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.
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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