Interview Preparation

Wednesday, July 30, 2014

Interview Preparation: Preparing for Group Discussion

Group Discussions for Job Seekers and Students

Scope of this Write-up

Group discussions among people in a group are done and used for variety of purposes under variety of settings. For example; for selecting or screening out candidates for the jobs, admissions of students in a college, particularly the business management schools, seeking new ideas through brainstorming and arriving at consensus on diverse opinions on a subject in an organization.
However, here in this article, we are going to focus on the subject of group discussions for job seekers or for the students seeking admissions in business management or other schools.

Use of Group Discussions

Group discussion is a process used for identifying appropriate or suitable candidates for the recruiting organization either by their selection or by filtering out the non-suitable candidates through this process.

The Process

A group of candidates being considered for the job by the recruiting organization or for admission to the courses in business school is formed.
The group size is normally 10 to 12 candidates who are supposed to formally discuss a given topic.
The group is normally made to sit in a round table conference in a room with comfortable and disturbance free environment.
A coordinator and few observers from the organization are appointed to administer the entire group discussion process.
They select a topic normally of general interest and declare it to the group.
The group participants may be given a few minutes (say 5 to 10 minutes) to collect their thoughts after the topic is revealed to them. During this period the participants can jot down the points of discussion on the given subject.
The group is then asked to discuss the topic for duration of 15 to 20 minutes. The exact time can vary but will normally be in this range.
The candidates or participants speak out their points of views and communicate on the topic.
At times the coordinator and observers of the group discussion may prompt the silent participants to put in their ideas on the subject being discussed.
In many group discussions, one or more candidates are expected to summarize the deliberations.
During the time the discussions are being held, the observers observe the participating candidates intently and carefully for variety of parameters (qualities, personality traits, skill levels etc) that are pre-decided by the organization. Even the weights on each of these parameters are generally decided.
After the period allocated for the discussion is over, the process of group discussion as far as the participants are concerned, is over.
Then, observers and coordinator of group discussion evaluate the candidates on the pre-decided parameters and allocate their marks and together decide on the candidates who will be filtered and dropped out and those who are found suitable and will be pushed up to the next level or process of selection like personal interview etc.

Types of Group Discussions

The classification is based on the type of the topics that are chosen for group discussion. The topics could be:

1. Topic related to current news items related to business, technology, politics, education, health, social activities etc

2. Factual topics

3. Involving a problem or dilemma

4. Controversial topics

5. Abstract subjects

6. Case study discussion on a given case

7. Group task to achieve a result together as a team

Phases of Group Discussion

Group discussion can be divided into three main phases:

1. Initiation or introduction

2. Body of the group discussion

3. Summarizing or conclusion

One can also divide the phases of group discussion as:

Creating chaos (approximately 1-2 minutes)
Generating ideas (approximately 7-8 minutes)
Building on ideas (approximately 5-6 minutes)
Summarizing or concluding the discussion (approximately 1 to 2 minutes)

On Introducing the Topic or Initiation of Group Discussion

Initiating a group discussion can be advantageous as well as disadvantageous depending on how well you do it.
When you initiate a group discussion, you not only grab the opportunity to speak, you also attract the attention of the observers and your fellow participants. So, if you can make a favorable first impression in initiating, it will establish your leadership position in the group and will help you sail through the discussion very well.
But if in initiating, you are not confident and are not able to make the first good impression on the observers and the other participants the damage might be irreparable. Stammering or communicating wrong facts and figures etc may further add to the damage.
If you initiate well but do not contribute much later on, it gives the impression that you started just for the sake of starting it and to impress but you really do not have much stuff.
When you start a discussion, in a way, you take up the responsibility of a leader and for putting the subject of discussion in its right perspective. Therefore, initiate the topic only if you have in-depth knowledge on it.
There are different techniques to initiate and make a good first impression. Some of them are:
- Quotes on the topic
- Definitions of the topic and related issue
- Questions or posers or putting audience at the cross roads
- Shock treatment or shock statement
- Facts, figures and statistics
- Short story
- Humorous short story
- General statements
- Formulating an agenda of discussion and making the introductory points like objectives or deliverables of the discussion

On Summarizing the Group Discussion

The coordinator or observer will normally prompt to conclude the discussion and summarize.
If he does not ask any particular person or persons to summarize, you may like to take the initiative. For this, you must have assimilated all the points that were discussed and you are confident that you can summarize well. This can make a good lasting impression.
Avoid raising new points during summarizing.
Avoid highlighting only your viewpoints.
Avoid dwelling only on one aspect of what was discussed. Your summary should incorporate all the important points that emerged from discussions.
Keep it precise and concise.
Do not add anything once the group discussion has been summarized.

Personality Traits That Are Usually Observed and Evaluated in Group Discussion

Knowledge, content
Thinking pattern, clarity of thoughts
Reasoning or logic abilities
Analytical ability
Creativity
General awareness
Leadership
Assertiveness (as against aggressiveness and submissiveness)
Initiative
Enthusiasm
Dynamism
Inspiring ability
Communication- speaking
Convincing ability
Presentation style
Listening
Team building
Team player
Conflict resolution
Consensus building ability
Flexibility
Personal grooming
Demeanor: body language
Etiquette and manners

Dress Code

Candidates participating in a group discussion should be formally dressed. Should not wear casual clothes. Jacket and tie can be used depending on the climatic conditions.
They should wear clean and well ironed clothes, washed socks and polished shoes.
Do not forget to carry a clean handkerchief.

Some More Tips, Do’s and Don’ts

Improving your general awareness and keeping abreast of current affairs, happenings, issues and environment which affect lives of the people are very important. In short, ask yourself a question: am I well informed and do have I the latest information? For this, read news papers, political and business magazines, appropriate literature on Internet and watch relevant programs on television.
Also, form your own opinions on what you read and see. Think about it and prepare your thoughts with logical questioning on various topics. Also ask: are they fact based?
Discuss various topics with your friends, colleagues, associates, teachers, bosses and family members. This way you get enriched by many points of view on a topic. Listen, question, discuss and argue. Also, express your opinion. Learn to check your temper and emotions if others’ views are unacceptable to you. If your point of view is incorrect, accept it with grace. Be flexible and open enough to modify or change your opinions.
Mobilize other people who are interested in group discussion and simulate group discussions. Request an experienced person to observe your performance and give you feedback. So, practice, practice and practice. Group discussion is a competency or a skill and it requires practice as all other skills do. Refer: (Competency Matrix) http://competency-matrix.blogspot.com/, (Competencies- Life Management) http://shyam-bhatawdekar.blogspot.com/
Body language is your external personality and it creates the first impression on others. So, sit confidently and in a decent posture displaying your good etiquette and manners. Do not lean on the table or slouch. Do not sit with crossed legs. Do not rock your chair.
Thinking a few minutes on the given topic before starting the group discussion is important.
Jot down your thoughts in a small diary with a pen or pencil. You should always carry a small diary and pen or pencil with you while participating in a group discussion.
Do feel that you are better or as good as others but definitely no less than others.
If you are confident about yourself, try to be the initiator and concluder of the group discussion in addition to being an active participant throughout. Refer earlier paragraphs on it.
As a participant, be the most visible participant by actively and meaningfully participating in the discussion. Therefore, speak up and do not remain just a spectator. Also, listen carefully what the others are saying and get involved.
Put up your points assertively and firmly and try to get others’ support on your view points.
Address the whole group, not a single person or only to the observers.
Be coherent in your presentation to the group. Your thoughts should not look disjointed. Also do not rush.
Be audible. But do not shout or scream.
If you find that the discussion is going off track or at a tangent, grab this opportunity to bring it on track, thus securing an additional score for yourself.
Be polite and well mannered. Keep your cool under even very provoking situations and do not lose your temper. Do not mix your emotions. Do not get personal on issues with other participants and do not play the blaming game with them.
Do interrupt or enter the discussion when you want to. Do snatch chances. However, interrupt politely to put speak up your points.
Be a good time manager. Keep a track on the passing time so that you can contribute adequately within the time available.

Books Authored by Shyam Bhatawdekar and Dr Kalpana Bhatawdekar (eBooks and printed books available online from Amazon)

Management, Business, Self-help & Personality Development Books

1. HSoftware (Human Software) (The Only Key to Higher Effectiveness)

2. Sensitive Stories of Corporate World (Management Case Studies)

3. Classic Management Games, Exercises, Energizers and Icebreakers

4. Classic Management Games, Exercises, Energizers and Icebreakers (Volume 2)

5. Classic Team Building Games, Exercises, Energizers and Icebreakers

6. 101 Classic Management Games, Exercises, Energizers and Icebreakers

7. Stress? No Way!! (Handbook on Stress Management)

8. HSoftware (Shyam Bhatawdekar’s Effectiveness Model)

9. Competency Management (Competency Matrix and Competencies)

10. Soft Skills You Can’t Do Without (Goal Setting, Time Management, Assertiveness and Anger Management)

11. Essentials of Work Study (Method Study and Work Measurement)

12. Essentials of Time Management (Taking Control of Your Life)

13. Essentials of 5S Housekeeping

14. Essentials of Quality Circles

15. Essentials of Goal Setting

16. Essentials of Anger Management

17. Essentials of Assertive Behavior

18. Essentials of Performance Management & Performance Appraisal

19. Health Essentials (Health Is Wealth)

20. The Romance of Intimacy (How to Enhance Intimacy in a Relationship?)

Novels, Stories, Biographies and Travelogues

21. The Peace Crusaders (Novel: how the peace crusaders established permanent peace on a war strewn planet?)

22. Love Knows No Bounds (Novel: a refreshingly different love story. Also available with the title “Good People”)

23. Funny (and Not So Funny) Short Stories

24. Stories Children Will Love (Volume 1: Bhanu-Shanu-Kaju-Biju and Dholu Ram Gadbad Singh)

25. My Father (Biography)

26. Travelogue: Scandinavia, Russia

Wednesday, April 15, 2009

Interview Preparation

Scope

Scope of write-up here is to provide information on how to prepare to face the job interview. It is meant for the persons who are looking out for jobs for the first time or for those who wish to change the jobs. This write-up does not include any guidelines for the employers or their representatives who interview the candidates seeking the employment opportunities. For that, refer: (Interview Skills) http://interviewing-skill.blogspot.com/

Introduction

Job interview is a process through which an employer or his representative body evaluates a potential employee for possibility of employing him in the organization.
The employer or employer’s representative is called interviewer and the candidate or job applicant is called interviewee.
The interview process is used after the initial processes of screening the candidates or applicants for the jobs have been administered on them. These may consist of resumes or bio-data or curriculum vitae, aptitude tests, IQ and EQ tests, group discussions etc.
Only the persons who successfully qualify the above-mentioned screening criteria are personally interviewed.
In such personal interviews, the interviewer and interviewee communicate with each other and exchange valuable information that is used by the interviewer to decide if the job applicant being interviewed is the most appropriate person for the organization. The interviewee, while on one hand tries to convince that he is the most appropriate person for the job, he also collects the information that helps him to decide if the organization and the job are the right ones for him or not. In case interviewer finds that candidate fills the bill, he uses interview process also to pass on such information to the interviewee that will convince him and persuade him to join the organization.
The personal interviews may start with telephonic interviews followed by one or more rounds of personal interviews by the employer organization. Interviews may be conducted by one person or by multiple persons in each round of interview.

Home Work Prior to Actual Interview

Study your resume thoroughly to remind yourself of the information that you had sent to the prospective employer at the time of application.
Study the job profile for which you applied. Work out as to what the job would expect from you in terms of knowledge, experience, technical skill sets, soft skill sets, past achievements, extra-curricular activities and your interests as well as the possible deliverables expected from the incumbent who would hold that job. In case the employer has not advertised or published the job description for public consumption, try to acquire a copy of the job description from the employer.
Now, try to match the job requirements as described above with your own profile and see for yourself as to how close you match with them. You will come to know as to where you are already in a pretty strong position and where there are gaps.
In the intervening period between the date of the first of the interviews and the date you come to know of the interview date, try to work towards bridging the gaps in your knowledge, technical skills and soft skills. Be a bit tough on yourself as you own self evaluator and be serious in acquiring the additional knowledge and skills required.
Collect information about the organization that is going to interview you. More you know about the organization, the better prepared you will be to discuss how you can meet its needs. You will also be in a better position to answer any questions the interviewers might ask you regarding their organization. You should know the profile of the organization in terms of its management/structure, its products, its financial standing, new developments in the organization etc.
Now comes the most important preparation i.e. formulating the questions that interviewer may ask and how you would like to answer them. Again be tough on yourself. Imagine yourself to be in interviewer’s position and think of all the possible questions you would have asked the interview candidates in order to make a good selection. For each of these questions, prepare the best possible answers that will influence the interviewers positively towards your candidature. You may take the help from others to know the types of questions the interviewers might ask. On the Internet also you may get this kind of information. You will benefit a great deal if you refer: (Interview Skills) http://interviewing-skill.blogspot.com/
Make a decent looking file of all of your certificates and credential and other related papers/information that may be requited at the time of interview.
Keep the address and phone numbers of the venue of the interview handy with you. You should also have with you the names and designations of the persons and their telephone numbers who have been communicating with your from the interviewing organization.
Select the dress and other accessories that you will wear on the day of the interview and keep them ready. Always select the dress which gives you that additional confidence that you need in facing the interview situation. There are always some favorite clothes for such occasions, do use them for positive psychological support.
If the interview is not in your town/city and it involves travel, do the ticketing and reservations for travel and stay well in advance not to meet the last minute disappointments and rush. Try to reach the city of the interview latest by the evening of the earlier day of the interview day.
Keep the road map of the venue from the place of your residence. Find out how much time will it need for travel to the venue so that you can start from your residence accordingly. Always add at least 30 minutes to the travel time as an emergency allowance.

Telephonic Interview

Prior to your face to face interview, there may be a telephonic interview where you may be interviewed by a person or persons from the employer organization.
The purpose of telephone interview sometimes is to screen out the obvious mismatches to the job so that finally, only few shortlisted candidates are called for face to face interview. It saves the recruiting organization time and money.
They are conducted normally when the candidate is abroad or lives in a different state/city. Sometimes even in the same city too you can expect a telephone interview.
For this kind of interview your telephone etiquette and manners should be impressive. For knowing about the telephonic etiquette, refer: (Telephone Etiquette) http://telephone-etiquette.blogspot.com/

Face to Face Interview: The Interview Day

First impressions, at times, can be the last impression. Your external personality counts in creating the first impression. Your clothes, hairstyle, gestures and anything else an interviewer sees before the interview starts make your first impression.
In dressing, err on a bit of conservative style. You can wear a formal dress, not an informal or casual one. As mentioned earlier, always select the dress which gives you that additional confidence that you need in facing the interview situation. It should be clean, well fit and properly pressed. Do a decent looking hair style- hair should be well in place. Shine the shoes and they should be intact. Do not wear casual types of shoes like slip-ons, loafers or sports shoes etc. Do take bath and look clean. Avoid the perfume (all you know that one of the interviewers may be allergic to perfumes). Use sophisticated and decent looking accessories. Men should not wear ear rings. Eye contact is important during an interview, so make sure your glasses are clean. Buy a new pen for the interview. Do not buy a cheap looking one.
Arrive early at the interview venue. You should keep some time up your sleeves to get through the official bureaucracies at the interview venue (security check, issues of admit pass etc), getting acclimatized with the environment at the venue, using the wash room etc. Do use the wash room to tidy you up.
As you enter the interview room, greet the interviewer(s) appropriately by saying “good morning” or “good evening”. Never say “good night” when you meet the interviewer(s) even if you meet them at night; say “good evening” even then. You should say “good night” while parting at night. During day time, say “good day” while parting. If the interviewer offers a hand shake, accept it with firm and confident handshake.
Keep up a happy countenance, smile as necessary. Enjoy the humorous part of conversation if any. Don’t ever look tired or keep a long face with constant frown, tension or sadness. Remain alert and look smart, interested and enthusiastic. Yet, be natural, be yourself- you don’t have to act artificially.
Be prepared to communicate with interviewers. When you have made a point clearly, do not overdo or stretch it by extending your talk further.
Do not react immediately to any question immediately. Listen the question carefully, think about it, quickly construct your reply and then, speak at a normal pace but surely. You can take your minute or two to respond but do not delay too much too. A measured response is more appreciated by the interviewer(s) than a hurried reaction.
Do not hesitate to get clarifications on the question being asked. But do not do it for every question. That shows that you are not attentive or your comprehension is poor.
Supplement your responses with examples when necessary and appropriate.
Be a sales person and convince through your answers and communication to make the interviewer(s) realize that you are the best person for the job.
If the interviewers offer you an opportunity to ask them questions, do ask them the questions you have in mind about the organization, the job requirement, place and department of posting, career growth opportunities etc. even if the interviewers do not offer such opportunity and you do have some genuine questions, take interviewer’s permission to ask the question.
Look out for the indications about the close of the interview and then do not hang on. Thank the interviewer(s) and greet as per the time of the day.

What the Interviewers Generally Look for in the Interviewee

The questions will be designed by the interviewers in order to find some or all of the following in the interviewee. Therefore, you should be prepared to look into these aspects within yourself and be ready to decide as to what kind of replies will you like to give in the interview to project the best image of yourself.

Suitability of your education level for the job position.
Suitability of your general and professional qualifications.
How good are you are in the hard and soft competencies and skills as required for the job. For a comprehensive list of soft competencies refer: http://soft-skills-competencies.blogspot.com/
Every interviewer these days checks for you level of computer literacy.
Analytical, problem solving and creativity skills.
Your motivation and ambition levels.
Your initiative and drive.
Your communication and presentation skills.
Your stability and maturity.
Your leadership potential.
Your understanding of business and interest in it.
Your general alertness, smartness and manners.