps below are provided to help you break down what you might view as a large
job into smaller, more manageable tasks.

Step 1: Analyze your audience

The first step in preparing a presentation is to learn more about the audience to whom you'll be
speaking. It's a good idea to obtain some information on the backgrounds, values, and interests of
your audience so that you understand what the audience members might expect from your
presentation.

Step 2: Select a topic

Next, if possible select a topic that is of interest to the audience and to you. It will be much easier
to deliver a presentation that the audience finds relevant, and more enjoyable to research a topic
that is of interest to you.

Step 3: Define the objective of the presentation

Once you have selected a topic, write the objective of the presentation in a single concise
statement. The objective needs to specify exactly what you want your audience to learn from
your presentation. Base the objective and the level of the content on the amount of time you have
for the presentation and the background knowledge of the audience. Use this statement to help
keep you focused as you research and develop the presentation.

Step 4: Prepare the content of the presentation

After defining the objective of your presentation, determine how much information you can
present in the amount of time allowed. Also, use your knowledge about the audience to prepare a
presentation with the right level of detail. You don't want to plan a presentation that is too basic
or too advanced.

An ideal presentation has to be divided into three parts a beginning, middle and the end. The
introduction of the presentation should define your objective of the presentation. Once you've
prepared the body of the presentation, decide how you will begin and end the talk. Make sure the
introduction captures the attention of your audience and the conclusion summarizes and
reiterates your important points. In other words, "Tell them what you're going to tell them. Tell
them. Then, tell them what you told them."

During the opening of your presentation, it's important to attract the audience's attention and
build their interest. If you don't, listeners will turn their attention elsewhere and you'll have a
difficult time getting it back. Strategies that you can use include the following:

 Make the introduction relevant to the listeners' goals, values, and needs
 2

 Ask questions to stimulate thinking

 Share a personal experience
 Begin with a joke or humorous story
 Project a cartoon or colorful visual
 Make a stimulating or inspirational statement
 Give a unique demonstration

The middle of the presentation should define all the main points with exact amount of detail
based on the importance of each point. The end of the presentation should summarize all the
main points and provide a logical conclusion.During the conclusion of your presentation,
reinforce the main ideas you communicated. Remember that listeners won't remember your
entire presentation, only the main ideas. By reinforcing and reviewing the main ideas, you help
the audience remember them.

Step 5: Decide the method of delivering the presentation

Most people spend hours preparing a presentation but very little time practicing it.In addition to
planning the content of your presentation, you need to give advanced thought to how you want to
deliver it. Do you want to commit your presentation to memory, use cards to guide you, or read
from a script? Or, you might want to use a combination of methods. To help you decide, read the
advantages and disadvantages of the four delivery methods described below.

 Speaking from Memory

A distinct advantage of speaking from memory is your ability to speak to the audience without
relying on notes or a script. This allows you the flexibility to move away from the podium and to
maintain eye contact with the audience. However, speaking from memory has disadvantages,
too. Presentations from memory often sound rehearsed and the possibility exists that you'll forget
an important point, present information that's inaccurate, or completely lose your train of
thought. If you decide to deliver your presentation from memory, have notes handy to jog your
memory just in case!

 Speaking from Notes

Many people like to speak from notes. Typically these notes are either on cards or paper in
outline form and contain key ideas and information. If you are using an electronic presentation
tool, you may be able to include your notes in the presentation itself. The benefit of delivering a
presentation from notes is that you sound natural rather than rehearsed and you can still maintain
relatively good eye contact with the audience. The down side is that you might not express your
key ideas and thoughts as well as you may have liked had you planned your exact words in
advance.

 Speaking from Text

Speaking from text involves writing your speech out, word for word, then basically reading from
the text. As with speaking from memory, an advantage of this method is that you plan, in
 3

advance, exactly what you're going to say and how you're going to say it. A disadvantage is that
you might appear to the audience to be stiff or rehearsed. You will need to make frequent eye
contact and speak with expression to maintain the audience's interest.

 Using a Combination of Methods

You may find the best method to be a combination of all three. For instance, experts suggest you
memorize the first and last ten minutes of your talk so that you can speak flawlessly and without
notes. Notes may be suitable for segments of your presentation that you know very well, for
example, relating a personal story. Finally, speaking from a text might be appropriate when you
have quotes or other important points that you want to make sure you communicate accurately
and completely. You can make a smooth segue to written text by saying something like: "I want
to read this quote to you verbatim, to ensure that I don't distort the original intent."

Step 6: Be prepared to answer the questions from the audience:

At the end of your presentation the audience may be willing to ask questions in order to get
additional information, or to know your opinions. Make sure that you answer the questions
politely and if anyone from the audience tries to annoy you or belittle you; do not react , avoid
such people and if need arises, register your complaint to the organizers.
4
 5

Delivering a presentation

How you say things may often appear to be more important than what you say. Have you
listened to charismatic speakers who gain and maintain the attention of the audience? Have you
also encountered speakers who quickly put an audience to sleep? Experienced presenters learn to
communicate effectively by using voice, gestures, and visual aids while trying to establishing a
comfortable environment for the audience.

Be accurate and exact with quotes, names, dates, and facts.

If you want people to believe you, you have to earn their trust. That means getting the facts
straight. Research the information you're going to present to make sure it's accurate and make
sure you report it correctly. Practice pronouncing names correctly, and state dates, facts, and
quotes accurately. Copy information that you think you might state incorrectly and read it from
your notes if necessary.

Provide support for your ideas.

It's not enough just to make a statement, you need to back it up by providing factual information,
quoting an expert, or speaking from experience. The point is, it's not enough to state your ideas,
you need to be able to explain why you have those ideas.

Dress in a professional manner.

If you want to be taken seriously, then dress accordingly. Being the worst dressed person in the
room just won't do. You don't need to have the most expensive clothes or the most current
wardrobe, but do look well groomed. Like it or not, research has determined that people are
influenced by the appearance of the speaker.

Use visual aids that look professional.

Visual aids can enhance your presentation if they are well designed and look professional. Be
certain to use the visual aids when you practice your presentation. These aids even divert the
attention from the speaker to the aid, which help the speaker in being more comfortable while
delivering the presentation.
 6

Know your material.

Knowing the material will help you speak more quickly and fluidly. Research has shown that a
speaker's credibility is enhanced by speaking more quickly and without hesitation (uh, well, you
know) or qualifiers (sort of, kind of, I guess). People who speak faster are perceived to be more
intelligent, more confident, and more effective than people who speak slower. Knowing your
material will also help you reduce hesitations and qualifiers that might diminish credibility.

Use language that's appropriate for the audience.

Don't try to impress them by using words they don't understand. If your subject is new to
audience members, be certain to explain jargon they might not comprehend. Also, be certain to
use your best grammar. Slang can be appropriate for the right audience, but the use of incorrect
grammar may be taken as a lack of knowledge on your part.

Control Your Nervousness

Most people are a little nervous when they speak in public. In fact, a little nervous energy can
enhance a performance or presentation. It is important to control this nervous energy, however,
so that it remains a positive motivating force rather than a weakening one. For this you should
rehearse your presentation , you can even try breathing exercises.

Use your voice effectively

Using your voice effectively can have a great impact on your delivery. The best speaking voice
is conversational, natural, and enthusiastic. Use the following guidelines to develop an effective
speaking voice:

 Alter the pitch (high and low) of your voice to prevent yourself from sounding monotone.
Don't alter the pitch too much, however, because this may make you sound unnatural.

 Speak loudly enough to be heard by everyone in the room, but vary the volume of your
voice to maintain interest and emphasize key points.

 Stress certain words as another way to add emphasis. Typically when you stress a word,
the pitch and the volume increase.

 Alter the rate at which you speak to maintain interest and add emphasis. Speak faster to
show excitement and/or build suspense. Speak slower to show the importance of an idea.
Pause after important ideas to allow the audience time to grasp them.
 7

Use Gestures

Speakers often communicate with their audience either intentionally or unintentionally using
gestures and other physical behaviors. Use the guidelines below to help use gestures to your
benefit:

 Maintain eye contact with members of the audience to keep their attention level high. Eye
contact signals that you care about the audience and you are attuned to their needs. Also
use eye contact to detect confusion or boredom so that you can then modify your
approach.

 Use positive facial expressions such as smiles, expressive eyes, and looks of empathy and
encouragement to communicate feelings and emotions.

 Stand naturally with your feet spread slightly apart and arms relaxed at your sides.

 Minimize gestures like pacing back and forth, rocking back and forth, playing with coins
in your pocket, wringing your hands, and other types of fidgeting. These gestures not
only signal that you are nervous, but they are distracting to the listener as well.

 Use quick and energetic movements of your hands and arms to add expression to your
talk. Maintain the attention of the audience by making your movements unpredictable.

Use Visual Aids in Presentation

Visual aids can help you emphasize main ideas, illustrate a concept, or stimulate the interest of
your listeners. Examples of visual aids include posters, overheads, flip charts, photographs,
computer-generated slides, and three-dimensional effects.

 Use visual aids to emphasize important points and add interest to your presentation —
don't put every word of your entire presentation on them.

 Select the appropriate visual aid for the environment. It may be possible to pass visuals
around to a small audience but in large groups you'll need to project them.

 Give the visuals a consistent appearance including color and spacing. Start the text at the
same place on each visual.

 Try to observe the seven by seven rule: on an overhead slide have no more than seven
lines and seven words per line. Similar rules would also pertain to flip charts, PowerPoint
and other computer generated slides, and posters.

 Use a simple typeface or font. Don't use more than two different typefaces, if possible.
 8

 Make sure the text is large enough for people in the back of the room to read. Letters on a
flipchart should be at least 3 inches in height. For a projected overhead or slide, fonts
between 20 and 48 points are customary.

 Don't show visuals that conflict with what you're saying — this includes displaying them
once you've moved beyond their content.

 Don't read the text that's on the visual, but do paraphrase and add to it.
 1

SPEECH INITIATORS (Ways to Start a Speech)

You have heard the saying “First impressions are lasting; you never get a second chance to
create a good first impression.”
The same is true when talking about how to start a speech…
The truth is, when you start your speech, you must focus everything on making a positive first
impression on your audience.
Here are some of the ways to start a speech :

1) Thank the Organizers and Audience

You can start by thanking the audience for coming and thanking the organization for inviting you
to speak. Refer to the person who introduced you or to one or more of the senior people in the
organization in the audience. This compliments them, makes them feel proud and happy about
your presence, and connects you to the audience like an electrical plug in a socket.

2) Start by telling the benefits of listening to you

You can begin by telling the audience members how much they will like and enjoy what you
have to say. For example, you might say:
“You’re really going to enjoy the time we spend together this evening. I’m going to share with
you some of the most important ideas that have ever been discovered in this area.”
Remember that speaking is an art, so be an artist and take complete control of your performance,

3) Compliment the Audience

You can begin by complimenting the audience members sincerely and with great respect.
Smile as if you are really glad to see them as if they are all old friends of yours that you have not
seen for quite a while. You can tell them that it is a great honor for you to be here, that they are
some of the most important people in this business or industry, and that you are looking forward
to sharing some key ideas with them.
You could say something like:
“It is an honor to be here with you today. You are the elite, the top 10 percent of people in this
industry. Only the very best people in any field will take the time and make the sacrifice to come
so far for a conference like this.”

4) Start Your Speech by Referring to Current Events

Use a current event front-page news story to transition into your subject and to illustrate or prove
your point. You can bring a copy of the newspaper and hold it up as you refer to it in your
introduction.
 2

This visual image of you holding the paper and reciting or reading a key point fixes the
audience’s attention and causes people to lean forward to hear what you have to say.

5) Refer to a Historical Event

Referring to a historical event creates the same kind of interest as is created by telling a story,
what more, such descriptions add the element of realism hence making your approach more
practical. Suppose, one day, you are asked to give a talk on leadership principles to a roomful of
people who are holding administrative positions in their companies. In such scenario the story of
the historical figures with great leadership qualities could be relevant.
You may decide that the campaign of Alexander the Great against Darius of Persia would make
an excellent story that would illustrate the leadership qualities of one of the great commanders in
history.
You may open your talk with these words:
“Once upon a time there was a young man named Alex who grew up in a poor country. But Alex
was a little bit ambitious. From an early age, he decided that he wanted to conquer the entire
known world. But there was a small problem. Most of the known world was under the control of
a huge multinational called the Persian Empire, headed by King Darius II. To fulfill his
ambition, Alex was going to have to take the market share away from the market leader, who
was very determined to hold on to it.
This is the same situation that exists between you and your major competitors in the market
today. You are going to have to use all your leadership skills to win the great marketing battles
of the future.”

6) Refer to a Well Known Person

You can start by quoting a well-known person or publication that recently made an important
statement. For this you have to be continually in touch with the latest news and other
developments around you.
You can say something like, “In the twenty-first century, knowledge and know-how are the keys
to success. As basketball coach Pat Riley said, ‘If you are not getting better, you are getting
worse.’”

7) Refer To a Recent Conversation

Start by telling a story about a recent conversation with someone in attendance. This will help
people relate to you and focus on your speech.
For instance, I might say, “A few minutes ago, I was taking with Tom Robinson in the lobby. He
told me that this is one of the very best times to be working in this industry, and I agree.”
 3

8) Make a Shocking Statement

You can start your talk by making a shocking statement of some kind. You can refer to some
research or you can express yourself based on your observation and opinion and make a
futuristic statement.
For example, you might say something like:
“According to a recent study, there will be more change, more competition, and more
opportunities in this industry in the next year than ever before. And 72 percent of the people in
this room will be doing something different within two years if they do not rapidly adapt top
these changes.”

9) Quote from Recent Research

You can start by quoting a recent research report and then base your content and justify your
stance based of that research.
One example is:
“According to a story in a recent issue of Businessweek, there were almost 10,000,000
millionaires in America in 2013, most of them self-made.”

10) Ask A Question

You can open by making a positive statement and then ask a question requiring a show of hands.
Try something like this:
“This is a great time to be alive and in business in America. By the way how many people here
are self-employed?”
Invariably, someone will say, “We all are!”
I then compliment and affirm the answer:
“You’re right! We are all self-employed, from the time we take our first jobs to the day that we
retire; we all work for ourselves, no matter who signs our paychecks.”

11) Open with a Problem

You can start with a problem that must be solved. If it is a problem that almost everyone has in
common, you will immediately have the audience’s complete and undivided attention.
For example, you could say:
“Fully 63 percent of baby boomers are moving toward retirement without enough money put
aside to provide for themselves for as long as they are going to live. We must address this
problem and take action immediately to ensure that each person who retires will be able to live
comfortably for the rest of his or her natural life.”
 4

12) Tell a Story

You can start your talk with a story. Some of the most powerful words grab the complete
attention of the audience are, “Once upon a time…”
From infancy and early childhood, people love stories of any kind. When you start off with the
words, “Once upon a time…” you tell the audience that a story is coming. People immediately
settle down, become quiet, and lean forward like kids around a campfire.
For example if you start your speech by saying “Once upon a time there was a man, right here in
this city…”
As soon as you will say these words, people will hurry back to their seats and begin to listen
attentively to the rest of the story. The story technique is one of the most effective and widely
used speech initiating methods.
 1

Body Language

Body language is nonverbal communication that involves body movement. “Gesturing” can also
be termed as body language which is absolutely non-verbal means of communication. People in
the workplace can convey a great deal of information without even speaking; through nonverbal
communication.
Not all of our values, beliefs, thoughts and intentions are communicated verbally. In an ongoing
communication, most of those are communicated non-verbally. In Non-verbal communication,
our human body expresses our feelings and intentions through conscious and unconscious
movements and postures, accompanied by gestures, facial expressions, eye contacts and touch.
This collectively forms a separate language of the body within the ongoing communication. This
is called Body Language.

Read on to understand more about various non verbal components of communication...

1) Facial expressions
The human face is extremely expressive, able to express countless emotions without saying a
word. And unlike some forms of nonverbal communication, facial expressions are universal. The
facial expressions for happiness, sadness, anger, surprise, fear, and disgust are the same across
cultures. The face is a best reflection of what a person feels.
More often than not it is easy to recognize if a person is happy, sad, anxious, irritated, or excited.
It is very important that in a professional scenario a person must control his / her facial
expressions. For e.g. If a presenter gets a feel that his presentation is not going on very well, he /
she should not show the sign of losing of hope and instead try for a greater involvement from the
participants.

Examples of Facial Expression

• Raised eyebrows convey surprise
• A Smile expresses friendliness & affection
• Furrowed forehead expresses worries & anxiety
• Frown shows dislike or suspicion

2) Eye Contact: Always maintain eye contact with your audience. However, a person must
ensure that he / she should not fix his gaze at one person for more than 5 seconds. Too much
fluttering of eyes could indicate lack of confidence. Staring at a person could be daunting and
hence is not such a good idea.
Eye contact has very much in face-to-face communication.
• Absence of eye contact shows lack of interest & understanding.
• We look faster than listen or talk.
• Eyes are human windows except them there is no life.
 2

• The speaker must look in to the eyes of the audience from right to left & left to right this will
built up the confidence & eliminate the nervousness.
• It build the rapport between the speaker & the listener .

3) Posture: Leaning on a chair is not a good idea. One must sit upright though in a relaxed
position. Sitting back in your chair implies lack of interest or rejection. Means “an attitude or
position of body”
• Each movement of body has expressive & defensive functions.
• The way, in which we sit or stand, walk in walk out tells a lot about us.
• A good posture indicates confident attitude.

4) Gesture: Gesture refers to a type of non verbal communication which uses a part of the body
with or without verbal communication. Gestures include facial expressions, nods [which is a sign
of approval in most cultures], head bobbling / shaking.
Examples of gesture:
• Shaking Hands display the friendship
• Waving of hand to indicate good bye or draw the attention of a person
• Pointing index finger indicates allegation or charge
• Shrugging of shoulders indicates indifference & unconcern

5) Dress & Appearance

• The kind of dress we use & the way in which we groom ourselves shows our status & attitude.
• We influenced how others look & clothes they wear
• Physical attractiveness plays an important role in our assessment of people.
• Persons dress & physical appearance conveys great deal of information about him.

6) Tone of voice: the voice of an effective speaker should have the following characteristics:
Clarity: The speech should be clear.

Language: The language should be proper and should represent your organization. You should
have a wide range of vocabulary and should not repeat the same word again and again.

Cadence/pace: You should match the rate at which the other person speaks. This helps get you in
sync with the other speaker, although speaking at a pace that’s too slow can make you seem
uninterested.

Variety: you should change your rhythm, volume and pitch so that you don’t sound.

Context: the tone of your voice should match the context and the nature of the information you
are sharing.
 Types of interviews

In-Person Screening Interview

You meet the interviewer face to face. This type of interview provides an initial impression of
your attitude, interest, and professional style.

What to Expect

This is the most common interview method and involves you and the interviewer alone in a
private office. Once you are face-to-face with the interviewer your dress, appearance, non-verbal
communication skills and other visual factors, as well as your verbal communication skills will
come into play. Building rapport with the interviewer is usually easiest in this setting.

Tips

You may not be meeting with the final decision maker, but don’t slack off. Sell yourself as you
would in a “regular” interview.

Telephone Screening Interview

Screening interviews are generally conducted when an employer has a large applicant pool
which they want to narrow down to a more manageable number. The purpose is to “weed out”
the applicants who are obviously not a fit.

What to Expect

A call from an employer to eliminate candidates based on essential criteria. An employer may
call you without an appointment.

Tips
Have your job search records organized and handy. Refer to your resume as needed.

Panel Interview

Sometimes the employer will have a “selection committee” or for some other reason there will
be multiple people involved in conducting interviews. They may want to conduct a “panel
interview” in which you will be interviewed by several people at the same time. Panel interviews
are very
efficient from the employer’s perspective because it allows them, in effect, to do many
interviews all at once.
Remember that in a panel interview you must connect with and engage every member of the
panel, not just the person asking the question. Make sure you get a business card from every
panel member and send each a thank you note afterwards.
Always bring extra resumes and offer one to each member of the panel at the beginning of the
interview.
What to expect

Three or more people will ask you questions on your qualifications and evaluate how you fit in.
It may include other candidates for the position.

Tips

Direct your answer to the person who asked the question, but try to maintain some eye contact
with all group members.

Group Interviews
Group interviews are those interviews where several candidates are interviewed by one
interviewer.

What to Expect

You may be asked to do a “group” interview, which is the opposite of a panel interview. Instead
of several interviewers and one candidate, one interviewer will sometimes interview several
candidates at the same time. The interviewer will ask questions of no one in particular in hopes
that a “leader” will emerge. Group interviews are not very effective for most situations and are
rarely used.

Tips

Introduce yourself and be polite. Volunteer to respond first to a few questions, but do not
dominate the entire interview. Compliment another candidate's response and then build on it with
your own thoughts

Lunch Interview (also known as "The Meal")

Lunch interviews are those interviews which are conducted along with a meal. You have your
meal and you are interviewed simultaneously.
What to Expect

Sometimes the employer will take you to an interview lunch or even dinner. Interview lunches
are very unstructured, and they will probably be evaluating your social skills and manners. Such
interviews are conducted in a restaurant to assess how well you handle yourself in social
situations.

Tips

Pick easy things to eat so you can answer questions and pay attention to the conversation. If the
location is a coffee shop, the interviewer is probably looking for a more casual conversation.
When ordering off the menu, stick with something in the mid-range of prices that’s easy to eat.
Never under any circumstances order an alcoholic drink during a lunch or dinner interview.

Stress Interview

Stress Interviews are those interviews in which the candidate is put into stressful situations by
the interviewer in order to see how you react to stress.

What to Expect

The interviewer may make the room physically uncomfortable by turning up the heat, make the
candidate sit in an uncomfortable chair or sometimes even stand, ask off-the-wall questions that
have nothing to do with the job and possibly refuse to answer your questions. Today’s job
candidates are too sophisticated to tolerate these methods and this technique is very ineffective.
Stress interviewing is a generally ineffective and antiquated interview method, and most – but
unfortunately not all – employers have discontinued this practice.

Tips

Keep your cool and take your time in responding to the questions. Don't take anything personally

Video Conference Interview

Uses technology for a “person-to-person” interview by video. It allows people from different
locations to interview you without traveling.
Tips

Practice before a video camera or mirror if facing a camera during an interview makes you
nervous. If the employer requests that you interview using an online video chat (such as Skype or
Google Chat), do a mock interview with a friend using that technology.

Peer Group Interview

Peer Group Interview is a meeting with your prospective coworkers who evaluate how well you
fit in.

What to Expect

You will be interviewed in front of your prospective coworkers.

Tips

Don't forget to smile. It shows confidence

 How to Prepare for a Job Interview

 Before the Interview

 The Day of the Interview
 After the Interview
A job interview is one of the most drawn-out and intimidating ways of making first impression.
However, it’s also your opportunity to get on an employer’s good side, which can give you a
distinct edge over even those applicants whose credentials are better than yours. To prepare for a
job interview, use these pointers.

(I)Before the Interview

Research the company's profile and background. Start by looking into their future goals and
plans. Conducting the interview with this in mind will make you seem like a good long-term
investment. You should also be ready to talk in depth about the industry, the organization, and
the position you are applying for.

 Learn your interviewer’s name and job position before going to the interview. You may need to
call the company to find out.
 Talk to current employees. Show initiative while getting a feel for the office environment. Learn
as much as you can about the company from people who work there.
 Know as much about the company as possible. You can't change your employment history or
your qualifications, but you can work harder than every other applicant by being supremely
knowledgeable about the company. Use the company's website, their annual report, and
newspaper/business magazine articles to gather as much information as possible.

2)Think of questions to ask your interviewer. Participating actively during the interview gives
a good impression of your level of interest in the job. It's a good idea to come prepared with at
least three thought-provoking questions to ask your interviewer. (Avoid asking anything that
could be easily answered through a quick internet search, or you will simply come across as
lazy.)

 Ask questions that reflect your interest in future prospects. “Which are new markets the company
is planning to explore in next couple of years?” or “What are the chances for professional growth
 in this job opportunity?” Both show that you want to be on the same page as the people you’ll be
working for.
 Ask questions to bond with the interviewer and project your enthusiasm. Inquire about his/her
position and background or how long (s)he has been with the company.

3)Practice with a friend. If you have a friend who is also preparing for an interview, consider
preparing together. Not only will this give you a way to structure your preparation, but it will
also help you get comfortable with giving answers. Get feedback from a friend. Even if you think
their feedback isn't on the mark, it's something to consider: We don't always know how we come
off to other people, and the actual interviewer could share some of the same concerns.

4)Anticipate questions from the interviewer. It’s best to prepare for a wide variety of
questions by thinking about your own career goals, long-term plans, past successes, and work
strengths, but you should also brace yourself for the deceptively simple questions that most
employers like to throw at their interviewees.

 “What’s your biggest weakness

 “Where do you see yourself in five years?”
 “Why do you want this job?”
 “Why did you leave your last job?”

(II)The Day of the Interview

1)Dress-for-work. In any workplace, your wardrobe is a sign of your professionalism and is

sometimes used to gauge your level of competence. When your coworkers and customers look at
you, they should immediately feel comfortable working with you. It's easy to rule yourself out of
a job just because you didn't take care of your appearance. You should dress for the interview the
way you would for the job itself. If the job is unusually casual, however, you might want to show
up in business-casual clothes, but it's always better to be formal. Both men and women should
choose subdued colors (blues, browns, grays, black) which make a professional impression.
Make sure that your clothes are wrinkle-free. Avoid wearing perfume, after-shave, or scented
lotion (but do wear deodorant).
 2)Show up in the best possible shape. Make sure you know exactly how to get there and, if you
drive, just where to park so that you can arrive 15 to 20 minutes before the scheduled interview
time. Go to bed early the day (or the days) before the interview so that you look rested and
healthy on the big day. Bring an extra copy of your resume or CV, in case your interviewer
wants to go over any points with you or neglects to bring their own copy.
 If the interview is in the morning, be sure to eat a healthy breakfast. This is not just an empty
suggestion. A breakfast high in antioxidants, omega-3 fatty acids, and foods high in vitamin E,
such as nuts and seeds, will help improve brain function and leave you feeling more alert .
 Consider exercising before the interview to annihilate stress and increase blood flow .] If you're
generally nervous or fidgety before an interview, it might be a good idea to work out before your
interview.

3)Show courtesy to everyone during the interview. This means everyone from the reception
staff to the interviewer herself. You never know who has input in the hiring process, and you can
only make a first impression once.

 Look everyone in the eye and smile. Looking people in the eye will telegraph alertness, and
smiling will signal friendliness.
 Speak clearly and say "please" and "thank you." Make sure the people you talk to during the
interview can make out what you're saying. Talking audibly, with good enunciation, tells people
you're confident, while good manners tell them you're considerate of other people.
 Don't noodle around on your phone or electronic device while waiting. In fact, leave it in your
car. Even though it's practically acceptable, playing around on your phone can communicate
boredom and frivolousness (even if that's not the case). Stick with a book or review your notes
while waiting.

4)Be honest

Many people think that an interview is the perfect time to embellish. While you want to
structure your answers so that your best, most qualified aspects take center stage, you don't want
to deceive or outright lie. Companies do perform background checks, and lying about your
experience is simply not worth it.
 5) Keep things simple and short. Talking about yourself can be very difficult to do well: You're
trying to convince someone you don't know that you're qualified for a position without sounding
too cocky or pompous. Stick to what you know well, and keep things short and sweet.

o E.g.. In the "tell me about yourself" question, highlight 2-3 illustrative examples about yourself
before wrapping up.
o Don't use slang or off-color humor during your interview, you never know when someone might
take offense, and it's best not to risk it.
o Don't criticize your former employer. When you're talking about your past experience, be
courteous about your former places of employment. Be honest about your experience — what
you liked and disliked Your class and restraint will shine through.

(III)After the Interview

1.
1) Shake hands with the interviewer and exchange pleasantries.

Try to invest some feeling into the handshake and pleasantries, even if you think you bombed the
interview. The interviewer should give you a time frame for when to expect to get a callback, if
applicable.

 Hold your head high and keep your cool. Your emotions are probably teetering at the highest of
highs or the lowest of lows, but try to stay measured. Project a cool confidence— and walk out
of the interview with your head held high.
 If the interviewer does not tell you when they will contact you if you're a good fit for the
position, it's appropriate to ask, "When can I expect to hear back from you about the position?"
This will prove important later on.

2)Send a thank-you letter to your interviewer and/or liaison.

Now is a good time to thank the person you interviewed with, even if it's just a formality. You
can say something like:
 "Dear [interviewer's name], Thank you for the opportunity to discuss my qualifications with you.
I remain very impressed by [interviewer's company], and invite you to contact me if you have any
further questions. I look forward to hearing from you about this position."
 If you missed any important points in your interview you wanted to stress, you may
include one or two in the thank-you letter. Keep the points brief, and tie them into a discussion
point that you or the interviewer made during the interview.
 If you received any help in getting the interview, follow up with appropriate parts of your
network. Inform them that you received an interview, are grateful they helped you in your career
search, and would be eager to help them in the future.

3)Follow up with the interviewer at the appropriate time.

You should have received some information about when you could expect to hear back from the
employer. The standard time is about two weeks, but it can depend. If you've waited past the
designated callback date — or the callback date wasn't set and it's been two weeks — follow up
with the interviewer in a short email. You can say something like:

 "Dear [interviewer's name], I interviewed at your company [at such and such date], and am still
interested in the position if it hasn't yet been filled. I'd greatly appreciate any information you
might have about my candidacy. I look forward to hearing from you."
 MANAGING EMOTIONS & CONTROLLING STRESS

Strategies that can help you regulate your emotions:

1. Identify and reduce triggers

You shouldn’t try to avoid negative emotions — or be afraid of them. But you also
don’t have to keep putting yourself in a situation that brings on unpleasant
emotions. Start to look for patterns or factors that are present when you start to
feel strong emotions. This requires some curiosity and honesty. Did something
make you feel small? Strong emotions often spring up out of our deep-seated
insecurities, especially the ones we hide. What is happening around you and what
past experiences does it bring up for you?

When you identify these triggers, you can start to explore why they carry so much
weight and whether you can reduce their importance. For example, a CEO might be
embarrassed to admit that he gets angry when discussing numbers because he
struggled in math class. Understanding this trigger might be enough. Or, the CEO
might choose to preview the monthly charts in private to avoid the trigger of feeling
like everyone else is waiting for him.

2. Tune into physical symptoms

Pay attention to how you are feeling, including whether you are feeling hungry or
tired. These factors can exacerbate your emotions and cause you to in terpret your
emotions more strongly. If you can address the underlying issue (e.g. hunger,
exhaustion), you can change your emotional response.

3. Consider the story you are telling yourself

In the absence of information, we fill in the blanks with detail s of our own. Perhaps
you are feeling rejected after you haven’t heard from a family member; you believe
it is because they no longer care about you.

Before you make these attributions, ask yourself: what other explanations might be
possible? In the example of the family member, what else could be going on with
them that would stop them from reaching out to you? Could they be busy or sick?
Are they a well-intentioned person who often forgets to follow through on
commitments?

BetterUp’s Shonna Waters recommends the “just like me” technique. Whatever
motive or action you are assigning to the other person (there’s almost always
another person involved), add “just like me” to the end. It is a way of reminding
yourself that they are also an imperfect human being.
4. Engage in positive self-talk

When our emotions feel overwhelming, our self-talk can become negative: “I
messed up again” or “everyone else is so awful.” If you treat yourself with empathy,
you can replace some of this negative talk with positive comments. Try encouraging
yourself by saying “I always try so hard” or “People are doing the best they can.”
This shift can help mitigate the emotions we’re feeling. You can still be frustrated
with a situation that isn’t working but no longer have to assign blame or generalize
it beyond the situation.

5. Make a choice about how to respond

In most situations, we have a choice about how to respond. If you t end to respond to
feelings of anger by lashing out at people, you likely notice the negative impact it is
having on your relationships. You might also notice that it doesn’t feel good. Or, it
feels good at the moment, but the consequences are painful.

Next time you feel anger or fear, recognize that you get to choose how you want to
respond. That recognition is powerful. Rather than lashing out, can you try a
different response? Is it possible for you to tell someone that you’re feeling angry
rather than speaking harshly to them? Get curious about what will happen if you
switch up your responses. How did you feel? How did the other person respond?

6. Look for positive emotions

Human beings naturally attribute more weight to negative emotions than positive
ones. This is known as negativity bias. Negative emotions, like disgust, anger, and
sadness tend to carry a lot of weight. Positive feelings, like contentment, interest,
and gratitude are quieter. Making a habit of noticing these positive experiences can
boost resilience and well-being.

7. Seek out a therapist

Managing our own emotions can be difficult. It requires a high degree of self -
awareness. When we're having a hard time, our emotional self-regulation begins to
suffer. Sometimes we need a partner like a therapist who can help us learn better
self-regulation skills. Fortunately, there are a number of therapeutic solutions that
can help us learn to better regulate our emotions.