Preparing for your interview

To assist you in your in preparing for an interview, we have quick links to the following information:

• The purpose of an interview
• Know yourself
• Know the organization
• Create a good first impression
• Prepare for standard questions
• Prepare for probing questions
• Answering behaviour-based interviewing questions
• Questions you can ask
• Ending the interview
• Tips for effective interviewing
• Your rights during the interview
• Following up – thanking, accepting, withdrawing and declining

The purpose of an interview

An interview is a mutual exchange of information between you and your potential employer to assess your suitability for a position. The primary objectives are to:

• Supply information about yourself that is not contained in your resume
• Show that you understand yourself and have a sense of direction in your career
• Enable the employer to evaluate your personality and attitudes in terms of the demands of the organization and the position
• Allow you to gain information about the organization and the job which is not available through other sources
• Give you and the employer an opportunity to discuss the desirability of further contact or an offer of employment

back to top

Know yourself

To impress an employer you must be well prepared and understand the value of what you have to offer. To relate your assets to the position and the organization you must know yourself. Be prepared to substantiate all points with evidence and examples. Rather than trying to determine only at what level you are currently functioning, some interviewers want to see how you have grown over time in areas related to their position(s) (e.g. interpersonal and work skills, motivation). Some interviewers will want you to talk about your mistakes to find out what you have learned from them.

back to top

Know the organization

You must be familiar with the position and the organization so that you can demonstrate how and why you will be an effective worker. Refer to the notes you made as you networked with people and review print and online materials.

If you can, find out with whom you will be meeting and the sequence of interviews. If you can find out about your interviewer(s) (e.g. name, title, background) in advance, you will be able to use this information during the interviews.

back to top

Create a good first impression

Your success or failure in the interview can depend on your appearance and the interviewer's first impression of you. If it is not good, it will be much harder during the rest of the interview to change the interviewer's mind. Look neat, clean and well groomed. Select proper clothing for the type of position for which you are applying. If in doubt, be conservative. If you smoke, do not smoke once you are dressed for your interview and don't drink coffee or eat odorous foods prior to your interview. Avoid wearing strong scents (e.g. perfume or cologne).

Greet each person in the organization with respect and professionalism. Upon meeting the person interviewing you, give them the first opportunity to shake hands. When you shake hands, include eye contact and a smile. Handshakes should be firm but not aggressive; try to match the grip of the interviewer. Do not sit down until the interviewer invites you to do so.

Don't worry about being nervous during the interview - this is normal and will be expected. Just remember, the interviewer wants to hire you if you are the right fit for the position. Many interviewers will begin the interview with some "small talk" to help you relax. This may seem irrelevant to the position, but you are still being evaluated. Take these opening moments to show a positive attitude.

back to top

Prepare for standard questions

The next phase of the interview consists of the interviewer asking you questions to try to determine your fit. Having knowledge of possible questions the employer may ask enables you to prepare points to include in your answers. Think about why the question is being asked. What does the employer really want to know? You are not trying to tell the employer what they want to hear. You are preparing yourself to be clear, succinct and give answers based on your own experience. Thinking about these questions prior to your interview may give you an opportunity to relax more and put your best foot forward. The following are typical questions an employer may ask:

• Tell me about yourself.
• What are your short-term goals? What about in 2 and 5 years from now?
• What is your own vision/mission statement?
• What do you think you will be looking for in the job following this position?
• Why do you feel you will be successful in this work?
• What was the toughest decision you had to make in the last year? Why was it difficult?
• What supervisory or leadership roles have you had?
• What experience have you had working on a team?
• What have been your most satisfying/disappointing experiences?
• What are your strengths/weaknesses? What kinds of problems do you handle the best?
• How do you reduce stress and try to achieve balance in your life?
• How did you handle a request to do something contrary to your moral code or business ethics?
• What was the result the last time you tried to sell your idea to others?
• Why did you apply to our organization and what do you know about us?
• What do you think are advantages/disadvantages of joining our organization?
• What is the most important thing you are looking for in an employer?
• What were some of the common characteristics of your past supervisors?
• What did you learn or gain from your part-time/summer/co-op/internship experiences?
• What frustrates you the most?
• What things could you do to increase your overall effectiveness?
• When were you last angry at work and what was the outcome?
• How do you spend your spare time?
• What are your plans for further studies?
• If I asked your friends to describe you, what do you think they would say?

back to top

Prepare for probing questions

The interviewer may present a real-life problem or hypothetical situation for you to try and solve. This method of questioning allows the interviewer to see how a person thinks or how they problem solve. For example:

• A construction engineer might be asked "What would you do if your crew was digging underground and ran into a rock?"
• A Human Resources candidate might be asked how to conduct a behaviourally based interview.
• A manager might be asked how they would set up a new project team.

The key is not to worry about getting the "right" answer, rather, to demonstrate the right way to come up with an answer. Typically, the following 5-step process is appropriate for handling problem solving questions:

• Listen intently to what is being asked.
• Ask clarifying questions to determine exactly what the interviewer is looking for.
• Respond by first explaining how you'd gather the data necessary to make an informed decision.
• Discuss how you'd use that data to generate options.
• Finally, based on the data you've gathered, the available options, and your understanding of the open position, explain how you'd make an appropriate decision or recommendation. Keep in mind, there is no "right" answer - only "'your" answer. Interviewers often use these types of questions to determine "fit".

back to top

Answering behaviour-based interviewing questions

One of the most reliable ways for an interviewer to project how you will perform in the future is to examine the past. Therefore, many employers prepare behaviour-based questions, based on the traits and skills they see as necessary for succeeding in the position or organization. They usually begin with phrases like:

• "Tell me about a time when..."
• "Describe a time when..."
• "Give me an example of your _________ skill."

Some common behaviour description interview questions are:
Tell me about a time when you demonstrated your ability to...

• work effectively under pressure
• handle a difficult situation with a co-worker
• be creative in solving a problem
• completed a project on time
• persuade team members to do things your way
• write a report that was well-received
• anticipate potential problems and develop preventative measures
• make an important decision with limited facts
• make an unpopular decision
• adapt to a difficult situation
• be tolerant of an opinion that was different from yours
• deal with your disappointment in your behaviour
• use your political savvy to push a program through that you really believed in Deal with an irate customer
• delegate a project effectively overcome a major obstacle
• prioritize the elements of a complicated project

By analyzing the questions asked of you, you will be able to find out more particulars about the job for which you have applied. What emphasis does the interviewer seem to be placing on which skills, knowledge, personality traits and attitudes? That insight can help you tailor your answers more easily to the employer's position.

back to top

Questions you can ask

To supplement information obtained prior to the interview, you need to ask additional questions during the interview. Some questions will arise naturally throughout the interview but it is wise to bring some written questions with you. It shows the interviewer that you prepared for the interview by doing your homework.

The questions should be pertinent to the position and show your enthusiasm and knowledge. By asking intelligent, well-thought-out questions, you show the employer you are serious about the organization and need more information. If a question has been answered during the interview, do not ask it again, this may give the impression you are not listening. It is important to write your own questions. To help you do this, refer to the following examples:

• What do you see as the priorities for someone in this position?
• Would you be able to describe a typical day on the job?
• Why is this position available? (Is it a new job or where did the former occupant go?)
• What training programs do you have available for your employees?
• What level of responsibility could I expect in this position?
• Is there a typical career path for a person in this position?
• How are employees evaluated and promoted?
• What is a realistic time frame for promotion?
• What do you like most about your organization?
• What/where are the greatest opportunities within the organization?

back to top

Ending the interview

When it appears that the interviewer is about to end the interview, there are certain points you should make sure you have covered before you leave the room:

• Make sure you understand the hiring process. Be aware of the steps in the interview process before a candidate is selected for the job (e.g. another interview in same/other location, meetings with other individuals in organization, etc.).
• Ask the interviewer when you can expect to hear about a decision or ask when you should make an inquiry as a follow-up.
• Express your interest in the position and thank the interviewer for their time and the opportunity.
• Ask for a business card or ensure that you have the interviewer's name, title, and address so that you can send a thank-you letter. Make sure your letter arrives within 24 hours of the interview.

back to top

Tips for effective interviewing

• Get a good night's sleep before your interview.
• Be punctual. Arrive 15 minutes early to allow yourself time to collect your thoughts. Take the opportunity to observe the working environment. Keep your eyes and ears open. Be friendly with everyone.
• Try to get the interviewer to describe the position and duties to you early in the interview so that you can relate your background and skills to the particular position.
• Give descriptive examples or proof whenever you can throughout the interview. The true stories you tell about yourself will differentiate you from the other applicants.
• Watch the interviewer for clues on how the interview is progressing. Is the interviewer's face or body language telling you that your answers are too long, not detailed enough, too boring, etc.? If in doubt, ask the interviewer if more or fewer details are needed.
• Listen carefully to the question and the way it is phrased. If it can be interpreted in more than one way, and if you are unsure what the interviewer really wants you to discuss, ask for clarification.
• If the interviewer becomes silent, look for the reason. Has the person momentarily run out of questions? Is the person testing you to see how comfortable you are with silence? Is the interviewer finding your answers too brief and waiting for you to elaborate more in order to get a better sense of who you are?
• When the interviewer asks about your weaknesses, choose something work-related, but not so serious as to disqualify you. Briefly mention one weakness, and then show what you have learned from the experience or what you are doing to change. If pressed for more than one weakness, have another one or two ready to discuss.
• If you are asked about any negative employment experience (e.g. being fired, trouble with supervisor), don't criticize past employers. Briefly acknowledge any difficulty and say what you have learned or discuss the positive outcome of the situation.
• Don't inquire about salary, bonuses or benefits in the initial interview. If you are pressed to give a salary expectation, turn it around to the interviewer and ask what the organization would ordinarily pay a person with your credentials. If you are still pressed, know what salary range would apply to that type of job in that geographic location. Try to obtain this information by speaking to people in the field prior to your interview.
• Practice in a mock interview with another person. Check for quality of information in your answers, and the positive, non-verbal reinforcement of your words. By speaking out loud you can "hear" your answers to ensure you cover the topic well. Don't practice so much that you lose your spontaneity and your answers sound rehearsed.
• If you do not receive a job offer (especially if you felt the "fit" was very good), you may want to contact the interviewer to get feedback on your performance. It could be they hired someone with better qualifications, or you didn't adequately present your qualifications, thereby causing an incorrect assessment of your capability. If the reason is the first statement, keep going - you'll find the right match! If the reason is the second statement learn from this and make the necessary changes in your next interview!

back to top

Your rights during the interview

There are clear human rights guidelines for employment interview questions. Applicants for employment may be asked to divulge only information that has relevance to the position applied for. Employers, by law, must focus on gathering relevant information in order to decide if the applicant is able to perform the functions of the position.

There are questions that are appropriate and questions that are illegal. You do not have to answer questions that are illegal. The Human Rights Code prohibits discrimination in employment on the grounds of:

Age	Marital status
Ancestry	Place of Origin
Citizenship	Political beliefs
Colour	Race
Disability	Record of offences
Ethnic Origin	Sex
Family status	Sexual Orientation

back to top

Following up – thanking, accepting, withdrawing and declining

Send a letter of thanks!

Send a letter to the key person conducting the interview. Mention one or more helpful points you learned. You need not have made any decisions regarding the type of job you want to do before sending the letters because it is more important to be prompt (within 1-2 days).

Acknowledge in writing your appreciation to a networking contact who gave you tips on where the job openings are and who is hiring, or who referred you to others who can help.

Thank those who have agreed to provide references for you or otherwise speak on your behalf. Make sure you know what they will say about you. Is it accurate and complimentary? Always keep this group of people informed about your activities. For example, after an employer asks for your list of references, advise these people of the type of position and organization with whom you had your interview. Then they will be able to tailor their information more appropriately to the employer who contacts them.

Thank you letter for a job interview

Use this letter, the most neglected of all the letters, to inform an employer of your interest in the position, summarize your chief credentials, and express your desire to be included in the next step of the interview process or to receive the job offer.

Promptly (within 24 hours) after an interview, send your letter that builds upon the strengths you discussed in the interview. You can also mention additional information that you forgot to include in your interview. Remind the interviewer briefly of your qualifications for the position and how the company could benefit. Always express appreciation to the interviewer(s) for the time and courtesy shown to you (e.g. tours, lunch).

Follow-up letter after being declined for a job

After you receive a "we do not wish to hire you at this time" letter from an employer, compose another letter. You can demonstrate your positive attitude to the organization. Suggest that you are interested if another position similar to the one you were interviewed for becomes available. Also mention that if a job becomes available that requires someone with your background; you would be interested in discussing the position.

Withdrawing from consideration letter

Inform the employer when you decide that you no longer want the job so that you can be removed from the active list of candidates. You will make it possible for the employer to concentrate on other applicants who do want the work. State your appreciation for the interview(s). Write the letter as positively as you can to assure a future amicable relationship.

Declining a job offer letter

Write a tactful, friendly letter thanking the employer for the job offer and expressing regret that you will not be able to accept their offer at this time. Include, if you wish, information on the aspects you preferred in the job you did accept but which were not present in the job you declined (e.g. more customer contact, more writing and editing, more management responsibility). Avoid negative overtones so that an employer's goodwill towards you and their high regard for you will be maintained. It will be easier to re-apply for work in the future.

Source: University of Waterloo's e-manual for Career Development

back to top