Question one

a) Explain three different types of interviews

1) Informational interview
The objective at this interview is to ask for advice and learn more about a particular career field,
employment or the knowledge that one gain here will make one sharper and more informed
2) Screening telephone interview
A phone interview is a very cost effective way to screen candidates. It is recommended that one
should have the job description, a list of references and answers to the challenging questions.
Those who interview cant see ones body language hence its important to have positive and
polished and answers with energetic tone and inflection.
3) Small group or committee interview
This where the one interviewed meets with several decision-maker at once. One needs to be
prepared. If an efficient way to interview candidates and allow for different interpretation. Eye
contact in this kind of an interview is very important. Its important to establish reports will each
member of an interview team.
4) Individual interview
Individual interview is also referred to as the personal interview. It is typically a one on one
exchange of the organizations offices the candidates needs to prepare according to the length of
the time given.
5) The second or on-site interview
After the first interview a candidate may be asked back again a second time. They like the
candidate enough that she/he made the first round but would like to know more about him/her
before making final decision.
6) Behavioral based interview.
The theory behind critical behavioral interviewing is the past performance in a similar situation
is the best predictor of future performance. The candidate should prepare by thinking of specific
examples that demonstrate his/ her competence in core behaviors, for example team work,
problem solving, communication, creativity, flexibility and organizational skills
7) Task oriented or testing interview
This is a problem solving interview, where the candidate is given some exercises to demonstrate
his/her creative and analytical abilities. One can ask to take a short test to evaluate his/her
technical knowledge and skills. Sometime a presentation to a group is necessary to determine our
communication skills.
8) Stress interview
This is a rare type of interview. The interviewer tries to bait the candidates; to see how they
respond the objective is to find them weakness and test how they hold up to pressure. Such
tactics as weird silences, constant interruptions and challenging interrogations with antagonistic
questions are designed to push their boundaries.










b) What is the purpose of a job interview?
This interview is one of the important phases of the job search process. One resume and cover
letters are simply tools to get one to the interview stage. The interview is ones opportunity to
convince an employer that he/she I the right person for the job.
There are main purposes of an interview to interviewee;
a) To enable the interviewee to communicate information about his/herself, experience and
ability
b) To seek further information about the position and the organization.
c) To evaluate the match, between the interviewee needs and what the job offers.
Apart from the interviewee, there are- purpose of an interview to the interviewer and the main
one is to gather relevant information about the candidate.
The interviewer also will be able to notice the interviewee preparation, His/her knowledge of the
industry the position and the organization.
The interviewer will cheek the interviewee communication skills, this pertains oral presentation
skills and the ability to interact with others.
Potential and teamwork is another purpose of an interview, the interviewer should demonstrate
ability to work with others and get other to work together.
The employer can also access whether or not a candidate is suitable for the job.
Interview creates a relationship between the interviewer and interviewee. They are able to
understand each other better.




c) Explain the preparation that one make before an interview
Read about the job/occupation
Dress to success
Know what you want the interview to learn about you
Anticipate what questions will be asked.
Know your knowledge skills, abilities and accomplishments
1) Review your resume
Revisit your resume from the point of view of the interviewer. It may provide insight into the
companys employee needs.
2) Get back on-line
There is need as a candidate to visit the company website and take notes. Corporate officers, the
latest press releases, the company annual report. Gather as much information as you can.
3) Study then cram
The more you learn the better you are going to feel walking the interview. Knowledge is power.
Knowledge will make one confident in your attitude and answers, If one study he/her will make
a positive impression.
4) Rehearse your interview
It is difficult to rehearse for something that does not have a script, but one know the typical
questions that can be asked hence write them down. Be ready to describe past positions,
responsibilities and accomplishments. The more one rehearse the more he or she becomes
confident.
5) Develop your list of questions
Your interview should not be seen as some type of an interrogation. Its a getting to know your
meeting so feel free to ask questions. However the first question show not be how much do I get
paid? Be quick to pick up on the interviewers comments and ask relevant questons.
6) Dress for success
Whether youre a female or male, the conservative business suit is the recommended attire fro
any interviewer if the business suit needs a pressing send if to the dry cleaner, if you do not have
a suit, go out and get one.
7) Get cut or coiffed
Treat yourself to a visit to the local hair stylist. Its better for one to look smart. Theyll be,
plenty of time to show your talent once you land the job for non, look like a success, feel like a
success
8) Practice positive visualization
Picture yourself sitting opposite the head of human resource for example, picture yourself
relaxed, comfort able at the top of your game. Play the clip over in your mind until it becomes
familiar confidence during an interview should be obvious and genuine.
9) Gather your materials
The day before the interview, gather your materials and place them in a briefcase, having the
briefcase will project the professional image that you already have extra resume copies in a
manila envelope. Bring a pad and pencil to take notes and copies of a business card. School
transcript and a calculator can also be necessary/.
10) Sleep tight
After preparing yourself, go to bed, early, have some warmth, milk or coco or herbal tea. Relax
set the alarm and sleep comfortably in the knowledge that you are prepared.





d) What should on do during an interview
Answer the questions using the PROVE IT method dont volunteer negative information about
you be honest.
Have eye contact with the interviewer
Relax.
Be believable, be yourself
Say positive thing about your former supervisors and working conditions.
Find ways to let the interviewer know you are a team player.













e) Give three types of interview questions
1) Straightforward questions
A hiring manger is most apt to talk about the role and specific tasks that must be performed and
then ask tell me how your background prepares to do the job?
2) Behavioral questions
Interviewers are predisposed to believe that how you acted in the past is a good predictor of how
you will act in the future. Describe a time when you confronted difficult problems or situations.
3) Situational question
These questions are similar to behavioral questions however they compel you to speak about
how you would deal with particular issue in the future. These questions might begin with How
will you respond to a particular situation or problem.
4) Brain teaser or skills test
Skill test are mostly applied by competitive companies by putting candidates through elaborate
tests, involving use of sophisticated coding or logical reasoning.









Question Two
a) what is a memorandum
A memorandum or memo is a written form of communication most often employed in business
environment
A memo can also be defined as a legal document setting out the terms of an agreement or
contract.
Memos present information in a way that allows the recipient to be aware of the important details
of a situation without going into too much detail. The information should be brief to the point.
b) What are the advantages of a memo
Due to various advantages, of memos are widely used in most of the organizations
Memos are used within organization to report results, instruct employees announce polices,
disseminate information and delegate responsibilities.
Memos provide a record of decision made and actions taken. They play a key role in the
management of many organizations because mangers use memos to inform and motivate
employee.
A memo puts the message in writing thus minimizing misunderstanding and one can alwys refer
to it to see exactly what has said.
Decentralization involves spreading the decision making throughout an organization instead of a
few making all the decisions.

Another advantage of memos is that they are very simple and easy to use.
Time saving- Memos are written in very brief and saves time.
In writing a memo there are no formalities, there are no salutations and complementary closing
are also avoiding from a memo.
A memo is very specific its to the point it is only the main message that is written very briefly.
It is also less costly. They are cost saving they can be written in simple papers and can be
transmitted very cheaply.


















c) Explain the following words
1) Upwards communication
Upward communication is the process of information flowing from the lower levels of a
hierarchy to the upper levels. This type of communication is becoming popular in organizations
as traditional forms of communication are becoming less popular.
This type of communication employer to express their requirements, ideas and feelings, its an
important source of information for business decisions.
It helps in alerting top management about the requirements of changes in organizations its a
core contributor of business process re-engineering in many organizations.
It acts as a whistle blowing policy in organizations and even in schools on matters that requires
examination on vigilance angle. It is use of a prevention tool as well.
Upward communication keeps managers aware of how employers fell about their jobs, policies
and procedures and on the other hand employees who are given an opportunity to provide
feedback feel respected and that they have a say in how the organization or school activities run.
Through upwards communication, mutual trust bring employer and employee closer to each
other hence the relationship becomes stronger and in the introduction of new policies the
employees are always instrumental in forming this new policies and even changing the outdated.
In conclusion the upward communication ensure that tasks are being performed on time, provide
accurate feedback and helps to keep everyoneon the same page with a common vision
Many organizations suffer bacause they lack effective upward communication.





ii) Explain downwards communication
Downward communication is the flow of information from the higher levels of management to
subordinate individual working within an organization
Any communication that flows downwards from a manger to employer is downwards
communication. It is used to inform, direct, coordinate and evaluate employers
When mangers assign goals to their employers, they are using the downward communication by
providing them job descriptions policies and procedures
Downward communication helps to implement goals strategies and objectives. It provides
information about specific targets and expected behaviors. It gives directions
It also gives job instruction and rationale; this is on how to do task and how the job relates to
other activities of the school organization.
Downward communication defines procedures and practices of schools organizations policies,
rules regulations benefits and structural arrangements in order to get some degree of uniformity
in organization practices.
Performance feedback is also essential so as to get progress report, individual performance
appraisal and other means are used to tell departments or individuals how well they are doing
with respect to performance standards and goals.
The downward communication provides a channel of directives , instructions and information to
organizational members, however much information gets lost as it is pass from one person to
another moreover the message can be distorted if it travels to greater distance.





d) State and explain three ways can march the communication process.




















References
Washington state office of superintendent of public instruction (2001) essential academic
learning requirements
L. Burton the power of reinvention Schuttleworths leadership lesson (2001)
J. P Kotter What leaders really do Harvard
Mr Brandell Bad Boss- How to survive the monster manger January 2006
B.A. Hayward T.L Amos, and J. Baxter. Employee performance, leadership style and an
exploratory study in South Africa parastal (2007)