SBEC III - INTERVIEW SKILLS

Semester – V Course Code:

U16MS5S3
Total Hours: 30 Credits: 2

UNIT – III - INTERVIEWSKILLS

10 Steps To Effective Listening

, effective listening means fewer errors and less wasted time. At home, it helps develop
resourceful, self-reliant kids who can solve their own problems. Listening builds friendships and
careers. It saves money and marriages.

Here are 10 tips to help you develop effective listening skills.

Step 1: Face the speaker and maintain eye contact.

Talking to someone while they scan the room, study a computer screen, or gaze out the window
is like trying to hit a moving target. How much of the person's divided attention you are actually
getting? Fifty percent? Five percent? If the person were your child you might demand, "Look at
me when I'm talking to you," but that's not the sort of thing we say to a lover, friend or colleague.

In most Western cultures, eye contact is considered a basic ingredient of effective

communication. When we talk, we look each other in the eye. That doesn't mean that you can't
carry on a conversation from across the room, or from another room, but if the conversation
continues for any length of time, you (or the other person) will get up and move. The desire for
better communication pulls you together.

Do your conversational partners the courtesy of turning to face them. Put aside papers, books, the
phone and other distractions. Look at them, even if they don't look at you. Shyness, uncertainty,
shame, guilt, or other emotions, along with cultural taboos, can inhibit eye contact in some
people under some circumstances. Excuse the other guy, but stay focused yourself.

Step 2: Be attentive, but relaxed.

Now that you've made eye contact, relax. You don't have to stare fixedly at the other person. You
can look away now and then and carry on like a normal person. The important thing is to be
attentive. The dictionary says that to "attend" another person means to:

 be present

 give attention

 apply or direct yourself

 pay attention
  remain ready to serve

Mentally screen out distractions, like background activity and noise. In addition, try not to focus
on the speaker's accent or speech mannerisms to the point where they become distractions.
Finally, don't be distracted by your own thoughts, feelings, or biases.

Step 3: Keep an open mind.

Listen without judging the other person or mentally criticizing the things she tells you. If what
she says alarms you, go ahead and feel alarmed, but don't say to yourself, "Well, that was a
stupid move." As soon as you indulge in judgmental bemusements, you've compromised your
effectiveness as a listener.

Listen without jumping to conclusions. Remember that the speaker is using language to represent
the thoughts and feelings inside her brain. You don't know what those thoughts and feelings are
and the only way you'll find out is by listening.

Don't be a sentence-grabber. Occasionally my partner can't slow his mental pace enough to listen
effectively, so he tries to speed up mine by interrupting and finishing my sentences. This usually
lands him way off base, because he is following his own train of thought and doesn't learn where
my thoughts are headed. After a couple of rounds of this, I usually ask, "Do you want to have
this conversation by yourself, or do you want to hear what I have to say?" I wouldn't do that with
everyone, but it works with him.

Step 4: Listen to the words and try to picture what the speaker is saying.

Allow your mind to create a mental model of the information being communicated. Whether a
literal picture, or an arrangement of abstract concepts, your brain will do the necessary work if
you stay focused, with senses fully alert. When listening for long stretches, concentrate on, and
remember, key words and phrases.

When it's your turn to listen, don’t spend the time planning what to say next. You can't rehearse
and listen at the same time. Think only about what the other person is saying.

Finally, concentrate on what is being said, even if it bores you. If your thoughts start to wander,
immediately force yourself to refocus.

Step 5: Don't interrupt and don't impose your "solutions."

Children used to be taught that it's rude to interrupt. I'm not sure that message is getting across
anymore. Certainly the opposite is being modeled on the majority of talk shows and reality
programs, where loud, aggressive, in-your-face behavior is condoned, if not encouraged.

Interrupting sends a variety of messages. It says:

 "I'm more important than you are."

  "What I have to say is more interesting, accurate or relevant."

 "I don't really care what you think."

 "I don't have time for your opinion."

 "This isn't a conversation, it's a contest, and I'm going to win."

We all think and speak at different rates. If you are a quick thinker and an agile talker, the burden
is onyouto relax your pace for the slower, more thoughtful communicator—or for the guy who
has trouble expressing himself.

When listening to someone talk about a problem, refrain from suggesting solutions. Most of us
don't want your advice anyway. If we do, we'll ask for it. Most of us prefer to figure out our own
solutions. We need you to listen and help us do that. Somewhere way down the line, if you are
absolutely bursting with a brilliant solution, at least get the speaker's permission. Ask, "Would
you like to hear my ideas?"

Step 6: Wait for the speaker to pause to ask clarifying questions.

When you don't understand something, of course you should ask the speaker to explain it to you.
But rather than interrupt, wait until the speaker pauses. Then say something like, "Back up a
second. I didn't understand what you just said about…"

Step 7: Ask questions only to ensure understanding.

At lunch, a colleague is excitedly telling you about her trip to Vermont and all the wonderful
things she did and saw. In the course of this chronicle, she mentions that she spent some time
with a mutual friend. You jump in with, "Oh, I haven't heard from Alice in ages. How is she?"
and, just like that, discussion shifts to Alice and her divorce, and the poor kids, which leads to a
comparison of custody laws, and before you know it an hour is gone and Vermont is a distant
memory.

This particular conversational affront happens all the time. Our questions lead people in
directions that have nothing to do with where they thought they were going. Sometimes we work
our way back to the original topic, but very often we don't.

When you notice that your question has led the speaker astray, take responsibility for getting the
conversation back on track by saying something like, "It was great to hear about Alice, but tell
me more about your adventure in Vermont."

Step 8: Try to feel what the speaker is feeling.

If you feel sad when the person with whom you are talking expresses sadness, joyful when she
expresses joy, fearful when she describes her fears—and convey those feelings through your
facial expressions and words—then your effectiveness as a listener is assured. Empathy is the
heart and soul of good listening.
To experience empathy, you have to put yourself in the other person's place and allow yourself to
feel what it is like to be her at that moment. This is not an easy thing to do. It takes energy and
concentration. But it is a generous and helpful thing to do, and it facilitates communication like
nothing else does.

Step 9: Give the speaker regular feedback.

Show that you understand where the speaker is coming from by reflecting the speaker's feelings.
"You must be thrilled!" "What a terrible ordeal for you." "I can see that you are confused." If the
speaker's feelings are hidden or unclear, then occasionally paraphrase the content of the message.
Or just nod and show your understanding through appropriate facial expressions and an
occasional well-timed "hmmm" or "uh huh."

The idea is to give the speaker some proof that you are listening, and that you are following her
train of thought—not off indulging in your own fantasies while she talks to the ether.

In task situations, regardless of whether at work or home, always restate instructions and
messages to be sure you understand correctly.

Step 10: Pay attention to what isn't said—to nonverbal cues.

If you exclude email, the majority of direct communication is probably nonverbal. We glean a
great deal of information about each other without saying a word. Even over the telephone, you
can learn almost as much about a person from the tone and cadence of her voice than from
anything she says. When I talk to my best friend, it doesn't matter what we chat about, if I hear a
lilt and laughter in her voice, I feel reassured that she's doing well.

Face to face with a person, you can detect enthusiasm, boredom, or irritation very quickly in the
expression around the eyes, the set of the mouth, the slope of the shoulders. These are clues you
can't ignore. When listening, remember that words convey only a fraction of the message.

20 Ways to Improve Your Presentation Skills

1. Practice!
Naturally, you'll want to rehearse your presentation multiple times. While it can be difficult for
those with packed schedules to spare time to practice, it's essential if you want to deliver a
rousing presentation. I’m famous around the office for staying up late the night before a big
presentation, practicing over and over. If you really want to sound great, write out your speech
rather than taking chances winging it – if you get nervous about speaking, a script is your best
friend.

Try to practice where you'll be delivering your talk. Some acting strategists suggest rehearsing
lines in various positions – standing up, sitting down, with arms open wide, on one leg, while
sitting on the toilet, etc. (OK, that last one may be optional.) The more you mix up your position
and setting, the more comfortable you'll feel with your speech. Do a practice run for a friend or
colleague, or try recording your presentation and playing it back to evaluate which areas need
work. Listening to recordings of your past talks can clue you in to bad habits you may be
unaware of, as well as inspiring the age-old question: "Is that what I really sound like?"

2. Transform Nervous Energy Into Enthusiasm.

It may sound strange, but I'll often down an energy drink and blast hip-hop music in my
earphones before presenting. Why? It pumps me up and helps me turn jitters into focused
enthusiasm. Studies have shown that an enthusiastic speech can win out over an eloquent one,
and since I'm not exactly the Winston Churchill of presenters, I make sure that I'm as enthusiastic
and energetic as possible before going on stage. Of course, individuals respond differently to
caffeine overload, so know your own body before guzzling those monster energy drinks.

3. Attend Other Presentations.

If you're giving a talk as part of a conference, try to attend some of the earlier talks by other
presenters to scope out their presentation skills and get some context. This shows respect for
your fellow presenters while also giving you a chance to feel out the audience. What's the mood
of the crowd? Are folks in the mood to laugh or are they a bit more stiff? Are the presentations
more strategic or tactical in nature? Another speaker may also say something that you can play
off of later in your own presentation.

4. Arrive Early.
It's always best to allow yourself plenty of time to settle in before your talk. Extra time ensures
you won't be late (even if Google Maps shuts down) and gives you plenty of time to get adapted
to your presentation space.

5. Adjust to Your Surroundings.

The more adjusted to your environment you are, the more comfortable you'll feel. Make sure to
spend some in the room where you will be delivering your presentation. If possible, practice with
the microphone and lighting, make sure you understand the seating and be aware of any
distractions potentially posed by the venue (e.g., a noisy road outside).

6. Meet and Greet.

Do your best to chat with people before your presentation. Talking with audiences makes you
seem more likeable and approachable. Ask event attendees questions and take in their responses.
They may even give you some inspiration to weave into your talk.

7. Use Positive Visualization.

Whether or not you’re a Zen master, know that plenty of studies have proven the effectiveness of
positive visualization. When we imagine a positive outcome to a scenario in our mind, it's more
likely to play out the way we envision.

Instead of thinking "I'm going to be terrible out there" and visualizing yourself throwing up mid-
presentation, imagine yourself getting tons of laughs while presenting with the enthusiasm of
Jimmy Fallon and the poise of Audrey Hepburn (the charm of George Clooney wouldn't hurt
either). Positive thoughts can be incredibly effective – give them a shot.
8. Remember That Most Audiences Are Sympathetic.
One of the hardest fears to shake when speaking in public is that the audience is secretly waiting
to laugh at your missteps or mistakes. Fortunately, this isn’t the case in the vast majority of
presentations.

The audience wants to see you succeed. In fact, many people have a fear of public speaking, so
even if the audience seems indifferent, the chances are pretty good that most people listening to
your presentation can relate to how nerve-racking it can be. If you start to feel nervous, remind
yourself that the audience gets it, and actually wants to see you nail it.

9. Take Deep Breaths.

The go-to advice for jitters has truth to it. When we're nervous, our muscles tighten--you may
even catch yourself holding your breath. Instead, go ahead and take those deep breaths to get
oxygen to your brain and relax your body.

10. Smile.
Smiling increases endorphins, replacing anxiety with calm and making you feel good about your
presentation. Smiling also exhibits confidence and enthusiasm to the crowd. And this tip works
even if you're doing a webinar and people can't see you.

Just don't overdo it – no one enjoys the maniacal clown look.

11. Exercise.
Exercise earlier in the day prior to your presentation to boost endorphins, which will help
alleviate anxiety. Better pre-register for that Zumba class!

12. Work on Your Pauses.

When you're nervous, it's easy to speed up your presentation and end up talking too fast, which
in turn causes you to run out of breath, get more nervous, and panic! Ahh!

Don't be afraid to slow down and use pauses in your speech. Pausing can be used to emphasize
certain points and to help your talk feel more conversational. If you feel yourself losing control
of your pacing, just take a nice pause and keep cool.

13. Don’t Try to Cover Too Much Material.

Yes, your presentations should be full of useful, insightful, and actionable information, but that
doesn’t mean you should try to condense a vast and complex topic into a 10-minute presentation.

Knowing what to include, and what to leave out, is crucial to the success of a good presentation.
I’m not suggesting you skimp when it comes to data or including useful slides (some of my
webinars have featured 80+ slides), but I am advocating for a rigorous editing process. If it feels
too off-topic, or is only marginally relevant to your main points, leave it out. You can always use
the excess material in another presentation.

14. Actively Engage the Audience.

People love to talk and make their opinions heard, but the nature of presentations can often seem
like a one-sided proposition. It doesn’t have to be, though.

Asking the audience what they think, inviting questions, and other means of welcoming audience
participation can boost engagement and make attendees feel like a part of a conversation. It also
makes you, the presenter, seem much more relatable. Consider starting with a poll or survey.
Don’t be put off by unexpected questions – instead, see them as an opportunity to give your
audience what they want.

15. Be Entertaining.
Even if your presentation is packed with useful information, if your delivery bombs, so will your
session.

I find that including some jokes and light-hearted slides is a great way to help the audience (and
myself) feel more comfortable, especially when presenting them with a great deal of information.
However, it’s important to maintain a balance – after all, you’re not performing a stand-up
routine, and people didn’t come to your presentation with the sole intention of being entertained.
That said, don’t be afraid to inject a little humor into your talk. If you’re not sure about whether a
presentation is “too much,” run through it for a couple of friends and ask them to tell it to you
straight.

16. Admit You Don’t Have All the Answers.

Very few presenters are willing to publicly concede that they don’t actually know everything
because they feel it undermines their authority. However, since we all know that nobody can
ever know everything about a given topic, admitting so in a presentation can actually improve
your credibility.

If someone asks a question that stumps you, it’s okay to admit it. This can also increase your
credibility with the audience, as it demonstrates that, no matter how knowledgeable a person
might be, we’re all learning, all the time. Nobody expects you to be an omniscient oracle of
forbidden knowledge – they just want to learn from you.

17. Use a Power Stance.

Practicing confident body language is another way to boost your pre-presentation jitters. When
your body is physically demonstrating confidence, your mind will follow suit. While you don't
want to be jutting out your chest in an alpha gorilla pose all afternoon (somebody enjoyed Dawn
of the Planet of the Apes a bit too much), studies have shown that using power stances a few
minutes before giving a talk (or heading to a big interview) creates a lasting sense of confidence
and assurance. Whatever you do, don't sit--sitting is passive. Standing or walking a bit will help
you harness those stomach bats (isn't that more appropriate than butterflies?). Before you go on
stage, strike your best Power Ranger stance and hold your head high!

18. Drink Water.

Dry mouth is a common result of anxiety. Prevent cottonmouth blues by staying hydrated and
drinking plenty of water before your talk (just don't forget to hit the bathroom before starting).
Keep a bottle of water at arm's reach while presenting in case you get dry mouth while chatting
up a storm. It also provides a solid object to hurl at potential hecklers. (That'll show 'em.)

19. Join Toastmasters.

Toastmaster clubs are groups across the country (and the world) dedicated to helping members
improve their presentation skills. Groups get together during lunch or after work to take turns
delivering short talks on a chosen topic. The more you present, the better you'll be, so consider
joining a Toastmaster club to become a top-notch orator. Just don't forget, it's BYOB (Bring
Your Own Bread).

20. Don't Fight the Fear.

Accept your fear rather than trying to fight it. Getting yourself worked up by wondering if people
will notice your nervousness will only intensify your anxiety. Remember, those jitters aren't all
bad – harness that nervous energy and transform it into positive enthusiasm and you'll be golden.
We salute you, O Captain! My Captain!

Stages/Levels of the Interview

STAGE 1: Introduction

Lasting approximately two to three minutes, you are meeting the interviewers and being escorted
to the interview room. It is essential that you start strong, offering a firm handshake, standing
confidently, and making good eye contact. Some reports indicate that employers will make their
decision to hire a candidate within the first 30 seconds of the interview! Employers may take the
time to share information about their organization. Feel free to jot down notes to remember key
points for future reference.

STAGE 2: Q&A

The longest portion of the interview, this is when the employer asks you questions and listens to
your responses. If the interview is a 30-minute screening interview, this portion is typically about
20 minutes long.

STAGE 3: Your Questions

The employer will ask if you have any questions. This is your chance to demonstrate your
knowledge of the organization by asking thoughtful questions. Always come prepared! Bring at
least three questions, but also feel free to modify them based on the information you learn during
the interview. Be sure to make notes as the interviewer answers your questions.

STAGE 4: Closing

During the last few minutes, take the time to end on a positive note. Reiterate your interest in the
position and gather business cards from everyone present. Be sure to thank them for the
invitation to interview and offer a firm handshake while making good eye contact.
Pre- interview behaviour
Did you know arriving at a job interview without prior research can cost you the job? W e see
this often, a professional seeks the help of a specialist recruitment agency / company, is sent to a
job interview with one of our clients and is given strict instructions to research the employer
before the interview and they don't do enough research.
Researching the employer goes beyond than just going through their website, reading their
'about' page and establishing what their mission and values are. You need to dig deeper than that.
Find any news on the organisation or, find their press releases. This will help you learn more
about the organisation's progress, clients, projects and involvement. It is safe to say that you
cannot find this information on the 'about' page. Knowing this information can be helpful as you
will gain an idea of who the organisation is as there is a good chance the interviewer might bring
up questions relating to their recent or, current projects.
Go through the organisation's blog. If you want to know the type of work the company is
doing, the best place to find that out is on the organisation's blogs. We recommend that you
subscribe to the organisations blogs as this will help you keep up to date with what they are
writing about until you go for your interview.
Go through the organisation's social media accounts. To gain a better understanding of what
the company culture of the company is like, go through the company's social media pages. Find
them on Facebook, Twitter, Instagram and LinkedIn. You can learn more about the organisation
by what they share online as well as the person they will be meeting with.
Showing genuine interest in the organisation and what they do puts you at a huge advantage.
With that much knowledge, you are well equipped to convince the interviewer that you are the
perfect professional they are looking for. Set yourself apart, do your research and better your
chances of getting hired.
Post-Interview Behaviour
 Ask for the business card(s) of your interviewer(s).
 Write down information and discussion points about the organization and the job.
 Write the interviewer’s name, department, addresses and phone numbers in your
notebook.
 Evaluate your interview; determine how to improve your next one.
 Write or email thank-you letters.
 Follow up with phone calls to determine the status of the hiring decision.