Executive Summary

This report presents detailed information on an Effective Communication

during Interviewing Process. The content provides an introduction to the
Communication: the process of exchanging ideas and information in order to
get feedback. It is a two way process often expressed as verbally and non-
verbally.

Secondly it provides detailed view of Interview process: a formal meeting

between interviewer and interviewee in order to select an applicant for the
right job. Recruitment occurs in many ways such as Traditional Interview,
Panel Interview, Behavioral Interview, Group Interview and Lunch/Dinner
Interview.

Lastly, it provides the objective of interview process and what steps should
we take to prepare for an interview.

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 Introduction

When interviewing for employment you could be thinking that if you are the
candidate with the best answers to interview questions, you'll get the job. In
fact, that isn't typically the case.

According to some studies, "Body language comprises 55% of the force of

any response, whereas the verbal content only provides 7%, and
paralanguage, or the intonation -- pauses and sighs given when answering --
represents 38% of the emphasis

Nonverbal communication is as important, or even more important than,

verbal communication. The evaluation of your nonverbal communication will
start as soon as you walk into the company's lobby and continue until the
interview is finished. If your nonverbal communication skills aren't up to par,
it won't matter how well you answer the questions.

What's important, when interviewing, is to appear professional and attentive

throughout the interview process. Before you leave for the interview, make
sure you are dressed professionally, neatly groomed, your shoes are polished,
and you haven't overdone (none is better than too much) the perfume or
aftershave. There's more than one hiring manager who won't hire someone
they can smell (good or bad) before they meet them face-to-face.

Cigarettes, chew gums, too much perfumes, scuffed shoes, talking to cell
phones and listening to iPods will strike against you.

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COMMUNICATION

Communication is the process of sharing thoughts, ideas, and emotions with

others, and having those thoughts, ideas, and emotions understood. You
need a sender, a message, and a receiver for communication to take place.
Here are some other things that help communication to be effective:

 Attention - the sender needs to pay attention to what he/she is

trying to communicate, and choose the best words and body
language to communicate with; the receiver needs to pay attention
to what is being communicated by listening and watching.
 Attitude - both sender and receiver need to have a positive (and
respectful) attitude. They should want to communicate, and be
willing to work to see that communication can take place. Using
negative or blaming words shows a poor attitude - using "I"
messages and trying to understand the other's point shows a good
attitude
 Feedback - both sender and receiver can give feedback to each
other, either by using words or by body language. This helps to show
whether the communication is being understood correctly or not.

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Types of Communication

 Verbal
 Non-verbal

Verbal
Verbal communication is simply the communication that is expressed through
words. What you say is verbal communication. What you don't say is
nonverbal communication. Verbal communication is vital to healthy
relationships, businesses and groups. Although on 10 percent of what is said
actually makes it way into a person's long-term memory bank, verbal
communication plays an essential role in daily life. It's seen when the
President makes a speech, a teacher lectures or a husband and wife work
through an issue.

Non-Verbal
Nonverbal communication is usually understood as the process of
communication through sending and receiving wordless messages such as
gestures (hand movements), posture (body language), facial expression and
eye contact and outlook (dressing). Speech contains nonverbal elements
known as paralanguage, including voice quality, emotion and speaking style.
Dance is also regarded as a nonverbal communication. Likewise, written texts
have nonverbal elements such as handwriting style, arrangement of words, or
the use of emoticons.
However, much of the study of nonverbal communication has focused on
face-to-face interaction, where it can be classified into three principal areas:
environmental conditions where communication takes place, the physical
characteristics of the communicators, and behaviors of communicators during
interaction.

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Interviewing Process
The interview process is the actual face-to-face interview. There are many
things to consider once you get to the place where the interview will be
conducted. It may seem confusing at first, but if you break everything down
into steps it becomes much easier. (1) Arrive on time, (2) introducing you, (3)
conversing with the interviewer, (4) responding to questions, and (5)
interviewing do's and don'ts. The final focus of this section is a discussion of
the main idea behind the whole interview process, selling yourself to the
company that you would like to work for.

 Arrive on Time. It is important to show up on time. Five to ten minutes

early is appropriate, t. Besides, arriving too early may be awkward and
will give you an opportunity to get nervous. Arriving late is completely
unacceptable. If you cannot make it to the interview on time you must
call and provide a good reason for the delay (be prepared for the
possibility of having to reschedule the interview).


Introducing Yourself: Be very assured and self-confident when
entering the room. Offer a handshake and be sure that it is firm and
demonstrates confidence. . Do not assume that there is a particular
place for you; wait until the interviewer motions to where he or she
would like to have you sit. Once you are seated and introductions are
over the interview is ready to begin. The interview will progress on
better terms if you are able to respond using the name of the person
you are speaking with. Also, keep in mind that everyone you meet at
the organization is important and might have input as to the decision to
hire you. It is not unlikely for an interviewer or manager to ask the
receptionist or counter person for his or her impressions of you. An
example of how to begin would be “Hello, my name is George Jones I
am here for my interview.

 The Conversation between You and the Interviewer: The biggest

thing to remember when you are talking to the interviewer is that
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 enthusiasm makes the difference. An example of an enthusiastic
response would be, “I would welcome the opportunity to prove myself
at that task." When you are speaking be sure that your voice has force
and assurance. The surer you are about yourself, the more the
interviewer becomes confident that you are capable of doing the job.
Treating the interviewer with respect is also very important. You can
demonstrate this respect by listening and responding with interest.
Such behavior allows you to establish rapport with the interviewer.

 Responding to Questions: When answering questions asked by the

interviewer there are four things to keep in mind:

 Listening: Carefully is important because you want to make sure you

hear the question correctly. It would be very embarrassing if you
answered a question inappropriately because you were only listening to
how it was phrased.

 Make your answers specific and organized: Think about the

question and then consider your answer before you speak it. Organize
your thoughts, so if the question is, "What were your main duties at
your last job?" you can concentrate on the top duties and avoid
unneeded information. The more you tell the interviewer the bigger the
risk you run that they might forget something you said. If you stick to
only the most important information, it won't get lost among the
unimportant facts.

 Answer positively: An example of this would be replacing “I work

hard;" with” I am very determined." Although you should be positive,
this does not mean you should be dishonest. This leads to the fourth
and final point.

 Honesty: It enhances your credibility. More likely than not you will be
asked what you believe is your greatest weakness. Answering this

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 questions insincerely (for example, "I am a workaholic"), will be noticed
by the interviewer and will reflect poorly on you. You can discuss your
weaknesses and then tell the interviewer what you have learned from
them and how you intend to improve upon them. You can turn a
weakness into a positive learning experience

THE DO’S

 Practice

Perform a practice interview with a friend or family member using

the information you gathered. You can even come up with a few
questions you would like to ask your interviewer. Employers like it
when you can speak intelligently about the company.

 Be on time

Plan your route to the interview and remember to leave early. You
want to give yourself enough time to be able to deal with traffic
jams or anything else that may make you late. It is best to arrive
at the interview about 5 to 10 minutes early.

 Research

Learn all that you can about the company and job you are
applying for. You can get basic information about the company
through their website or from their office. Once you have this
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 information you can use it to think about exactly why you want
the job, where you fit in and what special skills you’ll be able to
offer.

 Dress properly

It is important for the interviewee to dress properly not just to

impress the interviewer but more importantly for you to look
professional and presentable. Wear business attire and simple
jewelries. Even then, simplicity always pays. The way you handle
yourself when you go for an interview will help you to pass the
interview. Make sure that you are dressed properly and avoid too
much make up. Men should avoid earrings and wearing punk
clothes.

 Greet the interviewer

Greeting the interviewer will help both of you feel more at ease.
Show that you are a person with good manners. First impressions
help a lot. Interviewers are very keen people and they could
judge you by the way you talk and carry yourself.

 Speak fluently and confidently

Show the interviewer that you have a strong personality by

talking fluently and confidently. Companies and firms want to hire
people whom they could depend on and who could help in the
improvement of their company. If you show that you are weak the
interviewer will reject you.

 Attention

Pay close attention. It is also important to express to your

potential employer that you are very interested in the job and
that you are confident in your ability to perform the job.

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  Always thank the interviewer after the interview

It is always proper to thank the interviewer after the interview

even if the interview did not go as well as you has planned it.

The Don’ts

 Don’t be late

Make sure you start early to have enough time in cases of bad traffic or
other untoward incidents. Remember that you are going for an
interview and it is not right to let the interviewer wait for you. You can
wait for the interviewer but never let the interviewer wait for you.

 Don’t lie

The worst thing that an interviewee could do is lie to the interviewer.

The interviewer knows when an applicant is lying. If you tell the truth
the interviewer might be sympathetic but if you lie about anything in
front of the interviewer he will not hire you. Nobody wants to hire a liar.
These are only guides for those who are going for an interview. If you
have more useful tips then do as you think is right. The important thing
is you have a guideline to follow in order to pass the interview and
finally land a job.

 Asking About Salary and Benefits

The appropriate time to discuss issues of compensation is when a firm

offer is on the table. Don’t bring up the topic prematurely.

 Being Nervous and Excessively Negative

The way you conduct yourself says a lot about your personality. Make
sure that you are physically as well as mentally present while appearing
for your interview. Keep your cool and give it your best shot. And most
important - be positive.

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  Bad Manners

Don’t smoke, don’t chew gum and don’t pick your nose during an
interview. Don’t smoke and go for the interview. Don’t sit unless you
are asked for. Don’t make faces during an interview even if you don’t
like the questions or the place.

 Being Unaware

Before appearing for any interview, it is good practice to research the

Company background and other details. Prepare yourself for obvious
questions and do not forget to carry your latest, updated resume and
other important papers.

 Going On and On

When the interviewer gives you the chance to speak, stick to what is
important. Being over talkative and opinionated can adversely affect
your interview. Be a good listener.

Types of Interview
There are many different types of interviews. Once you are selected for an
interview, you may experience one or more of the situations described below.
When you schedule an interview, try to get as much information about whom
you will be meeting. It is rare to have only one interview prior to a job offer.
Most employers will bring back a candidate a number of times to be sure a
potential employee will fit into the company culture.

 Traditional Interview
 Panel Interview
 Behavioral Interview

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  Group Interview
 Lunch/Dinner Interview

Traditional Face-to-Face Interview

• Most interviews are face-to-face. The most traditional is a one-on-one

conversation.

• Your focus should be on the person asking questions. Maintain eye

contact, listen and respond once a question has been asked.

• Your goal is to establish rapport with the interviewer and show them
that your qualifications will benefit their organization.

Behavioral Interview

• The basic premise behind this type of interview is that your past
behavior is the best predictor of your future actions. These types of
questions may be asked in any interview format—telephone, panel or
one-on-one.

• If the employer asks behavior-oriented questions, they are no longer

asking hypothetical questions but are now asking questions that must
be answered based on facts.

• With a behavioral question, the interviewer is looking for results, not

just an activity list. They are listening for names, dates, places, the
outcome and especially what your role was in achieving that outcome.

• This type of question generally starts with the words “Give me an

example when...” or “Tell me about a time when…”

Group Interview

• A group interview is usually designed to uncover the leadership

potential of prospective managers and employees who will be dealing
with customers.

• The front-runner candidates are gathered together in an informal,

discussion type interview. A subject is introduced and the interviewer
will start off the discussion.
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 • The goal of the group interview is to see how you interact with others
and how you use your knowledge and reasoning to influence others.

Lunch/Dinner Interview

• The same rules apply at a meal as those in an office. The setting may
be more casual, but remember that it is a business meal and you are
being watched carefully.

• Use the interview to develop common ground with your interviewer.

Follow his/her lead in both selection of food and etiquette.

• Do not drink alcohol and avoid messy foods at any point in this part of
the interview process.

• See the CPCC tip sheet “The Interview—Etiquette” for additional tips.

Objective of Interview
You and the interviewer each have a need: you want a job and the
interviewer wants to find the right person to fill a position. The initial
interview, whether on campus or at the company's location, is usually an
opportunity for screening. The interviewer forms an impression of whether
your qualifications, personality, poise, ability to communicate, and general
"fit" with the organization make it worthwhile to continue the process.

In addition to the specific job-related skills and knowledge you possess, the
interviewer is interested in your motivation and whether your interest in a
particular job is based on realistic knowledge of its content. The interviewer
also wants to know what you have done, how you value your
accomplishments, and how you relate these experiences to your career
interests.

If the interviewer feels there is a potential fit between you and the company,
you may be invited back for a second interview. In some cases, however, an
offer may be made on the basis of only one interview.

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An interview is a two-way process: keep in mind that you seek a job that
meets most of your interests and requirements, allows for growth, and
provides the environment in which you will be productive. Through your
interview, you will be able to access this information.

Sample questions

 Tell me about yourself.

 What is your greatest strength and weakness?

 What do you know about the organization?

 What are your short and long term goals?

 What are your expertises?

 Salary expectations.(if asked)

CONCLUSION

Interviewing for a job is a difficult task. Nobody likes being analyzed and
evaluated. Most people become nervous at the thought of interviewing, and
that's normal. However, there are a number of steps you can take to become
better at interviewing. Most of those steps involve preparation and practice.
You have to keep in mind that an interview session does not has to be one
sided. You too can ask questions and it will create a better impression if you
do ask questions rather than saying nothing. You can increase your
confidence by identifying your goals, preparing appropriate questions to ask,
and anticipating as well as practicing difficult questions. Your increased
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confidence will make you a more effective communicator.

Bibliography

1. http://jobsearch.about.com/od/interviewsnetworking/a/nonverbalcomm.htm

2. http://www.eruptingmind.com/good-verbal-communication-skills/

3. http://www.ehow.com/about_5402267_define-verbal-communication.html

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4. http://www.wellesley.edu/cws/students/iobjectives.html

5. http://www.google.com.pk/images?um=1&hl=en&tbs=isch
%3A1&sa=1&q=informal+interview&aq=f&aqi=&aql=&oq=&gs_rfai=

6. http://www.google.com.pk/images?um=1&hl=en&tbs=isch
%3A1&sa=1&q=formal+interview&aq=f&aqi=g1&aql=&oq=&gs_rfai=

7. http://www.google.com.pk/images?um=1&hl=en&tbs=isch
%3A1&sa=1&q=non+verbal+and+verbal&aq=f&aqi=&aql=&oq=&gs_rfai=

Appendix
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