F.Y.B.COM. SEMESTER - II
BUSINESS COMMUNICATION
Q.5 Preparing for a Selection Interview.
ANS:
A lot of preparation is required if an interview is to accomplish its objectives. Both the interviewer and the candidate have to prepare themselves thoroughly to achieve the purpose of the interview.
i) Preparation on part of the interviewer:
In most organisations, it is the HR department that is involved in the interview process. The interviewer must be extremely clear about the purpose of the interview. The interview should achieve its objective and not become a waste of time, money and resources for the organisation.
The organisation should keep the following in mind :
Applications received must be scrutinised and prospective candidates shortlisted for the interview. Call letters to prospective candidates should be sent well in advance of the date of the interview with details of day, date, time and place of the interview. If a lot of candidates are to be interviewed, a staggered time may be allotted to the candidates. The letter should also indicate documents that the candidate should carry along with him/her to the interview.
• An interviewer/ panel must be formed in advance and the interviewer/s must be informed in advance about their appointment on the panel. A file with the Candidates ‘resumes must be provided to them, so that they have some information about the candidates even before the interview begins.
• The interviewer/s must know details about the job profile, organisation, rules regarding appointment, salary, perks, other benefits, etc.
• A data sheet for recording grades and noting comments should be made available to the interviewers on the day of the interview.
• On the day of the interview, seating arrangements should be made for the candidates as they wait for their turn. Some companies also provide refreshments to the waiting candidates.
• Documents / forms to be filled by the candidates appearing for the interview should be kept ready to be given to the candidates as they come in.
• Separate staff should be instructed to take care of the needs of the candidates.
ii) Preparation on the part of the Candidate:
It is not just the subject knowledge but the entire personality of the candidate that is assessed at the interview. Hence, the interviewee has to pay adequate attention to physical, mental and psychological preparation for the interview.
Physical Preparation: Physical preparation is an extremely important part of the candidate‘s groundwork before an interview. It consists not only of grooming but also of a document check on the day before the interview. The required documents, certificates, testimonials, extra copies of resume, copies of publications, etc. should be placed in separate folders in a file so that they can be produced without any difficulty when required.
Personal appearance and cleanliness are equally important factors, as the candidate must present a well- groomed look at the interview. One must pay attention to body odour, bad breath, hair, nails, hands and other aspects of personal hygiene. Make-up, accessories, wardrobe play a significant role in determining the personality of the candidate. It is essential to ensure that these factors are suitable to the occasion. Make-up should not be garish and accessories should be minimal. Clothes should be neatly pressed and as formal as the occasion demands. It would be a good idea to avoid bright colours and flashy outfits. Shoes should be well-polished. The clothes should be appropriate to the post applied for. Generally, suits for men and formal saris for women is the preferred style of dressing. However, it is better to wear an outfit one is comfortable in (like a salwar kameez instead of a sari, or a formal shirt with a tie instead of a suit, because of the weather) rather be uncomfortable in a dress one is not accustomed to.
Rehearsal of non-verbal cues can help in concealing signs of nervousness, restlessness, agitation, etc. Candidates appearing for an interview for the first time must practice control over facial expressions, body language and on speaking confidently without faltering.
Mental Preparation: Research and preparation can stand a candidate in good stead during the interview. The candidate must research the company and the job profile to find out if s/he fits into the organisation. Well preparedness demonstrates to the interviewers that the candidate has done his homework and is serious about the job. These days it is easy to access details about the company through internet websites. The crucial area of research should be the organisation‘s culture, company‘s products, services, profit margins, recent balance sheet, number of branches and values, and recent news reports about the company. Job description includes job title and department, the responsibilities and duties that come along with the job, and the organisational structure, conditions of employment, benefit schemes, etc.
A self-assessment is also essential: does one have the right qualifications and experience, necessary skill sets, special expertise and most importantly, a SWOT analysis of oneself. A dry run of possible questions will help anticipate questions and give confident replies.
The candidate should also be prepared to discuss sticky issues like quitting previous jobs, negotiating salary, etc.
Psychological Preparation: A positive mind and selfassurance can help overcome pre-interview jitters, but this poise can result only from excellent groundwork and preparation for the interview. The candidate must have presence of mind, sharpness of intellect, must exhibit flexibility and adaptability to change, and the humility to learn that which he does not know.
Knowledge of one‘s strengths and weaknesses can help in giving honest replies to questions, especially when one does not have the answer to a few questions. In stress interviews especially, where the candidate is deliberately put under a stressful situation and has questions fired at him, a strong presence of mind is crucial to answer the questions.
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