why oddball interview questions don’t work

by Alison Green on January 30, 2013

If you haven’t been on the receiving end of oddball job interview questions yourself, you’ve probably heard about them:

“If you were a tree, what kind of tree would you be?”

“What would I find in your refrigerator right now?”

“What kind of animal are you most like?”

… and so forth.

If you’re hiring and you’re tempted to use questions like, this again. They’ll rarely elicit useful information, and they’ll alienate most candidates.

Great candidates want to spend the interview talking about their background, the job you have open, and what they might bring to it. Start asking goofy questions about what kind of tree they’d be, and plenty of great candidates will be annoyed and question why you’re wasting their time – and plenty will decide they’re not a good fit with a hiring manager who hires this way. After all,interviews aren’t just about determining whether the you want to hire the candidate. Good candidates will also be using the time to figure out whether they even wants the job – and, if you’re the manager of the position, whether they want to work for you.

You should spend your time when interviewing probing into the candidate’s qualifications – asking in-depth questions about how they’ve operated in the past, talking over challenges they’ll face in this position and how they’ve responded to similar situations, giving them opportunities to simulate the work, and helping them get a better understanding of the job they’d be signing up for. If you start asking about the contents of their refrigerator, you’ll squander your time to do these things, and you’ll raise concerns about your ability to build and manage a high-performing team.

Not sure what to ask when you’re interviewing? Here are five questions that won’t waste your time or the candidate’s with goofy hypotheticals and will get you real information to help determine who to hire:

  • What has your biggest achievement been at ___? What results there that you produced are you most proud of? (Then ask the same question for other jobs they’ve had. You’re looking for someone with a pattern of taking things from X to Y — with Y being greater than X.)
  • This role requires a great deal of ___. Tell me about times in the past when you’ve had to use that skill.
  • It must have been hard to do ___. How did you approach that?
  • Tell me about a time when _____ (you were faced with a difficult challenge / you had to win over an unhappy customer / you faced an unreasonable deadline). What did you do? What did you do next? What happened after that? What was the result? Would you do anything differently?
  • If I were to talk to you’re your previous managers, what would they say are the things you’re best at? What would they say you need to improve in?

Truly probe into the candidate’s ability to do the job, avoid the goofy questions, and you’ll make better hires.

I originally published this at Intuit Quickbase’s blog.

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yes, your resume and cover letter really are the problem

by Alison Green on January 29, 2013

I don’t usually print thank-you letters (but I do save them in a file in my email because they are great to look at on a bad day — and you should do the same!), but I’m sharing this one because it’s further evidence that You Should Take Me Seriously When I Say You Need to Fix Your Resume and Cover Letter.

A reader writes:

I want to thank you for the recent write-up you did regarding updating cover letters and resumes if you were having trouble hearing back from potential employers. I had my husband read it (I made some posts in the comments section about how his old company said they would rehire him after he completed his degree but didn’t, and now he was having trouble finding a new job, etc.) and he immediately updated his resume and cover letter. He submitted it to a company three weeks ago on a Friday, was contacted for an interview the next day for the following Monday, and was offered a job two days later!

Thank you again for all of the awesome effort you put into your website. I recommend it to everyone because you’re one of the few down-to-earth, honest writers who are actually helping people by providing useful, logical information. Plus you have the funniest stories about people’s workplaces.

That is awesome. Congratulations to your husband, and thank you for taking the time to write this!

Now, everyone who read that post but didn’t act on it — or who hasn’t read it yet — go and act on it immediately. It’s here:

if you’re not getting interviews, read this

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how can I contribute more at meetings when I’m new to my job?

by Alison Green on January 29, 2013

A reader writes:

I’m several weeks into a job, and I feel like I should be bringing more to the table. I have about 1.5 years experience in the overall industry (and in post-college work in general) but I’m brand new to the niche my company focuses on. The company is small and everyone except me has anywhere from 2-20 years experience doing exactly what we do. I don’t know much about how the industry/my company works yet, and I’m fairly new to the city as well, so I’m in the dark about most of the things they talk about or make references to.

I know this is probably one of those “give it time” situations, but do you have any suggestions as to how I can learn more to contribute when we have meetings?

Yes, it’s a “give it time” situation. It’s really normal that three weeks into a new job, and with less than two years of work experience, you don’t have a ton to contribute at meetings, especially meetings with people with much more experience. Simply listening and taking it all is very normal at the stage you’re in, and I promise you that your coworkers almost certainly don’t think anything of it. In fact, if anything, they’re grateful that you’re approaching it that way, rather than being oblivious to the fact that you might not quite understand how things work yet. The latter is really obnoxious; what you’re doing makes perfect sense.

That said, one option is to talk with your manager after some of these meetings and ask about pieces that weren’t entirely clear to you. For instance: “Susan was talking about X, and I realized I’m not sure how that works. Is there some context you can give me so I better understand it?” You want to use some judgment with these questions, of course; it might not make sense to ask your boss to spend time explaining X to you if X is hugely complicated and will never have anything to do with your job, and you don’t want to pepper her with dozens of questions after every meeting … but pick out the things that seem most important and ask about those.

There might be others you can ask too; it doesn’t just need to be your boss. In fact, a lot of people really like being asked for their expertise and will be happy to talk with you.

But don’t lose sight of the fact that it’s only been three weeks. Most people are still trying to learn names and remember where the bathrooms are at three weeks into a new job. You’re probably going to feel overwhelmed for quite a few weeks longer, and that’s normal. Don’t beat yourself up for it, keep listening, and eventually much of this is probably going to start clicking into place.

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managing a chatty employee when you need shorter answers

by Alison Green on January 29, 2013

A reader writes:

I have a question about how to handle an employee who I now oversee. This person has been with the company for 15 years and is very nice, but also very defensive. She is also a talker. If I ask her a question about something work-related, which I need to do several times a day, it turns into a rambling answer complete with examples and anecdotes.

Is there a handy phrase that you have in your toolbox that works as a polite way of saying “OK, great, thanks, got it, get back to work now!” without making her feel like she is getting a brush-off?

Well, there are ways to address it in the moment, but you also should probably have a bigger-picture discussion with her about it.

In the moment, you can often preemptively head off long, rambling responses by saying, “I just have a minute, but can you tell me briefly what’s going on with XYZ?” Or, “Really briefly, what’s the status of XYZ?” Or, “Give me the one-minute version of where we are with XYZ.”

If she processes those signals, that might decrease a lot of this. If it doesn’t, you can also stop her mid-ramble by saying something like, “Okay, so it sounds like ABC? Great, thank you.” Or, “Sorry to cut you off, but I want to make sure we have time to talk about X.” Or, “Sorry to cut you off, but I’ve just got a second here. This is great info on ABC and just what I needed. Thanks!”

But if this is an ingrained habit in her, you’ll probably need to have a bigger-picture conversation about the problem anyway.

And you really should have that bigger-picture conversation, because this is something that’s impacting her effectiveness, and getting in the way of your ability to have effective conversations with her. And if I had to bet, it’s also probably making you and others avoid asking her anything unless it’s absolutely necessary, because that’s a common response when people know they’re likely to get sucked into a far-longer-than-needed conversation. And while I know you want to be kind, as her manager you’re actually doing her a disservice by not talking to her about how to communicate more effectively.

You could say something like this: “Jane, I want to talk to you about something that I think will help you be more effective at your job. I’ve noticed that when I ask you work questions, you’re very thorough — you always give me a lot of information, which is great in some situations, but often I really just need a quick answer. I want to make sure that I can get info quickly from you, and that you’re not spending a lot of time or energy giving me more context than I need. I also trust you to be handling the details fine on your own, so I usually don’t need them. In general, assume that I’m usually looking for the quick summary on something, and that I’ll always let you know if I need more information.”

You mentioned that she’s defensive, so let’s also talk about how to handle that if it happens. Frankly, defensiveness is something of a performance issue if it prevents her from hearing (and people from giving) feedback. So I’d address it forthrightly if it happens (here or any other time) — kindly, of course, but forthrightly. For instance: “I’ve noticed that you seem upset when we talk about things you could do differently in your job. It makes it difficult for me to give you feedback. Is there a different way you’d like me to handle these conversations?” … And if that’s met with defensiveness too, then follow it with, “What’s happening right now is an example of what concerns me. I know you’re upset so let’s not continue this right now, but let’s plan to revisit this in a day or two and talk about the best way for us to resolve this so that we can have these conversations more easily.”

But overall, the way to think of this is that being able to communicate effectively and concisely is a skill that’s important in her job, and it’s something you can address and ask her to work on just like anything else.

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can a prospective employer tip off my boss that I’m job-searching?

by Alison Green on January 29, 2013

A reader writes:

If a person sends their resume to a company that is accepting applications, can the receiving HR department and/or the hiring manager tell one of their employees that “so-and-so sent us their resume, and your mother works where they currently work, do you know them?” Or can they even ask their employee if they knew that so-and-so was looking for a job elsewhere?

I ask because this happened to me. The mother who was told is in the administration at my current place of work, and she told my immediate supervisor that I was looking for another job. I would love to know if this is legal/proper.

It’s legal, but it’s really, really crappy. At a minimum, tipping off someone’s employer to their job search before they’re ready to do that can cause awkwardness with their manager, and at worst, it could even cause them to lose their job.

Smart employers are sensitive to the fact that people applying for jobs generally expect their applications to be treated confidentially. That said, it’s not uncommon for a hiring manager to get an application from Jane Smith, realize that she knows someone who used to work with Jane Smith, and call that person for their informal take (i.e., not an official reference check) on Jane Smith. Anyone with half a brain will not contact someone who Jane Smith is currently working with, but sometimes people do it anyway because they don’t think through the ramifications of that.

However, sometimes people are careful not to reach out to anyone at Jane Smith’s current employer, but once they reach out to someone else about her, the information is out of their hands and could spread in ways they didn’t anticipate.

And then of course, there are people like the employer you dealt with, who apparently have no consideration or regard for how their actions here might have affected you. This group is in the minority, but they do exist.

Now, in case anyone is flipping out with worry about what this means for their own job search, be aware that it’s not especially common. It’s more likely to happen in small, close-knit industries, or if you have the random bad luck of applying with someone who just happens to know one of your colleagues or managers (and again, even then smart employers will be discreet). You can’t eliminate the risk, but it’s worth knowing that it’s not happening with the vast majority of applications.

Overall, though, employers should treat applications confidentially, or should stress the need to keep it confidential if they reach out to a contact about someone.

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how long should you wait on a conference call when no one else has joined?

by Alison Green on January 28, 2013

A reader writes:

As I sit here on hold for a conference call that was scheduled to begin 10 minutes ago, I wonder if there is a generally accepted practice around how long to wait in these situations. 10 minutes? 15? Does it depend on the people involved? The scheduled length of the meeting?

I think I tend to wait around 15 minutes, having sent a “Hey, are we meeting?” email or text after 5 minutes or so. Sound right?

I’d say it depends on the people involved.

If it’s people who you manage, I’d wait five minutes at most (and if I were really busy or couldn’t do other work while I was on hold, it might be less) and then hang up. Depending on the circumstances, I’d then either call them directly or email then and tell them to reschedule. If it happened more than once, I’d have a talk with them about keeping commitments and make it clear that it couldn’t happen again, and I’d be on the lookout for other signs of disorganization.

If it’s a vendor, I’d wait five minutes and then hang up and email them asking them to contact me to reschedule. If it happened more than once, I’d tell them that my schedule is tight and I need to start scheduled calls at the agreed-upon time. If it continued after that, I’d complain more directly.

If it’s peers or a client, I’d wait 10 minutes (or five if I couldn’t do other work while I was waiting) and then hang up and send a follow-up email letting them know to tell me when they want to reschedule.

If it’s your manager and the call can’t proceed without her, I’d wait 10 minutes and then hang up and send her an email telling her to call you when she’s free. (An exception to this, of course, would be if your boss has told you she might be late and asked you to wait, or if you know she’d be annoyed if you didn’t sit there waiting. A reasonable manager, by the way, would not have a problem with you handling it this way, unless she’d requested otherwise.)

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I’d be the only woman at a team-building event at my boss’s remote lake house

by Alison Green on January 28, 2013

A reader writes:

I’m new to my current job. I like my manager. He seems like a decent enough guy. My team consists of him and 3 other guys (I’m a woman). He has scheduled our first one-day team-building off-site meeting to be at his “lake house.” I really don’t like the sound of it, as it is a bit of a hike from where I live — 90 minutes vs. the 20 minutes I drive to the office.

Can I mention something to him? I find it strange that the company would allow this. I like my coworkers, but not the idea of being at a lakeside camp in the middle of nowhere with them for the entire day. What are my options?

I wrote back and asked if she feels unsafe at the prospect or just annoyed. She responded:

I don’t feel unsafe. I just find it strange that the manager doesn’t see it as odd where it’s in a remote location that doesn’t have internet access (we are a tech group). He has also mentioned that they sometimes get snowed in there.

I would have thought that HR would say something, like maybe it’s not a great idea to have team-building in a remote cabin when it’s 4 guys and 1 woman. And yes, I am a bit annoyed that it would require a 3 hour round trip to my normal 40 minutes. I just don’t know if I’m over-thinking this. I get along with the guys, I just don’t know why he wouldn’t choose a location that is more convenient for everyone.

The thing I’d be most annoyed about is having to attend a team-building event at all, regardless of location, because they’re usually lame. That said, though, doing this type of thing off-site and even 90 minutes away isn’t that unusual.

However … I’m having trouble figuring out if you’re just basically annoyed, or if it’s something more. You said that you don’t feel unsafe and your annoyance seems focused on the inconvenience, but on the other hand, you’ve mentioned the gender split a couple of times, which makes me wonder. And the answer really comes down to which element is bothering you.

If you felt uneasy about being told to spend a day in a remote location as the only woman with four men you don’t know very well, in an area without much reception, then I think you could reasonably talk to HR and ask them to nudge your boss toward another location (ideally without mentioning that you said something, so that there’s no awkwardness around that). You’d perhaps risk HR thinking that you were being unusually cautious, but it probably wouldn’t be a big deal — as long as they handled it well, which means not giving your boss or coworkers the impression that you think you’re in some sort of danger from them. (And you would want to stress that point with HR, so that they didn’t thoughtlessly give that impression.)

But if you don’t actually feel uneasy/unsafe, and you’re more just annoyed about the drive and the lack of Internet access, then I think you need to just suck it up and go. A lot of teams do this kind of thing in somewhat remote locations, often on the theory that being in a nature-filled setting helps people relax, stimulates creativity, etc. And yeah, many employees find it annoying and a pain in the ass … but that’s something you really just deal with, especially when you’re new and don’t have much standing to push back — as opposed to concerns about safety, where you should indeed speak up.

So I think you need to isolate exactly what it is that’s making you feel uneasy here, and then proceed accordingly.

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10 phrases that don’t belong in your cover letter

by Alison Green on January 28, 2013

Think your cover letter is perfectly crafted? Check to make sure you’re not including any of these no-no’s in it.

1. “I meet the requirements for the position.” Hundreds of candidates will meet the requirements for the position. That’s not enough to get you a second look. You want to explain why you’re an excellent candidate, not just an adequate one.

2. “I’m hard-working and a great communicator.” And probably a team player and an independent self-starter, too. These are cliches that cause hiring managers’ eyes to glaze over. Worse, they don’t convey anything of substance — the fact that you’ve assessed yourself as these things will hold no weight whatsoever with employers, who prefer to assess these things for themselves.

3. “I’m a visionary leader.” But not very humble, apparently. If you’re truly a visionary leader – or a master communicator, or whatever other brag you’re tempted to make – it should be evident from the accomplishments you’ve listed on your resume. Proclaiming this about yourself comes across as, well, weird.

4. “You won’t find a candidate better qualified than me.” Unless you’ve seen the rest of the candidate pool, you have no way of knowing that. This comes off as needlessly cocky hyperbole — and it’s generally inaccurate, to boot. If you’re really stunningly qualified, the hiring manager should be able to spot that on her own. Simply proclaiming it, especially when you have no basis to know if it’s true, doesn’t reflect well on you.

5. “Dear sir or madam.” In most industries, this will come across as an antiquated, stuffy salutation. If you know the hiring manager’s name, use that instead, but if not, simply writing “dear hiring manager” is fine, and won’t make you appear as if you come from an earlier century.

6. “I’ll call you in a week to schedule an interview.” Job-seekers can’t unilaterally decide to schedule an interview, and inappropriately pushy to pretend otherwise. Some people believe that asserting themselves like this will demonstrate persistence and good salesmanship, but in reality, it just annoys hiring managers.

7. “I’m willing to work for below the salary you’re offering.” Candidates who write this generally are hoping that it will get them an interview when their qualifications alone wouldn’t have. But it doesn’t work, because hiring managers want to hire the best person for the job, have budgeted a certain amount for the position, and aren’t going to take a weaker candidate just because she offers to work for less than the budgeted salary.

8. “I’ve attached my college transcripts, a list of references, a 15-page writing sample, and my last performance review.” Unless the job posting specifically asked for these items, don’t include them. At this stage, employers just want a resume and a cover letter. Don’t overwhelm them with items they haven’t asked for and might not want. Wait until you’ve progressed further in the process, and then ASK if they’d like these items.

9. “Please contact me if you’d like to see my resume.” Job-seekers occasionally send a letter of interest in a job without including a resume, to the great mystification of hiring managers everywhere. If you’re writing to a company about potential work, you must include your resume. It’s the first thing an employer will want to see, and they have no way of knowing if you’re someone they’d like to speak further with without first seeing that.

10. “I really need a job. I’m desperate.” Hiring managers might feel sympathy for you if you’re desperate, but that’s not going to make them hire you. Your cover letter needs to focus on why you’d excel at the job you’re applying for, not how badly you need it.

I originally published this column at U.S. News & World Report.

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does my new job expect me to wear expensive designer clothes?

by Alison Green on January 28, 2013

A reader writes:

After 6 months of job searching, three offers, and two, yes two, offers falling through, I have finally secured a job: was given an offer, accepted the offer, new hire paperwork, background checks, and start date set. The position is a senior admin role for my department in a high-profile fundraising foundation in NYC. 

As much as I am over the moon for this position, there is a slight unease at the back of my mind. When I went for my final round interview, I actually got to see the whole office and met some coworkers from other departments. During the walk-through, I noticed many of the employees’ clothing and accessories; Louie Vuitton bags, diamond earrings, perfect/expensive make up, Burberry scarfs and coats, really beautiful dresses and tops and expensive shoes. I met all levels of employees, including the Executive Director who as stunning and highly accessorized as the other employees. I asked after the tour about the dress code, and was told “oh, just wear whatever everyone else is wearing.”

From this, I have a feeling at least a third of my paycheck may have to be put towards the dress code. It is also important to note that the office is all female, which I find awesome but feel contributes to my unease a bit towards emulating the other employees because I don’t want to stand out that far from the crowd if I don’t buy the Christian Louboutin heels like everyone else and go for some nice but inexpensive non-name-brand shoes .

How important is keeping up with this type of unwritten dress code? Does a dress code matter, when it comes to brands? Is it okay to dress a bit different in an office environment, as long as it looks professional?

Totally depends on the office. I would love to tell you that you’ll be fine as long as you look professional, but the reality is that there are some offices where this stuff matters. But I have no idea if you’re in one or not.

If you hadn’t already accepted the job, I’d tell you to ask about this directly before accepting. It’s unlikely that you’d ever hear, “Yes, we expect everyone to wear expensive designer clothing,” but you might get an answer like, “We all love fashion and stay on top of it,” which I might interpret as “Yes, you’ll stand out if you don’t do it too.” It would be better to hear, “Oh, that’s just the fundraisers. As long as everyone else looks professional, no one will even notice.” Whatever the response, you at least would have had a bit more information about the culture to help inform your decision.

But since you’ve already accepted the job and are about to start working there, at this point the better answer might be to simply watch and wait. See if people are really dressed like that all the time, or if it’s only occasional. See if it’s really at all levels, or if people in roles similar to yours aren’t really so designer-clad. (It really might just be the fundraisers and people with higher-profile jobs.) And once you know people a little better, pick someone you feel comfortable with and ask them for a candid answer on how this stuff is perceived.

If it does turn out that this look is part of the job, then you’ll need to decide if (a) you’re willing to play along, (b) it’s not for you and it’s something you’d leave over, or (c) it’s not for you, but you’re willing to stay and deal with being judged for not dressing the way they do (or whatever the fall-out is for not dressing like they do — and there might actually not be any, so that’s important to figure out too).

Whatever you do, though, don’t go out now and buy a bunch of expensive clothing. Wait and see how this plays out.

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short answer Sunday — 6 short answers to 6 short questions

by Alison Green on January 27, 2013

It’s short answer Sunday — six short answers to six short questions. Here we go…

1. A former employee left large furniture in our office

One of our employees left three months ago and left a piece of large furniture in our office. We need to get rid of it, but based on my experience with this employee, I am 99% sure the property will probably still be in our office months from now even though we have requested repeatedly that it be moved. What do you recommend doing in this situation?

Send her a letter telling her that if she hasn’t contacted you to make arrangements for its removal by the end of this week, you will be disposing it yourself — and then do so. You’re not obligated to store it for her — give her a deadline for removing it, and have it removed yourself if she misses the deadline. Done.

2. Should this job be on my resume?

I’m writing a new resume for applicable positions in the advertising world (where I have worked since 2008). From 2006-2008, I was a case manager at an AIDS group (for patients, helping them manage life tasks). Should that job be on my resume now? I’ve had people tell me both yes and no.

Yes. Who the hell is telling you no?!

3. My boss won’t let me advance from my current role

I’ve been in my current role and company for 18 months, but have worked for my boss for four years — when she moved to a new company, she headhunted me a couple of months later. I have a great deal of respect for her, and she has made it very clear that I’m an integral part of our department. My work is highly specialised and my boss and her boss have both indicated that they would find it very difficult were I to leave. Unfortunately, this is severely limiting my chances for advancement — because they don’t want to let me out of my current niche!

This has left me feeling really frustrated, and I’ve been casually keeping an eye on job websites and have just had an initial interview with another company offering a higher pay grade and a leadership role. They’ve invited me to move forward to the second stage.

I like the company I work for, my team, and my boss — I just hate feeling as stuck as I am. I would absolutely be open to negotiating with my boss for some terms and a development plan that would leave me feeling happier staying with this company; however, I definitely don’t want to make it sound like it’s “give me what I want or I quit,” which is not my attitude at all. Do you think it’s a good idea to try and negotiate with my boss around this (very promising-sounding) potential role, and if so, when would be a good stage in the recruitment process to do so?

Well, you’ve only been in your job for 18 months. That’s not a long time, and definitely not enough to be feeling stuck. If you’d been there for a few years more and weren’t being given chances for advancement, I’d tell you to talk to your boss and tell her that you want to stay with the company long-term but want to understand what the path for advancing there would look like. But it’s been 18 months. You could still talk to her about likely paths for growth, but I’d avoid sounding impatient or like you think you should be moving faster than you are.

If you do talk to her, leave this other job out of it. You should take or not take that one on its own merits, but using it to get a better offer from your current employer very often doesn’t end well.

4. Negotiating vacation time

I may be in a position to negotiate a job offer soon. The job would offer me a significant increase in salary, to which I’d be Demi Moore from the movie where she’s swimming on the bed of money. Not really. But I’m willing to take a hit on salary in order to add a week more of vacation. It’s a new company for me and 2 weeks is the standard. Is there a best way to go about this?

Some companies will let you negotiate vacation time and some won’t. You won’t know which you’re dealing with until you ask — so just ask and see what they say. I’d say something like, “I currently have four weeks of vacation time. I’m really excited about this job, but I wonder if it’s possible to get an additional week of vacation. I’d be willing to adjust the salary accordingly.”

Good luck, and enjoy your bed of money!

5. Titles on resumes

I’m trying to figure out a resume formatting question.. My last job before my current position was a director position – but I had a title change in the middle. I was hired as an assistant director, but the two people who were also heads of departments in my group were directors, and two months in I went to my boss and asked for the title change to more accurately reflect what was going on. She agreed it made sense and readily pushed it through.

I don’t want to call myself a director for the entire period because I wasn’t, but there’s no reason to label it differently on the resume because it was exactly the same job. I also don’t think it was an accomplishment to ask for and get the title change. Any thoughts on how to list it?

Eh, I’d just list it as director for the whole time. You got the title two months in; no one is going to have an issue with you listing it that way for the way time.

6. How to be a great employee

I absolutely loved the “you might be the problem if….” post. I have been reading AAM for about a year and I have already learned so much. Sadly, I have realized some areas where I need to improve as an employee. I was wondering if you had any past blog posts that summarized what it means to be a great employee. For example, you say good managers give measurable goals and give regular feedback, etc. I would love the same type of summary for employees.

Here!

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