Chapter 1: Simple Truths About Job Interviews

The job interview process begins long before you find yourself sitting in front of an interviewer, and lasts well beyond the end of that initial meeting. Recognizing this fact and understanding the steps in the process will put you well on your way to making a winning impression and landing that job offer. The three phases of the job interview process, what I call the three Ps, are preparation, presentation, and post-interview follow-up.

Preparation

Job seeker, know thyself

Before walking into an interview, it's absolutely vital for you to know not only your work history, but also your resume, inside and out. Whether you wrote it yourself or worked with a resume-writing professional, you should be familiar with and comfortable speaking about every detail of your resume. Be prepared to tell at least one story about every position and achievement noted on your resume. Ideally, each story should illustrate a particular skill or strength that is relevant to the target position. If you've done a good job of researching the company, you should have some ideas about what's important to the prospective employer, and then be able to connect that to the information on your resume.

Know your target

As you launch your job search and start sending your resume to prospective employers and/or recruiters, you should already be thinking about interview preparation. Presumably you're sending your resume to organizations you'd like to work for. It's vital for you to thoroughly research those entities, as well as the specific positions you're applying for. Ideally, your findings will help you even before you contact a target employer to ensure that you truly wish to work there.

Don't be afraid to ask (or, forewarned is forearmed)

Recognize that from the moment you initiate contact with a targeted employer, the interview process has started. If your cover letter and resume have successfully opened the door for you, then expect a phone call or an e-mail message inviting you for the interview. Be mindful that as you respond to these initial communications, it's likely that evaluation of your candidacy is already fully underway. Know that as soon as you send out your first job inquiry, each time the phone rings, it could be your target employer or representative. What does this mean? If you have an especially humorous or bawdy voice mail message, consider modifying it—at least for the duration of your job search. If young children in the household sometimes answer the phone, it may be time for a quick refresher on proper phone manners and procedures. If you've provided your cellular phone number, consider whether it's wise to answer the phone at a sporting event or in a crowded, loud shopping mall—and then remember to check voice mail frequently and regularly!

Let's assume you receive a phone call inviting you to an interview. It is perfectly acceptable during this conversation for you to inquire about the type of interview and who will be meeting with you. There's nothing quite like anticipating a pleasant chat with the person who phoned you to schedule the appointment, only to find yourself walking into a large conference room with an eight-member panel prepared to fire questions at you.

Who knows you?

Another aspect of effective interview preparation is lining up a set of excellent professional references. To avoid any surprises that could hurt your chances with the potential employer, it's wise to contact your prospective references in advance to seek their permission. This communication will also create the opportunity for you to brief these folks on your job search goals and ensure that you have their current contact information.

It's all about logistics

Another important aspect of preparation is planning for the logistics associated with job interviews. These include getting there (where is the interview taking place? Are you driving, riding the bus, or taking a taxi? What about the parking?); wardrobe and grooming decisions (what's most appropriate to wear? Should you get a haircut?); and deciding what to take with you (recent performance appraisals? Formal letters of reference? College transcripts? Your professional portfolio?). And, by the way, do you practice the four components of a good handshake? Do you even know what they are?

Presentation

Taking the show on the road

Once you've done your research on the prospective employer, lined up a set of superb references, selected your wardrobe, and planned how to get yourself to the meeting, it's showtime! Now you need to be ready for the actual interview. Hopefully, you now know what the format will be, who will conduct it, and if anyone else will be present (think back to the types of interviews mentioned previously). Your thorough research will have provided some insights into the culture and the management philosophy you will encounter. The more knowledge you have about what to expect, the less surprised you will be on the day of the interview.

Section II addresses in further detail the different types of interviews and what to expect from each. Each of these interview types has an underlying purpose, and prospective employers will choose a particular type because they believe it will meet their needs. Knowing what that purpose is can help you tailor your interview preparation so that you put your best foot forward.

What's the question?

Regardless of which interview format you are presented with, there are certain questions you can expect to be asked in just about any interview. Be mindful that although these may seem routine, there's still plenty of room to be tripped up if you don't thoroughly prepare your remarks in advance. Likewise, there are several common tough questions that you should anticipate. These will vary depending on the target position and your particular work history. For example, such questions could probe gaps in employment or dismissal from a job, or focus on why you're looking to change careers, move laterally, or take a job that might appear to be a downward move. Whatever the circumstances, these questions can easily trip you up, so you need to be ready to answer them honestly.

It goes both ways

Being prepared to ask your own questions at the interview is just as important as being prepared to answer the interviewer's questions. This can be your opportunity to gain further insights into the requirements for the position, why the position is vacant, and what the opportunities for advancement may be. Inquiries along these lines will help you to better understand if this organization and job situation are right for you. Asking thoughtful questions can subtly communicate to the interviewer that you are envisioning your future as a long-term employee, and can demonstrate your serious interest in the organization, both of which will enhance your credibility as a candidate.

One very important piece of information to find out during the interview has to do with timing. If the information isn't volunteered, it is acceptable for you to ask what the timetable is for the hiring decision, and when it would be appropriate for you to follow up.

It's not all about the money!

The one question you don't want to ask in an initial interview is the salary question. Talking about salary in a job interview is akin to a game of chicken: whoever turns—or in this case, speaks—first is in a weaker position. That is to say, whoever mentions a dollar figure first is at a decided disadvantage in any subsequent negotiations. It's very easy to fall into this trap, especially if an interviewer pointedly asks what your salary expectations are.

When you encounter a premature salary discussion, the secret is to refocus the conversation—perhaps by asking a question of your own, such as “Well, what kind of range do you have in mind for the position?” Better yet, defer the discussion of salary by saying, “I'm sure that if we can agree that I'm the right person for the job and that I'll be a good fit within your organization, the salary will be in line with the responsibilities of the position.” This may sound simple and straightforward, but of course it's not so easy when you're in the hot seat.

Take names

During the interview, make sure that you note the names and job titles of the people who conduct the interview, and anyone else you meet during your visit. The easiest approach is to ask for business cards from each person you meet, whether you meet one or 18. If you forget to ask for business cards or are unable to jot down the information, it's a good idea to call back and speak with the receptionist or other support staff to confirm names or check on correct spellings. You may also be able to find the information you need on the employer's Website.

Post-interview follow-up

It is after the interview ends that perhaps the most important phase of the process begins. Diligent post-interview follow-up can solidify your position as a leading candidate for the job, keep your name in front of the interviewer(s)/decision-makers so that you're top-of-mind, and sometimes even salvage your candidacy if you believe things went poorly during the interview.

Self-evaluation

First, honestly evaluate your performance. Overall, how do you think you did in the interview? Which questions did you answer well? Which questions could you have answered more effectively? Are you disappointed in some of the answers the interviewer gave in response to your own questions? Honestly and objectively appraising your performance as well as the interviewer's will help to gauge how you should conduct your follow-up.

Thank you very much

A thank-you letter can be the tiebreaker in a close race with another well-qualified candidate, or it can rescue your candidacy if things went poorly. If you believe the interview went well, the thank-you letter can be used to further strengthen your candidacy by reinforcing key points that came out in the interview, or by introducing relevant facts that were not already mentioned in the interview.

If you truly feel that the interview went poorly, or if you missed an opportunity to make an important point, the follow-up letter is your chance to correct the record. Perhaps on the way home from the interview you suddenly remember a great example of how you overcame a particular challenge that completely slipped your mind during the interview. Maybe you realize you neglected to mention that you did, in fact, attend a three-day training session on a key software application that is relevant to the new job. This letter is your opportunity to convey your message precisely as you wish you had expressed it during the interview. Furthermore, armed with the new information you learned during your visit, you can develop a follow-up letter that addresses some of the prospective employer's challenges, and shows specifically how your capabilities are poised to meet those challenges.

Should you decide at this point that you no longer wish to pursue the opportunity further, it's perfectly acceptable to write a simple letter thanking the interviewer for his or her time and respectfully asking that your name be withdrawn from further consideration.

It's vital for you to send follow-up correspondence as soon as possible after an interview. Ideally, you should get a letter in the mail the same day, or next day at the very latest. It can be a formally typed letter mailed in a business envelope, a hand-written note card, or an e-mail message. The key here is to have a sense of the organization's culture as well as the time frame for the hiring decision. If your target is a high-tech company where everyone uses Bluetooth technology and BlackBerry devices, an e-mail message may be appropriate. If your target is a “boutique” organization that values camaraderie and personal interactions, the hand-written note is most likely the best choice. Most employers will fall somewhere in the middle, in which case a typed letter is appropriate.

Following the initial follow-up

Hopefully, during the interview, you were able to learn the timetable for the hiring decision, and when it would be appropriate for you to make a follow-up inquiry. Let's say the interviewer indicated three weeks; sometime during week three, you'll want to contact that person to see if there's any other information you should provide. If you haven't heard by the middle of week four, maybe the final decision has been delayed. Consider sending a follow-up letter or e-mail message reminding the interviewer of your meeting and your continuing interest in the position.

In many instances, the first interview is for screening purposes, and will lead to a second interview if you make the cut. This second interview will probably be with a higher-level decision-maker, your prospective supervisor, and/or one or more other people in the department where you would be working. Second interviews differ somewhat from first interviews in terms of substance, but many of the same rules apply for preparation and presentation.