Unit 6: Communication in the Workplace

(9 Hours)

Introduction

Communication is something that we do involuntarily -- like inhaling and exhaling. We

communicate with our superior, colleagues, and friends without giving much thought to how
we're doing it.

It might seem easy, but communicating effectively actually takes quite a bit of grace and
refinement. Choosing the right expressions to utter, writing the best words to express meaning,
listening with our minds instead of just our ears, and getting our message across are skills that we
all need to work on.

In this unit, the concepts of effective communication in the workplace will be discussed. It also
tackles the communication skills that recruiters and hiring managers want to see in you as future
employees. You'll learn some of the good things that communication has to bring in the
workplace.

This unit of the module likewise gives you information that will guide you through the process of
writing a cover letter and resume. If you follow these steps, you'll have a better chance of
securing job interviews and of landing a job in the future.

Furthermore, this unit introduces you to one of the communication modes in a company-the
memorandum. The types and tips on how to effectively write a memorandum is discussed in this
unit.

Finally, this learning module unit provides you tips in your job search journey in the future– the
job interview. As a future professional, it’s always a good idea to brush up on the basics of
interview etiquette. To help you land easily in your future job, this module was designed to help
you.

Learning Outcomes:

At the end of this unit, you are expected to:

1. converse about the components of communication in the workplace;

2. develop a cover letter and a resume incorporating the standards of writing;
3. distinguish the types and parts of a memorandum; and
4. employ the do’s and don’ts in the conduct of an interview.

Activating Prior Learning:

Fill in the grid expressing your ideas in a word, phrase or a sentence on the given concepts.

What do you know about these What do you want to know about
concepts? these concepts?

Workplace
Communication
 Cover letter vs
Resume

Memorandum

Job Interview

Topic 1: Effective Workplace Communication

Learning Objectives

At the end of the lesson, you are expected to:

1. discuss the concepts of workplace communication;
2. distinguish the components of communication in the workplace;
3. explain the skills needed for workplace success; and
4. demonstrate effective communication in the workplace based from a
developed script.

Presentation of Content

Workplace Communication
Workplace communication is the process of exchanging information and ideas, both verbal and
non-verbal, within an organization. An organization consists of employees from different parts of
the society. These employees bring different cultures, beliefs, experiences and backgrounds that
at times create conflict, and to hold down from these disagreements of employees that could
affect the organization negatively, communication has to be given attention.
Workplace communication according to Sherman (2019) is tremendously important to
organizations because few jobs are solo acts. It takes good communication to work on a team, for
it increases productivity and efficiency. On the other hand, ineffective and poorly managed
workplace communication leads to poor motivation, conflict, communication gaps between
employees, which causes confusion, wastes time, and reduces productivity (Meier, 2014).
Misunderstandings that cause friction between people can be avoided by effective workplace
communication. Effective communication, also called open communication, prevents barriers
from forming among individuals within companies that might impede progress in striving to
reach a common goal.
For organizations to function as desired, superiors and subordinates must be able to interact
clearly and effectively with each other through verbal and non-verbal communication to achieve
particular goals.

Communication Skills for Workplace Success

Doyle (2020) believes that a person’s ability to communicate effectively with superiors,
colleagues, and staff is very important, no matter what agency or organization he/she is in. In the
digital era, employees must know how to effectively convey and receive messages personally or
virtually -via cell phone, telephone, email, and social media.
The following are the communication skills that would lead you the way to success. Just
remember the mnemonics PORN FACCCE

 Positive Feedback: Giving feedback involves giving praise as well – something as

simple as saying "good job" or "thanks for taking care of that" to an employee can
greatly increase motivation.

 Open-Mindedness: A good communicator should enter into any conversation with a

flexible, open mind. Be open to listening to and understanding the other person's point of
view, rather than simply getting your message across.

 Respect for people and their ideas: People will be more open to communicating with
you if you convey respect for them and their ideas.

 Nonverbal Communication: Your body language, eye contact, hand gestures, and tone
of voice all color the message you are trying to convey. A relaxed and a friendly tone
will make you appear approachable and will encourage others to speak openly with you.

 Friendliness: It is important to be nice and polite in all your workplace

communications. This is important in both face-to-face and written communication.

 Active Listening: Being a good listener is one of the best ways to be a good
communicator. Take the time to practice active listening. Active listening involves
paying close attention to what the other person is saying, asking clarifying questions,
and rephrasing what the person says to ensure understanding.

 Clarity and Conciseness: Good verbal communication means saying just enough – don’t
talk too much or too little. Say what you want clearly and directly, whether you're
speaking to someone in person, on the phone, or via email.
  Confidence: It is important to be confident in your interactions with others. Confidence
shows your coworkers that you believe in what you are saying and will follow through.
 Choosing the Right Medium: An important communication skill is to simply know what
form of communication to use.

 Empathy: Using phrases as simple as "I understand where you are coming from"
demonstrate that you have been listening to the other person and respect their opinions.

The Power of Good Communication in the Workplace

Good communication is an important skill in any environment with human interactions.

However, when it comes to communication in the workplace, good communication is an integral
element to business success. Bosworth, a coach of leaders at all levels and across a number of
industries with pragmatic, consultative approach gives the following benefits of good
communication.

1. Good Communication Mitigates Conflict

One of the times an organization is most likely to seek communication training is when there’s
clear tension or conflict in the workplace. Regardless of the conflict, communication is usually
an underlying factor.

2. Good Communication Increases Employee Engagement

Communicating is more than just talking. It is about connecting with people. One of the most
powerful benefits of better communication in the workplace is more engaged employees.

3. Good Communication Creates Better Client Relationships

When your employees are trained to communicate more effectively and to connect with others,
they can better: a.) mitigate and resolve conflict, b) understand needs, c.) help the customer feel
understood, and d.) present new information in a way in which the client will be more receptive

4. Good Communication Results in a More Productive & Talented Workforce

Employee engagement is a significant factor in the productivity of a workforce. Besides,

contributing to increased employee engagement, communication skills can also help foster a
more productive and talented workforce in many other ways:

a. Understanding team talents & skills.

b. Achieving more buy-in.
c. Innovation and creative thought.
d. More strategic team building.

Tips for Effective Workplace Communication

We communicate in different ways to different people, but we have to be very careful about the
way we communicate at work. Stephanie Watson in her article shares some of the tips that
management experts use to improve communication. The communication strategies enumerated
below, according to her, can lead to real improvements in employee motivation, productivity and
profitability. These are
1. Make work fun. Making work fun will keep workers motivated and productive.
2. Don't just hear. Listen.
3. Take your emotions out of the equation. You can't be professional if you're angry at your
employees. Learn to react stoically.
4. Make employees feel like owners.
5. Trust your people. If you want to keep morale, make sure they know you trust their instincts.
6. Give employees what they want.
Motivators for employees:
*the desire for compensation and material things
*the need to bond with others and feel as though they belong
*the need to make sense of their environment
*the desire to defend their accomplishments

7. Give good feedback. If you like your employees' work, let them know it.
8. Respect cultural differences.
9. Revive the great lost art of conversation. Even in our modern world, face-to-face
communication can work wonders for morale.
10. Handle conflicts with diplomacy.

Application

A. Group yourselves into 5. Develop a script on one of the following situations. Then, perform to
class in 3 to 5 minutes to illustrate effective communication in the workplace.
You are graded using the following rubric:
Criteria Very Good Good Fair

Script 5 4 3
Mastery and 10 7 5
Delivery of lines
Adherence to rules 2 1 1
Overall 3 2 1
 Performance

1. A manager meeting his/her subordinates to solicit their opinions regarding the conduct of
the1st year anniversary of the company.

2. Parents attending a quarterly meeting which was presided by the classroom adviser.

3. A client complaining to the head regarding the indecent behavior of a newly-hired employee
in the company.

4. A department head explaining to the employees the new policies of the organization.

5. A police officer meeting his men to decide on how they are to carry out a police operation in
the different barangays in the town.

B. Express your agreement or disagreement on these statements. Defend your stand.

1. Even when you disagree with an employer, coworker, or employee, it is important for you to
understand and respect their point of view.

2. Think about what you want to say before you say it.

3. You should think about the person with whom you wish to speak, if they are a very busy
person (such as your boss, perhaps), you might want to convey your message through email.
 Feedback

Enumerate and discuss the communication skills that would lead you to workplace success.
Rubric: 2 points each: 1 point for the correctness of information, and 1 point for the mechanics and clarity
of thought.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_________________________________________________________________________
Topic 2: Communication for Employment (The Cover Letter and the
Resume)

Learning Objectives

At the end of the lesson, you are expected to:

1. differentiate a cover letter from a resume;
2. write a cover letter integrating the standards of writing;
3. discuss the features of an effective resume;
4. contrast the different resume formats; and
5. develop a resume incorporating the principles of resume writing

Presentation of Content

Cover Letter

Is writing a cover letter necessary when you apply for a job? You may feel like this document is
not important since you are already providing a resume with various information. But, to tell
you…A cover letter serves a vital purpose: it presents the case for why you should be hired and
distinguishes you from other candidates. Your cover letter is where you can show your passion
for the position and the company, and highlights your most relevant qualifications.

Many employers require cover letters as part of the job application process. However, even when
an employer does not explicitly ask for a cover letter, you should send one. A strong cover letter
can make your application stand out from the others. Remember to:

Highlight Your Relevant Qualifications

Customize your Letter

Explain Anything

Edit Your Cover Letter

Cover Letter Writing Tips

Cover letters are a great opportunity to cover qualifications you can’t fully explain in your
resume’s. Also, they help personalize job applicants to enable them to come across more as real
people to potential employers. To take advantage of a cover letter's full potential, follow these
steps below proposed by Hockstra (2020).
1. Include a salutation. The greeting you choose depends on how much information you have
about the company.
How to Address your Cover Letter
Figure out the name of the hiring manager. This detail makes a huge difference. It makes your
letter a picture perfect, and shows the hiring manager that you care about this opportunity enough
to figure out to write to.
Look up for the company’s employee roster to make an educated guess as to who will be reading
your cover letter. Even if you are incorrect, it is better than using “To whom it may concern” or
“Dear Hiring Manager”.
Use “Dear” and their formal title. Make sure to use the hiring manager’s proper title like Mr.,
Ms., or Dr. If you cannot tell from their name what the manager’s gender is, address it to their
full name.
Ending the salutation with a comma is typically all right, but if you want your letter to be more
formal, use a semi-colon.
2. Write the first paragraph of your letter. This is where you will mention the job for which
you are applying and how you found the job listing. It only needs to be 1 to 2 sentences in length.
3. Write the body paragraphs of your letter. Most cover letters will only have 1 or 2 body
paragraphs. You don't want to overwhelm the hiring manager or use up a great deal of their time.
Make sure to talk about…
Why you are a qualified candidate for the position.
What work experience you have that fits the listed job requirements.
Why you want to work for that company specifically.
What tangible actions and improvements you could make in this role.
4. Write the final paragraph of your letter. This is where you wrap up and discuss how you
proceed with the application. You may emphasize why you would be great in this position. You
may also talk about how you proceed with your application before thanking the manager for their
time.
5. Wrapping up the Cover Letter. Reiterate why you’re a perfect fit. Sum your qualifications
up in one compact sentence to remind the manager why you are the best person to hire.
Discuss what you will do next. If you plan on following up with the hiring manager in a week or
two, include a specific date. Otherwise, just say that you look forward to interviewing for the
position and discussing your qualifications further.
Give your contact information. Include your email address and phone number to make sure the
manager can get in touch with you.
Mention any attachments you have included.
Thank the person for their time and consideration. Say something like. “Thank you very much
for you time and I look forward to speaking with you soon.”
6. End your cover letter with a respectful closing statement. “Best” or “Sincerely” are both
classic options. Then, type your full name and affix your signature.

Resume

A resume’ or resume is a document created by an applicant to present his/her background,

skills, and accomplishments. Resume’s can be used for a variety of reasons, but most often they
are used to secure new employment.
A typical resume’ contains a "summary" of relevant job experience and education. The resume’
is usually one of the first items, along with a cover letter and sometimes an application for
employment, which a potential employer sees regarding the job seeker and is typically used
to screen applicants, often followed by an interview.

The curriculum vitae (CV) used for employment purposes in the UK (and in other European
countries) is more akin to the resume’—a shorter, summary version of one's education and
experience—than to the longer and more detailed CV that is expected in U.S. academic circles.
In South Asian countries such as India, Pakistan, and Bangladesh, biodata is often used in place
of a resume’.

In many contexts, a resume’ is typically limited to one or two pages of size A4 or letter-size,
highlighting only those experiences and qualifications that the applicant considers most relevant
to the desired position.

A sample resume’ is found below:

Resume’s may be organized in different ways. The free encyclopedia shares us some of the more
common resume’ formats:

1. Reverse chronological resume’

 A resume’ that lists a candidate's job experiences in chronological order, generally

covering the previous 10 to 15 years. Positions are listed with starting and ending dates.
Current positions on a resume’ typically list the starting date to the present.

 This is most commonly used by professionals who are taking advancements in the same
vertical. In using this format, the main body of the document becomes the Professional
Experience section, starting from the most recent experience and moving
chronologically backwards through a succession of previous experience.

 This works to build credibility through experience gained, while illustrating career
growth over time and filling all gaps in a career trajectory. A chronological résumé is not
recommended to job seekers with gaps in their career summaries.

2. Functional resume’

 A resume’ that lists work experience and skills sorted by skill area or job function.

 This is used to focus on skills that are specific to the type of position being sought. This
format directly emphasizes specific professional capabilities and utilizes experience
summaries as its primary means of communicating professional competency.
  This works well for those making a career change, having a varied work history or with
little work experience. A functional resume’ is also preferred for applications to jobs that
require very specific skills or clearly defined personality traits.

 This is a good method for highlighting particular skills or experiences, especially when
those particular skills or experiences may have derived from a role which was held some
time ago.

3. Combination resume’

As the term suggests, this combines the features of the first two kinds of resume. As such,
this highlights job history as well as capabilities.

Although there is no hard and fast rule regarding resume layout or content, the contents
should include the following:

a. Personal Information
b. Educational Qualifications
c. Employment Records
d. Summary of Skills and Abilities
e. Membership/Officership in Professional Organizations
f. Character References

4. Online resume’

The search for employment today has become more electronic. It is common for employers to
accept resume’s electronically sent, either out of practicality or preference. Many employers now
find candidates' resume’s through search engines. This has changed much about the manner in
which resume’s are written, read, and processed.

Employers use Applicant Tracking Systems to search, filter, and manage high volumes of
resume’s. Job ads may direct applicants to email a resume’ to a company or visit its website and
submit a resume’ in an electronic format.

One advantage for employers to online resume’s is the significant cost saving compared to
traditional hiring methods. Another is that potential employers no longer have to sort through
massive stacks of paper.

5. Infographic, video and website resume’s

As the Internet becomes more driven by multimedia, job-seekers have sought to take advantage
of the trend by moving their resume’s away from the traditional paper and email media to
website or e-resume’s.

Video, infographic, and even Vine resume’s have gained popularity, though mainly in the
creative and media industries.

Reminders in Writing Resume

1. Do not write the word RESUME in the heading.

2. Arrange the parts of the resume according to your purpose.
3. Keep sentences brief yet informative.
4. Check the contents to avoid errors.
5. Edit you work for clarity of thought and correctness of grammar
6. Avoid the first person pronouns “ I, me or my”…
7. Try not to have “character references available upon request”
8. Be emphatic by using more than one font type, but never overuse them.
9. Use appealing font style with readable size.
10. Properly format headings, margin and spacing.
11. Affix your signature to authenticate its content.
12. Include your latest photo.
13. Use high quality paper for printing.
 Application

Write your ideas briefly but intelligently. Look for a partner and discuss these
questions with him/her. Come up with a common response. Then, share to the whole class the
result of your discussion.
1. Are application letters considered cover letters? Why or why not?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________
2. Can you assign someone to make a resume for you? Justify your answer.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________
3. What do you think is the most important part of a resume?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________
4. How is a resume different from that of a cover letter?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________
5. Why do we need to ask permission from you character references?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________
B. Bring to class samples of cover letter and resume.
Let your classmates comment/critic on the cover letter brought to class. They are to give the
good points and the points for improvement of the cover letter presented to class. Of the resumes
brought to class, they are to identify the format adopted by the applicant.

Feedback

Directions: Imagine you have already graduated from your present course/degree. You wish to
apply in a company/agency for a position/job related to your educational preparation and
qualification. Make a cover letter and a resume.
You are graded on your output using the following rubric:
Criteria Very Good Good Fair
 Content 10 8 6
Mechanics 5 4 3
(Grammar,Spelling,
punctuation)
Organization 7 5 4
Overall 3 2 1
Appearance of the
Output

A. Cover letter

B. Resume. (Select a Format you are most comfortable with)

Topic 3: Communication within a Company (The Memorandum)

Learning Objectives

At the end of this topic, you are expected to:

1. distinguish the parts of a memorandum;
2. contrast the types of memorandum; and
3. write a memorandum from a given situation.

Presentation of Content

Memorandum

A memorandum, more commonly known as a memo, is a short message or record used for
internal communication in a business. Once the primary form of internal written communication,
memorandums have declined in use since the introduction of email and other forms of electronic
messaging; however, being able to write clear memos certainly can serve you well in writing
internal business emails, as they often serve the same purpose.

A memorandum may have a format specific to an office or institution.

Memos are a great way to communicate big decisions or policy changes to your employees or
colleagues. It’s important that you take the time to craft a good memo so your message comes
across how you want it to.

Memos can be used to quickly communicate with a wide audience something brief but
important, such as procedural changes, price increases, policy additions, meeting schedules,
reminders for teams, or summaries of agreement terms and the like.

Memorandum can move horizontally and vertically in a company. Hence, they are considered
vital means of information dissemination which is very sure to be received by everyone in the
company.

Aside from this, they can also be considered written records or documents of the company. It
must be remembered that the key people in the organization, though they are not mentioned in
the memorandum, should be furnished with all important memoranda to keep them abreast of
what is happening in the agency.

A memorandum is usually sent by a person occupying a high position to the subordinates.

However, there are instances when a memorandum is sent to individuals having the sane rank
with you, in this case “Memo for” instead of “Memo to” should be used.
Types of Memorandum
1. Memorandum that requests. This document makes a favor. Because you are asking for
something, you should be courteous and respectful. Do not demand nor dictate. Start
immediately with the request and the reason for it. End your document politely by stating the
deadline for such request and the reason behind the deadline.
2. Memorandum that responds. This used when there is a prior document that needs a response.
As such, you start with a summary of the previous document followed by your responses
arranged according to the order of the original requests. To facilitate this, use boldface headings
to emphasize or clarify groupings. Close politely by making an assurance that you are willing to
be of service again.
3. Memorandum that informs. This is used to state, explain, or clarify a policy, issue and others.
As such, it should be concise and clear. To start with, summarize the main idea and explain the
reason behind it if necessary. Close by mentioning the benefits.

Writing Effective Memos

An effective memo, wrote Barbara Diggs-Brown, is "short, concise, highly organized, and never
late. It should anticipate and answer all questions that a reader might have. It never provides
unnecessary or confusing information." ("The PR Styleguide," 2013)

Be clear, be focused, be brief yet complete. Take a professional tone and write as if the world
could read it—that is, do not include any information that is too sensitive for everyone to see,
especially in this age of "click and forward" copy and paste age.

Format

Start with the basics: to whom the article is addressed, the date, and the subject line. Start the
body of the memo with a clear purpose, state what you need the readers to know, and conclude
with what you need readers to do, if necessary. Remember that employees may just skim the
memo upon receipt, so use short paragraphs, subheads, and where you can, use lists. These are
"points of entry" for the eye so the reader can refer back easily to the part of the memo that he or
she needs.

Writing the Heading of the Memo

It is vital that you have to take the time in crafting good memorandum in order that the message
comes across how you wanted it to. The following are some of the tips provided by Erickson
(2019) in relation in writing the heading and body of a memorandum.
1. Type “MEMORANDUM” at the top of the page. State that this document is a memorandum at
the outset. Label the page “MEMORANDUM” 1.5 inches (3.8 cm) from the top of the page. Put
the word in bold on the first line. You can either center it on this line or left-align it. You might
also choose to make the font larger for this word.
*Double space between this line and the next line of the heading.
2. Address the recipient appropriately. A memo is a formal business communication, and you
should address the reader formally as well. Use a full name and title of the person to whom you
are sending the memo.
*If you are sending a memo to the entire staff, you might write: “TO: All Employees.”
3. Add additional recipients in the CC line. The “CC” line indicates who will receive a “Courtesy
Copy” of the memo. This is not the person to whom the memo is directed. Rather, this is
someone who may need to stay informed about policies or issues that you’re addressing in the
memo.
4. Write your name in the “From” line. The heading needs to include who is writing and sending
the memo. Your full name and job title go in this line.
5. Include the date. Write the complete date, spelling out the month and including the date and
year. For example, write: “DATE: January 31, 2019” or “DATE: 31 January 2019.”
6. Choose a specific phrase for the subject line. The subject line gives the reader an idea of what
the memo is about. Be specific but concise.
7. Format the heading properly. The heading should be at the top of the page, aligned to the left-
hand side of the page. Capitalize the words “TO:”, “FROM:”, “DATE:”, and “SUBJECT:”

A sample heading would look like:

TO: Name ad Job title of the recipient
FROM: You name and job title
DATE: Complete date when the memo was written
SUBJECT: (or RE:) What the memo is about (highlighted in some way)
*When constructing the heading, be sure to double space between sections and align the text.
*You may choose to add a line below the heading that goes all the way across the page. This will
separate the heading from the body of the memo.

Writing the Body of the Memo

1. Consider who the audience should be. In order to get people to read and respond to the memo,
it’s important to tailor the tone, length, and level of formality of the memo to the audience who
will be reading it. Doing this effectively requires that you have a good idea of who the memo is
intended for.
2. Skip a formal salutation. A memo does not begin with a salutation like “Dear Mr. de la Cruz.”
Instead, dive right into your opening segment that introduces the matter you’re discussing in the
memo.
3. Introduce the problem or issue in the first paragraph. Briefly give them the context behind the
action you wish them to take. Introduce the topic and state why it matters. You might also
consider the introduction as an abstract, or a summary of the entire memo. As a general
guideline, the opening should take up about one paragraph.
5. Give context for the issue at hand. Your reader may need some background information about
the issue you’re addressing. Give some context, but be brief and only state what is necessary.
6. Support your course of action in the discussion segment. Give a short summary of the actions
that will be implemented. Give evidence and logical reasons for the solutions you propose. Start
with the most important information, then move to specific or supporting facts. State how the
readers will benefit from taking the action you recommend, or be disadvantaged through lack of
action.
7. Suggest the actions that the reader should take. A memo is a call for action on a particular
issue, whether it is an announcement about a new company product, new policies, or a statement
about how the company is addressing a problem. Restate the action that the reader should take in
the closing paragraph or sentence.
8. Close the memo with a positive and warm summary. The memo’s final paragraph should
restate the next steps to address the issue at hand. It should also include a warm note that
reiterates the solidarity of the organization.

Application:
A. Discuss the following with a partner. Then write the result of your discussion in a pad paper.
(5 points for a well-written response per item: 3-content; 2-organization; 1- mechanics)
1. Why is a memorandum written?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________
2. Contrast Memorandum To and Memorandum For?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________
3. Explain vertical and horizontal movement of a memorandum.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________
4. When do we say that the memorandum was effectively written?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________

B. Download samples of memos or bring to class copies of memorandum sent to employees. In a

group, identify what type of memos are the downloaded/brought samples. Also, comment on the
format of the sample memo focusing on the heading and body of the memorandum. Write your
observations in a sheet of paper. Then, revise the original if you found out that the memo written
was erroneously written.

Feedback:
Imagine that you are the head of a certain company/agency. Write a memorandum
to all department heads in your company/agency to attend a meeting with you. Provide the other
details needed in the memorandum.
You are graded using the following rubric:
Criteria Very Good Good Fair

Content of the 10 8 6
Memo
 Organization and 7 5 4
Mechanics
Adherence to Rules 5 4 3
Overall Appearance 3 2 1

Topic 4: The JOB Interview

Learning Objectives
At the end of the lesson, you are expected to:
1. discuss the importance of job interview;
2. note the considerations in undergoing a job interview;
3. answer intelligently sample job- interview questions; and
4. conduct a mock- interview.

Presentation of Content

Job Interview

A job interview is a conversation between an applicant and a representative of an employer to

assess an applicant.

It is one of the most popularly used procedures for the selection of an employee. Interviews
depend on the extent to which the questions are structured, from an unstructured and free-
wheeling conversation, to a structured interview in which an applicant is asked a pre-arranged
list of questions in a specified order. Structured interviews are usually more accurate predictors
of which applicants will make suitable employees, according to research studies.

A job interview typically precedes the hiring decision. The interview is usually preceded by the
appraisal of submitted resume’s from interested applicants, possibly by examining job
applications or reading many resumes. Next, after this screening, a small number of candidates
for interviews is selected.

An increasingly common initial interview approach is the telephone interview. This is especially
common when the candidates do not live near the employer and has the advantage of keeping
costs low for both sides. Since 2003, interviews have been held through video conferencing
software, such as Skype. Once all candidates have been interviewed, the employer typically
selects the most desirable candidate(s) and begins the negotiation of a job offer.

Job Interview Tips

You never get a second chance to make a great first impression during your job interview, so
knowing how to prepare for a job interview and having a well-prepared plan is vitally important
to increase your chances of landing that dream job.

Interview preparation is the key to success and a well-polished presentation can give you an edge
over others whose credentials might just be better than yours. Here is how you can hit the target
as discussed in https://www.roberthalf.com.au/career- advice/interview

 Read and review the job description

Read and review the job description very thoroughly and be sure to align your competencies with
the skills required for the job. You will consequently ready yourself for questions around your
previous experiences, performing similar duties in other organizations.

 Research the Company

Organizations look to hire people with similar values to those of the company culture.
Researching the company before an interview will give you an insight into the organization's
future goals and plans and being able to discuss these points will make you seem like a long-term
investment to your future employer. Research on the company’s financials, culture, executive
team, and competitors.

 What to Wear in a Job Interview

Wearing the right clothes to the interview won’t get you the job, but wearing the wrong clothes
will drop any chances of impressing the interviewer. There is one rule that stands above all.
Dress professionally, a business attire that is appropriate for the role while still making sure you
feel comfortable.

 Plan your Journey to the Job Interview

Consider how you get there during the interview. A failure to plan is a plan to fail. Prepare all the
things you need a night before the interview. Make sure you arrive on time. Ensure this by
knowing the address and if you can, have a trial run a couple of days before. Go to bed early the
night before and wake up early to give yourself plenty of time.

 How to Act in an Interview

Whether you get offered the job depends largely on how you perform during the interview, so it
is imperative to make a great first impression on your hiring manager. It's not just what you do,
it's also what you say, and how you say it.
Read the job interview tips below.

Do’s and Don'ts in a Job Interview

What Should you Do:

Dress to impress - clean, ironed and presentable clothes.

Make eye contact, and begin with a strong handshake.
Sit still, with your feet firmly on the ground.
Remember your CV details particularly the experience most relevant to the role
you're interviewing for.
Make a note of your questions.

What should you not Do:

Turn up late to the interview.

Dress inappropriately or sloppily.
Smoke before your interview.
Volunteer your weaknesses or your shortfalls unless asked directly.
Criticize your current or previous employer.

Common Job Interview Questions

The most important part of preparing for an interview is practicing how to answer interview
questions you might be asked on the day. Knowing the most common types of job interview
questions is an advantage - that way, you can craft your answers well in advance, and feel
confident in your responses when the pressure is on.

Below is a list of common interview questions shared by Doyle (2019) that could help you
prepare for your job interview in the next years.

Personal Qualities

Interviewers will ask questions about you to gain insight into your personality and to determine
whether you're a fit for both the job and the company.

Tell me about yourself.

What is your greatest strength/weakness?
Tell me about something that's not on your resume.
Do you consider yourself successful? Why?
How do you handle stress and pressure?
Your Previous Job

Employers almost always ask about why you left, or why you are leaving your current job. Be
prepared with an explanation for why you're moving on. Do make sure the reasons you give
match what past employers will say about you if they are contacted for a reference.

Why do you want to change jobs?

Why were you fired/laid-off?
Why did you quit your job?
Why did you resign?
Why have you been out of work so long?

Compensation

Some of the hardest questions to answer during a job interview are about compensation. Here's
what you will be asked. Questions about salary can be tricky to answer, and, in some
locations, employers aren't allowed to ask about your salary history.

What were your starting and final levels of compensation?

What are your salary expectations?
What are your salary requirements?
Why would you take a job for less money?

Academic Qualifications and Preparation

The most important thing for interviewers to determine is whether you're qualified for the job.
Here's what they will ask to find out. When responding, be specific.

Are you overqualified for this job? Why?

Tell me about your educational background.
What can you do better for us than the other candidates for the job?
What part of the job will be the least/most challenging for you?
What philosophy guides your work?

Job Performance

How you performed in previous tasks can indicate how you will perform in the job for which
you're applying. Be prepared to answer questions about what you did well - and what you didn't.
As with questions about qualifications, be sure to relate your performance to the employer's
requirements.

What do people most often criticize about you?

What problems have you encountered at work?
Why weren't you promoted at your last job?
Tell me about something you would have done differently at work.
If the people who know you were asked why you should be hired, what would they say?
Work History

Is your work history stable, or do you have any gaps in your employment history that the
company should be concerned about? If not, prepare to answer questions about what you were
doing when you weren't in the workforce.

What were your expectations for the job and to what extent were they met?
What were your responsibilities?
What major challenges and problems did you face? How did you handle them?
What did you like or dislike about your previous job?
What was the biggest accomplishment/failure in this position?

Management and Teamwork

Do you work well with others? Do you prefer to work in a solitary environment or as part of a
team? Your work style, and how you get along with others, including co-workers, managers, and
customers or clients is important to all employers. Here are some questions employers ask about
getting along at work.

Describe your ideal boss/manager.

What do you expect from a supervisor?
Have you ever had difficulty working with a manager?
Describe how you managed a problem employee.
Do you prefer to work independently or on a team?

Outstanding Characteristics

Why should you be hired over the other applicants? What makes you the best candidate for the
job? Here's when you'll have the opportunity to make a case for getting a job offer, and the
chance to sell yourself to the interviewer.

Why should we hire you?

Why shouldn't we hire you?
What can you contribute to this company?

Knowledge on the New Job and the Company

What do you know about the company, why do you want the job, and what would you do if you
were to be hired, are just some of the questions you'll be asked about the position and employer.
Take the time to research the employer prior to the interview, so that you can ask informed
questions about the job and company.

How is our company better than your current employer?

What interests you about this job?
What do you know about this company?
Why do you want to work here?
What challenges are you looking for in a position?
Looking Ahead

The question on whether you are you going to stick around if you're hired is something most
employers want to know. All these questions will gauge your interest in making a commitment.

Tell me about the trends in your profession and industry.

What are you looking for in your next job? What is important to you?
What is your professional development plan?
Where do you see yourself five years from now?
What will you do if you don't get this position?

One Last Question

The last question you'll most likely be asked is whether you have any questions.

Do you have any questions for me?

Application

A. Using the grid, fill in the needed information.

What three learnings you have What two information you want What one question you have
had from the module? to know more about the topic? regarding the lesson discussed in
the module?

1. 1. 1.

2. 2. 2.

3.

B. Go out in the community and look for a successful professional. Prepare interview guide.
Interview that professional and record the interview. Present to class the transcript or the result of
the interview.

Feedback
Students look for a partner. They decide who shall be the interviewer and the interviewee. The
interviewer assumes the role of a hiring manager who shall be ready with the interview
questions. The interviewee or the applicant answers the questions extemporaneously. Each pair
has to present in 3 to 5 minutes. They come to class in a semi-formal/professional attire.
You are graded using the following rubric:
Criteria Very Good Good Fair

Mastery 7 5 4
Ability to ask and 10 8 6
respond to questions
Gestures/Expression 5 4 3
and Attire
Overall 3 2 1
performance

Summary
Workplace communication is the process of exchanging information and ideas, verbally and non-
verbally within an organization. One who has a communication skill will help one get hired, land
promotions, and be a success throughout his/her career. Good communication in the workplace
is an integral element to business success.

A resume’ and a cover letter are documents used and created by an applicant to present his/her
background, skills, and accomplishments and highlights his/her most relevant qualifications in
order to get hired in a company.

A memorandum is a short message or record used for internal communication in an agency or a

company. A memorandum basically informs, requests, and responds.

A job interview is a conversation between an applicant and a representative of an employer to

assess whether the applicant should be hired. One has to prepare for it because it gives one an
edge over others whose credentials might just be better than yours.

Reflection

What information have you learned in this unit? How might

you use these learnings in your life, chosen field or future
career?

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References

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Retrieved March 08, 2019 from https://leadershipchoice.com/power-good-
communication-workplace/

Doyle,A. (2019). How to answer the most frequently asked interview questions.
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questions-and-answers-2061204

Doyle, A. (2019). Communication skills for workplace success. Retrieved March

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