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Practicing the Telephone & Formal Interview

NOTE – Predictable, follow-up questions are in green, but don’t supply the response(s) unless asked!!!

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|Practice makes Perfect! |The fewer words in your responses, the better. Yes, it is fine to ask “did I clarify that for you; |

| |did that answer your question?” “Is that a solution that may solve your challenge?” Etc. |

|E-mail: |Email is an important communication tool. However, remember data does get lost for various reasons, |

| |be prepared to have copies available should the email not get through. |

|Style/Format |If making new documents, or correcting current ones, BE SURE TO RUN SPELLCHECK, ELIMINATE THE “REDS” |

| |AND “GREENS” (DO NOT BELIEVE THAT ‘SPELLCHECK’ WILL CATCH EVERYTHING) AND “SAVE AS” A WORD 97-2003 |

| |DOC! That way, ALL computer users can read it!! |

|Time: |Most interviews via telephone are for 20-30 minutes, while personal interviews may go from one hour |

| |to several days, so always ask whoever is setting-up the interview “how much time should I allot to |

| |this interview?” Also “what is the appropriate attire” unless you are a manager/executive, in which |

| |case you know that only a suit is proper. |

Section I: Formal Interview Preparation

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Formal Interviews are a traditional buy-sell meeting. They are not a friendly conversation, a superior to subordinate meeting or interrogation. You have the responsibility to keep the Interview on track and ensure you deliver the most competitive information.

Preparing for a Formal Interview requires five basic steps:

a. Collect and review all available data on the company

b. Collect and review all available information on the type of position

c. Practice your Professional Profile / Commercial

d. Study and know your Professional Headlines

e. Review your Communications Strategy

What is your Communications Strategy?

Your Communications Strategy is the basic message you intend to project during any Formal Interview. Most messages must relay your ability to do the job well while saving time, saving money or making money for the company.

In many cases your Professional Commercial and Professional Headlines were strategically designed to project your Communications Strategy. Time and time again clients have reported the Professional Commercial and Professional Headlines were the correct responses to most tough interview questions.

Your Professional Headlines and Commercial were strategically developed to serve two roles. First, to help develop dynamic marketing collateral i.e. resumes and summaries and secondly to develop the basis of your Interview Communications Strategy.

Review the example Commercial (a/k/a “Elevator Speech’) provided below and study how when asked tough questions, the answers were formulated with information developed in the Professional Commercial.

|Example Commercial: |

|Professionally…I improve customer satisfaction scores, reduce expenses, and keep projects on-track to promote corporate branding,|

|corporate growth, and increase profit. |

| |

|(Brief, huh?) |

|Formal Interview Q&A for Project Manager Position in Aerospace Manufacturing |

| |

|Q: Why should we hire you? |

| |

|A: Because I am uniquely qualified as a Project Manager with expertise in chemistry, polymers, and environmental chemicals. My |

|experience and background enables me to assist your company in achieving its objectives while staying within budget. |

| |

|Q: What skills have you developed to help you in this position? |

| |

|A: Throughout my career I have analyzed and developed new product line procedures, developed and implemented new fluids systems |

|while cutting costs in troubled, high-risk areas. I am a detailed oriented, self-motivated professional with excellent problem |

|solving and technical skills. And I am comfortable addressing the various issues your organization is facing. |

| |

|Q: What challenges do you foresee in this position? |

| |

|A: While each new position will always pose new challenges, I see none that would prevent me from performing in this role. I |

|have strong interpersonal communication skills and communicate well with coworkers and customers. I feel confident with my team |

|building skills, my B.S. from Oklahoma State and my professional experience I am uniquely qualified to succeed in facing any |

|challenge that may be presented. |

| |

| |

| |

Professional Headlines will also project your Communications Strategy during a Formal Interview.

Section II: Formal Interview Prep Questions

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Interviews are performances and your performance must be practiced. The first step to polishing your performance is to practice answering tough interview questions. Only by actually facing difficult issues and analyzing your response will you have the understanding of where you can better your performance.

Work with your Campaign Manager on developing your Communications Strategy for answering tough questions in the Formal Interview.

* Not all questions asked are applicable to your specific situation. Where possible, take the time to prepare an answer anyway, you may need it later in your career campaign.

1- The following questions have recently been asked during Formal Interviews.

Answer the questions applicable to your unique situation and have someone else score your performance using a scale from 1 to 10.

*Remember, keep your answers brief and to the point.

Interview Preparation Questions Rating 1-10

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1. Tell me about yourself? _____

PRACTICE, PRACTICE your Profile. Present in front of as many people as possible then time it (it must be under 55 secs, 45 or less is preferable.) LOOK NATURAL, SPONTANEOUS, AND MOST IMPORTANT – UNREHEARSED!!!

2. What types of decisions are difficult for you? _____

I would say those decisions that have a short time frame and a lack of data, or information.

SO, WHAT DO YOU DO WHEN FACED WITH THAT TYPE OF DECISION?

Well, I think it depends upon the consequences……If someone asked me where I would like to go to lunch; I’m not too concerned about the lack of data – however, if this decision could have a negative impact on our employees, our customers, the company…then I would probably see if the decision could be delayed until I gain the data that I need. That said, those that know me would say that when I get painted into a corner and have a tough decision to make – I typically make the correct one. So, I would say that making a decision with a lack of time and information is the most challenging.

3. Why should we hire you? 9 (USE THE DOOR CLOSER BELOW) ____

SLIGHT DEER-IN-THE-HEADLIGHTS – PAUSE….

“Your organization needs someone with my diverse background – USE PART OF PROFILE

….and those are the reasons I believe that you should hire me.

4. What is your management style? __

Well, I really use 3 different styles…….

DIRECTIVE – I utilize w/new employees – don’t have specific directions, they’ll sit in that chair forever – but as quickly as they can graduate, I want to utilize my….

PARTICIPATIVE style. I have high expectations of myself, and of those working with me and for me. I believe it is my responsibility to clearly communicate these expectations in no uncertain terms, as I feel it is important for everyone to know what is expected of them. Then I get out of the way and let them do their jobs; I need their styles, unique approaches, and information processing to add to the creative environment. I believe in teamwork, team interaction, and team successes. And lastly, …

COLLABORATIVE – I have to deal with all departments and those VPs don’t think alike and then the customers. Someone has to get everyone in single file, singing off the sheet of music to be successful …and those are the 3 styles I bring to your company.

5. How do you deal with an under performing employee? ___

1st – I have a private conversation; discuss difficulties and give timeframe for the desired results. SO, WHAT IF YOU REACH THE END OF THE TIMEFRAME AND STILL NO RESULTS?

2. Consult w/HR and follow company policy, which probably includes documentation.

OK, BUT STILL NO RESULTS AT THE END OF THE TIMEFRAME?

3. Perhaps that employee could be useful elsewhere in organization, or an alternate career move is in their future (a nice way to say “you’re fired.”).

6. What are your Career Objectives? _____

SHORT TERM – I would like to be your next (whatever the job title is)

LONG TERM – the VP of ___, possible the C____

7. Why do you want a position with this company? ___ Research = - 2-minute script

8. How long have you been unemployed? ___ANSWER IN MONTHS IF APPLICABLE__

**It is important to account for your time and to provide evidence of your ongoing productivity during any lapses in employment history.

“I found this time important to take care of personal things with family, and having finished that objective, I am now researching and gathering information to begin furthering my career.”

12. Why are you interested in this company? ______SAME AS #7 ABOVE

13. Why did you leave, or do you want to leave your current position? _____

1. COMPLIMENT COMPANY

2. STATE HOW MUCH YOU LEARNED

3. _____________________________, NOW I’M SEEKING NEW CHALLENGES.

The only place for negatives is the 5 o’clock news, certainly not in an interview.

14. What did you like best / least about your last position? ___

Red flag question: probing for negative personalities. The only place for negatives is the 5 o’clock news, certainly not in an interview.

Ever since my first position I have been presented with Expectations that had to be met, or exceeded, a timeframe in which that had to occur and a limited amount of resources. My goal has always been to meet, or beat the expectations, within the timeframe with the resources allotted and I suppose along the way there were things I enjoyed more than others, but for me it’s all about the work…the achievement and I have learned something from EVERY position I have every held; so from that angle, they have all been worthwhile experiences and to rate one above the other would really be impossible for me.

(GENERALLY, “WELL, I GUESS I DON’T HAVE TO ASK WHAT YOU LIKED LEAST!)

15. What do you consider a weakness? _____

SLIGHT DEER-IN-THE-HEADLIGHTS…PAUSE.

Well, I certainly have weaknesses, as does everyone but, certainly none that would be a deterrent to my ability to perform in this position.

OKAY, SO YOU SAY YOU HAVE WEAKNESSES, SHARE SOME OF THEM…

As I look at this job description/posting, I really don’t have any weaknesses that would prohibit my ability to be successful in this role.

OKAY, YOU SAY THAT YOU HAVE WEAKNESSES, BUT NONE THAT WOULD AFFECT YOUR ABILITY TO PERFORM IN THIS ROLE. GIVE ME A WEAKNESS!

PAUSE, PAUSE, PAUSE……

( Well…if you were to ask (spouse, relative, etc) they would probably give you a long list…pause, pause…but I will share this with you…pause, pause– I do have one heck of a weakness for ____________ (chocolate; ice cream, …whatever food your dream about)

16. How do you cope with every day pressures? ____

3 “Jimmy Stewart” answers

a. Well, I have a (wonderful family/group of friends, etc); it’s relaxing to be with them

b. I enjoy reading a good book – when I can find one

c. I also enjoy______ (old movies, cooking, baking, etc)

….so, I have a number of ways to recharge my battery.

17. Do you take work home with you? ___when I have to! _

success

19. What has been your greatest contribution? ___Research “Headlines” assignment

* strength

THEY MAY ASK YOU TO ELABORATE, I.E. TELL ME ABOUT THE SUCCESS OF WHICH YOU ARE THE PROUDEST. TELL ME ABOUT WHEN YOUR WORK WAS CRITICIZIED?

20. If you could turn back the clock 15 years what would you do differently? ___

PAUSE, PAUSE!!! DEER-IN-THE-HEADLIGHTS! Well, I would put everything I own into Microsoft stock…. Seriously! OKAY, LET’S REPHRASE; WHAT PROFESSIONAL THINGS WOULD YOU DO DIFFERENTLY? Nothing major, but a few minor things. Employees I hired and wish I didn’t and those I should have hired, but didn’t, but nothing major.

21. Who was your best and who was your worst boss. ___

I have reported to a number of individuals over the years, both male and female and I have learned something from each one, but I have never categorized my bosses as to whether I liked them or not, or vice versa. This is a professional situation, not a personal one and would have no affect on my ability to perform my job well, so I don’t know quite how to answer that.

22. What motivates you? ___Challenges

LIKE WHAT? – WORKING WITH A VARIETY AND MY TEAM/COLLABORATING ON MAJOR PROJECTS…. (GETTING WAY TOO LONG)

Like the ones on this job description.

23. What does success mean to you? ____Whenever my boss, or a client says that I’ve exceeded their expectations…. THAT’s real success to me.

25. Would you be willing to relocate? ___Yes, depending upon the opportunity

26. What difficulties do you expect in this transition? ____

I foresee challenges; however, I am motivated by challenges.

27. Are you considering other positions at this time? ____

I am engaged in a very active career search at this time. ANY BONA FIDE OFFERS ON THE TABLE? None that I’m seriously considering. REALLY, WHY? This is a career search for me, not a job hunt and I have identified just a couple of industries and targets only a couple companies within those industries. Your company is one of my targets and, thus far, the others are not.

28. Do you feel you may be overqualified for this position? ___

With the challenges of the modern economy, automation, and the high expectations of today’s customer I would have to say no, I am not overqualified; however, with my experience I would have to say I am very prepared.

29. Give me an example of when you shared a success with your co-workers. ___ Research “Headlines” assignment.

30. If you were an animal which one would you be and why? Generally proceeded by “Do you feel that you have a good fix on the attributes of a successful GM, or whatever the title is?”

PAUSE, PAUSE, PAUSE, DEER-IN-THE-HEADLIGHTS!! -

|LEADERSHIP REQUIRED? |…OR NOT? |

|‘HUNTER’ MENTALITY |‘FARMER’ MENTALITY |

|TEAMLEADER / TEAMPLAYER |…OR NOT? |

31. If you could select any three people to sit down and have dinner with. (Living or deceased) Who would they be and why?

We would recommend answering this question with only people you are familiar with. This question is designed to probe your understanding of the outside world. It uncovers people who have a narrow focus on life and professional situations. Chose those people in which you have a solid understanding of the contributions they made to society and be prepared to explain why you are interested in them.

Have fun with this question and fill in your choices and why you selected them below.

|1. |2. |3. |

Ultimately it is your responsibility to respond positively to all questions, to project a vital, enthusiastic presence in the interview. You cannot rely on the interviewer to create a positive environment. You must assume this responsibility.

To prepare your self to meet this responsibility, study your Professional Headlines, your Contributions, Commercial and your FSSID’s. Your mind must become a warehouse of data you can readily project into the interview. (Remember the PR approach) “It does not matter what question is asked, you will turn (SPIN) the response to project the appropriate and positive information.

We do not expect you will be asked all these questions in an interview. Generally, there are two types of formats and recently more often than not, they have been deployed in a panel interview situation. The first type is the physiological, as you have just experienced, and the second is the situational. Situational questions may require you to express what you did, how you did it, and the results or outcome of your actions. These answers may require more time, but it is your responsibility to recognize the time limit for a modern marketing campaign, and respond accordingly.

The key to selling any product is to know the weaknesses and the strengths, and project the information in a positive light. Study the work we have done, and you will be prepared to meet these challenges.

31b. Can you tell me about three books you read recently, the authors and what you gained from the book(s)? BE CAREFUL OF FICTION, LOVE STORIES, SELF-HELP, ETC.

32. MONEY QUESTION (HOW MUCH ARE YOU LOOKING FOR? WHAT HAVE YOU BEEN EARNING?)

1st interview – DON’T TALK MONEY!!! – SO I ASSUME THAT YOU SAW OUR POSTING? ARE YOU OKAY WITH THE $_____ SALARY?

____

“Mr./s ___, compensation is very important, however there are other items of equal importance to me. Let me say this, if we get to the point where the only thing left for discussion is compensation…. I guarantee you that we’ll find common ground.”

SITUATIONAL QUESTIONS

Situation

Action

Results

Section III: Formal Interview Preparation

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Preparation for a Formal Interview requires collecting the following data:

f. The Purpose of the Interview / Job Description

g. Identify the People Attending

h. Know the Venue

i. Know the Time and the Environment

|#1 The Purpose: |#2 The People: |

| | |

|Job Description & Position Requirements |Who will be Attending / Job Function / Relation to Job |

|#3 The Venue: |#4 The Time & Environment: |

| | |

|Where / Phone # / Conference # & The Type |What is the Allotted Time |

|(1-on-1, Group or Panel) |& Dress Code? |

Section IV: Time Planning Your Interview

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Planning for a Formal Interview requires organizing an initial schedule or time plan:

1. From your Initial Interview Preparation Identify the allotted time for the Interview

2. From your Initial Interview Preparation Identify the people attending

3. Now prepare a rough draft time plan

The Following example was designed for a 60-minute Interview. Notice how a basic plan of action was defined within the time allotted.

|First 5min - Ice Breaker |40min - Agenda & Focus |15min - Wrap-Up |

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3. Resume Copies

a. Summary / Cheat Sheet

b. Focus Piece YR vs. MQ

2. Body Language

a. Handshake

b. Smile

1. Commercial

(Control First Impression)

3. Define the Job Fit

a. Opportunity

b. Challenge

c. Reward

2. 5 to7 Questions about them - Use S.P.I.N.

1. 4 to 5 Contributions you need them to know about you

3. Ask Questions

4. Ask: What is next? Close the Deal

2. Address Deficiencies

1. (Shift Control)

Summarize the meeting

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