Seminar Report On Interviews And Meetings

Submitted In Partial fulfillement for the Degree of Masters of Business Administration Affiliated to KUK Session :- 2009-10

Submitted to : Ms. Neha Chopra (Lect. MBA) Department of MBA SIMT

Submitted by : Sandeep Cheema (MBA Prev.) Roll.No.109001

Saraswati Institute Of Mgt. & Tech. Village :- Teek (Kaithal)

INDEX INTERVIEW
Definition of Interviews Information Oriented Interviews Filling Based Interviews The job Interviews The Candidate`s Preparation Questions Commonly Asked During Interviews Participating Inan Interview The Interviewer`s Role

MEETINGS
Meaning Of Mettings Procedure For Holding A Meeting Rules For Successful Meeting Duties Of The Chairman Of The Meeting Some Tips For Attend A Meeting Notice Agenda Minutes

INTERVIEWS
DEFINATION An interview is a formal meeting in which a person or a person question ,consult or evaluate another person or persons. The person who asks the questions is called the interviewer and the person who replies is the interviewee or the candidate . Both of them have specific objectives. Informally , when at any time, two people meet to discuss a particular matter , they are participating in an interview . Thus , from the time you apply for your first job , until the day you retire, you will be involved in a wide variety of interviews . No other communication activity is more dependent on communication skills. In a typical interview , the action is controlled by the interviewer, the person who schedules the session . This individual poses a series of questions , which are mostly designed to elicit information the interviewee . Thus the conversation bounces back and forth from the interviewer to the interviewee . If the parties establish rapport and stick to the subject at hand , they both have a chance of achieving there objectives . The interviewer establishes the style and structure of the session , depending on the purpose of the interview and the relationship between the parties . An interview reveals the views knowledge, ideas and attitudes of person being interviewed as well as the skill of the interviewer.

CATEGORIZING INTERVIEWS
Interviews are classified according to the purpose for which they are held . Not all interviews are the same . All require different skills on the part of the interviewer . We have classified them on the following basis. 1. Interviews dominated by the exchange of information . 2. Interviews geared towards the exchange of feelings.

INFORMATION-ORIENTED INTERVIEWS
Employment interviewsThis is the most common and wellunderstood interview . In fact , from the word interview most people relate to job-seeking or selection interviews . The candidate wants to learn more about the position and the organization , the employer wants to learn more about the applicant`s abilities , attitudes and experience . Both hope to make a good impression and impact . This interview is the basis for important decisions for both parties . The interviewer has to decide whether the candidate will benefit the organization and if he will be the right person for the job . The candidate has also to decide whether the job and organization will fulfill his expectations . The interviewer can be a single person or more than one person . Normally ,a panel of interviewer is involved , it can be composed of departmental heads and other experts along with representatives of the management . These interviews can be advertised through the media e.g. newspapers , magazines , or conducted at campus venus for freshers .

EXIT INTERVIEWSAn exit interview is given to a person who has resigned from an organization. The organization wants to know why the employee has resigned from the post . This is more to get a back . The interviewer`s role is to try to understand why the candidate is leaving the organization . A departing employee cam often provide invaluable feedback to the organization . They can give their impression about how the enterprise is being handled and where thing could be improved . An employee who is leaving has no fear of the boss displeasure and is likely to express his feelings about the policies ,rules and regulations quite freely .The interviewer tends to asks all the question a while the departing employee provides all the answers . If the exit interview is tactfully handled . It can be a great assets to the organization . They can get information about how the company is actually functioning . All that information can be gathered during exit interview.

INFORMATION INERVIEWS .
The interviewer seeks facts that are important to basic understanding of events . Information mainly in one direction . The interviewer keeps asking a set of questions and clarifies his doubts . He listens intently to the interviewee`s answers . This is done with a predetermined purpose. For example , if a manager has told his subordinate to collect information a particular site survey , he will listen intently to the report so that he can take an appropriate decision for setting up the project and deciding on the site .

PERSUASIVE INTERVIEWS
These are very common when salesman perform individual selling . The persuader discuss the potential customer`s needs and shows how the product can fulfill those needs . For example ,a salesman selling a water purfier will discuss about the customer needs for drinking pure water . Then he will try to fulfill the need by explaining about the water purfier and how to cleans and purifies drinking water . Thus, persuasive interviews area platform for using talking skills . Listening skills and the ability of people to import relevant information .

STRESS INTERVIEW
As the name suggests , a stress interview , puts the candidate into stressful situations in order to test his / her reactions to stress . The interview is mostly used while selecting people for jobs , which highly stressful . The objective is to find out whether the will be able to cope up with the different situations in a balanced way . A stress interview test qualities , such as , courage , tact temper and self-command ,which are needed when confrontations occur or business is not so good. Several methods are employed to throw the candidate off balance . 1. Questions are asked by different people together. 2. Cross questioning and confusion is created 3. Arguing take place . 4. Rapid fire questioning on different topics take place . 5. Answers are ridiculed. 6. The candidates are subjected to silence and inattention .

Only cool-headed and self-possessed candidates pass this test . Also ,only qualified people conduct this type of an interview .

FEELING BASED INTERVIEWS *Counseling interviewsSometimes it happens that a senior talks to a subordinate about personal problems that are interfering with work performance . The employee should be concerned with the welfare of both the employee and the organization and should confine the discussion to business . To solve the personal problems , trained people like psychologists are more effective . The interviewer has to have critical listening skills as well as be empathetic ,as human emotions are involved. *Disciplinary interviewsSometimes there is a need to correct the behavior of an employee who has ignored the rules and regulations of the organization . The purpose of the interview is to make the employee see reason . And realize his faults . An emotional reaction is likely , so the interviewer must try his best to remain neutral and not give critical comments . He should also have empathetic listening skills. *Conflict resolution interviewsIn enterprises ,very often opposite minded groups emerge and get into arguments, which are harmful for the progress of the organization . Both the parties are right and both are important in their ways . The need arises to resolve their conflicts in a formal way . In this of an interview , both parties are encouraged to adjust their

perceptions and attitudes to create a more productive climate for work . Empathetic and active listening skills are required here. ASSESSMENT INTERVIEW-This type of an interview is more for discussion . The focus is on the carrier development of the employee, shortcomings, areas which needs improvement , training needs, opportunities ,for promotion etc . The immedidate boss ,who knows the employee well, normally does this. THE JOB INTERVIEW This is the most important type of interview and will be discus in detail. It can be seen under two headings 1. From the candidate`s angle 2. From the interviewer`s angle

THE CANDIDATE PREPRATION

The candidate must be prepared in an all round way for the interview. PHYSICAL PREPRATION GROOMING 1. The candidate should be properly groomed and formally dressed 2. Nail should be clean and well cut. 3. Personal hygiene is important. 4. Hair should be proper combed. 5. Clothes should be well laundered and well fitting. 6. Footwear should be appropriate and clean. 7. A suitable hand bag should be carried.

POSTURES 1. 2. 3. 4. 5. 6. Should be confident The candidate should not slouch while standing He/she should sit in a smart way Walking should show confidence Body movement should be smart Body language should be positive

GOOD MANNERS 1. The candidate should know what time of the day it is. 2. He should not offer to shake hands on his own. 3. Do not sit until asked . 4. Take care while shifting the chair ,it should not be too Noisily done 5. Place your hands comfortably. 6. Thank the panel politely after the interview. 7. Do not be over profuse in answering. 8. Maintain a smart posture throughout

MENTAL PREPARATION
1. If the job applicant is fresh , he/ she should be sure to get updated in all the subjects to his/ her field. 2. Being well informed is absolutely necessary . The candidate should read newspaper and current magazines so that he is aware of the happenings in the environment . 3. The candidate should also make it his business to know about the company for which he is applying . When asked

about the organization ,he should not draw a blank look . He should also be aware of the previous organization he was associated with . This will improve his impression. 4. He must be prepared to answer questions about his plans life family ambitions etc. If he is also able to successfully tackle such questions ; he will come across as smart and well prepared.

PSYCHOLOGICAL PREPARATION
The mental make up of a person is very important to organizations. They would like to be sure that they have selected a mentally agile and balanced person for the job . For this , they ask a variety of questions . But , psychological preparendness should be slow and gradual . The following points can be chacked out before so that the candidate does not faces embarrassing time. The candidate should not came across as scared and insecure. He/she should have the confidence to ask about the company , the job requirement , the salary compensation mother benefits ,etc. The candidate should not be inhibited about any issues. He should be eager and ready in his mind to counter any questions and participate in any discussions. The candidate must be honest . This quality is a pre-requisite for any job. If one tries to tells lies in order to get the job . He /she should be well aware that the truth will come out sooner or later . That time the embarrassment could be immense . So it is best to follow an honest path while tackling questions at the interview.

The candidate must be mentally sure that he wants the position he has applied for . His attitude for the job must be right . If he waves and tries to be vague about when he will be ready to join the job , the interviewers will never select him organization want levelheaded and smart people.

WHAT CAN GIVE BLACK MARKS TO THE APPLICANT?

He has a poor personal appearance. He is overbearing and conceited. He seems to know all. Lacks, knowledge and experience. Is not prepared for the interview. Has no real interest in the job. Lacks planning for this carrier. Has no interest in health ,extra-curricular activities. Lacks social skills . Has a poor academic record.

QUESTION COMMONLY ASKED DURING INTERVIEWS?

1. Tell us about yourself.

2. What are your favorite subjects?why? 3. Tell us about your family. 4. Have you even done any part time job ? why ? 5. What are your hobbies ? 6. How was your relationship with your fellow-students? 7. Did you get any position of responsibility at college. 8. Have you been part of NCC.NSS etc.? 9. Why did you choose your particular specialization ? 10. How do you think you will benefit our company ? 11. Tell us something about your family. 12. Do you enjoy sports as a participant ? Observer ? 13. How would your best friend describe you ? 14. What is your attitude towards daily exercise ? 15. How would your enemy describe you ? 16. How do you spend your holidays ? 17. Which all places have you visited ? 18. Have you had any serious injury ? 19. Do you like regular working hours ? 20. How long do you except to work here. 21. Are you willing to go where the company sends you ? 22. What are your strengths.? 23. What salary do you expect in this job.?

PARTICIPATING IN AN INTERVIEW

An interview should be viewed as an opportunity to share your qualification with someone who is interested . View the interview as important ,but not so important that you become nervous . Too much nervousness make a poor impression. Greet your interviewer / interviewer`s warmly . Let him take the lead . If an offer is made to shake hands , do so with a firm grip and a smile . Sit , when ask to do so . See your role as responding to questions in a business-like fashion . Keep appropriate eye contact with the interdviewer.Be knowledgable ,calm , positive ,gracious and friendly .

During the interview ,DON`T

1. 2. 3. 4. 5. 6. 7. Appear overly aggressive and conceited Negative about past employers Negative about topics Too interested in money Too ambitions ,humorless Laugh nervously Smoke

Be alert for signals that the interview ending . Interviews chair back , stand up or give verbal signals . At the end , express appreciation for the time and information given to you . Indicate that you look forward to hearing from the interviewer . Shake hands warmly , and say good-bye . After the interview , evaluate how you did . Make a note about what you learnt in the interview and compare it with other job opportunities . Make a note of your mistakes and try not to repeat them in the future .

The interviewer`s role

An interview costs time and money . In order that the right candidate is selected , the interviewer has to be properly prepared and equipped . The interviewer has a manifold objective , which he has to accomplish . He has to find out the most suitable person for the job from amongst available people . He has to give the candidate sufficient information about the job and the organization. This will help them to take a suitable decision . To create a sense of confidence and understanding in the selecting candidate . To promote the goodwill of the company by giving the right kind of impression to all the candidate . The interviewer must see that all conditions are set for properly assessing the candidate so that the purpose of interview is met . There is a considerable amount of preparation to be done . The applications are sorted , scrutinized and selected for interviewing . If the number of candidates is too many , then short listing is done on the basis of the bio-data and application . The interviewers get familiar with the candidates through their biodata . On the day of the interview , he interviewers take out a list of specially prepared questions. These questions are requires several social and interpersonal skills . He / she should remember that they are representing the organization for the candidate and they must try their best to put their best foot candidates . The

interviewers should warmly welcome the candidate and make them comfortable. The main part is of course of asking questions . This is also longest part . The interviewer should keep his eyes and ears open for any indication the candidate gives about himself . An effort must be made to observe the body language of the candidate . If the candidate is unusually uncomfortable. If a candidate is subjected to Stress interview he/ she should be told the purpose at the end of it . The candidate should not be allowed of leave with a stress or anxious feeling . The candidate must know about the job , his prospects ,salary ,etc . It is the duty of the interviewer to answer him fully and clearly . For this he might have to do some homework so that he is well equipped for the questions . When all the information has been satisfactorily exchanged , the interviewer must conclude the session with a suitable remark . Leave talking must be pleasant and sociable . The interviewer must not give unnecessary hope in case the candidate has fallen far below his expectations . On the other hand, he must not give extra hope to candidates , as there may be other extraneous circumstances , which can play the interviewers can the reason . He should always remember that he has been given the duty of selecting the right candidate . He should have an open mind and encourage the candidate to open up and answer the question, which will make his job easier . It is important not to show scorn . Also the candidate must not be humiliated ,even if it is obvious that he is not suitable for the job . Thus ,if people who are mature and trained in the particular job conduct interviews in a professional manner ,there is a higher chance that they get the right candidate for the job .

MEETINGS
The smooth conduct of business requires meetings to be conducted . The meeting is perhaps the most commonly used form of discussion in a professional organization . The person who chairs the meetings acts as the leader of the group and has a higher status . Every meetings is called for a specific purpose and is result-oriented , the discussion is usually directed towards a certain issue . There can be many purpose of conducting a meeting . To save time on written communication . To instruct a group for some work . To give and get new ideas . To exchange ideas and experiences . To discuss and solve problems . To resolve conflicts , confusion and agreements . To generate a positive attitude . To arrive at widely accepted decisions . Many of this purpose cannot be achieved through single personto-person interaction . This is because of the nature of business to be transacted may require the support of a large number of people . Also the organization may want to draw on the experience and expertise of many people . Thus , the success of a meeting lies not in what happened at the meeting , but what happens when the members have returned to their jobs . Procedure for holding a meeting . The chairman generally convenes a meeting of the members of a committee or any other constituted of body ,or a member authorized by him . In other caws , an authorized official who has an agenda calls it . In practice ,organizations normally develop a

convention as to who will be the president , secretary ,etc . and in what situation . The following points should be borne in mind by the person who calls for the meeting . The announcement of a meeting must be made preferably in writing. The notice should be sent to all members . The notice can also state the agenda . The notice should mention the date ,time and venue of the meeting . Rules for a successful meeting . Convene a meeting when it is necessary to consult others for taking action . Hold a meeting when telephone consultations are not effective. Invite only those who are vital to the agenda . Don`t invite unnecessary people ,just to make up the numbers . Insist on punctuality by all , including the person who is chairing the meeting . Be clear about the agenda of the meeting or else it becomes a waste of time . Divide the agenda amongst all the members . Divide the agenda into discussable divisions to save time at provide all the facts are necessary for the discussion of the topic .