Presentation and Interview

Presentation skill

Introduction

A presentation is on a serious topic; its purpose is to inform, to explain, and to persuade the audience or present a point of view. It may introduce a product or explain a process or narrate an experience; it is delivered to a small, knowledgeable audience at a conference, a seminar or a business meeting. It is also followed by questions from the audience. Presentation has this pattern:

1. Introduction: it must grab attention. Contain a strategy for establishing credibility, preview your speech, and establish some rules for questions; and have a smooth transition to the main text.

2. Main Body: contains all topics/the entire matter organized into a logical sequence.

3. Conclusion: contain signal, highlights/summary; closing statements/ re-emphasis, a vote of thanks and invites question.

As in the case of public speaking, presentation work has to be done in four stages:

·         Finding out about the environment in which the presentation is to be made

·         Preparing the text and the required visuals

·         Taking care of one’s physical appearance and body language

·         Practicing delivery of the talk

Planning and Preparation of Presentation

   Think about the goal of your presentation:  think about what you are trying to convey. Your choice of plan depends on the purpose of your speech.

   Consider your Audience: know about their background and beliefs. This can helps in structuring presentation based on audience needs. One major question is “how much background information will audience have about the topic?” Also see what your audience expects from the presentation.

   Select your main point: what statements, facts and points best illustrate the theme of presentation? Think about the length of presentation.

   Find your best supporting information: supporting information should do three thing:

1. It should add clarity to your arguments. Ex, a brief overview of pollution’s effect on climate change.
2. Information should also add authority. Ex, if research is done by you, you can said that global warming is man made, and briefly overview a few information or studies (depend on research).
3. Information should add color to your argument. Like presentation should not look like lecture, it has some visuals, pictures and videos.

Preparation

Preparation is the single most important part of making a successful presentation. It also helps in boosting the presentation. After establishing the purpose of presentation, you will need to do some initial preparation. The question like, whom, where, when, what and how are useful in collecting particular information in developing an effective presentation.

   1.  To whom (the audience analysis): every audience is different. If possible, make the presentation informative and interesting to the more sophisticated members of audience, but do not over the heads of those who are less knowledgeable.

• The size of the group or audience expected
• The age range – like, to talk with retired people is quite different from the teenagers.
• Gender – will the audience be predominantly male or female?
• Do they know something about your subject already or will it be totally new to them? Is the subject part of their work?

   2.  Where and when: what is the nature of event and the place where the presentation will be given? The setting affects factors such as seating arrangements, lighting conditions. What time or the day is the presentation? Will the audience be enthusiastic or ready to go home when the presentation comes up? How much time is available? These factors will guide the presenter’s tone as well as the content.

• The size of the room
• The availability of equipment, e. g. microphone, overhead projector, flip chart and computer equipment.
• The morning time is the best time to speak, in afternoon; after a launch people often feel sleepy and lethargic.

   3.  What and how: there are many kinds of information – quantitative, qualitative, historical, verbal, pictorial, and predictive.

Taken together, the above questions – who, where, when, what, and how provide the starting impetus in preparing the presentation. They set the agenda for key elements of preparation which we will now address, beginning with analysis of the audience.

Use of visual aids

The use of visual aids generally heightens retention of the spoken word by up to 70%. For printed visual aids with several paragraphs of text, we should use serif fonts (a font is a typeface) for quicker readability. For computer and LCD projectors we should use.

Visual aids are used in business presentations to illustrate a point. Visual aids appeal to an individual’s sense of sight and help further illustrate a point through flip charts, posters, model, graphs, and videos.

1. Flip chart: visual aids do not need to be high-tech. sometimes even simple flip chart can be beneficial to a presentation. Visual representation of data and their relationship to other data.
2. Posters: another option to use for business presentation is posters. It is non-technical option and consist of very large printed pictures that are sometimes laminated for durability. They can be used further illustrate a point during a presentation.
3. Videos: most of the companies now days utilize videos to demonstrate and explaining a product. It is used to create awareness and keep a viewer’s attention. It also gives a chance to show stimulating visual information. Always make sure that the clip is directly relevant to your content; also tell your audience what to look for.
4. Paper handouts: use a handout if you want your audience to have a full record of your findings.

• Given to early – audience may be distract
• Given too late – audience may have taken unnecessary notes
• Given out in the middle – audience will inevitably read rather than listen                 -    You can also give task to encouraging your audience to fill in the gaps.        5. PowerPoint: Microsoft PowerPoint is probably now the most commonly used form of visual aid.

-      Use big enough font (minimum 20)

-      Keep the background simple

-      Use animation when appropriate

-      Make things visual

Interview 

An interview is a psychological and sociological instrument. It is an interaction between two or more persons for a specific purpose, in which the interviewer asks the interviewee specific questions in order to assess his/her suitability for recruitment, admission, or promotion. It is systematic method of contact with person to know his/ her views and is regarded as the most important method of data collection.

We may have to face interviews in different time in our life. If we consider interview just as an interaction between two or more people, we may not feel nervous to face the panel members of an interview. Although the nature of interviews may be different for different organizations.  

Objectives of interview

 Interview may be conducted for various reasons. Generally, interviews are conducted to achieve some of the following objectives:

• To select a person for a specific task
• To monitor performance
• To collect information
• To exchange information
• To counsel
• Interview helps to verify the quality and accuracy of information obtained through application forms.
• Interview helps to obtain additional information from the candidates as required by the job, otherwise not available.
• Interview helps to provide general information to the candidate about company policies, jobs, products manufactured and so forth.
• Interview helps to establish mutual understanding between the company and candidates.
• Interview helps to enhance the company's image and reputation among the candidates.

Types of Interviews

Depending on the objective and nature, interviews can be categorized into the following types:

1. Job interview: in job interview, the employer wants to learn about the applicant’sabilities and experiences, and the candidate wants to learn about the position on offer and organization. In initial round, job interviews are usually formal and structured. Both the candidate and the employer hope to make a good impression and so establish rapport.
2. Information interviews: information flows mainly in one direction – one person asks a list of questions that must be covered and listens to the answers supplied by the other person, e. g. doctor-patient, boss-subordinate etc.
3.  Persuasive interview: one person tells another about a new idea, product, or service and explains why the other should act on his/her recommendation. The persuader asks about the other person’s needs and show how he product or concept is able to meet those needs. Persuasive interviewers require skill in drawing out and listening to other as well as the ability to impart suitable information.
4. Exit interview: in exit interview, the interviewer tries to understand why the interviewee is leaving the organization or transferring to another department or division. The interviewer tends to asks all the questions while the interviewee provides answers.  Encouraging the employees to focus on events and process rather than on personal grips.
5. Evaluation interview: a supervisor periodically gives an employee feedback on his/her performance. The supervisor and the employee discuss progress towards predetermined standards or goals and evaluate areas that require improvement. They may also discuss goals and evaluate the employee’s long-term aspirations and general concerns.
6. Counseling interview: a supervisor talks with an employee about personal problems that are interfering with work performance. The interviewer is concerned with the welfare of both the employee and the organization. The goal is to establish the facts, convey the company’s concerns, and steer the person towards a source of help.
7. Conflict-resolution interview: conflict-resolution interview is taken when two compelling people or group of people with opposing points of view. The goal is to bring the two parties closer together, causes adjustments in perception and attitudes, and create a more productive climate.
8. Disciplinary interview: in disciplinary interview, a supervisor tries to correct the behaviour of an employee who has ignored the organization’s rules and regulations. The interviewer also reviews the facts and explores the person’s attitude.
9. Termination interview: a supervisor informs an employee of the reasons for the job. The interviewer tries to avoid involving the company in legal action and tries to maintain a positive relationship with the employee. To accomplish these goals, the interviewer gives reasons that are specific, accurate and verifiable. 

1) Job interview – job interviews can be classified into four categories:

1. Campus interview – campus interview are conducted at the campus of college. The companies inform the students well in advance through the placement department of the college that they would be visiting their campus to select students for job. Once the companies arrive at the campus they would deliver a presentation to the interested students about themselves, the type of projects they carry out, the selection mode etc. and answer the students’ queries. This interview will be brief and to the point.
2. On-site interview – on-site interview are the interviews conducted at company premises. Many companies shortlist candidates after through their resumes or talking to them over phone and call them to the company for a face-to –face interview. Also shortlisted candidates of the campus interview may also be called for a final interview at their office. This type of interview may be more detailed than the campus interview.
3. Telephonic interview – this are the interviews conducted by the companies over the telephone. This type of interview may be used for short-listing the candidates by talking to them and verifying the details of the resumes that they have submitted. This interview will be shorter than the face-to-face interview and may not be the final interview for selecting the candidates.
4. Video conferencing interview – when hiring becomes increasingly global, many companies especially multinationals conduct video conferencing interviews to select candidates for jobs. Generally when hiring for senior positions from countries across the world, companies may use this mode of interviewing. It can be recruiting within the same country as well. If the interviewers inform the candidates about the video conferencing facility they have arranged in the candidates institute or campus, they can use such facility.

2) Face-to face interview (campus and on site) – face to face interview for any job is personal communication between the interview panel and the interviewee. It gives adequate scope for both the parties to know about each other and to get immediate feedback during the various stages of the interview. As this is the most commonly used form of interview let’s see how one can give a face-to-face interview whether it is conducted on campus or at the company site.

            The following is list of the skills and attributes most employers look for in prospective employees.

• Technical skill: the candidate’s subject knowledge suitable for the post he/she has applied for. Like ex. ‘programmer-analyst trainee’, they judge candidates ability to plan, develop, test and document computer programs.
• Analytical skill: they see candidate’s ability to examine and assess a situation. Ex. There may be a complex process that one may be asked to analyze critically.
• Career objective: the candidate’s goal – what the candidate wants to pursue in his/her life, candidate’s background and aptitude matches his/her career objective.
• Mental ability: the candidate’s ability to quickly grasp things/mental alertness.
• Communication skill: the candidate’s skills in listening, speaking, reading and writing.
• The candidate’s skill to build relationships with colleagues, senior, and subordinates and other team member.
• Adaptability: the candidate’s multi tasking skills or ability to adapt himself/herself to the changing situations.
• Leadership skill: the candidate’s ability to plan, organize, motivate inspire, manage, and lead the colleagues to achieve the organizational goal these skill also seen.
• Creativity: the candidate’s thinking ability of out of the box is also seen. 
• Positive/can-do attitude: the candidate’s positive way of looking at things and people is must seen.
• Professionalism: the candidate’s maturity  and fairness in handling business activities.
• The candidate’s willingness to learn with an open mind is also marking.

3) Telephonic interview - It is an effective method to measure a person’s communication and listening skills. The telephone interview saves the employers' time and eliminates candidates that are unlikely to meet the company’s expectations. A telephonic interview can happen in three circumstances:

• When you initiate a call to the recruiter and they show interest. The call from there on is an interview.
• A company calls you based upon a previous contact.
• You have a designated time to talk to a company's representative

There are some suggestions for telephonic interview:

• Do know what job you are interviewing for
• Speak slowly and enunciate clearly
• Take your time; it is perfectly acceptable to take a moment to collect your thought.
• When being interviewed by phone, do make suggestion you are in a place where you can read notes, take notes, and concentrate
• If you cannot devote enough time to a phone interview, do suggest a specific alternate time to the recruiter
• Give a short answer
• Do create a strong finish to your phone interview with thoughtful questions
• Do not smoke, eat or drink while interview is running
• When interviewer is talking to you do not interrupt him/her. Let the recruiter complete his thought or questions before you respond..
• Be a good listener: during telephonic interview, you must keep in mind that you must be good listener. When needed ask for clarification. The more information you can gather, the better you can respond. Listening skill is a crucial component during the interview process. Comprehend the questions well and give to the point answers.
• It is important to speak at a slow pace and be clear so that the interviewer can understand what you are saying.
• Do not use unprofessional language and sound courteous and polite. Thank the interviewer once the interview process is complete.

How to become an effective interviewer and interviewee?

Interviewer:

• Research the candidate: about their background details , knowledge and look at the resume one time.
• Planning: the interviewer should plan before conducting the interview. What questions should to be asked and what should be the way of asking question. The interviewer has to plan the event.
• Let the candidate feel at ease: like friendly talks, asking about his hobbies, about his hometown the interviewee will feel ease and he will be able to answer the questions effectively. It is quite possible that the interviewee becomes nervous or shaky in answering questions.
• Explain to candidates about the purpose of the interview: the interviewee must be clearly informed about the purpose of the interview ex. Job profile, qualities looked for, pay? They should have to fully understand the role and its requirements. Ask questions  what’s job really about.
• Allow the candidate to speak most: allowing the candidate to speak most of the time and listening well to him.
• Limit the number of questions you ask. The interviewer should also stick to the time allocated. For this purpose the principle of be concise must be adhered to.
• Don’t monopolize the conversation
• Watch non-verbal signals: candidate’s gestures, postures and eye contact. In this process, the interviewer will not only be exchanging information through question-answer method, but also be handling moments of silence. Brief periods of silence very often lead to additional information.
• Ask them to design or outline a simple device or procedure
• You can also ask them question to solve problems you have
• In the end of the interview, tell the candidate where he was lagging and the areas where there is improvement.

Interviewee:

• Be prepared for the interview: candidate must be very clear about the purpose of the event. They should have to prepared for questions on his area of interest, his present position, the position he has applied for, the nature of the organization, its history, its current activities etc. his knowledge on all such questions will impress the interviewers. Also they candidate have to prepare for the unexpected.
• Have a presentable appearance: candidate’s appearance is part of the message. Interview is formal occasion; the interviewee must be formally dressed. Anyone having conventional standards of neatness is likely to have a definite advantage over one casually dressed for the interview.
• Show interest by making effective use of body language: keeping eye-to-eye contact with the interviewer at once shows that the interviewee is genuinely interested in the event and keen to participate in it. Candidate should also sit in a correct, confident postures, straight, balance and not stiff in the chair offered.
• The entire questions must be correctly and completely answered: the primary aim of an interview is to exchange information it should be done effectively. If the interviewer is not clear about a suitable answer to a question, there is no harm in admitting it.

- Be honest

- Be polite. Politeness is indispensable in every situation

- Avoid talking too much or making boastful statements. The interviewer is intelligent enough to find out the interviewee’s intelligence and suitability for the job.

- Avoid criticism of the previous employer on anybody else. Negative statements are looked down upon.

- Do not forget to thank the interviewers for having spared time for you.

- Do not hesitate to ask questions to seek clarification regarding the company profile, service condition etc.

Suggestion for successful interview

• Practice good non-verbal communication: it is about demonstrating confidence: standing straight, making eye contact and connecting with a firm handshake. That first nonverbal impression can be a great beginning.
• Dress for the job or company: It is important to know what to wear to an interview and to be well groomed. Whether you wear a suit or something less formal depends on the company culture and the position you are seeking. If possible, call to find out about the company dress code before the interview.
• Do not talk too much: Telling the interviewer more than he needs to know could be a fatal mistake.  
• Do not be too familiar: The interview is a professional meeting to talk business. This is not about making a new friend. It is important to bring energy and enthusiasm to the interview and to ask questions, but do not overstep your place as a candidate looking for a job.
• Use appropriate language: candidate should have to use professional language during the interview. Be aware of any inappropriate slang words or references to age, race, religion, and politics.
• Take care to answer the questions
• Do not appear desperate: When you interview with the "please, please hire me" approach, you appear desperate and less confident.