INTERNATIONAL UNIVERSITY – VNU HCMC

BUSINESS COMMUNICATION COURSE

LECTURER: TIEN NGUYEN – SEMESTER 2, 2-14-2015

1. BÙI TRÚC NGUYÊN 6. VÕ VĂN QUÍ

2. NGUYỄN THỊ THÚY HẰNG 7. TÂN HOÀNG NAM
3. TRẦN TRUNG KIÊN 8. NGUYỄN NGỌC ÁNH NHUNG
4. TẠ MINH HOÀNG 9. PHẠM THỊ ANH THƯ
5. LÊ THỊ MỸ HẠNH 10. TRẦN SỸ NGUYÊN
INTERVIEWING AND FOLLOWING UP
THE JOB INTERVIEW
 1 PURPOSES

EMPLOYEE: EMPLOYER:
 Find out more  Discuss more about
about the job and the employee in term
the company of: experience,
 Answer the knowledge, abilities,
question: “Why I motivation, etc
should be hired?“?”  Make the decision.
2 TYPES OF INTERVIEW

 Screen candidates to
eliminate those who do not
meet minimum requirement
 Conduct during job fair, on
telephone or online
 It should not be treat
casually

SCREENING INTERVIEWS
 2 TYPES OF INTERVIEW

ONE-ON-ONE PANEL INTERVIEW GROUP INTERVIEW

The most common type 1 employee v Group employers Group employees v 1 employer

HIRING/PLACEMENT INTERVIEWS
 2 TYPES OF INTERVIEW

SEQUENTIAL INTERVIEW STRESS INTERVIEW ONLINE INTERVIEW

One after one, and then one... Arghhh $%^&@%&... In Tech we trust

HIRING/PLACEMENT INTERVIEWS
A good answering machine or voice mail service

Tell people about your job search

NO children, please!

Pick a location to talk

Use voice mail to screen calls.

Keep a list Prepare for a screening
interview
How to treat the interviewer’s calls Take notes

Can I call you back? Reconfirm date and time

Résumé copy
Visit the library

Analyze the company’s advertising,

sales and marketing brochures

Talk with company employees

Read blogs
STUDY THE JOB DESCRIPTION OR JOB LISTING
• STORIES OF YOUR LIVES (WORK, EDUCATION)
• DETAILED BUT BRIEF
EXAMPLES
• WHY DO YOU THINK WE SHOULD CHOOSE YOU?
• WHAT DO YOU HAVE TO OFFER TO OUR COMPANY?
• WHY ARE YOU INTERESTED IN THIS JOB?
• WHAT DO YOU HOPE TO GAIN FROM THIS POSITION?
• REMOVE QUESTIONABLE CONTENT.
• STAY POSITIVE.
• BE SELECTIVE ABOUT WHO IS ON YOUR LIST OF FRIENDS.
• AVOID JOINING GROUPS THAT MAY BE VIEWED NEGATIVELY.
• DON’T DISCUSS YOUR JOB SEARCH IF YOU ARE STILL EMPLOYED.
• SET UP A PROFESSIONAL SOCIAL MEDIA PAGE.
- TIME MANAGEMENT
- LOOK AT YOURSELF BEFORE YOU GO
- BE COURTEOUS AND CONGENIAL TO EVERYONE
QUESTIONS AND ANSWERS
 ANSWERS
• GROUP 1: STARING, NOT SMILING , SHAKING LEGS,
HUNCH YOUR BACK

• GROUP 2: TAPPING THEIR FINGERS , CHEWING

GUM, TWIRLING HAIR, TOO MANY HAND GESTURES
POSITIVE NONVERBAL MESSAGES

Good Good Smile

Eye-contact
postures gestures

Listening Phone- No Chew Sound Avoid empty

off gum word
 ANSWER PROFESSIONALLY
• HOW WOULD YOU DESCRIBE YOUR LAST
EMPLOYER? – I APPRECIATED MY
Positive PREVIOUS EMPLOYER HAVING GIVEN ME
THE OPPORTUNITY TO ACQUIRE A LOT OF
Avoid SKILLS AND EXPERIENCES IN…
Interviewer’
simple
s name
yes/no
• ARE YOU A TEAM PLAYER? - "YES, I'M VERY
MUCH A TEAM PLAYER. IN FACT, I'VE HAD
Answer
OPPORTUNITIES IN MY WORK, SCHOOL AND
CLUB TO DEVELOP MY SKILLS AS A TEAM
PLAYER. FOR EXAMPLE, …"

By…, do you mean…?

- Does that answer your questions?

- Does that answer satisfy you?
- Would you like me to elaborate on
any particular experience
ANSWER PROFESSIONALLY
Expertise
KEY
Competence
CHARACTERISTICS
Motivation
INTERVIEWERS SEEK
Interpersonal Skills
Decision-making Skills
Enthusiasm
Personality
 12 INTERVIEW TIPS
DO DON’T
• 5 – 10 minutes early • Be late or too early
• Warmly, respectfully • Be rude
• Leave to interviewer • Ask for the job
• Criticize anyone and anything
• Be a threat to interviewer
• Talk ‘enough’ • Act professionally
• Leave to interviewer • Emphasize salary/ benefits
• Focus on imperfection
• Carefully hearing • Interrupt
• Bring someone along
• Impatient
• Focus on value to Co. • Act desperate
 TYPICAL TYPES OF QUESTION

Question to Get Acquainted Question about Future

Question to Gauge Interest Challenging Question

Question about Experience & Question about Salary

Accomplishments
 QUESTIONS TO GET ACQUAINTED

Tell me about yourself

What is your major? Why did you

choose it?

What is your strengths & weaknesses?

Tell me about your hobbies?

Do you prefer working by yourself or with

others? Why?
 TIPS FOR ANSWERING

Keep it short Chance to promote yourself

Avoid personal or humorous Demonstrate responsibility you’ve been

references given
 QUESTIONS TO GAUGE YOUR INTEREST
Why do you want to work for What interests you about our products
my company? (or services)?

Why are you interest in this position?

Why do you want to work in this

What do you know about our company?
industry?
 TIPS FOR ANSWERING

Prove that you understand the Demonstrate your motivation to be

company well part of the company

Add values and benefits to the

company
 QUESTIONS ABOUT YOUR EXPERIENCE
& ACCOMPLISHMENT
Tell me
the What job function
reason did you enjoy most?
why I
should
hire you?

What is
your Why did you
typical leave your
workday last position?
like?
 TIPS FOR ANSWERING

Emphasize personal strength Stress your experience

Be sure to mention your office skills Tell success stories

Be able to learn new things

 QUESTIONS ABOUT THE FUTURE

What do you expect to become

5 or 10 years from now?

What do you predict for the future of

this industry? How do you think you can contribute
to this company?
 TIPS FOR ANSWERING

Formulate a realistic plan Show an interest in the current job

Talk about the levels of responsibility

Show the ambition of promotion
you would like to achieve

Focus on professional goals

 CHALLENGING QUESTIONS
What do you want most from
your job?

How could you

define success?

What kind of person that you find

Describe your ideal work environment?
hard to co-operate with?
 TIPS FOR ANSWERING

Mention corrected weakness Cite a learning objective

Reaffirm your qualifications

Present your strength

Be careful that the answer shouldn’t Avoid letting yourself into the trap of
be to cliché the interviewer
 QUESTIONS ABOUT SALARY

How much salary do you

How much are you presently expect to earn within next
earning? 10 years?

How much do you think you

How much do
are worth?
you think you
are worth?
 TIPS FOR ANSWERING

Salaries should be negotiable Know the typical salaries range

Understand where your self- Be sure to do research about salaries

awareness to negotiate salaries before the interview
 SITUATIONAL QUESTIONS

What would you do if you realized at You disagree with the way your supervisor
deadline time that a report was not up to says to handle a problem. What would you
par? do?

What would you do if the priorities on a

What would you do if the work of a
project you were working on changed
subordinate was not up to expectations?
suddenly?
 TIPS FOR ANSWERING

Prepare logical thinking for this Should have knowledge about the positon
type of questions you apply (difficulties, obstacles,
challenges,….)

Keep responds positively

 BEHAVIORAL QUESTIONS

What has been the most stressful

situation you have ever found yourself in What steps do you follow to study a
at work? problem before making a decision? Why?

What process do you use to check that What obstacles or difficulties have you ever
you have the right detail from a faced in communicating your ideas to a
customer? manager?
 TIPS FOR ANSWERING

Learn to use storytelling STAR Technique: Situation, Task, Action

and Results

Recall specific examples of your skills Work-related situations or tasks

and accomplishments
 ILLEGAL AND INAPPROPRIATE
QUESTIONS

Citizen/National Origin Affiliations

Where were you/your parents born? What clubs or social organizations do you
belong to?

Personal Disabilities
How much do you weigh? Do you have any medical conditions?
 TIPS FOR ANSWERING

Refuse to answer in a kindly

way Confront the interviewer

Threaten a lawsuit
 ASKING YOUR OWN QUESTION
• TO GET MORE INFORMATION
• TO IMPRESS THE INTERVIEWER
WITH YOUR THOUGHTFULNESS
AND INTEREST IN THIS POSITION
• HAVE OPPORTUNITY TO KNOW
WHETHER THIS JOB IS RIGHT FOR
YOU
• HELP YOU LEARN MORE ABOUT
THE COMPANY AND POSITION
 ASKING YOUR OWN QUESTION
SOME QUESTION THAT YOU MIGHT ASK THE INTERVIEWER
• WHAT TRAINING PROGRAMS ARE AVAILABLE FROM THIS ORGANIZATION?
WHAT SPECIFIC TRAINING WILL BE GIVEN FOR THIS POSITION?
• WHAT ARE THE MAJOR CHALLENGES FOR A PERSON IN THIS POSITION?
• ….
 ENDING POSITIVELY
• SUMMARIZE YOUR STRONGEST QUALIFICATIONS
• REINFORCE THE POSITIVE
• ENSURE YOU HAVE ADDRESSED ALL CONCERNS
• EXPRESS YOUR ENTHUSIASM FOR THE POSITION
• FIND OUT THE NEXT STEP IN THE HIRING PROCESS
• THANKS THE INTERVIEWER
 ENDING POSITIVELY
SOME SAMPLE CLOSING STATEMENTS
• “I DID EXTENSIVE RESEARCH ON THIS COMPANY BEFOREHAND AND WAS REALLY EXCITED ABOUT THIS
INTERVIEW. THIS HAS BEEN REINFORCED BY EVERYTHING I HAVE HEARD AND LEARNED TODAY. I
APPRECIATE THE TIME YOU HAVE TAKEN WITH ME AND I AM POSITIVE ABOUT MY ABILITY TO PERFORM
SUCCESSFULLY IN THIS JOB. IS THERE ANYTHING ELSE YOU NEED TO KNOW, DO WE NEED TO SET UP
ANOTHER MEETING?“
• “IS THERE ANY REASON WHY THIS PROCESS WILL NOT PROGRESS TO THE NEXT STEP – I WOULD LIKE
TO CLEAR UP ANY ISSUES NOW THAT MAY IMPACT ON MY GETTING THIS JOB. I AM VERY
ENTHUSIASTIC ABOUT THIS OPPORTUNITY.”
 ENDING POSITIVELY
SOME SAMPLE CLOSING STATEMENTS
• "THANK YOU FOR YOUR TIME. YOU HAVE GIVEN ME A VERY CLEAR PICTURE OF THE POSITION
AND I AM EVEN MORE ENTHUSIASTIC ABOUT IT THAN BEFORE. I KNOW THAT MY SKILLS AND
EXPERIENCE (LIST THE RELEVANT SKILLS AND EXPERIENCE) WILL ADD REAL VALUE TO YOUR
COMPANY IN THIS JOB. CAN WE DISCUSS WHAT I SHOULD DO NEXT TO MAKE SURE THAT I
GET THIS JOB?"
• "FROM MY RESEARCH I KNEW THAT THIS WAS GOING TO BE AN EXCITING POSITION WITH A
COMPANY THAT HAS AN EXCELLENT REPUTATION IN THE INDUSTRY. NOW I AM EVEN MORE
CONVINCED OF THAT. IS THERE ANYTHING ELSE YOU NEED TO KNOW THAT WILL HELP
PERSUADE YOU THAT I AM THE RIGHT CANDIDATE FOR THIS JOB?"
 Make note of what was said

Write down main points of the interview

Asking yourself

Write down follow-up plans

Thanking your Contacting your
interviewer references Following up
Used customized letterhead but
could have merely typed street and
city address above dateline

SAMPLE

Mentions the interview date

and specific job title

Highlights specific skills

for the job

Show good manners,

appreciation, and perseverance
traits that recruiters value
Reminds reader of
interpersonal skills as well as
enthusiasm and eagerness
• REFERENCES INFORMATION REQUIREMENTS:
 WHAT POSITION HAVE YOU APPLIED FOR WITH WHAT COMPANY?
 WHAT SHOULD THEY STRESS TO THE PROSPECTIVE EMPLOYER?
SAMPLE

Tell immediately why you

are writing identify the
target position and
company

Specify the job

requirements so that the
recommender know what
to stress

Provide a stamped,
addressed envelope
• EMAIL THE INTERVIEW IF YOU DON’T HEAR FROM THE INTERVIEWER

• SOUNDING PROFESSIONAL AND

COURTEOUS
• SOUNDING DESPERATE, ANGRY, OR
FRUSTRATED  RUIN YOUR CHANCES
SAMPLE
• HIRING DECISION IS NOT TOLD • DON’T HARASS THE
UNLESS YOU ARE THE ONE INTERVIEWER
HIRED • DON’T FORCE THE DECISION
• DON’T HEAR BACK WITHIN
SEVERAL WEEKS  FAILED THE
JOB
 During
Before the the After the
interview interview interview
Closing the
interview
Expect to be Practice answer
screened by to positive
telephone questions

Clean up
Research the your digital
target company dirt

Prepare Get
success ready
stories
 Send positive
nonverbal Incorporate
message your success
stories
Fight
fear
Express
enthusiasm for
Be working for this
company
confident
Ask your End the
own interview
question positively
 Send a Contact
Make thank-you your
notes message references
APPLICATION FORM
 TIPS:

CARRY A CARD SUMMARIZING VITAL STATISTICS NOT

INCLUDED IN RÉSUMÉ.
LOOK OVER ALL THE QUESTIONS BEFORE STARTING.
USE BLUE OR BLACK INK. PRINT IS ENCOURAGED.
LOOK OVER THE APPLICATION FORM. SIGN AND DATE
THE APPLICATION.
……
DEAR MS. LOPEZ: REJECTION FOLLOW-UP LETTER
PLEASE KNOW I AM STILL INTERESTED IN BECOMING AN ADMINISTRATIVE SUPPORT SPECIALIST
WITH QUAD INC.

SINCE I SUBMITTED AN APPLICATION IN MAY, I HAVE COMPLETED MY DEGREE AND HAVE BEEN
EMPLOYED AS A SUMMER REPLACEMENT FOR OFFICE WORKERS IN SEVERAL DOWNTOWN
OFFICES. THIS EXPERIENCE HAS HONED MY WORD PROCESSING AND COMMUNICATION
SKILLS. IT HAS ALSO INTRODUCED ME TO A WIDE RANGE OF OFFICE PROCEDURES.

PLEASE KEEP MY APPLICATION IN YOUR ACTIVE FILE AND LET ME KNOW WHEN MAY I PUT MY
FORMAL TRAINING, TECHNICAL SKILLS AND PRACTICAL EXPERIENCE TO WORK FOR YOU.

SINCERELY,
 REJECTION FOLLOW-UP LETTER
DEAR MR. O’NEAL:
ALTHOUGH I AM DISAPPOINTED THAT SOMEONE ELSE WAS SELECTED FOR YOUR ACCOUNTING POSITION, I
APPRECIATE YOUR PROMPTNESS AND COURTESY IN NOTIFYING ME.

BECAUSE I AM CONFIDENT THAT I HAVE THE TECHNICAL AND INTERPERSONAL SKILLS NEEDED TO WORK IN YOUR
FAST-PACED ENVIRONMENT, I ENCOURAGE YOU KEEP MY RÉSUMÉ IN YOUR ACTIVE FILE. MY DESIRE TO BECOME A
PRODUCER MEMBER OF YOUR TRANSAMERICA STAFF REMAINS STRONG.

I ENJOYED OUR INTERVIEW, AND I ESPECIALLY APPRECIATE THE TIME YOU AND MS. GOLDSTEIN SPENT DESCRIBING
YOUR COMPANY ‘S EXPANSION INTO INTERNATIONAL MARKETS. TO ENHANCE MY QUALIFICATIONS, I HAVE
ENROLLED IN A COURSE IN INTERNATIONAL ACCOUNTING AT CSU.

SHOULD YOU HAVE AN OPENING FOR WHICH I AM QUALIFIED, YOU MAY REACH ME AT (818) 719-3901. IN THE
MEANTIME, I WILL CALL YOU IN A MONTH TO DISCUSS EMPLOYMENT POSSIBILITIES.

SINCERELY,
JOB ACCEPTANCE LETTERS:

Confirm your
acceptance of
the position with
enthusiasm

Review salary
and benefits
details

Include the
specific
starting date
JOB REJECTION LETTERS:

Thank the
employer for the
job offer and
decline the offer
without giving
specifics

Express
gratitude and
best wishes for
the future
RESIGNATION LETTER

Confirm exact date

of resignation.
Remind employer of
your contributions

Offer assistance to
prepare for your
resignation

Offer thanks and end

with a forward looking
statement
• UNDERSTAND THE IMPORTANCE OF JOB INTERVIEW, ITS PURPOSES, AND
ITS FORMS.
• DESCRIBE WHAT TO DO BEFORE AN IN-PERSON OR ONLINE INTERVIEW.
• EXPLAIN WHAT OCCURS THE DAY OF YOUR INTERVIEW.
• DESCRIBE HOW TO ANSWER TYPICAL INTERVIEW QUESTIONS.
• UNDERSTAND HOW TO CLOSE AN INTERVIEW POSITIVELY.
• OUTLINE THE ACTIVITIES THAT TAKE PLACE AFTER AN INTERVIEW.
• UNDERSTAND HOW TO COMPLETE EMPLOYMENT APPLICATIONS AND
WRITE RESUME FOLLOW-UP, REJECTION FOLLOW-UP, JOB ACCEPTANCE,
AND JOB REJECTION MESSAGES