Telephone Interviewing Tips

What is the function of a telephone interview? What is the connection between following certain steps for telephone interviews and being hired?

Telephone interviews are quickly becoming the new security guard for human resources and personnel departments. Questions are asked to test for admittance to the face-to-face interview. I have my own telephone interview tomorrow. I am still living abroad and I wish to secure employment in the United States so the HR department and I have coordinated a time when I could call for an initial interview.

Here are some tips to help get that second interview.

1.       Role play. Create interview questions which you will be asked and that you want to ask about the position – not the salary.  Do the appropriate research about the company and practice with a friend for about 25-30 minutes which is the typical first interview.  Make sure that you stay on point and answer the question directly.

2.       Keep free from distractions. Make sure that your telephone service is reliable and that all the children, pets, and friends are giving you the appropriate distance and space from distractions. Don’t answer call waiting, put a do not disturb sign on the door, or eat food and chew gum.

3.       Be prepared. The distance between you and the HR representative is at your advantage.  Have your printed resume at arm’s length along with a pen and paper, list of strengths and weaknesses, job description, and company website open to check on. But be careful to use these only as a guide not a crutch.

4.       Keep it formal! Dress for the part. Be showered and dressed in your best to maintain seriousness which might not happen if you’re in your pajamas. Also, be sure not to interrupt - just because you are on the phone does not mean you are speaking to your friend.

5.       Body language. Some say it’s great to have a mirror in view to make sure that you’re smiling and being enthusiastic. Stand up and walk around to keep your voice clear but do not lose your breath.  

6.       Follow up. Before finishing the interview, try to set up the next. When you will be called again or expect the next email. When the interview is over – make sure that you send an email or a card to the HR representative for positive remembrance.  Keep it short and direct of thanks.

Monthly Newsletter Writing Steps.

What are the steps to writing a monthly newsletter? How can these steps help those who are writing in on highly specific topics?

For my work as an English Specialist at an IB school in Jakarta, Indonesia I helped to facilitate the writing of a monthly newsletter on various topics surrounding school content, curriculum, and current events. The articles content were at about 300-500 words a piece and the topics were generally assigned broadly.

Many of the teachers are local Indonesians and studied with me in an English as a Second Language professional development course. A focus of the class was on completing the newsletter article assignments because of the difficulty for the teachers to write grammatically correct in a second language and also because the assigned topics were highly specific and sometimes difficult to build relatable content on.

I created these simple steps so that a routine could be developed for writing. It is important that you as a writer create open questions which you mind map surrounding your topic which will help you to explain the specific topic in depth through your writing.

Steps to Newsletter Writing

Choose a topic.

Coordinate deadlines – effective time management.

Mind map and conclude the end result and expectation of the article.

Create open ended questions which will help to begin the formulating process.

Make an outline, sequence, and structure.

Write.

Self-edit and reconfirm the language mechanics and structure.

Ask for a peer review and edit.

Self-edit and correct.

Title the work (simple and attractive).

Finalize the written copy.

Note Taking Tips.

What are some great functional tips for taking notes?

In order to take adequate long or short hand notes, here are several tips. Keep these in mind when taking notes both from books, journals, and websites and also from business meetings and lectures.

1. Look for signals and clues.

When taking notes from books or websites be sure to follow the steps of reading comprehension which require that you look for section descriptors, captions, chapter titles, and headings. Additionally, table of contents, glossaries, side bars, and graphics are also extremely important and can give the quick and important facts. If you’re in a lecture, be sure to give definite attention to the speaker.  Listen for if the person says “this is important,” or moves onto a new slide or topic.  

2. Stick to the main points.

You do not have write in perfect grammar. Just be sure to keep your notes consistent in your standard abbreviation. To avoid plagiarism be sure to get the appropriate work cited information from what you are reading but also keep track of the speaker’s credentials. When I was at Oxford University, my lecturer suggested that I should only make a note or comment for every page if necessary. Of course, everyone’s memories and abilities are different but overall your notes are not meant to be a paraphrasing of a book or lecture but simply a short summarization of our source.

3. Give your own signals.

When you are in a meeting or a lecture be sure to give your own signals to the speaker demonstrating your active participation. If you understand, be sure to nod, smile, and take quick notes to demonstrate that. It will help facilitate the discussion for the speaker. If you are confused, be sure to portray that through facial expressions or raising your hand to ask a question. Being a good note taker means also being an active communicator.

4. Organization is key.

Most importantly, keep your notes organized. Keep relevant information together whether by subject, speaker, or topic area.  Be sure to keep the source information up to date and that all notes are categorized in such a way that you will not have to repeat the research but simply examine them again in the future. Additionally, there should be a standard abbreviation key to study them so that you do not forget what was meant; this is especially helpful if the notes are meant to be viewed by another person.

Formal Thank You Letter

What is the function of a formal thank you letter? Why is a thank you letter only several sentences in length and form?

            Writing a thank you letter is another essential skill. I saw a clip with Oprah saying that Bill Clinton told her that the best thank you letters can fit into a 5 in. x 6 in. frame. It is meant to be short and direct.
           
           Again, the format is common in regards to the addresses and salutations. Contemplate and be aware about who your intended audience is when drafting any letter or communication prior to sending. Be sure to check out the other blog posts on the business letter formats.
--
Your street address
City, Province, Zip code

Date

Recipient name and surname
Job title (Sales Manager etc.)
Company name
Street address
City, State Zip

Dear Mr/Mrs__________,

Your opening message of thanks belongs in the first line. Use 2-3 short paragraphs - 2 to 3 lines each. Triple-check your formal thank you letter for typos and bad grammar. Keep your formal letter short.

In the second paragraph tell them the reasons on what the person did that you are thankful - how they helped you. Such as, I especially appreciate the information and advice you have provided, and the contacts you have shared with me. Your assistance has been invaluable to me during a certain process.

 Again, state your thanks and that you greatly appreciate the person’s generosity.

Sincerely,

Your signature

Your full name

Formal Business Letter Example

What is the form of a formal letter? What is the connection between the content and format of a business letter?
          
         Writing a formal business letter is a skill which is necessary for all people as they can be written for many different occasions. The example below is a simple and straight model in potential content with directions inside the lines. The format is also general and the addresses and salutations must be taken into consideration. Formal letters can be sent internationally or internally or externally in companies. Contemplate and be aware about who your intended audience is when drafting any letter or communication prior to sending.

--

Your street address
City, Province, Zip code


Date

Recipient name and surname
Job title (Sales Manager etc.)
Company name
Street address
City, State Zip

Dear Mr/Mrs__________,

Your opening message and topic sentence belongs here. Use 3-4 short paragraphs - 3 to 4 lines each. Triple-check your business letter for typos and bad grammar. Keep your business letter short and formal – less than one page.

         
           This paragraph could possibly discuss the issue of importance. Discuss a few of the matters which surround it. It is extremely important that the letter is direct with facts yet foster two-way communication.

Here you can speak about a person’s or company’s impact. There needs to be research within the letter so that the person understands that you are knowledgeable about the topic and potential solutions identified.  

            This paragraph is the closing. Discuss how their time is important and that you are willing to talk more if needed.

Sincerely,

Your signature

Your full name

Open and Closed Questions

Part of being a great communicator meant that I had to learn to ask questions and facilitate conversation in such a way to get what I want whether it is quick facts, detailed information, or gain the person's trust through their responses. 

Questions can come in closed and open form. Understanding the differences between them and how and when to frame and use them will help you to assess situations and move to the next step in your professional career.

Open Questions 

An open question is framed to receive a long answer. Even if the respondent gives a brief reply, additional open questions will hopefully get the person to speak with practice.  

Using open questions allow for a more balanced conversation so that the responses can be more reflective and opinionated so that they hold control as well.

Practices	Example
To find out more information and the wants and needs of a person	What marketing forms do you currently use?  Why is keeping your daily ad in the local paper important to your branding?

    

Many open questions begin with: what, why, how, describe.

 

Closed Questions

 

A closed question can be answered with a single word, short phrase, and/or yes or no.

Using closed questions is best when you want to control the conversation and simply get easy facts as answers.

Practices	Example
Conversation starters	Who is your target market? When did your company open?
For testing their understanding (asking yes/no questions). This is also a great way to break into a long ramble.	So, you want to increase marketing for your business without using traditional tactics?
Controlling and influencing the mood of the conversation	Are you content with your existing marketing plan? Do you have control of the market? Would you like us to help you build on your sales?

 

Professional Process Steps

What is the function of process steps? How is completing the process steps efficiently and accurately connected to success?  Why do the process steps serve as an important tool for professionals? 

            The International Baccalaureate Program is a worldwide non-governmental educational organization began which began with the establishment of the Diploma Program (similar to high school). The IB program website says that “students in the 21st century are faced with the challenge of learning about an interconnected world where knowledge is constantly developing;” it requires that students be active community oriented global citizens. The requirements to graduate include that students must complete a large community action project of their own design, finish an extended essay (thesis) of their own investigation, and pass a theory of knowledge class which helps them to understand what they have practiced and learned. Later the Middle Years Program (MYP) was generated to prepare students to enter the DP program followed soon by the Primary Years Program (PYP).       
  

          It was said to me by an IB expert that the PYP program teaches students about the Profile (Learner Profile - the IB set of learning outcomes), MYP about the Process, and the DP about the Product. I better learned how to manage 17 different ‘process steps’ through teaching in the PYP and MYP program and as a result have been better capable of being more efficient and successful in completing my own professional projects.  The process steps serve as an important tool for professionals because it helps to systematize and manage tasks and projects which are done both in on the job and at home.  When practiced, these steps will help to ensure you that projects can be seen as simplified undertakings rather than a large overwhelming obligation.  

Process Steps  

1. Expectation is your first introduction to the goal which must be completed. This is where the bottom line of the assignment is presented.  
2. Deadlines are the time constraints which you face during the completion of all steps.  These constraints include the various project requirements such as staff meetings and publishing dates but also personal responsibilities such as doctors’ appointments and grocery shopping trips.
3. Rubric for Grading is your assessment criteria for the venture including knowing who will be reviewing it and on what grounds – is it an internal job or one for an important outside prospective client.  
4. Background Information is the prior knowledge that is collected to help facilitate the understanding of the questions surrounding the expectation. It is any details which are provided alongside the goal such as a client’s company profile and previous marketing history.  
5. Choose Topics is in regards to how to adequately choose the direction of the project investigation and explanation.  
6. How and Where to Research is when you actually go out and investigate the subject and questions which you have prepared to answer.  You can find new information from the internet, data and analytics which were generated, and maybe the library to help support your knowledge.
7. Taking Notes is when you highlight, copy and paste, create excel spreadsheets with data, and write down information that was found during the investigation.  
8. Avoiding Plagiarism is a reminder to always make sure you do not copy another’s work and claim it as your own original idea. Give adequate citation to the sources which are being used for your assignment by linking or creating an adequate work cited page. Plagiarism can lead to serious repercussions including termination or being blacklisted in certain fields.  
9. Thesis Statement is the main topic or purpose of the assignment. It is usually the focused idea of the expectation connected with the topic direction which you chose. It will be highlighted at the beginning of the project explanation whether it written or oral form.
10. Mind Mapping is a graphic organizational tool to help you sort out and categorize the various stems of understanding which have been researched and identified. The thesis statement is in the center and then there is spider webbing that comes outside it.  
11. Outline is when you structure the mind map information to frame and structure that knowledge into what will eventually be the first draft of the Power Point, speech, or written report that is created. This is where the information is shaped in the beginning, middle, and end format.     
12. First Draft is the first almost full version of the assignment. It is often prior to editing but where ideas are further developed into complete sentences and connected with others.  
13.  Editing is the revision of the first draft to assess and progress the content and grammar. Checking can be done first by you but then it is a great idea to have peer editing between people of the same age or level to critique and improve the work followed again by you finalizing the any and all changes.  
14. Final Draft is your last version of the project which takes place after editing. It is ready to be submitted, published, or presented.
15. Submission is the act of giving the finished work to another for assessment example being your group, superior, or client.  
16. Presentation is when you share your project and investigation with your clients or colleagues whether it’s done by a short speech, Power Point, or email summarization in bullet point form.
17. Reflection is the last but the most important process step because it should actually be done after each other step before moving forward to the next. Just doing and acting can create a chaotic, stressful, or boring work routine which limits your true abilities from flourishing. If you are reflective by reviewing, being mindful, and personalizing the mission and process steps and task completion than you will make great strides in your personal and professional career.