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Careers Education and Placement Centre
Communication and Interview Skills
Workshops for Final-year EEE Students
Date : 17 - 19 January, 2001 (Wed - Fri)
Duration : 1.5 hours / session
Venue : Rm 315, Meng Wah Complex
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 1
Careers Education and Placement Centre
Mr K H Leung
Deputy Director
E-mail: leungkh@hkucc.hku.hk
Web: http://www.hku.hk/cepc
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 2
Careers Education and Placement Centre
Ms Rachel Hong
Senior Manager
E-mail: rkmhong@hkusua.hku.hk
Web: http://www.hku.hk/cepc
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 3
Slides from this presentation
lecture notes are available at :
- CEPC Enquiry Desk for photocopying
- CEPC homepage :
<http://www.hku.hk/cepc>
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 4
Résumé & Covering Letter
A Résumé is a one or two pages
history of your achievements,
education and characteristics
that qualify you for the position
you seek.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 5
Résumé & Covering Letter (Cont’d)
A Covering Letter introduces your
résumé to the employer and links your
most important skills and experience
to the job.
It should explain why you are
interested in that career and that
employer.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 6
Who are the READERS?
What are their backgrounds?
• The Human Resources Personnel
• The Line Managers
• The Selection Committee
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 7
Your Challenge
To show where you are different or
better than your competitors!
Add value - your experiences inside
and outside of school will set you
apart from your peers.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 8
Remember
The résumé and covering letter are your
own personal marketing document
no standard format
Your can read examples of resumes,
but don’t copy them.
Make one for yourself.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 9
Covering Letter
Basic knowledge of cover letter
• Limit it to one page, one and a half at the
most
• A4 size quality paper
• Be brief and specific - don’t re-produce
your résumé
• be addressed to the relevant named person
in the organization
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 10
Covering Letter … cont’d
• say how you came to know about the
vacancy
• say how your skills and experience are
relevant to the job
• don’t merely quote what skills your have,
give specific examples
• say why you are attracted to and suitable for
the job
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 11
Covering Letter
Why are you interested in the company and the job??
Research!!
• recruitment talk
• career booklet
• recruiting organisation’s annual report / brochure
• world wide web (e.g. South China Morning Post
Achive)
• alumni contact/friends
• CEPC homepage
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 12
Application Letter
I. follow the ‘4S Rule’
- Short
- simple
- succinct
- specific
II. include ‘competency statements’
- should say what the candidate can DO
- should make it clear what results they have
achieved
- should be related to the employer’s needs and
organised so as to show how the candidate’s
qualifications can help to meet them
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 13
Format for Cover Letter
Your Address
Date
The person’s name
Job tile
Employer name
Address
Dear (Mr/Mrs/Ms Surname),
Ref: (Position)
Introduction - Explain why you are writing
Middle paragraph/s - Match your qualification, experiences, and
achievements with the primary tasks of the appointee.
Make them interested in meeting you!
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 14
Format for Cover Letter … cont’d
Penultimate paragraph - Say why are you attracted to this
employer, occupation, and/or
industry.
Closing paragraph - Leave the way open for further
communication.
Yours sincerely,
Your name
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 15
Exercise - Match your qualification, experiences and
achievements against the primary tasks of the
appointee
Primary tasks Own strengths (give
evidence, name results)
Engineer, Electrical Development
Reading design specifications & technical
drawings of equipment
Designing test procedures to obtain required
data
Specifying test rigs and instrumentation
Conducting tests and recording, analysing and
interpreting data
Proposing modifications and repeating tests,
writing & editing reports
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 16
Primary tasks Own strengths (give
evidence, name results)
Engineer, Electrical Design
Reading specifications for equipment or
systems
Researching suitable solutions, estimating costs
and timescales, preparing specifications,
implementing design
Testing and qualifying the final product
Preparing product documentation and reports
Monitoring a product in use so as to improve
on the design in the future
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 17
Primary tasks Own strengths (give
evidence, name results)
Engineer, Electronics Development
Systematically changing the detailed design of
a piece or pieces of electronic equipment until
its performance meets a written specification
Ensuring that this will then work with other
devices developed by other people so that it can
be made again reliably and will perform
consistently in specified operation
environments
Following defined development processes
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 18
Primary tasks Own strengths (give
evidence, name results)
Engineer, Electronics Design
Developing a project specification with
customers and other engineers
Developing good lines of communications
Computer aided methods are used to test
theoretical designs before going on to produce
details of specifications and outline designs
Designers need to be imaginative & inventive
in order to solve problems and generate new
ideas and appropriate designs
Technical knowledge is important
Writing & editing reports
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 19
Primary tasks Own strengths (give
evidence, name results)
Engineer, Technical Sales
Contacting and visiting the purchasing and
technical staff of potential customers in order to
discuss the specification, price and delivery of
products and services required
Liaising with own organisation’s design,
development, sales and production sections to
ascertain if these requirements can be met
Monitoring and facilitating the progress of all
activities involved
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 20
Basic Knowledge of Resumes
• Keep it to 1-2 pages
• Use quality A4 paper and matching
envelope
• Neat and clear presentation
• Include information that is relevant to
the job
• Leave out expected salary unless
asked for
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 21
Information to be included (cont’d)
Summary Statement (value adding)
• It underscores the important message
in the cover letter
• It repeats the key words in the cover
letter
• It leads into the career objective
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 22
Information to be included
Career Objective (value adding)
Tell the employer
• what type of job you are looking for,
• what type of industry,
• what skills would you like to apply to his
position.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 23
Information to be included
Education
• Start with your MOST RECENT education
and work backwards
• Give the name of the University, the title of
the degree in full, date of graduation and
final year project title, if relevant
• Other relevant training courses that you
have attended
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 24
Information to be included
Work Experience
• Start with your most recent or most relevant
experience,
• Give the company name, period of
employment and job title,
• Describe your duties and responsibilities,
• Show what your have done rather than simply
tell (statement of achievements, showing
result).
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 25
Information to be included
Extra-Curricular Activities
• Include student activities, committees,
sports or responsible positions that you have
held,
• Include related achievements,
• Include title, period, statement of
responsibilities, and statement of
achievement as with “Work Experience”.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 26
Information to be included
Skills
• Include other qualifications that are relevant
to the company
e.g. language and computer skills
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 27
Hobbies and Interest
• Useful if they are relevant to your career
objective.
• Avoid being too general such as “reading” or
“sports”,
• Be specific and list achievement, if any
e.g. reading detective stories, war game strategies,
literature classics etc.,
bird-watching and keeping log book of
species seen,
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 28
Resume Format
Name :
Address :
Contact Numbers :
Summary :
Career Objective :
Education :
Qualification :
Extra-Curricular Activities:
Position, Organisation, Period, Statement of
responsibilities (use action words to show skills)
Statement of achievement (showing results)
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 29
Resume Format …cont’d
Work Experience :
Position, Organisation, Period, Statement of
responsibilities (use action words to show skills)
Statement of achievement (showing results)
Hobbies and Interest :
Skills and other qualifications relevant to the employer
and post :
References :
(Ideally three referees, not relatives, to comment on
your ability, character, attitude to work, achievements)
Expected Salary : (unless asked for)
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 30
Action Words
accelerated achieved adapted
administered advised analysed
appraised arbitrated arranged
assembled assisted audited
balanced budgeted built
calculated centralized charted
checked classified coached
collated collected compiled
composed conceived conducted
confronted consolidated constructed
controlled co-ordinated corresponded
counselled created cut
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 31
Action Words …cont’d
delegated delivered demonstrated
designed detailed determined
developed devised directed
dispensed displayed distributed
drafted drove edited
eliminated entertained established
estimated evaluated executed
exhibited expanded expressed
facilitated forecast formulated
found founded generated
guided handled headed
identified implemented improved
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 32
Action Words …cont’d
increased initiated inspected
interviewed introduced invented
investigated joined launched
led listened located
logged maintained managed
marketed maximized measured
mediated met minimized
monitored motivated navigated
negotiated obtained operated
optimised ordered organized
oversaw performed persuaded
pinpointed planned prescribed
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 33
Action Words …cont’d
predicted prepared presented
printed processed produced
programmed promoted prepared
protected published purchased
questioned raised ran
read realized recommended
recorded recruited reduced
referred rehabilitated reinforced
re-organized repaired repeated
reported represented researched
scheduled secured selected
served set settled
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 34
Action Words …cont’d
simplified sketched sold
solved spoke streamlined
structured studied summarized
supervised supplied systematized
taught terminated tested
traded trained translated
triggered won wrote
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 35
The DOs
• write the resume yourself
• make it error free
• make it look good
• stress your accomplishments
• be brief and specific
• be honest
• keep it lively - use action words (e.g.
organised, participated, handled … etc)
• address to the right person
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 36
The DON’Ts
• Incomplete Information
• Poor layout
• Too fancy/complicated
• Incorrect dates (e.g. date of birth, year
of graduation)
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 37
Selection Interview
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 38
Objectives of a selection interview
• to talk about your skills and
strengths,
• to learn more about you, your ideas
and your way of thinking,
• to assess your personality,
• to see how you interact with others,
• to supply you with the relevant
information about the company and
the job.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 39
Structure
• one interviewer
• two interviewers
• a panel of interviewers
- normally only one person asks the majority
of questions
- focus your attention on the person asking
the questions and occasionally involve the
others by glancing at them when
appropriate
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 40
Employer Expectation
• Do you look like the right person, in terms
of personal appearance, manners etc.?
• Can you do the job?
(Job-content Skills e.g education and training,
life experience, achievements, ability)
• Can you be counted on?
(Adaptive skills and personality e.g can be
trusted, get things done on time, get along
well with others, is productive)
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 41
Preparation for the Interview
1. Research the Company and Position
– Review annual reports, newspaper articles
(try the SCMP database), WWW, call
alumni, ask at recruitment talks.
– Get to know the size, number of employees
of the organization, major products or
services, competitors, reputation, values,
major opportunities or weaknesses.
– Have an idea of the duties and
responsibilities of the position applied for.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 42
Preparation for the Interview - Cont’d
2. Know Yourself
– Career goals, accomplishments,
strengths, weaknesses etc.
– Why should you be hired?
3. Go through a list of Most Often Asked
Questions. The questions may not be asked in
the exact wording, but the interviewer is looking
for answers to those questions. NEVER try to
compose and memorize answers beforehand.
Note the key points only.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 43
Dress and Grooming
• Dress and groom like those who are already in the
job
• No casual wear
• Clean and tidy hair style
• Avoid jewelry and perfume/cologne
• Keep nails clean
• Polish your shoes
• Iron your shirt
• No bad breath and body odour
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 44
Tips for Ladies
• a simple tailored skirt, matching jacket
and blouse e.g. navy, grey, beige
• simple style leather shoes, solid colour
e.g. black, brown
• thin skin-coloured stockings
• matching leather handbag, not too big
• elegant watch
• simple make-up
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 45
Tips for Men
• dark business suit e.g. charcoal and navy
• matching long-sleeve shirt
• conservative tie classic patterned, avoid tie
with bright colour or large pattern
• tie should reach belt buckle and very close to
collar when tied
• black leather shoes
• black, dark grey or navy socks, long
• black leather belt, no suspenders
• shave
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 46
How questions are asked?
• situational - what if questions (future
behaviour)
• pattern behaviour - what have you done
(your past behaviour)
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 47
Tips for Answering Questions
• Listen carefully to the questions,
• understand the real concern,
• avoid answering merely “yes” or “no”,
• answer the question briefly but to the point,
• always match what you have to offer with the
needs of the job,
• answer the hidden questions,
• don’t pretend to know something that you are
ignorant of, and
• ask the interviewer to repeat the question if
you do not understand it.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 48
The Prove It Principle
1. give relevant examples
2. be specific
3. specify results
4. link to desired job
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 49
Is there anything you would
like to ask me?
• Do ask about the job, the firm, its
employees and products;
• do show that you are interested,
• avoid asking about pensions and
peripherals, and
• avoid telling the interviewer what the
employer can do for you i.e. promotion
and more pay.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 50
After the interview
Evaluate your performance and
see how you can improve
upon it.
Review answers with a counsellor
- help desk or e-mail.
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 51
The Dos
• Get to the interview a few minutes early.
• Smile and relax.
• A firm but not crushing handshake (unless the interviewer
does not offer to shake hands).
• Use the interviewer’s last name ‘Mr. A’ or Ms. B’.
• Have eye contacts, but do not stare.
• Your voice should be neither too soft nor too loud.
• Show enthusiasm.
• Pay attention to both interviewer’s and your body
language.
• be yourself
• tell the truth
• be positive
• turn off your mobile/pager
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 52
Don’ts
• take someone else with you
• disguise ignorance
• over-drink
• wear strange items of clothing
• embarrass the interviewer
• tell jokes
• criticize the interviewer and company
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 53
Other Resources on Website
• CEPC Homepage <http://www.hku.hk/cepc>
- Application Writing / Interview Techniques /
Assessment Centre
Websites :
Student Centre http://www.aboutwork.com/rescov/cover/
Proven Resume http://www.provenresumes.com/
Resume Writing Guide by Job Web
http://www.jobweb.org/catapult/guenov/restips.html
College Grad - how to post your resume on the Internet
http://collegegrad.com/resumes/reslinks.shtml
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 54
Other Resources on Website …cont’d
• Career Development track &
• Prospects Planner available on the CePc’s hoempage
-- a computer-assisted careers guidance system
-- you can expect the results of the following:
1. What you are good at
2. What interests and motivates you
3. How these relate to the world of work
4. What different jobs involve
5. Your chance of getting into these jobs
6. How to make effective job application
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 55
Other Resources
• The Resume Writing Workbook
• Write for the job
• Getting the job you really want
• Interview Workbook (CEPC)
• Getting the Job You Really Want (JIST)
• Job Search That Works (Crisp Publications)
• Make Your Job Interview A Success (ARCO)
• Win the Job at the Interview (Ward Lock)
• Language Centre
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 56
Other Resources
• Effective Answers to Interview Questions
(Video)
• Effective Writing and Interviewing
(Video)
• Tell Me, Mr Dunstone (Video)
• Write, giving full details (video)
• The Miracel Resume (video)
• Language Centre
• More .......
Careers Library, 3/F, Meng Wah Complex
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 57
ANSWERS
QUESTIONS
F:/Apps/Dapp/CEPC Central Filing 00-01/Income Generation/Communication and Interview Skills for EEE Students/Teaching Materials app.ppt 58
