Technology
Back To Basics - Episode#11: Jan, 2021 - The best virtual Interviewing practices to land a job
In Episode 11 of 'Back To Basics,' host Priyakor welcomes HR experts Kristina Sahagun and Jennifer Copats to discuss effective virtual interviewing practices for job seekers. They share insi...
Back To Basics - Episode#11: Jan, 2021 - The best virtual Interviewing practices to land a job
Technology •
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Interactive Transcript
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Happy New Year 2021 everyone!
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It's been such a roller coaster ride to reach here but the experience has been worth remembering
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as it taught us a lot.
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The year 2020 was full of self-realisation, appreciation and commitment to doing things
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we never thought could be done.
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To sail through the challenging times of time and here we are, better than yesterday and
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prepared for the future, which would be definitely great.
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Welcome to this new beginning and thank you so much for joining me on the podcast of
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PMI SF Bay Area Chapter, back to basics season 1 meant for the professionals of project
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management in Bay Area and this is me your host Priyakor.
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Today on my show I have not just won but two flamboyant guests who would soon be sharing
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with us their yours long extracted knowledge and wisdom to land a job through some of the
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best tried and tested virtual interviewing practices.
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Please welcome Kristina Sahagun and Jennifer Copats.
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Kristina is an experienced HR professional with 10 years of progressive HR generalist
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experience in various industries throughout the Bay Area and currently working at Autodesk
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a software design company had quartered in San Rafael with over 100 million users worldwide.
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She has extensive experience in sourcing candidates managing applicant tracking systems,
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maintaining company linked in pages and partnering with hiring managers to build their teams.
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Next on the panel we have Jennifer who is a senior engineering recruiter with over 15 years
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of experience in recruitment focused on technical recruiting for high tech positions and companies.
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She has worked with companies like Guardian Edge acquired by Sementex, Cisco Systems and
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Google and currently working at Autodesk.
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Please welcome Kristina and Jennifer on our show and to lead this conversation we have Lola
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who is a member of PMI SF Bay Area chapter with us as our contributor on the show today.
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Over to you Lola.
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Kristina Jennifer welcome to the show. Can you tell us a little bit about yourself and your career
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journey? How did you get into where you are now? What was your career path and either of you
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can decide to start? Yeah so my name is Kristina Sahagin. I'm a native of San Francisco right now in
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my role. I'm an HR manager supporting the engineering team at Autodesk which is a large software
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design company based out of San Rafael in the San Francisco Bay Area. I've been in my role
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five years. This is actually the longest I've ever been with the company so I'm very excited and
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you know I'm fortunate to be with the company and in my role where I've supported different
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business units so as a result I feel as though you know I have changed jobs every two years as a
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result of the company growing and EBS and flows in the business so I'm fortunate to to be with Autodesk
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I feel. So in terms of my five years is a long time. I know I know it it really flew by and as I
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said you know just the the company growing so much and you know as a result impacts to my job
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and the work that I do just changing over the years makes the time go by very quickly.
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And Jennifer if you want to take it as well. Sure my name is Jennifer Copaz Olsen and I'm also a
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native of San Francisco. I have been at Autodesk four years and then I have a 20-year career
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as a technical recruiter. I'm a senior recruiter at Autodesk also supporting the engineering
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functions and I'm happy to be here. Great thank you ladies for that cut synopsis and intro
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and before we get right into things and as far as like your you know career history how did you
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get into recruiting like what was the journey that led you to this role and is this where you see
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yourself probably next five years in chapter of your career life? Well I started out I graduated from
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Autodesk just happy to have a professional role and after a few years I took a battery of career
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tests and HR and recruiting had kept coming up in my profile. I was a recruiter during the
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doc come bubble and I did extremely well and then I wrote the wave down so then when I had the
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opportunity to get an internal role within a company that was my next goal and then I continued
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to be internal at companies like Cisco and Google and now Autodesk for the last 15 years of my career
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and the next five years I think I will probably stay in the recruiting function either as a
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technical recruiter or a lead recruiter mentoring junior recruiters. I have a real passion for
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optimization. That's great that's great I'm sure any company will be glad to have you a years of
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experience because it definitely comes with value. Christina do you want to take same question
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in as far as like where you see yourself and kind of what the future looks like for you? I certainly
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have had a different career kind of progression I actually graduated from the University of San Francisco
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with the degree in marketing so funny enough in my last semester at USF I had some elective
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courses that I was able to take and started taking employment law classes and took an HR class
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and that's where you know I felt there was a good match I was very interested in the law and even
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considered going to law school after my bachelor degree ended up not doing that but I had I definitely
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had an interest in law and still do like I enjoy like the black and white aspect of it and being able
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to help people find their rights and all of these good things but to come with the law but also
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enjoy people right and that's kind of where the HR component comes to play so in my career I've been
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in generalist roles where you know there have been times where I've dabbled in various aspects of
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HR whether it be benefits administration leave of absence management recruiting or now in my role
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where I really work very closely with managers and employees and in terms of the employee engagement
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experience so you know when I look at the next five years I'm open to that and you know something
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that I'm very passionate right now is the employee experience and manager enablement so you know I
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think all of us myself included when we work at a company when we spend so much time we want to
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be treated with dignity respect and be able to you know grow our careers and also contribute and
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bring our you know best selves to work and contribute our talents in that way so you know creating
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that environment really starts with leadership right and the example they set for the organization
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so where I'm able to play a role in in helping drive some of that accountability and you know
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stress on an organization that's what I'd like to do over the next five years so it's hard to say
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exactly what job title that entails but somehow touching that aspect is really important to me great
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that sounds like a good career plan and just how you guys have explained your path and journey
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now the topic at hand is interviewing and it can be a stressful process for most people when
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looking for a job it is great that you both bring a different perspective on the topic and you'll
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give us some good insight to kick things off how is the process of interviewing change in terms of
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traditional interviews and where we are now and secondly how can candidates be better prepared to
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successfully get through an interview when it when you take a step back and kind of look at
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interviewing in general you know it all starts with the hiring manager and you know them identify
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that there's a need for a certain role on their team right and the asks for them is to identify
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what the skills attribute success factors of that role are and put together a job description to
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you know share with with the community to attract talent right so you know that hasn't changed
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and if anything I think what's come to light out of this situation where we're all working from home
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and you know we have the added stress of personal things coming into play and the ability to
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demonstrate some of those soft skills like resiliency adaptability multitasking communication
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these skills have become more important than ever during this time so you know if I take a step
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back and look at the high level when it comes to actually crafting a job description I think
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the hiring manager has had a change in mindset and identifying that these are things that are really
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really important to success in this role and what I'd like to look for in a candidate pool.
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Jennifer to take a step at the same question yeah from the candidate view I think what is important
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is of course it cannot come into an office meet the interviewers in person face to face they can't
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come in well dressed and assumed and sort of prepared for the interview so they have to do a lot of
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things at home or wherever they're taking the interview to to bring that environment so you're
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picking up on you know your body language being able to have good lighting making your area look
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professional I think there's much more heavy research that needs to be done from the candidate
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side and then to demonstrate their abilities is a little more challenging because you're not
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necessarily working out a problem on a whiteboard for instance or drawing something out so there's
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a lot more that needs to be done maybe in a chat or an online shared document that shows the
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person's knowledge or abilities especially in the technical realm and just really showing up and
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making sure that they're fully focused dress well and ready for an interview even though they're
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at home and and so you have to adjust your home or your setting to be ready for an interview now
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since you guys are in as far as recruiters and hiring managers you're sort of like the gatekeeper
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for a company and I'm sure you're probably getting tons and tons of candidates and applicants to
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sort through in each of your roles what are the key things that jumps out to you in the ideal candidate
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that you eventually select or invite for an interview with your company I think depending on the
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role and what the hiring managers needs are when I start a role I really talk to the hiring manager
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and I really want to know the story about the role not just what's on the paper but what the real
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need is and then they work out we have an alignment guide at Autodesk where they have to fill it
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out and they have to talk about really the abilities of the person the pros and cons of the role
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and what's really needed in the role and really what the person's going to do so it takes it off
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the paper and into reality and then we start talking about well if there isn't a perfect person
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the hundred percent what's the eighty percent and what is needed to grow into the role we see a lot
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of people at Autodesk especially in the more junior roles have come in and haven't had much
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experience and have really flourished at Autodesk so we try to use those stories as well to encourage
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the hiring manager to have a broader scope and then from there I go through all the resumes manually
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all the applicants that come in for the role I start with a wider search in the beginning and
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present the resumes to the hiring manager and then it evolves over time but I look at the experience
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I also look at projects I look at if somebody has won a competition or participated in some unique
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clubs trying to have the whole person I think it's really important it's not always necessarily
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every skill but if somebody that stands out I always present the candidate like even a wider pool
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in the beginning recently I had a role that I had 800 applicants and I went through all 800 applicants
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that's a lot how long does that take to that's true I can go through 40 applicants in an hour so
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you can imagine 20 hours over a few weeks and the hiring manager had 20 plus phone interviews and
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then we had a short list of five that went for a virtual onsite interview anything that made the
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person stand out now Christina how do you select candidates when you start going through the process
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of bringing people in at Autodesk yeah I think you know for me and my role supporting hiring managers
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I probably you know don't have to search through 800 resumes that's amazing and you know I typically
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work with hiring managers if once they get to kind of that final round and are kind of you know
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teetering between one or two candidates and just need to brainstorm or to have some thought partnering
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on you know how they are how they want to approach this problem because often you know it's a good
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problem to have you have two or three great candidates and the hiring managers making a choice
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between you know very good options so you know talking through again brainstorming with them you
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know what what are the gaps on their team you know what what would bring the most value to their team
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in terms of you know what Jennifer just spoke about looking at the whole person and their experiences
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you know oftentimes the hiring managers will hone in on the stories that individuals share
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during those interviews so you know times when they're able to when an applicant is able to
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speak to experiences that they had that are tied to these gaps that hiring managers have on their
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team so you know potentially problems that they were able to solve how they solved it how they
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collaborated how they were adaptable in that you know tied to those competencies that they're
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looking for in the role so sharing those stories and then also you know asking the question and
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understanding what if any key learnings the applicant got from those experiences and how they
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were able to apply it moving forward because to a hiring manager you know that's what's gonna
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that's what's gonna set these candidates apart is understanding that you know these individuals
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had a tough experience they learn from it and grew because it's hard to you know in an hour half
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an hour conversation gauge someone's ability to do that right to grow and to learn and and expand
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so the more that a candidate can present their best selves demonstrating that the better and you
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likely that they're gonna stand out to a hiring manager those are those are actually really
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important elements that you talked about and as far as like you know going through the process of
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just sending resumes you don't know how people are receiving that swinging your whole self is like
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a really key tidbit that I think is important so I like that so and as far as like to kind of get
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us and segue into the next part of the interviewing what are some tips that you would give people
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pre-interview and how they present their whole self I would say again being prepared for the interview
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really taking it seriously doing research on the company the product the team check the profiles
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the LinkedIn profiles of the interviewers what really comes out when we do these debriefs from an
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interview is how much research the person has done and how interested they are in the role and I
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say I would say you know don't be just interested in the company be interested in the role and why
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because hiring managers can feel if you're just trying to come into the company as a stepping
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stone or do they really want the role make sure your space you know your virtual space for the
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onsite interview is clean professional quiet good lighting you have good bandwidth good Wi-Fi
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all of those things and then making sure you're prepared that you get the phone numbers in case
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something does go out really being prepared for the interview talking about your stories in your
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role not just what you did but how you did it and why you did it and that's what I really
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prep candidates on is the how and the why because that's very important that that really tells
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how you would approach something that's what a hiring manager wants to know how would you problem
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solve what would you do why would you do this this is next step and can you elaborate on how
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someone can if they haven't really paid attention to the house and the why's in their interview
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and how do you really tell and expand on your house and why Christina do you want to take that one
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yeah I think you know one important or you know helpful thing that especially I mean I've
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done it as I if I interviewed myself is really dissecting that job description and trying to
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assess out from there the qualities that the hiring manager might be looking for so you know
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whether it be working with difficult people or for a project manager multitasking managing
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customers when you run out of time and need to adjust these type of like situations that come up
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trying to you know essentially make a short list of the situations that an hiring manager might
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be interested to understand and then reflecting on your own experience and coming up with your
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own stories right for each of those and having you know very specific and unique examples for each
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of those and this is situational interviewing I mean this is kind of the the whole that's what it's
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called right and there have been many times where I've sat in on interview panels where we've asked
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very specific situational interview questions tell me a time when you made a mistake and had to
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you know let the customer know what did that look like what did you do what were the results
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they're very pointed probing questions and there have been numerous times where even when a candidate
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has been asked that question they give general things like oh well when that happens this is what I
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would do and this is what I would you know tell that person but they didn't specifically answer the
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question so I think when Jennifer spoke about preparation just being able to you know pull specific
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examples is great and having them tied to that job description and the qualities that the
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hiring manager might be able to or might be interested in our key I mean a classic you know tell me
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about your biggest mistake what did you learn like everyone should have their answer to that question
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ready to go in their back pocket because it's going to happen so how would you answer that question
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or would be the ideal way I think I've had those situational questions and sometimes I'm really good at
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here's the problem here so I solved it and kind of like this is the result and what I learned about it
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because I think it changes too depending on the role and the things are moving in an interview
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what is the best way to answer that question that's like direct gives enough information and it's
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still factual I think you should tell the story I mean obviously do it succinctly but I think you
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should tell the story I had that question a few years ago myself and I talked about an offer
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that I gave another candidate so it was a total privacy issue it was the wrong offer it was the
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same grade level so then that person would know what that other person was making and so that's a
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really big blunder so I have told the story what happened how I worked with my hiring manager to fix
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it how I worked with both candidates and the result basically I would I would be truthful I tell
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the story I think that's where it's very authentic if you can be authentic um not give the story of
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well what's your biggest weakness oh I I work too hard or I work longer that's a generic answer
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people want to know you and and bring that to light so that that talks really about the person how
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you are resilient and how you can move forward and what you can learn and move forward with
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I would be truthful authentic truthful and authentic like that I would just add to that example
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like Jennifer yes it totally comes up and I think being truthful authentic and you know sharing
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the experience as you know it feels uncomfortable to do right because we don't want to put
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ourselves in a bad light but it happened right and I think what what will set you apart when sharing
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tough experiences is ending it with okay here's what I learned and the next time it happened or
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these are the safeguards I put in place with my own process so that it didn't happen again so
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demonstrating that you made a mistake here's what you did here's how it was fixed here's what you
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learned and here's how you applied that learning moving forward because I think that's key for a
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hiring manager to hear yeah to demonstrate being able to think critically in different situations
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just seems like the the outstanding tip but I like that authenticity and truthfulness I typically
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get the tell me about yourself but the weakness question you know there's the general premise that
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weaknesses are not ideal but in as far as like how would you authentically answer like yes I am
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weakened this and where does that go and as far as like we do choose a candidate I would approach
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it was something that maybe I've worked on in the last year or so and that I recognize that
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this was not optimal in my work so save it was time management and I had difficulties with time
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management I would say these are some of the difficulties that I had and these are the things I have
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done you know I've taken a class I've noticed this was an issue I noticed that I'm taking longer to
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do something I took a class I bought a timer I bought an app so I would talk about what your
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weaknesses emit it and then what you've been doing about it and I think being so aware is another
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very important part in a role because even I had a hiring manager see to me I'd rather have a
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can say I don't know the answer then to try to pretend they know the answer and it's completely not
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relevant because what they do not want on their team is having somebody not knowing the answer
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not doing anything about it you bring up really important point demonstrating that you do have
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this health awareness enough to know that you don't know and you're able to learn and grow from
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that that's like probably an important skill but I think probably the general premise is like yeah
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you don't want to show that you're this you don't know because then they don't pick you so it's
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almost like a there's a fine line but you know being authentic in self-aware is really important as
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you're mentioning to be able to kind of know like okay this is my weakness I admit it right up front
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and then you know as an hiring manager you guys can decide if that's something that's really a
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deal breaker Christina do you want to jump in here as well yeah I will just say that's a great
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strategy for you know sneaking in a strength into talking about your weakness right you have self
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awareness you know something else that you know another way is being able not only to be self-aware
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but also like roll aware so what I mean by that is you know you you're strategic in your role you
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recognize that the way things are done today are changing and there's there's an aspect of that
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that maybe you need to grow in and I'll give you an example you know we're we're in a pandemic so
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obviously in my role I do facilitation in person so that cannot happen right so if I were
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at to I've asked that question I would say you know one thing that I'm working on because I
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recognize that this is a strength that I need to build in the new world in my role is virtual
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facilitation skills so here's what I'm doing to work on that and this is what we're doing right
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actually I like that to roll aware because then you're focusing on what you can bring to the role
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some of the ways that you are kind of growing if it's not like an area you are the strongest that
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I like all those information good good topics now making an impression making a good first impression
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is always important how do you make a good first impression in the age of zoom obviously we talked
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about you know making your space you know clean and organized and nothing kind of amiss how does
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making first impressions if you can't do it in person still come to fruition in the context of
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the digital arena I would say for interviews I have noticed that hiring managers pick up if
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somebody's dressed up for the interview so I would say you know having a professional look
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for the interview is important as a first impression they recognize when people take notes
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being very involved in the interview being very laser focused I would say smile eye contact via zoom
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is very important all of those things that you would pick up on and trying to make a good impression
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person I think you just have to be a little bit more aware of it on zoom because it won't be as
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natural and the same question Christina yeah I would echo all of those things I think you know
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there's the ability to minimize distractions around you so that the the interviewer can focus
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on you and and also practicing active listening so there you know things there's body language that
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you pick up on during zoom you know look at the camera if you can not you know although you are
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probably formulating your answer to the question being asked of you you know you can still you can
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still do those things at the same time and present in that way yeah that's true now and as far as
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like body language sometimes people either come off not as energetic or you don't want to come up
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too over energetic how do you have a fine balance on zoom that you're showing that you are
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interested without being over one or the other I think matching the person that you're speaking to
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maybe trying to pick up on their their energy and their vibe and trying to match that I would say
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you know try to have as much energy for the role as possible you know really prepare yourself and
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realize figure out why you want the role and then be able to project that in the interview so
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again smile be excited maybe ask how you ask your questions but people do want energy that's a
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that's a thing and they do want excitement for the role if you can find that while you're thinking
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about the role and really you should apply the roles that you want and I think that is a very
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important don't go to interviews if you're really not interested in the role and as far as like
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interviewing and when you are kind of like making that final decision what are the things that
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you know and as far as like say this person has given you the best answers you know they've given
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the best situational they've gone through their weaknesses and you guys are making that final decision
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what are the key things that probably tips the the decision in yes or no and how can candidates
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make themselves more well-rounded to be better selected and interviews I would say what I hear a
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lot and what the decisions made on is not just what they what the person can do today but what the
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person can do the next nine months from now and so that becomes not just the spot they're filling
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today but what can they do later and so that's really what pushes a candidate over is not only what
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they can fill in the in the role now but what they can do six months nine months are they a leader
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are they a self-starter can they move around can they plug different holes in the in the roles
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and and be really expand can they be expanded on other roles and I think that comes up a lot
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now and as far as like actual interview questions the what are some important questions that
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you hiring managers are asking now specifically in this time because things are so different
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getting to the core of like an individual that will grow within the organization in flourish
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what are those key questions that are kind of coming up now out of this new frontier of interviewing
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I don't know I think one that always comes to mind here now and always is you know what what
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is your career look like five years from now that that's a question that always comes up
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I would say like how was how is your approach with a customer how is your approach with a maybe
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a team when you have to collaborate and work with other team members and how would you get the
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information how would you include others because there's a lot of cross collaboration between teams
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how would you involve others how would you be inclusive that's another question another point
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that we want so I think things like that I mean we're very much a customer company and so it's
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very much how would you work with the customer to solve this problem how would you work with other
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the interviews typically it's a one-way conversation in the form of you know the company is kind
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of taking the lead but for a candidate also asking questions is an important part of the process as
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well what are some key questions that candidates should be asking when they do come for interviews and
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how does that work in their favor what are the key things that jump out at you when you receive
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questions from candidates I would say it goes back to the preparation so maybe asking a question that's
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a future question so say they're working on a product maybe it's not a mobile product at the
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moment maybe just asking what's what's your timeline for making a mobile product what are some
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of the challenges so that would be an example so a forward thinking question I think would be a
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good question to ask and it goes back to the preparation the product and the team and that you
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show interest and also you're thinking ahead and people ask why it you stayed at this company so
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long I see your profile was interested you and maybe getting the interviewer to speak a little bit
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about the room story is a good question as well it shows interest in the company and the team and
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the person in the interviewer itself alright Christina what are some odd questions that maybe you've
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gotten that has really gotten your juices flowing as well yeah sure I don't know just to go back
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and echo what Jennifer just said they'll you know asking the interviewer about their career
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progression because in the sense you know you're sitting in the candidate seat you're interviewing
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them as well right and and this is just more data for you to use to kind of hear someone's career
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progression you know what kept them at the company for you to make a decision if you want to
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join the organization too so I love that question and I know that interviewers you know they like
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talking about themselves that's a good one but just to go back to what you just asked you know
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something that stood out to me I think the future aspect is really important as well but I also see
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the question round at the end as another opportunity to insert some of your strengths right because
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it you know you don't get a lot of time with these with these individuals that you're talking to so
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as much as you can do that as possible you know the better so you know just looking at googling the
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company and seeing you know hitting the news on Google and seeing what what happened did they just
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acquire another company is there a way that you can ask a question specific to that which kind of
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shows number one that you looked up the company you did your research you're thinking about the
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future and you have an interest in it like wow like that shows a lot of strengths on the candidates
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behalf that they're asking such an informed question three things you would say for the next candidate
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that's getting ready to do an interview what is the thing that you in your role obviously as a recruiter
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and a hiring manager to kind of get that person in that mindset of what you're looking for as a company
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I would say research the role be prepared to tell why you want the role and be prepared to tell
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how and why you do things Christina I mean I agree with all of those know the company know the role and
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know yourself like know your stories know your strengths know in this virtual world what works best
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for you how you feel comfortable you know going to a different room setting the light a certain way
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kind of just know what what makes you feel most comfortable to you know step into this nerve
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wrecking situation that you're about to step into nerve-wracking indeed hopefully not too bad but
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I think interview is not only teach you something about yourself I like how you said it's like a
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data point like it's one way of learning and if you treat it you know if it's not a positive experience
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and I like the fact that you sing the story is like always the key protocol piece of what you're
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looking for that sets the typical from the atypical this has been great thank you so much I appreciate
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your time and effort and it's been really great great yeah again that was Jennifer Copat Olsen
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senior engineering recruiter and Christina Sahagan HR manager with auto desk I'm Lilacom
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this is all for today but if you have any suggestions or want to learn about something through
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our podcast do write into me at digicom manager that is di g i c o m m manager at pmisfbac.org
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and I would be happy to put it together in my next episode till then don't forget to join pmisfbac.org
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and never stop learning something new because learning is the basis of everything and everything
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comes back to the basics