The Job Application Process

Introduction

This chapter take you through the steps necessary to prepare you for doing a good self and company assessment in landing a job.

Here we focus on self and market assessment and recommend vital inclusions in a well formed resume and cover letter.

Self assessment

1. Know your skills
2. Know your accomplishments
3. Know your interests
4. Know your personal values

Know your skills

1. Analyzing
2. Administrating
3. Consulting
4. Planning
5. Evaluating
6. Coordinating
7. Negotiating
8. Mediating
9. Creating
10. Speaking

Know your accomplishments

1. Winning--- An award
2. Reducing--- Labor hour in production
3. Obtaining--- Quality oriented result
4. Joining--- Member of blood donor society
5. Traveling--- Visited European countries
6. Starting--- Business units at risky area
7. Speaking--- Multilingual

Know your interests

1. Which jobs have I enjoyed the most?
2. Do I prefer to work with figures, machines, people, or ideas?
3. What do I like to do with my free time?
4. Which things have brought me high satisfaction?
5. Which hobbies do I enjoy the most?
6. And many other self analysis questions...

Know your personal values

1. A desire to help people.
2. A position of major responsibility.
3. A wish to face risk.
4. An ideal place in which to work.
5. A wish to control events and people.
6. A wanderlust.
7. A dislike for a desk.
8. A dollar sign floats before your eyes.

Market assessment

1. Written sources of career and job information.
2. Helpful persons regarding employers and job.

Written sources of career and job information

Trade publications, Libraries, Placement offices are principal places to locate information on possible functional job areas. Also…

1. Self assessment and career planning
2. Resume and cover letter preparation
3. Interviewing strategies
4. Internship
5. International careers.

Helpful persons regarding employers and job

Remaining in contact with followings lets you know of potential job positions:

1. Alumni
2. Business friends
3. Counselors
4. Employment agencies
5. Former employers and coworkers
6. Friends, relatives, acquaintances
7. Labor unions.

Resume (Vita, qualifications brief)

1. Opening section
2. Education
3. Work experience
4. Achievements, awards, service activities
5. Personal data (optional)
6. References

Opening section

1. Your name,

address,

telephone numbers,

facsimiles,

mobile number,

email address.

2. Your job career objective.

Education

1. Schooling beyond high school: names and location, dates, degrees and certificates.
2. Major, significant pertinent courses, academic honors, grade, GPA, divisions.

Work experience

1. Employer names, dates, location, job titles and positions held.
2. Specific accomplishments.
3. Volunteer work

Achievements, awards, service activities

1. School and community achievements, honors, offices, publications.
2. Training workshops.
3. Travel, languages, other facts.

Personal data (optional)

1. Date of availability.
2. Health,
3. Hobbies etc.

References

1. Limit up to 3 individuals with complete information like contact address etc.
2. Avoid including relatives as references.
3. Choose individuals such as former work supervisor, professor, teachers, colleagues, or business friends.
4. Be sure your have the permission of the individual whose name you are using.

Cover letter to resume

1. Opening
2. Middle paragraph
3. Last paragraph

Opening

Obtain a favorable attention:

1. Summary: outstanding qualifications
2. Name: choose a source or publication
3. Question: state one that you are familiar with the company.

Middle paragraph

Give effort to data, details in the middle:

1. Education
2. Work experience
3. Personal attitude

Last paragraph

Focus on easy action in the last:

1. State availability
2. Ask if a local representative is in the area whom you could contact.
3. Courteous ending

The Process of Preparing Effective Business Message

Introduction

Whether you are preparing a written or an oral business message, to be effective you need to plan, organize, draft, revise, edit, and proofread.

Essential also is thoughtful adherence to communication principles--- The 7C’s and awareness of legal and ethical aspects.

Five Planning Steps

Identify your purpose

Analyze your audience

Choose your ideas

Collect your data

Organize your message

Identify your purpose

The objective of your message is almost always twofold:

The reason for the message itself.

And--- The creation of goodwill.

Analyze your audience

See your message from your receivers’ point of view:

Their Needs,

Their Interests,

Their Attitude,

And--- Their Culture.

Choose your ideas

The ideas you include depend on the type of message

You are sending,

The situation,

And the cultural context.

Collect your data

Be sure to collect enough data to support your ideas:

Check names,

Dates,

Addresses,

And statistics for precision.

Organize your message

The order in which you present your ideas is as important as the ideas themselves.

Organizing your material before writing your first draft can prevent rambling and unclear message.

Basic Organizational Plan

Direct (Deductive) Approach

Indirect (Inductive) Approach

Direct (Deductive) Approach

Deleting Buffer

Receptiveness

Main Idea

Explanation

Courteous Close

Indirect (Inductive) Approach

Adding Buffer

Resistance

Buffer

Explanation

Decision / Main Idea

Positive Friendly Close

Beginnings and Endings

Opening Paragraphs

Closing Paragraphs

Opening Paragraphs

1. Choose an appropriate for the message purpose and for the reader.

1.     Main Idea first for good news.

2.     Buffer first for bad news.

3.     Attention getting statements.

2. Make the opening considerate, courteous, concise, clear.

1.     Keep first paragraph relatively short.

2.     Focus on positive.

3.     Avoid unnecessary repetition.

3. Check completeness regarding:

1.     Sentence structure.

2.     Date of letter you are answering.

Closing Paragraphs

1. Make your action request clear and complete with the 5W’s and 1H.
2. End on a positive, courteous thought.

1.     Be friendly.

2.     Show appreciation.

3.     Occasionally add a personal note.

3. Keep the last paragraph concise and correct.

1.     Avoid trite expressions.

2.     Omit discussion of trivial details.

3.     Use relatively short and complete sentence.

Composing the Message

Drafting your message

Revising your message

Editing and proofreading you message

Drafting your message

No two people prepare their first draft in same way:

–        Some go from one point to another.

–        Just putting the ideas.

The important thing is to get the most important information in your message on paper… early.

Revising your message

–        Does your message accomplish its purpose?

–        Have you chosen the most effective organizational plan?

–        Are your points supported by adequate material?

–        Is your language following 7C’s?

–        Have you used variety in sentence structure?

Editing and proofreading you message

Check mistakes for:

–        Grammar,

–        Spelling,

–        Punctuation,

–        Or Word choice.

Negotiation Skills

Introduction

Negotiation is a process in which two or more parties try to resolve differences, solve problems and reach agreement.

Good negotiation meets at as many interests as possible with an agreement that is durable.

Negotiating Methods

Compromise: means to settle differences through concessions made by one or both parties.

Collaboration: involves people cooperating to produce a solution satisfactory to both parties.

Competition: often leads to one party gaining advantage over the other, if it can negotiate at the expense of the other’s needs.

Accommodation: means that only one party is willing to oblige or adapt to meet the needs of the other.

Withdrawal (avoidance): is a negotiation method that makes both parties lose, because one party retracts their point of view or backs away form the situation.

Negotiation Strategies

Win-win strategies:

Both parties are satisfied with the settlement negotiated.

Win-lose strategies:

Result in the party who initiates the conflict being satisfied and the other dissatisfied.

Lose-win strategies:

A situation in which the initiator is dissatisfied and the other is satisfied.

Lose-lose strategies:

Result form a situation in which the objectives of both parties are too rigid, and  both parties are dissatisfied.

Personal Styles In Negotiation

Self-denying:

• People difficult to negotiate, are introverted and reticent with information (feedback), hide their feelings.

Self-protecting:

• People use divisionary tactics, discussing other people or side tracking to other issues hide their true Feelings.

Self-exposing:

• People wish to be centre of attention, demand this attention by speaking loudly, speak over other use attention-seeking body movement or by ignoring feedback and other’s view.

Self-bargaining:

• People show feeling if you show yours. wait until you lead them in negotiation open up when others initiate the process.

Self-actualizing:

• People ideal negotiators , want information and feedback from others, present information constructively to aid the negotiation process, achieve goal without conflict.

Power in Negotiation

When an organization delegates people to get the job done, it gives them power to act. Power may be used to influence and, in some cases, to control people.

• It can also be used to bring about change. Power can be exerted over one person or a group by another person or group.

• Power used well achieves good communication and results.

• Each person has and can enjoy power.

• Observe how you use power.

• If you use it properly, you will make an impact on workplace decisions and actions. Abuse or misuse it and people will mistrust you.

• Power is a useful tool in the negotiation process; however, if you misuse it or refuse to use it correctly, the likely result is tension and conflict.

Five Types of Workplace Power

Legitimate power: bases on a persons position or role in an organization. their authority and control over resources gives them power that is acknowledged.

Expertise power: people with more skill and strength than others have to them; their colleagues refer to them.

Reward power: is exerted by someone who has control over resource desire by others. Such as person can influence and manipulate behavior.

Coercive power: is exerted by those who use their authority or any force, emotional or physical, against the interest of the other party.

Consultative power: is exerted by someone who seeks information, considers other’s advice and make plans with others

Negotiating The Job Offer

l      Prepare carefully: gather information from alumni, friends.

l      Know specific data: collect reliable information about the range of salaries.

l      Organize negotiation plan into four parts:

l      Compensation issues as cash and fringe benefits.

l      Position within the company.

l      Environment of the company.

l      Beginning and ending of work benefits.

Strategies for successful speaking and listening

Introduction

The reading introduces you to successful strategies needed to be effective in oral communication:

Strategies for improving oral presentations

Strategies for reducing stage fright

Strategies for improving listening

Strategies for improving oral presentations

Steps for preparing effective oral presentations

Kinds of oral presentations

Ways of delivering the oral message

Strategies for an effective oral delivery

Strategies for an effective nonverbal delivery

Steps for preparing effective oral presentations

1. Determine the purpose.

–        To inform, persuade, motivate, or entertain.

2. Analyze the audience and occasion.

–        Group size, age range, interests, goals, etc.

3. Select the main ideas for the message.

–        Selecting core ideas then gathering support information.

4. Research the topic.
5. Organize the data and write the draft.

–        Introduction, Body, and Summary.

6. Create visual aids.

–        Add to understanding and support of your message.

7. Rehearse the talk.

–        You will be comfortable, revising, and perfection.

Kinds of oral presentations

•         Short talks

–        From 1 to 10 minutes

–        Introducing someone

–        Presenting award

–        Representing company, etc.

•         Longer statements

–        10 minutes to 1 hour

–        Lectures, formal presentation, and meetings etc.

–        Longer the presentation greater the risk of losing audience’s attention.

Ways of delivering the oral message

1. Extemporaneous
2. Reading
3. Memorization
4. Impromptu

Strategies for an effective oral delivery

Varying pitch, rate, and volume gives more interests and appeal to the presentation.

•         Pitch: Highness or lowness of your voice.

–        Monotone: A speaker with no variation in pitch.

–        High or Low voice:

–        Same word value: Raising voice, or focusing.

•         Rate: The numbers of words per minutes.

•         Volume: Assure hearing.

•         Vocal quality: Each has different. Relax your throat.

•         Pronunciation: Jargon, varied accent, or sounds.

To improve pronunciation listen educated and cultured people, and consult a recent dictionary.

Strategies for an effective nonverbal delivery

•         Posture: Your standing, sitting, etc.

•         Movement: Move for the following reasons:

–        To hold attention.

–        To get rid of nervousness.

–        To suggest transition.

–        To increase emphasis.

•         Gestures: Any movement of hands, arms, shoulders are termed gestures.

•         Facial Expressions: Interest, happy, or worry.

•         Appearance: Dressing… Formal or casual???

Strategies for reducing stage fright

“ I would not want even an enemy to suffer those terrible moments.”

“This is a wonderful thing…once the speech is over.”

Being at ease, or simply giving an expression of being at ease, is difficult for most of people.

•         Signs of discomfort

•         Strategies for decreasing speaking fears

Signs of discomfort

•         Increased heart rate,

•         Blood pressure,

•         Body temperature,

•         And dry mouth

Look carefully at each: all are internal, none are visible to audience.

Your may be aware of these things but not the audience.

So if you know your weaknesses, only you can overcome.

Strategies for decreasing speaking fears

The stage fright is universal. Following suggestions help to decrease the intensity:

1. Know your subject well.
2. Rehearse your talk several times.
3. Request--- in advance for a lectern (dice).
4. Pre-check any equipment like projector etc.
5. Take an object with you like a pen, pointer.
6. Breath deeply and slowly before speaking.
7. Mover during the speech.
8. Approach the lectern with assurance & enthusiasm.

Strategies for improving listening skills

Listening is the neglected study in school & colleges. But managers from around the world consider it a significant part of  one’s communication skills.

Listening is as important as speaking, reading, and writing.

•         Faults in listening

•         Purposes for listening

•         Results of good listening

Faults in listening

•         Prejudice against the speaker: Conflicts.

•         External distractions: Noisy fan, poor lights.

•         Thinking speed: 800 wpm.

•         Premature evaluation: Straightforward.

•         Semantic stereotypes: Meanings

•         Delivery: Monotype tends to sleeping.

Purposes for listening

It should be no surprise that poor listening is not entirely the fault of the speaker.

Why listen???

1. To gain new information and ideas.
2. To question and test evidence and assumptions.
3. To be inspired.
4. To improve your own communication.

Results of good listening

•         Leads to helpful, positive attitude.

•         Improves communication.

•         A feedback to the speaker by listener interest.

•         Helps listeners to obtain useful information.

•         Creates better understandings of others.