Chapter 19 APPLYING AND INTERVIEWING FOR EMPLOYMENT

Whenever you submit your resume, accompany it with an application letter to let readers know what you’re sending, why you’re sending it, and how they can benefit from reading it.
Keep your letter straightforward, fact based, short, upbeat, and professional. Here are some tips to help you write effective application letters:

• Be as clear as possible about the kind of opportunity you seek.
• Show that you understand the company and the position.
• Never volunteer salary information unless an employer asks for it.
• Keep it short-and keep email application letters especially short in just two to three paragraphs.
• Show some personality; doing so will help balance the choppy, shorthand style of your resume.
• Make sure your message is error-free.

 An employment interview is a formal meeting during which you and a prospective employer ask questions and exchange information. These meetings have a dual purpose:

• The organization’s main objective is to find the best person available for the job by determining whether you and the organization are a good match.
• Your main objective is to find the job that best suits your goals and capabilities.

 Employers can use a number of interviewing methods, so you need to know the different type forms your interview might take.

• The preliminary screening interview: try to differentiate yourself from other candidates
• The structured interview: A structured interviews follows a set sequence of questions and help employers identify candidates who do not meet basic job criteria. 
• The group or panel interview: You could be asked to interview with two or more people involved in the selection process or you might meet with one or more interviewers meet with several candidates simultaneously.
• The behavioral interview:  In this type of interview you are asked to describe how you handle situation from your past.  
• Situational interview: You are asked to explain how you would handle various hypothetical situations
• Working interview: You actually perform a job-related activity
• Stress interview:  This is where some interviewers intentionally try to get you upset so they can see how you handle yourself under pressure.

 Interviews give employers the chance to go beyond your resume so they can get to know you and to answer two essential questions.

• Can you handle the responsibilities of the position
• Will you be a good fit with the organization and the target position

Below is a link to What Employers look for in an interview. http://www.yourcareerchoices.com/WordPress/?page_id=21

 Interviewing is stressful for everyone so here are some steps you can take to feel more confident.

• Schedule a mock interview at your local library or with Career services. 
• Research the company
• Research the position, know the salary range, but do not bring up salary until the employer does.
• Prepare answers to anticipate potential questions
• Walk with extra copies of your resume, your planner, reference list, pen and paper
• Dress as a business professional for the interview

 The interviewing process is key to getting a job; therefore, be on top of your game at all times.

• Arrive 10-15 minutes early and have a firm handshake.
• Be confident and aware of the messages you are sending with your body language and tone of voice.
• Turn off your cell phone and other electronic devices.
• Treat everyone you meet as if they are interviewing you.

 To help you prepared for a job interview click on http://video.about.com/jobsearch/Preparing-for-a-Job-Interview.htm

 There are three stages of every interview that you must be able to get through:

• Warm-Up
• Question-and-Answer: Tailor your answers to emphasize your strengths. Avoid one-word, yes-no answers. Asked questions about the position and the company.
• Closing: End the interview with a firm handshake, thank the interviewer and asked for his business card to follow up.
  • Write a thank you card or letter to confirm your interest and to inquire about the next step in their candidate selection process. Send the card or letter 24-48 hours after the interview to everyone you spoke with during the interview

 Following up after a job interview is essential. After watching this video, you’ll establish the basics of keeping in contact with your prospective employer, demonstrating interest in the position and maximizing your chances of hire.

http://education-portal.com/videos/Following_Up_After_a_Job_Interview_Video.html

Chapter 18 BUILDING CAREERS AND WRITING RESUMES

You can save considerable time and effort in your job search by understanding how employers approach the recruiting process.
Finding the ideal job opportunity is a six-step process called the employment search, that you might repeat a number of times during your career. These six steps include:

• Build toward career
• Prepare resume and other employment messages
• Understand interview process
• Prepare for interview
• Participate in interview
• Follow up and accept offer

 Networking is the process of making informal connections with mutually beneficial business contacts.  It is about people helping each other.  Click on the link below to learn how you can network your way into a job. http://www.quintcareers.com/networking_guide.html

The job search process involves many forms of communication, but the centerpiece of this effort is a well-written resume. Follow the three-step writing process, and it’ll be easier than you think.

• It needs to tell the “story of you”-
• Who you are, what you’ve accomplished
• Most importantly, what you can contribute to an organization that hires you.

A resume is a structured, written summary of a person’s education, employment background, and job qualifications. Organize your resume to highlight several qualities employers seek. The key to organizing a resume is aligning your personal strengths with both the general and specific qualities that your target employers are looking for.
There are three styles of resumes:

• Chronological Resume
• Functional Resume
• Combination Resume

 The video below only talks about the two basic types of resume which are Chronological and Functional.

http://www.youtube.com/watch?v=7AOBkVbFpeI

 Your resume is one of the most important documents you will ever write, so make sure that information is clear and compelling.  It needs to make a positive impression in a matter of seconds, so be sure to adopt a “you” attitude and think about your resume from the employer’s perspective.

Write your resume using a simple and direct style. Use short, crisp phrases instead of whole sentences and focus on what your reader needs to know. Completing your resume involves revising it for quality, producing it in an appropriate form, and proofreading it for any errors before distributing it to your target employers.  Remember Effective resume designs are simple, clean, professional and PERFECT!!
Below is a link on how to get your resume notice.

http://education-portal.com/videos/How_to_Get_Your_Resume_Noticed_Video.html

Chapter 10 WRITING PERSUASIVE MESSAGES

When planning on engaging your audiences during a persuasive message asked yourself these questions: 

• Who is my audience?
• What are my audience members’ needs?
• What do I want them to do?
• How might they resist?
• Are there alternative Positions I need to examine?
• What does the decision maker consider to be the most important issue?
• How might the organization’s culture influence my strategy

 Persuasion is not manipulating your audiences to get them to do what; it is joining up with them to help them get what they want. Understanding the message is important because you are asking them to make a decision or take some kind of action. 

Successful persuasion requires close attention to all four aspects of organizing your information:

• Define your main idea
• Limit your scope
• Choose the direct or indirect approach
• Group your points in a meaningful way

Persuasive messages are often unexpected or even unwelcome, so the “you” attitude is crucial.
Positive language usually happens naturally with persuasive messages because you’re promoting an idea or a product that you believe has benefits for your audience.

Demonstrating an understanding of and respect for cultural differences is crucial to persuasion.

Sometimes the objective of persuasive messages is simply to encourage people to consider a new idea. Your two main goals are to:

• Gain credibility
• Make your readers believe that helping you will indeed help solve a significant problem

 You can improve your credibility in persuasive messages by:

• Using simple language
• Supporting your message with facts
• Identifying your sources
• Establishing common ground
• Being objective
• Displaying your good intentions
• Avoid the “hard sell

 Persuasive business messages comprise a broad and diverse category, with audiences that range from a single person in your own department to government agencies, investors, business partners, community leaders, and other external groups.

 One of the best known is the AIDA model
The AIDA model is a useful approach for many persuasive messages which organizes your presentation into four phases:

• Attention
• Interest
• Desire
• Action

There are two limitations to the AIDA approach

• It essentially talks at the audiences, not with them
• It focuses on one-time events not long-term relationships

 It is tailor made for using the indirect approach, allowing you to save you main idea for the action phase

• Even powerful persuasive messages can encounter resistance from the audience, so make sure to present both sides of an issue when you expect to encounter string resistance.

 In order to write persuasive messages, you must:

• Gain attention
• Build interest
• Increase desire
• Motivate action

Persuasive video to buy into buy in to this Nike soccer team?

http://persuasivevideo.com/

Chapter 9 WRITING NEGATIVE MESSAGES

Negative messages are bad news however, how the message is delivered can make your audience trust and respect you or distrust you.  There are seven tips to keep in mind when delivering negatives messages in person or in written form.

• Be clear and concise in order not to require additional clarification
• Help the receiver understand and accept the news
• Maintain trust and respect for the business or organization and for the receiver
• Avoid legal liability or erroneous admission of guilt or culpability
• Maintain customer relationship even if a formal association is being terminated
• Reduce the anxiety associated with the negative news to increase comprehension
• Achieve the designated business outcome

 When delivering negative messages choose which approach you are going to use the direct or indirect approach. To choose which approach you to use answer these questions

• Will the bad news come as a shock?
• Does the audience prefer short messages that get right to the point?
• How important is this news to the audience?
• Do you need to maintain a close working relationship with the audience?
• Do you need to get the audience’s attention?
• What is your organization’s preferred style?

This link provides you with 10 Key Points for delivering bad news.  http://www.slideshare.net/sidsutton/10-key-points-for-delivering-bad-news

 Used the direct approach when the negative message will have minimal personal impact

• Opening with a clear statement of the bad news
• Provide reasons and information
• Close on a positive note

 When delivering bad news use the indirect approach if the news is going to be shocking. 

• Start with neutral statement/buffer
• Provide reasons and information
• Continue with a clear statement of the bad news
• Close on a positive note

An indirect negative message will start with a few statements are not related to the main point of your message. This is to balance the negative news and hope your reader sees the positive part of the message more.

http://www.scribd.com/doc/6629732/Business-Communication-2

When handing bad news about transactions

• Modify the customer’s expectations
• explain how you plan to resolve the situation
• repair whatever damage might have been done to the business relationship

 http://www.youtube.com/watch?v=3zyRKa3Cxk0&feature=related

Chapter 8 WRITING ROUTINE AND POSITIVE MESSAGES

Even though routine messages are usually short and simple it is vital between a company and its customers.  The three-step writing process is a great way to produce these messages effectively and efficiently:

• Planning a Routine or Positive Message:
• Writing a Routine or Positive Message:
• Completing a Routine or Positive Message:

 

Like all other business messages a routine message has three parts

• the opening
• The body
• The closing.

 

Routine request

When writing a Routine request use the direct approach:

• State the main idea by stating your request up front it will stand out and get the most attention. 
• Pay close attention to the tone of your request by giving careful thought to what you are going to say.
• Work under the assumption that the audience will comply.
• Be sure to be clear with your reasoning to make this happen. 
• Be specific; what do you want and be sure the audience knows it

 

Use the body of your message to explain your request.  The body of your message should provide a clear explanation of what you need.  This list of questions helps organize your message and help your audiences identify the information you need

• Ask the most important questions first.
• Ask only relevant questions.
• Deal with only one topic per question

 

End with a closing that is courteous and serves as a reminder of what is you need 

• Be specific as to what you need
• Tell your audience how to reach you if necessary
• Let your audience know who much you appreciate their efforts
• End with a closing expression of goodwill

 

The link below can assist you writing a routine request. http://www.slideshare.net/mmedina/routine-request-letter-ii

Chapter 7 Choosing Electronic Media for Brief Messages

With so many Electronic Media options for brief messages it is important to choose the right kind of medium for your message.   Some ways to create messages are through

• Social networks and user-generated content sites such as Facebook, Twitter, Flicker and You Tube provides a variety of communication tools, including feedback, comments and person profiles.
• Email, Most companies used emails to communicated within the organization
• Instant messaging, text messaging
• Blogs,
• Pod casts,
• Online video

When creating content for social media here is a few tips to keep in mind

• Remember that it’s a conversation, not a lecture or sales pitch,
• Write informally but no carelessly,
• Create concise, specific, and informative headlines,
• Get involved and stay involved,
• If you need to promote something, do to indirectly,
• Be transparent and honest.

http://www.power-house.com/pdf_downloads/Marketing_electronic_media_Successfully.pdf

The three stop process for successful email are, planning email messages, writing email messages, and lastly completing email messages.

Text messages and instant messages can be an asset and some ways of making them effective are, phone based text messaging is fast and portable but not yet as versatile as computer based IM. IM offers many benefits such as rapid response, low cost, ability to mimic conversations, and wide availability. But some risks are computer viruses, network infiltration and the possibility that sensitive messages might be intercepted by outsiders.

Adapting the Three Step Process for Successful IM, Planning instant messages, writing instant messages and completing instant messages

Blogging is a continuing way of sharing information with an online audience.  The three step to be a successful blogger is to always be aware of the audience, they are the ones that you want to satisfy.  Always write with a purpose and not just write to fill space. People will not read an article with no relevance to anything, and lastly scope. Cover a subject area that is broad enough to offer discussion. 

If you want your audience to respond you need to understanding the business application of blogging.

• project management and tem communication
• company news
• customer support
•  public relations and media relations
• recruiting
• company news
• customer support
• public relations and media relations
• recruiting
• policy and issue discussions
• crisis communication
• market research
• brainstorming
• viral marketing
• email replacement
• news syndication
• community building

 Below is a video on media communications and information

http://www.youtube.com/watch?v=SJkW5URfw4k

Chapter 6 COMPLETING BUSINESS MESSAGES

No matter how brief or straightforward your message might be, when you begin the revision process focus on content, origination, style and tone

Revising your message

Revising is the last step in writing business messages, it is going over your message to make sure you have it in the format you want and the content is what you intended your audience to hear.  To evaluate the content of your message answer these question

• Is the information accurate?
• Is it relevant to your audience?
• Do I have enough information to satisfy the reader’s needs?
• Do I have a good balance between the general and specific?

 After you finished revising your message you need to organization it, asked yourself these questions.

• Have I covered all points in the most logical order?
• Did I repeat myself
• Should I rearrange the message in another sequence?
• Are details scattered and need to be grouped?
• Style

 Style and tone is how you get your message across.  Avoid using any type style that may interfere with the reading of your message. The tone of a message refers to the writing attitude toward the reader and the subject of the message.  Go to the link below for tips on the syle and tone of a message

http://www.docstoc.com/docs/28713344/?choose-the-right-tone-and-style/

When reviewing for Readability

• Vary the Sentence Length, if you break up long sentences into smaller sentences this makes it easier for your audience to understand
• Keep Paragraphs short, Paragraphs give the reader a little break and signal that you are moving onto another thought. Reread your paragraphs and count up how many ideas you’re cramming into them.
•  Use Lists Emphasis and Clarity: List can be used to heighten your reader’s impact visually and increase the likelihood that they will find key point.  It also show the sequence of your ideas.

Adding Headings and Subheadings to your message tells your readers about the content of the each section after the heading and subheading and also serves as an important function in your message by:

• Organizing your message by grouping related paragraphs together and by organizing lengthy materials into shorter section.
• Attention.  Headings and subheadings can be informative and inviting. Headings and subheadings act as an attention getter that grab your readers attention, makes it easier to read, and helps them find the part they are looking for.
• Connection.  Headings and subheadings helps your readers see the relationship between the main ideas and subordinate ones allowing them to understand your message easier.

Once you finished revising for readability its time to improve the clarity of your message by editing for clarity and conciseness. Below are a few things to keep in mind when editing for clarity

• Breaking up overly long sentences
• Rewrite hedging sentences
• Impose Parallelism
• Correct Dangling Modifiers
• Reword Long Noun Sequences Editing for Clarity
• Replace camouflaged verbs
• Clarify sentence structure
• Clarify awkward references

To make your message more concise

• Delete unnecessary words or phrases
• Shorten overly long words and phrases
• Eliminate redundancies
• Recast sentences that begin with “it is” and “There are”

 http://wordwise.typepad.com/blog/2009/12/dan-santows-4th-annual-proofreadapalooza.html

Chapter 5. WRITING A BUSINESS MESSAGE

After planning, comes the actual writing stage of a business message. This is the most crucial stage, since one mistake of a word may give the wrong impression to the reader. Make sure that the reader will understand the purpose of the message. 

 Adapting to your audience 

If your audience think or feel you do not understand or care about their needs they will not pay attention to you message.  You can adapt to your audience needs by using the “You” attitude.  Ask yourself what do they want, what do they need to know, and what is in it for them

Speaking and writing in terms of your audience’s wishes, interests, hopes, and preferences, replace terms that refer to yourself and your company with terms that refer to your audience, use words like you and yours instead of I, me, us, ours and mine.

 A good relationship with your audience is essential to communication effectively. 

• Be sensitive to their needs, be politeness, be positive emphasis, and use bias-free language.
• Build a strong relationship with your audience by establishing your credibility and projecting your company’s image.
• Control your style with a conversational tone, plain English, and appropriate voice. 
• Establish a good respectful relationship with your readers by addressing them directly
• Writing in the active voice and using the second person not just the first.                            
• Stress how your audience can benefit from complying with your message
• Earn the respect of your readers by being courteous, tactful and gracious

 When composing your message choose strong words that will help you create effective sentences and coherent paragraphs.    

 A good relationship with your audience is vital because it is the way to get your message across.   When building a strong relationship:

• Be honest, honesty and integrity will earn you respect with your audience even if they do not always agree with or welcome your message
• Be objective, show that you can distance yourself from emotional situations and look at all sides of an issue
• Let your audience know that your understand what is important to them
• Let your audience know that you have whatever it takes to back your message
• If your audience do not know you get someone they know and trust
• Your performance must be impeccable, people needs to know they can count on you to get the job done
• Be confident, audience needs to know that you believe in yourself and your message
• Support your points with evidence
• Be sincere

 Write in business tone with a style that is clear and concise.

• Avoid obsolete and pompous language: avoid using big words, trite expressions, and overly complicated sentences to impress other; such pompous language sounds self important
• Avoid preaching and bragging:  If you have to remind your audience of something obvious try to work in the formation casually.  Also avoid bragging about your accomplishment and those of your company.
• Be careful with intimacy. Most business messages should avoid intimacy, such as sharing personal details or adopting a casual, unprofessional tone. However, when you do have a close relationship with you audience, such as among the members of a close knit team, a more intimate tone is something appropriate and even expected
• Be careful with humor. Humor can be an effective tool injects interest into dry subject or take the sting out of negative news. However, use it with great care; Humor can easily backfire and divert attention from your message

 Below is video on how to build a relationship with an audience from a communications and public speaking expert.  http://www.youtube.com/watch?v=OrRavkn3qFw&NR=1

Chapter 4. PLANNING BUSINESS MESSAGES

When planning to write a business message ask yourself the following question.  The answers to these questions will help you writing a good business message.

• Who is this business message designed for? It is important to identify who is the recipient of the business message
• What is the purpose is this business message? Once your purpose of your message is identified then writes the message will be designed in relation to the purpose.

 The clearly and logically your message is the easier it will be for audience to understand it. .  Understand the three steps on the writing process.

• When writing think about who you are and who your audience is.  Your message needs to connect with your audience.  Support your topic or opinion with examples.  Understanding the writing process is very important for it to be serration, gather information, select the write medium and organize the information. 
• Writing the business messages, Use the “you” attitude in all your messages. Always emphasize the positive, establish your credibility, be polite, use bias-free language and always project the company’s image.
• Completing the business message. Rewrite your message, proofread it making sure the language and message is what you want to convey. Proof-read the entire report not only to check for grammatical correctness and stylistic consistency first step is to define the purpose.

 

Define your purpose.   

When defining your purpose ask yourself what you hope to accomplish with your message and what your audience should do or think after receiving it.  Consider whether your purpose is worth pursuing at this time. To help you decide whether to proceed, ask yourself these four questions:

• Will anything change as a result of your message? 
• Is your purpose realistic                 
• Is the time right?
• Is your purpose acceptable to your organization? 

http://www.clearviewcomms.com/define_your_message.html

Before you write your message you need to assemble the information that you need to include in your message. You can gather information to satisfy your audience’s needs by using these informal methods:

• Consider others’ viewpoints. You might put yourself in others’ position to consider what they might be thinking, feeling, or planning. 
• Reading reports and other company documents. Consider company annual reports, financial statements, news releases, memos, marketing reports, and customer surveys for helpful information.
• Talk with supervisors, colleagues, or customers. Fellow workers and customers may have information you need, or they may know what your audience will be interested in.
• Asking your audience for input. If you’re unsure of what audience members need from your message, ask them.  Admitting you don’t know but what to meet their needs will impress them rather than getting it wrong. 

 Selecting the best channel and medium for your message can make the difference between effective and ineffective communication. Choose between the oral or written channel; consider the media within each channel. The channel and medium should match your purpose and your audience, and then tailor your message accordingly. Time and cost are also factors that will affect your choice of channel and medium.

Choose the richest media for non-routine, complex messages; to extend and humanize your presence throughout the organization; to communicate caring to employees; and to gain employee commitment to organizational goals. Use leaner media to communicate simple, routine messages.  Below are a few pointers that will help you determine when to select electronic over more traditional forms:

• Voice mail can be used to replace short memos and phone calls that need no response. It is most effective for goodwill and other positive messages.
• Teleconferencing is best for informational meetings, but ineffective for negotiation.
• Videotape is often effective for getting a motivational message out to a large number of people; however, it offers no opportunity for immediate feedback.
• Computer conferencing allows users to meet and share documents in real time. Attention is focused on ideas rather than on who communicates them.
• Faxing provides hard copy messages, despite time-zone barriers. However, faxed messages are not private and may look unprofessional. 
• E-mail offers speed, low cost, easy access, portability, and convenience. It’s best for communicating brief, noncomplex, time-sensitive information, but its effectiveness depends on the skill of those who use it.
• Instant messaging allows people to carry on real-time, one-on-one, and small-group text conversations. These conversations aren’t recorded or saved, so they don’t clog the company’s network.   
• Websites offer interactive communication through hyperlinks, allowing readers to absorb information non-sequentially: they can take what they need and skip everything else.
• Electronic messages are useful when you need speed, when you’re physically separated from your audience, when time zones differ, and when you must reach a dispersed audience personally. The Internet, e-mail, voice mail, and faxes allow people from opposite ends of the world to work together 24 hours a day, seven days a week. This global collaboration enables companies to build products, run operations, and deliver services better, faster, and cheaper.
• Electronic messages are useful when you need speed, when you’re physically separated from your audience, when time zones differ, and when you must reach a dispersed audience personally. The Internet, e-mail, voice mail, and faxes allow people from opposite ends of the world to work together 24 hours a day, seven days a week. This global collaboration enables companies to build products, run operations, and deliver services better, faster, and cheaper.

How to start planning a business message:

 http://www.ehow.com/how_4819498_start-planning-business-message.html

COMMUNICATION IN A WORLD OF DIVERSITY

Effectual intercultural communication has become an increasingly important subject in today organizations.  Many organizations are comprised of individuals from different languages, cultures and geographic distribution.  Managing people from such a diverse back ground can be an opportunity as well as a challenge for managers.

 Since cultures differs in values these differences sometimes causes conflict in the workplace.   The first thing managers need to do is to be aware of what dimensions of cultural diversity exist within their organization.  Then acknowledge there will be differences between individuals and groups of people.  Managers also need to be skilled to deal effectively with some of these challenges, they need to be aware of whatever situation, problems or issues arise then deal with it.    Some of the steps managers can take to improve intercultural communication between individuals and groups are studying other cultures and languages, write as clear as possible, speak clearly, listen carefully and use an interpreters when necessary. Teaching others your culture and learning their culture can help managers and employees communicate better.  Self Study guide in helping you adapt to your culture http://www.articlesbase.com/human-resources-articles/how-to-adapt-to-the-culture-of-your-new-workplace-more-quickly-a-selfstudy-guide-1887645.html

 Ethnocentrism is the belief that one’s own culture patterns are better than others, and their way of doing thing is the right way.  It is judging others by one’s own culture beliefs.  For example, saying that capitalism and the democratic systems that are embraced by many Western nations must be embraced by every nation is not true. Some nations are ruled under the system of Communism and they loved it.  The three things one can do to avoid ethnocentrism is do not make assumptions or judgments and acknowledge the differences. 

 As companies are doing more and more business in a global economy professionals are finding themselves doing business in foreign counties.   Some countries rely more on high-context communication then low-context communication.  High-context cultures relay less on verbal communication and more on nonverbal communication.  Example, Chinese silence is seen as been polite and doesn’t have to be replaced with communication.  Low-context cultures rely more on verbal communication and less on circumstances and cues to convey meanings. Example, American is seen as low-context because they need to know what is going on and have to be provided with detailed background. To better understand high-context and low-context communication ask the following questions.  Do I recognize implied messages from other, am I aware of the verbal and nonverbal cues that lets me understand what the speaker means (high-context). Or do I let my words speak for themselves? Do I prefer a more direct approach, relying on clarity in speaking (low-context)?

 When operating a business in American culture one should keep in mind that U.S. culture generally expects you to succeed on your own.  Every one has the opportunity to pursue whatever dreams and goals they desire.  Americans loves their privacy and personal space, be always on time and keep to the schedule.

The culture in the workplace questionnaire will provide you with insights about yourself http://www.itapintl.com/tools/culture-in-the-workplace-questionnaire-cw/itapcwquestionnaire.html.

Understanding cultural preferences http://www.itapintl.com/tools/culture-in-the-workplace-questionnaire-cw/culturalpreferences.html