Unit 8: Work Habits and Behavior
Key unit competence
To be able to apply for a job and maintain professional conduct at the
workplace.
Introduction
Every workplace is full of a diverse group of individuals who behave in
different ways. Managers may assist their teams perform better and finish
tasks more successfully by recognizing the various workplace behaviors that
employees may exhibit.
Understanding one’s personality can help an employee change their behavior
at work, play to their strengths, focus on their flaws, interact with co-workersmore successfully, and ultimately succeed in their job.
Introductory Activity
The activity below is a self-reflection. It is not a test but is a way to see
what you already know or do not know about the unit. You will read
statements and check (X) the column that best describes your experience.Please, you need to answer honestly and independently
8.1. Recruitment process for the employer
Learning Activity 8.1
Analyze the illustration below and use it to answer the questions thatfollow
Required
a) What does recruitment mean?
b) Describe the process of recruitment
c) When does the recruitment process begin?
d) When does the recruitment process end?
e) What do the following terms mean in the recruitment process?
i) Job analysis
ii) Job description
iii) Job specificationiv) Job advert
Recruitment process
Recruitment is a process of finding and attracting the potential resources for
filling up the vacant positions in an organization. It sources the candidates
with the abilities and attitude, which are required for achieving the objectives
of an organization.
Recruitment process is a process of identifying the job vacancy, analyzing the
job requirements, reviewing applications, screening, shortlisting and selecting
the right candidate.
Recruitment process is the first step in creating a powerful resource base.
The process undergoes a systematic procedure starting from sourcing the
resources to arranging and conducting interviews and finally selecting the
right candidates.
i) Job analysis
It involves establishing the nature of the job (tasks, activities, responsibilities,
and accountabilities) which will also determine associated required talentsand competencies defining behavioral attributes for best performance.
ii) Job description
This is a written statement which outlines the duties and responsibilities
involved in performing a job such as who does what, when, where and why.
The main contents include job purpose, job tasks and responsibilities.
It informs employees exactly what is expected of them and provides a useful
document to refer to when you are evaluating an employee’s performance.
You can also use it to develop selection criteria, identify training needs, andmanage performance.
Purpose of Job Description
a) The main purpose of job description is to collect job-related data to
advertise for a job. It helps in attracting, targeting, recruiting and selecting
the right candidate for the right job.
b) It is done to determine what needs to be delivered in a particular job. It
clarifies what employees are supposed to do if selected for that particular
job opening.
c) It gives recruiting staff a clear view of what kind of candidate is required
by a particular department or division to perform a specific task or job.
d) It also clarifies who will report to whom.
e) Once someone has been employed, it will show whether they are
carrying out the job effectively.Here is a job description for a financial manager.
iii) Job specification
Job specification involves a definition of qualifications, experiences and
competencies required by the jobholder and any other necessary information
on the special demands made by the job such as physical conditions, unusual
hours or travel away from home. Job specification sets out terms and
conditions of employment such as pay, employee benefits, general health,
mental health, intelligence, aptitude, judgment, leadership skills, emotional
ability, adaptability, flexibility, values and ethics, manners and creativity, etc.
Purpose of job specification
i) It helps candidates analyze whether they are eligible to apply for a
particular job vacancy or not. It is based on job description and job
specification.
ii) It helps the recruiting team to understand what level of qualifications,
qualities and set of characteristics should be present in a candidate to
make him or her eligible for the job opening.
iii) Job Specification gives detailed information about any job including
job responsibilities, desired technical and physical skills, conversational
ability and much more.
iv) It helps in selecting the most appropriate candidate for a particular job.Here is a job specification for a financial manager
v) Job Advertising
It is a way organizations communicate to attract new employees to work
with them, Recruitment advertisements typically have a uniform layout and
contain the following elements;
i) Brief description of the organization
ii) The title of the job advertised the grade and the manager to whom the
job holder will report
iii) Duties and responsibilities of the job holder
iv) Skills and Competences of the job holder
v) Conditions of educational qualification and experience of that job
position holder
vi) The channel of communication used for submitting the application
vii) The timeline during which applications will be submitted
viii) The channel of communication for feedback
ix) Signature and the stamp of the organization manager who wants to
post the advertisement.
Some business organizations use recruitment advertising agencies to receive
professional advice and help them to recruit new workers. They offer a
service which they are paid for in return. Examples of recruitment agencies
in Rwanda include; -
i) Tohoza.com
ii) Umurimu.com
iii) Jobs in Rwanda
iv) NFT consultv) Ndangira.net
Application Activity 8.1
1. A collection of jobs with comparable responsibilities, tasks, and
duties is known as……….…
a) job,
b) business,
c) career,
d) Entrepreneurship
2. ________________ is a result of job analysis.
a) job specification
b) job description
c) job requirement
d) both A & B
3. The development and application of employees’ skills and
energies to accomplish the goals and objectives of the
organization is called:
a) human resource management.
b) human resource planning.
c) selection.
d) recruiting.
4. The first step in the human resource planning process is:
a) preparing a job analysis.
b) forecasting future human resource needs.
c) assessing future demand.
d) assessing future supply
5. Which term describes the process of gathering, analyzing, and
synthesizing information about the jobs that are being done and
any new jobs that are envisaged?
a) job description.
b) job analysis.
c) job specification.
d) human resource inventory.
6. A job _________ is a written statement of the job’s activities, the
equipment required for it, and the working conditions in which it
exists.
a) analysis.
b) specification.
c) design.d) description.
8.2. Finding/Applying for a Job
Learning Activity 8.2
Describe the experience of finding any kind of work/job you have or
have heard from others, by answering the questions below.
a) How did you start the process?
b) What resources did you use to find a job?
c) What steps did you take to find the job?
d) Did it require you to write some documents? If yes, which ones?
e) How long did it take?f) What approaches worked well and what did not work?
Finding a job/work requires one to prepare some documents expressing your
interest in a particular job or area of work and highlights why you are qualified
for the work; and also describing a brief history of your education, work
experience and activities, skills, accomplishments and any other information
relevant to getting a job.
These documents are:
a) Cover letter
Also referred to as an application letter, it is a letter to an employer expressing
your interest in a job or area of work and highlights why you are qualified forthe work.
It is designed to introduce you in a more personal way, complementing the
contents of the resume/CV, expanding on relevant skills and achievements,
and highlighting a selection of your most prominent accomplishments.
A cover letter contains:
◾ contact information,
◾ purpose of letter,
◾ summary
Purpose of a Cover Letter
A good cover letter persuades the employer your qualifications match their
needs, plus:
◾ Shows you did research and take the job seriously.
◾ Proves you understand the challenges of the company.
◾ Reflects that your vision aligns with their goals.
◾ Presents how your skills and experience are a solution.
It is designed to introduce you in a more personal way, complementing the
contents of the resume/CV, expanding on relevant skills and achievements,
and highlighting a selection of your most prominent accomplishments.
A cover letter contains:
◾ contact information,
◾ purpose of letter,
◾ summary
Purpose of a Cover Letter
A good cover letter persuades the employer your qualifications match their
needs, plus:
◾ Shows you did research and take the job seriously.
◾ Proves you understand the challenges of the company.
◾ Reflects that your vision aligns with their goals.◾ Presents how your skills and experience are a solution.
Steps of writing a cover letter for a job application
1. Start with a header
A professional cover letter opens with a header. Ideally, your cover letter
header should be the same as in your resume (for consistency). Include the
following in your header:
◾ Full name
◾ Job title
◾ Phone number
◾ Email address
2. Address the reader
Once you are done with the header, mention the location and date of writing.
Then, address your cover letter directly to the hiring manager like so:
◾ Dear Sir,
◾ Dear Madam
3. Make a proper introduction
These few sentences at the beginning of your cover letter will determine
whether the hiring manager will read on. So, you need to start your cover
letter in a way that attracts and holds the reader’s interest. Highlight your
achievements and display your passion and enthusiasm.
ENTREPRENEURSHIP FOR GENERAL EDUCATION | Senior 6 138
4. Explain why you are the perfect fit
The second paragraph (main body) of your cover letter has a couple of jobs
to perform:
◾ Give the hiring manager what they’re looking for.
◾ Show that you will satisfy the company’s specific needs.
5. Show your motivation to join the company
Your future employers have needs. If they are willing to hire you, it is because
they think you will satisfy those needs. But they also want you to enjoy
working with them. That way, they know you’re more likely to stay with them
for longer. The key to writing a perfect third paragraph of your cover letter
is showing the hiring manager why you want this job, not just any job. That’s
particularly important for entry-level candidates—enthusiasm and passion
help prove you’ll hit the ground running.
6. Close with a promise
The best cover letter ending should be by providing value. Tell the hiring
manager that you are looking forward to meeting in person and discussing
how your experience and knowledge can help your future employer fulfil
their goals. Avoid these mistakes in the final paragraph:
◾ Coming off needy
◾ Focusing on how much you want the job, not on what you have to
offer
◾ Repeating the clichéd phrase, “Thank you for your consideration and
your time”
7. Stay Formal in the Closing Salutation
Once you have written the body of your cover letter, you just need to put
a formal closing at the very end. Write “Sincerely” and follow it with your
full name. Adding your handwritten signature is optional (recommended for
more formal cover letters). You can also use any of the following:
◾ Thank you,
◾ Best regards,
◾ Kind regards,
◾ Respectfully yours,
◾ With best regards,
8. Double-check the formatting
Before you send, make sure your cover letter formatting is intact. Consider
the following:
◾ Choose a legible cover letter font like Arial or Garamond, and keep it
between 10 and 12 points in font size.
Set even margins on all sides—1-inch margins should be perfect.
◾ Left-align all your contents.
◾ Use double cover letter spacing between paragraphs and 1–1.15
between lines.
◾ Title your cover letter by JobTitle—CoverLetter—YourName.
◾ Let your cover letter layout stay intact en route to the recruiter by
saving the file in PDF.
9. Match your cover letter with your resume
The final step of writing your cover letter is, in fact, checking up on your
resume to see if they both match the job requirements. Make sure you meet
your hiring manager’s expectations to the best of your ability.
Plus, a great cover letter that matches your resume will give you an advantageover other candidates.
Cover letter format
Sample Application Letter
b) Curriculum Vitae (CV)
A curriculum vitae (CV) is a detailed document highlighting your professional
and academic history. CVs typically include information such as your work
experience, along with your achievements, awards, scholarships or grants
you’ve earned, coursework, research projects and publications of your work.
Elements of Curriculum Vitae
A basic Cv should include the following:
1) Contact Information: At the top of your CV, include your personal
identification/name and contact information (address, phone number,
email address, etc.).
2) Education background/Qualifications: This may include the school/
institution attended, dates of study, and degree received.
3) Work Experience: List relevant work experience; this may include
non-academic work that you feel is worth including. List the employer,
position, and dates of employment. Include a brief list of your duties
and/or accomplishments.
4) Skills
◾ Professional competencies relevant to the position for which you
are applying.
◾ Computer Skills
◾ Language Skills Etc.
5) References: In this part, include people who know you and who might
be contacted in case they need any information about you.
6) Lastly, end by certifying that the information is from the best of your
knowledge.
CV writing tips
◾ Include relevant information only: Your bio-data should not include
all details about your life!
◾ Keep it simple, clear and neat
◾ Limit to 1-2 pages
◾ Be accurate: no spelling or grammatical errors
◾ Use bullets to describe duties/responsibilities of previous work
◾ Spell out acronyms the first time you use it, put the acronym in
parentheses and then use the acronym after that
◾ If using a computer, font size should be between 10 and 12 points◾ Use 2.5 cm margins
Application Activity 8.2
Analyze the illustration below and use it to answer the questions thatfollow.
Required
a) Which document is illustrated above?
b) In which process is it used in business operations?
c) Use the information provided on the illustration and prepare:
• A cover letter• A curriculum vitae
8.3. Interview Process and techniques
Learning Activity 8.3
Observe the picture of a job applicant being interviewed and answerquestions follow:
For any interview you have attended, be it at school, in the community or
for a job, describe:
a) What was the interview for?
b) How you prepared yourself:
• Before the interview
• During the interview• After the interview
8.3.1. Interview process
The interview process is a multiple-stage process for hiring new employees.
The stages mainly comprise job interviews held either one-on-one, with a
group of candidates, or with a panel.
Interviews are conducted in person, over the phone or by email, or via
video conferencing tools. The exact process will vary for each organization,
depending on the role and who is responsible for recruiting and hiring.
A job interview is an opportunity for the employer to find out more about
you – your education, work background, interests, personality – and for you to
find out more about the employer/business/company/organization and thespecific job to which you are applying.
8.3.2. Parts of the interview
In general, there are three main parts to the interview:
1) Opening: This part involves greetings, introductions, and it is where
the employer states the purpose of the interview.
2) Body of the interview: This is the major part of the interview process
where the interviewee is asked questions by interviewers to elicit
information in relation to the post.
In the process of questioning, interviewers should ensure that clear
questions are asked, and the interviewee is given time to respond. To
be able to answer well, the interviewee should also listen attentively
to questions and respond accordingly.
Commonly asked questions in interviews include;
a) Tell me/us about yourself
b) What qualities and skills do you have that will help you perform
this job?
c) What previous experiences do you have that are related to this
position?
d) Are you familiar with this company/business/organization?
e) What do you know about this company/organization?
f) What are your strengths and weaknesses?
g) What makes you fit for this position?
3) Closing the interview: In closing the interview, ask whether the
candidate has anything more to tell you about his candidacy or any
questions about the job/employer. Thank the interviewee for turning
up for the interview. The interviewee should also thank the interviewerand express interest and enthusiasm regarding the next step.
8.3.3. Tips for an interview
An interview is an integral part of the recruitment process. Interviews
range from conversations lasting a few minutes to several formal meetings,
sometimes with more than one interviewer. The interview process allows
you to demonstrate that you are the right candidate for the job. The better
prepared you are, the more relaxed and comfortable you will be when the
interview questions begin.
Getting the most out of interviewing is a combination of preparation, suitable
questioning and listening.
Before the interview
◾ Learn as much as you can about the organization or business to
which you are applying for a job: What do they do? Where? Size?
Who are their clients? etc.
◾ Think about how your previous work experience, schooling and
activities will help you perform the job to which you are applying.
◾ Dress appropriately for the interview: neat, clean clothing and shoes.
◾ Allow plenty of time to get to the interview.
◾ Write down questions you may have for the interviewer.
During the interview
◾ Greet the interviewer. Speak slowly, clearly and distinctly in a
confident voice.
◾ Think before speaking.
◾ Be respectful.
◾ Listen carefully: One of the most neglected interview skills is listening.
Make sure you listen attentively and respond accordingly.
◾ Be a good listener: Wait until the interviewer has finished talking
before you respond.
◾ Stay calm.
◾ Ask the interviewer to repeat or rephrase a question if you have not
fully understood it.
◾ If you do not know the answer to a question, be honest and let the
interviewer know why.
◾ Be honest in your answers but present any negative experiences in
a positive light or as lessons learned.
◾ Present yourself as being confident that you can do the job.
◾ Thank the interviewer.
After the interview
◾ Send a thank you letter by post or email if appropriate.◾ Follow up with a phone call after a week if appropriate.
Application Activity 8.3
Case study
An Interview with Mutesi
Mutesi has applied to be a cashier in one of the supermarkets in her district.
She has prepared and sent in her CV showing different experiences she
has acquired as a cashier. She has practiced answering questions she
thinks might be asked. She is confident in her ability to handle the duties
of the cashier.
One week before her interview, Mutesi got a call from the owner of the
supermarket, requesting her to prepare for the interview which was
scheduled in two weeks to come. Without panicking, she quickly got on
the internet to search how she could best show her skills. She approached
her relatives and friends for advice on how best she can approach the
interview.
On the day of the interview, she was very confident, clear and was able to
sell her skills successfully. She was able to demonstrate several things that
ultimately made her the best suited for the job. She showed the interviewer
that she understood the challenges facing the retail, wholesale businesses
and the competitors that the supermarket could capitalize on.
Finally, she proved that she understood the business she wanted to enter
in and that her skills were appropriate for the position.
Read the above case study and answer the questions that follow:
1. What did Mutesi do to prepare for her interview?
2. During her interview, what skills did she demonstrate that madeher the suitable candidate?
8.4. Appropriate workplace behaviors and attitudes
Learning Activity 8.4
Think of any previous work you have done
(including long or short term jobs, family business, and any others). Describe your experience by
answering the questions below:
a) What was the work setting – office, shop, construction site, restaurant?
b) Did you need to follow any rules or regulations (dress, work hours)?
c) What happened if you were not able to follow the rules?
d) Did your employer give you feedback on how well you were doing
your job? And on what you need to do better?
e) Did you behave the same way at work and at home? Why or whynot? What were some differences?
Every place of work has a different atmosphere, a different environment, a
different ethos. An efficient and harmonious working environment is created
largely by the way people behave in the workplace. This includes the behavior
of employees, employers and to some extent, even customers and clients.
Work behavior is the behavior one uses in employment and is normally more
formal than other types of human behavior. This varies from profession to
profession, as some are far more casual than others.
Work attitude means a feeling, belief or an opinion about a particular activity.
At work some people may feel uncomfortable towards doing certain types
of work or may not be interested in helping others. Such attitudes reduce
productivity and team work at work. Proper workplace behavior and attitude
contribute much to the success of a given organization.
Appropriate workplace behavior and attitude include the following;
◾ Dressing neatly and appropriately for the work: If wearing a uniform
make sure it is clean and neat; clothes should not get in the way or
prevent you from doing your work; it should not be distracting to you
or others.
◾ Keeping time and managing it well: Attendance and punctuality are
essential to keep your job. Let your supervisor know if you are going
to be late.
◾ Speaking to co-workers in a positive and respectful manner
◾ Being honest: Being honest will gain you the respect of co-workers.
◾ Keeping discussions and interactions related to work: Don’t bring
your personal problems to work or let them affect how you do your
job or interact with others. Avoid topics or making comments that
might make others feel uncomfortable.
◾ Staying positive: Don’t complain or be pulled into negative discussions
about work. Rather, approach problems positively and help to think
about how to improve the situation.
◾ Being respectful of others and your environment: Take proper care
of equipment, put things back where they belong and keep the
environment tidy.
◾ Being a team player: Participate proactively and respectfully and
listen to the ideas of others as well.
◾ Respecting the roles and contributions of others.
◾ Believing in yourself and what you do: Being positive about your job
and how you do it will help you to succeed and achieve your goals.
◾ Open mindedness: This involves having increased receptiveness to
new ideas.
◾ Valuing new experiences: This calls for desire to seek out and take
on new challenges.
◾ Desire for self-improvement: To attain it, one should exercise
continued learning as well as self-instruction.
Some examples of unacceptable behavior are:
◾ Aggressive or abusive behavior, such as shouting or personal insults
◾ Spreading malicious rumors or gossip, or insulting someone
◾ Discrimination or harassment
◾ Unwanted physical contact
◾ Stalking
◾ Offensive comments/jokes or body language
◾ Publishing, circulating or displaying pornographic, racist, sexually
suggestive or otherwise offensive material or pictures
◾ Isolation, deliberate exclusion and/or non co-operation at work
◾ Persistent and unreasonable criticism
◾ Unreasonable demands and impossible targets
◾ Coercion, such as pressure to subscribe to a particular political or
religious belief
Skills Lab Activity
Bright Business club wants to expand by introducing other viable projects.
In efforts to ensure the club grows effectively, they will recruit a strong
marketing manager from one of the members of the club. The key role of
the marketing manager is to ensure the right projects are implemented in
the club.
Questions
1. As a student of entrepreneurship, create a relevant job
specification and make an advert for the above position.
2. Discuss the importance of creating a job specification for a given
position.
Application Activity 8.4
Analyze the illustrations below and use them to answer the questionsthat follow
Required
a) Which illustration shows appropriate and inappropriate workplace
behavior?
b) Describe the workplace behavior illustrated above in A and B
c) If there is any inappropriate behavior in the illustrations, how can it bestopped at the workplace?
End of Unit Assessment
I. Project Activity
1. Students think of a vacancy they want to fill in their back-home
business and design:
a) Job analysis
b) Job analysis
c) Job description
d) Job specification) Job advert
2. You have come across an advertisement on the internet about
the need for a Head of Security in a prominent shop. Write an
application letter to apply for the above post.
3. Gikundiro is a senior six-level student who wants to start a fruit
processing business and she needs help from you to design anadvert for various posts in a fruit processing business.