UMD Career Services

Interviewing

The key to making a good impression in an interview is careful preparation. Preparing for an interview is just as important as studying for an academic examination. As with tests, preparation and practice can ease some of the tension and anxiety, and increase your chances of success.

Keys to Successful Interviewing

• Know yourself. Be able to discuss past achievements and give concrete examples demonstrating your skills.
• Know what you are looking for and what you have to offer.
• Know about the job, organization, and industry.
• Know how you can make a contribution to the employer.
• Know the interviewing process.

The Main Purposes of the Interview

For the interviewee:

• To communicate information about yourself, your experience, and your abilities
• To seek further information about the position and the organization
• To make a tentative decision about the match between your needs and what the job offers

For the interviewer:

• To gather relevant information about you
• To assess how well your qualifications match the requirements of the position
• To promote the organization and find the best match between the organization and prospective employees

What Employers Look For

• Interview preparation: interest in and knowledge of the industry, the position, and the organization
• Communication skills: oral presentation skills and the ability to interact with others
• Qualifications: academic, work, volunteer, and other experience
• Personality: enthusiasm, poise, cheerfulness, flexibility, and sense of humor
• Leadership potential and teamwork: demonstrated ability to work with others and to get others to work together
• Clear and realistic career goals: future plans and awareness of career paths
• Appearance: dress and grooming
• Maturity: behavior and judgment
• Self confidence: realistic appraisal of self
• Motivation and success potential: demonstrated patterns of accomplishment
• Work ethic: acceptance of responsibility, ability to keep commitments and attitude of the importance of work
• Problem solving and analytical ability

Preparing for the Interview

After you have assessed your own skills and abilities, and decided on a prospective employer, the next step is to research the company or organization. Recruiters expect and are impressed with candidates who research and have knowledge about the company. A favorite question asked is, "Why are you interested in our organization?" To answer the question intelligently, you need to know the employer.

By researching the organization, you can learn whether your goals will fit the organizational structure defined by the employer. For example, there are some employers who have a reputation for being conservative; if you know that you do not fit in with this type of environment, talking to the recruiter would be a waste of time.

Getting Organized

It is wise to begin researching weeks before your interview. Keep a file on each employer to whom you apply. In addition to information about the company (articles from periodicals, annual reports, tips or comments), the file should include dates of application, copies of letters exchanged, appointment record, names of contacts, and other relevant information.

The information in the file will help you prepare for the interview and will be beneficial as you write follow up letters. Keep your files even after you secure employment. If you consider a job change later, the information could be useful in securing a new position.

What Information to Look For

Before seeking background information about a potential employer, you must decide what kind of information you need. It is a mistake to assume that you know enough about the organization without doing any research. For example, you may know that a company makes pet food, but are you aware that the company also makes cereal for humans, owns a major tuna fish company, and owns and operates resorts and restaurants? You may be talking with a subsidiary of a much larger company and not realize it if you haven't done your research.

Facts to Know About the Organization

You should be prepared to discuss the following aspects of the employer's business:

• History of organization
• Complete product line(s) and/or service(s)
• Organizational structure
• Size of organization
• Prospects for growth or change
• Potential new products or services
• Annual sales growth for past five years
• Business methods and philosophy
• Reputation
• Standing in the industry
• Competitors
• Number of plants, stores, and outlets
• Geographical locations
• Location of corporate headquarters
• Relocation policies
• Type of training program(s)
• Promotional path(s)
• Typical career path in your field
• Age of top management and their backgrounds
• Corporate culture
• Recent developments via news stories

Where to Find the Information

There are many places to get information about prospective employers. For some companies it may be difficult to find information; you will have to be resourceful in locating the information you need. Employers' web sites are a good starting places. Annual reports and employment brochures, when available, are also good resources. All publicly held companies are required to report to their stockholders via annual reports. Check the Career Resource Center in Career Services, UMD library, and the public library for the necessary information. You may also want to contact the organization directly.

Most libraries also have a number of business periodicals and newspapers. Search these for information about the company and its competition.

There are also directories which can be useful resources. Directories may be available at the Career Resource Center in Career Services, UMD library or public library. You may also want to check with local stockbrokerage firms. Additional resources include contacts at Career Fairs, company group presentations, Career Services staff, professors, family, friends, UMD alumni, and Chambers of Commerce.

The important thing is not to give up if you can't find the information immediately. Check with the libraries' reference departments and ask for advice. If the library doesn't have the information you need, their staff often can refer you to an alternative source.

Some information will not be available and you may ask the recruiter for clarification during the interview. Tell the interviewer you are aware of certain information about the organization (thus proving you have some knowledge of the company), but you would like to discuss additional information in more detail.

Before the Interview

• Know why you are interviewing for the position with the organization.
• Know the exact time and place of the interview.
• Arrive early to provide time to become relaxed.
• Dress appropriately.
• Exhibit good grooming.
• Get a good night's sleep to be well rested and alert.
• Be enthusiastic, interested, and confident. Individuals who are convinced they are the best candidates for the openings will be most influential with employers.
• Prepare good questions to ask the employer.
• Practice your answers to possible interview questions.

What to Wear

Plan carefully what you will wear to the interview. It is important to know what attire is appropriate for your field. Dress conservatively with careful attention to grooming. The following suggestions may be helpful.

Women

• Tailored clothing (no frills, ruffles, straps or plunging necklines)
• Suits and blazers in plain, neutral colors or understated patterns
• Dresses in dark colors, with or without blazers
• Scarves for color accents
• Skirts without slits
• Basic dark pumps with medium or low heels
• Stud earrings, simple necklaces (no rings, bracelets and dangling earrings)
• No overpowering perfume

Men

• Dark or gray suits (solid, pinstripe or shadow plaid)
• Dress shirts in solid colors
• Ties coordinated with the shirts (solids, stripes or small patterns)
• Calf-length socks in dark colors to match suits
• Tassel loafers, wingtips or lace-up shoes (no boots)
• Black or brown 1-inch belt to match shoes
• No flashy cuff links, rings, neck chains or earrings
• No overpowering aftershave or cologne

Stages of the Interview

Although the structure of interviews may vary, most interviews include the following stages:

Stage 1

Informal "breaking the ice" type of conversation. Topics vary and are designed to help you feel more at ease.

Stage 2

Interviewer's questions intended to learn about you, your major, education, work experience, and interests. Common questions include "Tell me a little about yourself." ... "Why did you chose UMD?" ... "What are some of your interests outside of the classroom?"

Stage 3

Interview questions which elicit the relationship between your interests, skills and background and the needs of the organization. These are the most critical questions and require preparation. "What types of contributions would you see yourself making to this agency?" ... "How do you see your background fitting with the qualifications for this job."

Stage 4

Your opportunity to ask questions of the interviewer. Interviewer summary and determination of the next step.

Frequently Asked Interview Questions

• Tell me about yourself.
• For what position are you applying?
• What are your short term and long term career goals?
• Why did you choose this career field?
• Why do you think you will be successful in this career?
• Why did you choose to attend UMD?
• How did you select your major?
• What courses did you like best? Least? Why?
• How do you spend your spare time?
• What are your greatest strengths and weaknesses?
• What did you learn or gain from your summer and part time jobs?
• What have been your most satisfying and most disappointing experiences?
• What have you done that supports your stated interest in this field?
• Why did you choose to interview with us?
• Do you think your grades are a good indication of your ability?
• In what ways do you think you can make a contribution to our company?
• What are your plans for graduate study?
• How do you work under pressure?
• Which geographic location do you prefer?
• Would you prefer on the job training or a formal program?
• What are the disadvantages of your chosen field?
• What have you done that shows initiative and willingness to work?
• What have you done in college that has enhanced your leadership ability?
• Are you willing to relocate?
• Why should I hire you?

Questions for Teacher Candidates

If you are a student who wishes to pursue a career in education, you may be asked:

• What is your philosophy of education? Of discipline?
• What issues in education are of greatest concern to you? Why?
• Describe the role of the teacher in the learning process.
• What is the role of the teacher in the community?
• How would you individualize instruction in your classroom?
• Why do you want to teach?
• What special abilities do you have that would benefit your students?
• What prompted you to go into the field of education?
• Do you grade on ability or effort? Why?
• If you found out the slower learners in the class could not read the grade level book, what would you do?
• Tell me about your student teaching experience.
• How do you feel about being observed by supervisors or principals? Why?
• Are you interested in working with students in some extracurricular activity? Why or why not?

Behavioral Style Interviewing

The following is a list of additional questions that are being asked with increasing frequency by employers. These are "Behavioral Style Interviewing" questions. This style of questioning is based on the theory that your past behavior is an indication of your future performance.

The interviewers will usually ask you to describe a situation in which you did or did not use a certain skill effectively. Some of the skills they may choose to focus on include: leadership, communication (verbal, written or interpersonal), creativity, problem solving, listening, ability to work in a group, time management and handling stress.

The interviewer may ask questions similar to, "Give me an example of a time when..."

• You used your leadership skills effectively.
• Your leadership skills failed.
• You had to depend on your ability to get along with others
• You had to communicate under difficult circumstances.
• You had to deal with a highly stressful situation.
• You handled a stressful situation badly.
• You were especially creative.
• You were not able to use your creative skills.
• You were motivated by a good boss.
• You had to work with a poor supervisor/boss/professor.

Handling a "Negative Question"

If the interviewer asks you for an example of a time when a certain skill failed you, do not let it "stress you out". They do not expect you to be perfect. Part of the reason they ask the question is to see how you handle yourself. Give an example but be sure to point out what you learned from your failure and how you would handle the situation now.

The Interview Response Format

It may be helpful to structure your answers using the following format:

1. Validate or repeat the question if you do not understand what is being asked.
2. Use specific examples in your answers.
3. Summarize your strengths demonstrated by the example.
4. Acknowledge having answered the question.

Responding to Questions

• Be prepared for questions as soon as the interview starts.
• Ask the interviewer to repeat/rephrase questions, if needed, for clarification or to "buy time".
• Allow yourself silence while thinking of an example or response.
• Break eye contact while thinking of an example or response.
• Ask for time to come up with an example if needed.
• Admit a "mental block" if you have a difficult time thinking of an answer. This is much better than trying to "fake it."

Inappropriate or Illegal Interview Questions

An inappropriate question is one which is not relevant to your professional qualifications. An illegal question is one which makes inquiries regarding issues of race, color, gender, national origin or age. Other areas which may potentially lead to legal liability include such things as marital status, medical history, pregnancy or plans for children.

Handling Inappropriate or Illegal Questions

The interviewer may or may not be asking intentionally illegal or inappropriate questions. There are several ways in which you may respond to them.

1. Read into the purpose of the question, i.e. "If you are asking me if I can travel or work some weekends, I can".
2. Let them know you want to give helpful information about your qualifications but are having difficulty understanding how the question relates to the specific job requirements.

In handling this type of question, remain professional and tactful but protect your rights as a candidate. If you believe that the interviewer is asking these questions purposefully, you may choose to end the interview and/or inform the head of personnel or human resources at the interviewer's company. If you are asked illegal or inappropriate questions by an employer who has a recruiting relationship with the University of Minnesota Duluth, please be sure to inform a career counselor or the recruitment coordinator.

During the Interview

• Make a good first impression. The selection process starts as soon as you meet the company representative(s), even before any questions are asked.
• Follow the lead of the interviewer. Be enthusiastic. Greet the interviewer by name. Use a first name only if invited to do so.
• Give the interviewer a firm handshake during introductions.
• Always conduct yourself as if determined to get the job you are discussing. You may have other irons in the fire, the interviewer expects that, but you want to demonstrate your sincere interest in a position with the organization.
• Do not chew gum or smoke.
• Be aware of your non-verbal behavior. Maintain good eye contact. Control nervous habits.
• Listen to the questions and give clear and concise answers.
• Ask questions regarding job-related issues that will provide you with helpful information and will demonstrate your knowledge of and interest in the position and organization.
• In closing, ask if there is anything else the interviewer would like you to discuss or do, e.g. fill out an application.
• Inquire about follow-up procedures.
• Thank the interviewer for her or his time.

Interviewing the Interviewer

You are usually expected to ask questions about the position or the company. It is best to focus most of your questions on the specific requirements of the job. Your questions should indicate that you have done your homework and know about the position and the company. It is also the time to get the information you weren't able to find in your research. The following are examples of questions you might ask:

• Does the job include a formal training period?
• Is this hire for a new position or is it a replacement?
• Where are the last two people who held this position (did they get promoted or leave the company)?
• What is the most challenging aspect of this job?
• What type of performance reviews are given? How often?
• What are the essential skills, knowledge, and/or qualities necessary for an employee to succeed in this position?
• What does the career path look like for someone who starts in this position (what are the opportunities for advancement)?

After the Interview

• Always get the interviewer's name (including correct spelling), title and address. If you are not comfortable asking the recruiter, ask Career Services staff for the information when interviewing on campus or contact the company. Don't rely on information from someone who interviewed with the same recruiter.
• Record your observations of the entire interview.
• Note what the next step in the process will be.
• Send a thank you letter. Be sure to reiterate your interest in the position and the organization.
• Evaluate the interview. Did it go well? Is there room for improvement? Continue to practice your interviewing skills through mock or videotaped interviews with a career counselor.
• If you do not hear from the company by the appointed time, make a follow-up telephone call.
• Be courteous and professional at all times.

The Follow-Up Interview

An invitation for a plant, office, agency or school visit may follow your initial screening interview. This visit will allow more in depth conversation with the employer to determine how your qualifications and interests match the needs of the organization. An invitation for a follow-up interview indicates that the employer is very interested in you.

Before confirming a date for a follow-up interview, ALWAYS check your schedule to avoid conflicts with classes, tests or other interviews. If the dates suggested by the employer are not suitable to your schedule, advise the employer of the conflict and suggest alternative dates. In any case, acknowledge the offer for the follow up interview promptly.

The follow up interview will be conducted in much the same manner as your initial screening interview. You will probably meet more people and the length of time spent with each will be longer. You will be expected to be more conversant about the employer, your personal background, your academic and work experiences, your career and life goals, your activities and how all of these accomplishments qualify you as a valuable member of the employer's team. Because of the extended time spent with each individual, you will have more time to ask questions. Be prepared to do so.

Plan to spend most of one day with the employer. Remember, in many cases, this will be a stressful day. Always get a good night's rest beforehand. If all goes well during the follow up interview, you may receive an offer of employment prior to leaving or within a few days.

After the interview, record your observations. Your notes will be helpful if you need to ask the employer additional questions and in comparing one employer with another in order to make a decision. Write a thank you letter expressing appreciation for the interview. Send a different thank you letter to each person with whom you spent time that day.

The Telephone Interview

A telephone interview can happen unexpectedly or be planned. No matter how it occurs, you must answer the questions effectively in order to move to the next stage of the process which is the in-person interview.

To prepare for a telephone interview, follow the general guidelines to prepare for an in-person interview: take notes on your research of the company, study the job description, and practice your responses to standard interview questions. During a telephone interview, you may use written notes of your responses to standard interview questions. Your notes should help you remember what you want to say and not be a script. If you read your responses, it will be obvious to the telephone interviewer that you are not being spontaneous. In addition, you also need to be prepared for the unexpected. The unplanned telephone call may come at any time. To avoid being caught off guard, keep your resume and research notes close by, at all times.

Although a telephone interview may seem more casual than an in-person interview, you still need to project a professional image. Consider the following points to help you prepare for a successful telephone interview:

• Review “Cell Phone Use Tips for the Job Search” on page 10.
• Take a surprise telephone call in-stride. Be calm, sound positive, and take a moment to gather your thoughts and your notes. You may say something like, “Thank you for calling, let me take a second to close the door for more privacy.” Set the telephone down and collect yourself.
• Have your resume, cover letter, and notes neatly organized in front of you so you may easily and quietly refer to them.
• If you have been asked to call at a specific time, call at exactly that time. Calling earlier or later may be interpreted negatively by the employer. If you can’t get through, leave a message to show that you called at the appointed time.
• Your voice is one of the most important aspects of a telephone interview. Always smile when answering questions. This advice may sound silly, especially because the interviewer can’t see you, but smiling improves the sound and tone of your voice and helps you project a positive image.
• If the telephone interview is planned, shower and dress professionally before the appointed time. Focusing on your appearance puts you in the right frame of mind and helps you project a professional image.
• Stand up or sit up straight at a table or desk. You will project a more knowledgeable and confident image.
• As with in-person interviews, don’t become overly familiar with the interviewer. Establish the correct pronunciation of the interviewer’s name. Refer to the interviewer as Mr. or Ms. until you are invited to use a first name. Use the interviewer’s name regularly throughout the interview and mention the name of the organization a number of times.
• Keep up your end of the conversation without dominating the call. Ask the questions you prepared earlier by referring to your notes and listen carefully to the answers.
• Speak clearly and directly into the telephone. Keep the mouthpiece about one inch from your mouth. Don’t have anything in your mouth during the interview. Eating, drinking, chewing gum or smoking will be obvious and will have a negative effect on your interview.
• Eliminate, or at least limit, background noise. Telephones pick up and amplify background music, voices, and other noises and these will be distractions to you and the interviewer.
• During the interview, write down information you want to remember or ask about later.
• At the end of the interview, clarify the next steps in the process. If you are told by the interviewer that he or she will get back to you, ask when.
• Ask if you may contact the interviewer later if you have additional questions.
• You may want to ask, if you haven’t been invited yet, to meet the interviewer in person.
• Get the correct spelling of the interviewer’s name and the correct address. Send a follow-up/thank you letter within two days of the telephone interview.

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