Responding to Applications (Psych Elective-3)

Responding to Applications and Shortlisting (Psych Elective-3)

• Cover letters are used to convey interest in a job, enclosing a resume, and should be one page in length.
• The main point of a cover letter is to highlight skills, qualifications, and experiences relevant to the job description.
• Connecting skills and experiences to the job description demonstrates why the applicant is a good fit for the company and the role.

Key Differences

• Cover Letter: Introduces the application and shows how the applicant is suited for a specific job. Used in response to a specific job posting or as a speculative job application. Focuses on aligning skills and experience with the job. Usually one page in length and has an informal tone, but is professional.
• Application Letter: More formal, used to apply for any role or opportunity. Used for formal applications such as jobs or schools. Focuses on applying for an opportunity and is generally a bit longer.
• Letter of Intent: Expresses interest or intent, typically for long-term goals, in business, academic, or professional contexts. Focuses on future intentions or aspirations. Is formal and professional; can be longer, especially in business or academic contexts.

A Cover Letter Consists of the Following:

• Salutation: Address the letter to the specific person when possible. If you aren't sure of a person's name or gender, contact the company for clarification. Avoid "Dear Sir or Madam," except for companies with a reputation for this; do not use "To Whom It May Concern."

Paragraphs

• The opening paragraph should be one or two sentences, stating that a resume is enclosed, expressing interest in the job advertised, and briefly explain how the applicant learned of the job.
• The second paragraph explains why the applicant is qualified for the job, stating relevant reasons. It should not just rehash the resume.
• The third paragraph should explain why the applicant is interested in this particular organization.
• The final paragraph should indicate how to contact the applicant, detailing suitable times to reach the applicant.

Signature

• Include words like "cordially" or "sincerely" above the signature. Avoid words like "Yours truly," "Love," etc. Personally sign the letter. Include your name, address, and phone number below the signature.

Tips in Writing Cover Letters

• Avoid desperate language. Avoid grammar and spelling errors.
• Avoid overly complex words and phrases; use clear and concise language.
• Tailor the letter to each individual company and job description; don't use a generic template.
• Do not use the stationery of your current employer.
• Ensure that the name of the organization is correctly used in the letter.

What is a Resume?

• Resumes are summaries of an applicant's professional and educational background.
• Resumes are intended to be advertisements for the applicant.
• There is no single best way to write a resume; different formats work for different people.
• Resumes can be viewed as a history or an advertisement of skills; consider a balance.

Characteristics of Effective Resumes

• The resume must be attractive and easy to read. Maintain a 1-inch margin, plenty of white space, and don't "pack" information.
• White is the best color for resume paper, as it prints and copies well.
• Avoid typing, spelling, grammatical, or factual mistakes.

Types of Resumes

• Chronological Resume: Lists previous jobs in order from most to least recent. Useful for applicants with consistent work histories without gaps.
• Functional Resume: Organizes work history based on skills and abilities required for the new position, useful for candidates changing careers or with employment gaps.
• Psychological Resume: Begins with a summary of strengths, incorporating both chronological and functional styles.

The Interview Schedule

• An interview schedule is a list of structured questions to guide interviewers, researchers, and investigators in collecting information about a specific topic or issue.

Advantages of an Interview Schedule

• Facilitates the interview process
• Increases the likelihood of collecting accurate information
• Enables interviewers to get more information
• Provides flexibility and high customization
• Increases the rate and amount of responses

Disadvantages of an Interview Schedule

• Can be time-consuming
• Can suffer from the interviewer's bias
• High variability if used by multiple interviewers

Three Major Parts of an Interview Schedule

• Opening: Sets a welcoming and relaxed environment; clearly expresses the interview's objectives; defines the topic areas; and states the expected length.
• Body: The main discussion; lists topics and potential questions. Word choice and quantity depend on the type.
• Closing: Wraps up the interview; summarizes key points; discusses the next steps in the process; and thanks the interviewee.

Interview Schedule Sample

• This should contain questions to establish rapport, motivations, timeline, and family background, and questions regarding the candidate's experience and career objectives.

Preparing and Sending Interview Packs and Rejection Letters

• Interview Packets: A collection of documents helping interviewers and interviewees prepare for an interview. Should include all necessary materials for assessing candidates.
• Rejection Letters: Concise and polite letters; usually sent within one to two weeks. State why the candidate was not chosen. Consider letting those who aren't quite right know they're impressive enough for future consideration.

Tips on How to Write a Job Rejection Letter

• Personalize the letter.
• Keep the letter concise.
• Be professional and considerate.
• Send promptly.
• Consider giving interview feedback.

Resume Writing and Cover Letter

• Assess resumes and cover letters for clarity, design, grammar, and inclusiveness of relevant information.

The Selection Decision

• The selection decision is the process of choosing the best candidate.
• Making the right decision is vital for organizational success, influencing productivity, turnover, and team dynamics.
• The selection decision isn't just filling a role, but about aligning the candidate's skills with the organization's needs and culture.

Types of Selection Decisions

• Unstructured: Based on gut feeling, intuition, or personal preferences.
• Structured: A more systematic approach relying on pre-determined criteria.
• Collective: A group decision-making process involving multiple decision-makers.

Criteria for Making Selection Decisions

• Job Fit: Necessary skills/experience to perform effectively.
• Cultural Fit: Alignment of values, mission, and company culture.
• Technical Expertise: Possessing the needed technical skills for the role.
• Soft Skills: Communication, leadership, teamwork, adaptability.
• Experience & Qualifications: Previous experience, education, certifications.
• Potential for Growth: Ability to develop and contribute within the organization.

Decision-Making Tools and Techniques

• Weighted Scoring System: Values assigned to different criteria to score candidates.
• Panel Interviews: Multiple interviewers to provide multiple perspectives, minimizing bias.
• Assessment Centers: Job-simulated tasks demonstrating real-world skills.
• Psychometric Testing: Measures cognitive abilities, personality, and behavioral tendencies.

Common Biases in Selection Decisions

• Confirmation Bias: Favoring candidates reinforcing pre-existing beliefs or preferences.
• Halo Effect: Letting strong attributes influence overall judgment.
• Similarity Bias: Favoring candidates similar to interviewers.
• Anchoring Bias: Over-reliance on initial information, like the first interview/resume.

Best Practices for Selection Decisions

• Structured Process: Use standard process, reducing bias; minimize personal preferences.
• Multiple Decision-Makers: Utilize diverse perspectives.
• Focus on Job Relevance: Align selection criteria with job requirements.
• Avoid Biases: Utilize data-driven approaches (e.g., structured interviews).
• Prompt Decisions: Avoid delays, maintaining top talent interest.

Ethical Considerations Regarding Selection Decisions

• Non-Discrimination: Evaluating all candidates without biases based on personal attributes.
• Confidentiality: Respecting candidates' privacy with sensitive information.
• Transparency: Openness and clarity regarding the selection process and criteria.

Making a Job Offer

• Making a job offer is the final stage of recruitment.
• The offer letter should clearly detail various aspects of the employment.
• Be careful and considerate when handling the process.

Points to Keep in Mind While Making a Job Offer

• Promptness: Issue the offer letter as soon as possible.
• Contact: Provide the selected candidate with clear communication and affirmation of selection.
• Deadline: Set a reasonable deadline to accept the offer.
• Connection: Maintain contact throughout the process.

Preparing a Job Offer Letter

• The offer letter should clearly define employment details, including title, salary, benefits, employment start date, roles and responsibilities, etc.

Notification of Candidates

• Successful/Unsuccessful: Notify both successful and unsuccessful candidates promptly.
• Internal Candidates: Consider personal communication for internal candidates.
• External Candidates: Formal rejection letters are usually sufficient for external candidates.

Employment Trends in the Philippines

• Employment rates in the Philippines have experienced fluctuations according to year and quarter, and some sectors or genders experienced more or less unemployment.
• Important trends include employment rate and participation rate for men and women, and underemployment.

Challenges in the Philippine Labor Market

• Unemployment/Underemployment: High rates; continuing challenge
• Skills Mismatch: Gap between required skills and available workforce; training critical.
• Informal Employment: High percentage; lacking security, benefits, and protections; improving labor laws necessary.

What Attracts Millennial/Gen Y Employees

• This generation values security, career growth, skill development, and flexibility, with clear preferences for excellent management, training opportunities, perks, and benefits, while considering job security as important.
• Millennials experienced internet explosion in their formative years, leading them to conduct research and gather information from online sources to seek out and evaluate employment options proactively.

Activity 5:

• Conduct research on current employment trends in the Philippines. Write a report summarizing results.

This quiz focuses on the nuances of writing cover letters, application letters, and letters of intent. It covers the key elements necessary for effective communication in job applications and how to tailor these letters to reflect the applicant's skills and experiences relevant to specific positions. Understanding these differences can significantly enhance your professional communication skills.