Understanding the Company Visit

The company visit generally ranges anywhere from a half day to two days in length, though one day is most common. They can vary greatly as to how many people are met by the candidate, the type of agenda, whether or not testing is involved, and even the number of candidates participating. As a result, a publication such as this can only offer general principles and guidelines. If we help you understand the nature of the company visit and what is expected of you, then this information should help you in any situation you encounter.

PURPOSE OF THE COMPANY VISIT

The company visit has two primary purposes. First, it allows the company an opportunity to make a more in-depth assessment of the candidate. Because the initial interview is so short, most employers want more information before deciding whether or not to make an offer. The company visit allows them to get the opinions of more people concerning your "fit" with them, hopefully resulting in a better decision on their part.

The second reason for conducting company visits is the flip side of the first. It gives you much more information in deciding whether or not they are the right organization for you. You will have the chance to meet more people and see how you feel about the culture and environment. You'll learn more about the entry-level position and the long-term opportunities with them. In many cases you'll even learn more about the overall community in which you would be living. In other words, the company visit is your best opportunity to assess the company in case an offer is forthcoming. This means that they are both assessing you and "selling" you at the same time.

You've passed a major hurdle in being invited to the company visit, as most companies try to make offers to over half of the people offered such trips. The offer isn't assured, by any means, but you're a lot closer to it. As a result, they will be trying to show you all the reasons they would be a good fit for you. You need to be listening carefully.

PREPARING FOR THE VISIT

The company visit is crucial, and merits extensive preparation. You need to learn as much as possible about the company, and items of preparation can include the following:

• Notes taken after the initial interview
• Employer's Web site
• Annual report
• Employer promotional material
• Industry and business publications containing articles about them
• Conversations with alums of your school who are now employed there
• Conversations with current employees in the desired line of work
• Conversations with people (faculty, career services, customers, others) who have direct knowledge of the company.

Candidates want to appear knowledgeable about the company, its products or services, its industry and competition, its financial standing and history, its culture and reputation, and more. The research you do is similar to the preparation you do for initial interviews only you should do more of it.

Why is such preparation important? Because your preparation is recognized by every person with whom you meet. When they see someone who is well prepared, they translate that into viewing the person as thorough, competent, diligent, and bright. They also recognize that those who have prepared well are probably very interested in the job, while those who try to slide by without much preparation are less interested.

Being prepared allows you to ask better questions during the day. Since you will use the results of this day to make the decision of whether or not to join the company, isn't it important that you have numerous questions to ask? Prepare a whole group of questions that show that you have done your homework, thought about the opportunity, and know what you want. Give some advance thought about what you are seeking in an opportunity (you'll probably be asked about this) so that some of your questions can focus on related issues.

Often as part of the visit, you will be talking with senior management. In these situations, you will want to ask your "big picture" questions. These could include questions about the mission and long-range goals of the company, its business philosophy and management style, and its priorities for the future. Because people usually like to talk about themselves you might find it helpful to ask these senior people about their own careers. Some questions might include the following:

• I read in your annual report that your CEO, Mr. Edwards, has promised to put additional focus on serving your customers. How has that been put into effect up to this point?
• I visited three of your stores (a retailer) and spoke informally with some of the management on the premises. They indicated that they were impressed with the overall culture of your company. How do you feel this has been built?
• A recent article in Fortune Magazine complimented your company for its steady growth the last ten years. What are the plans to maintain or even increase that growth?
• What plans are in place for your company to develop an increased presence on the Internet?

You might ask the company representatives closer to your own age and interests a totally different set of questions. These employees can usually answer more personal questions you might have, but your questions should still reflect, when possible, some knowledge of the company. Examples are:

• In my campus interview it was stressed that there are in-depth evaluations conducted every six months. How have you felt about the evaluation system?
• Your recruiting literature indicates that new hires get to work independently on some of their projects. Have you had that opportunity?
• Your Web site and the people from you company who came to our career fair really stress that people here work in teams. Have you found that to be the case and do you like it?
• I got to walk around a little bit after my plane arrived yesterday and this looks like a great place to live. What types of things have you found to do in your free time?

Questions should also be put in as positive a manner as possible. For example, let's say you are very concerned about the environment and have read that the company you are interviewing causes a lot of pollution. Rather than saying, "I read you're one of the top ten polluters of freshwater resources in the country. What do you have to say about that? " phrase the question in a less threatening way. You might ask, "Can you tell me what the company is doing to reduce its pollution levels?"

You will find that the questions you ask during the company visit are more critical than those you asked during your initial interview. You might even have someone on your interview schedule who shakes your hand, gets comfortable, and then says,"I'd like to spend our half hour answering your questions. What would you like to know?"

Even at the company visit some questions are premature. Questions such as "What does the position pay?" or "What benefits do you offer?" should be held in abeyance until brought up by the employer. These are issues that are often discussed only after an offer has been made, though they could be brought up earlier.

In regards to preparation, the same principles apply to the company visit as they did to the campus interview. You must be ready to discuss your experiences and to give answers that reflect how you have functioned in the past. Expect people to probe into details of your past work experience, academic record, and extracurricular life. You need to review any self-assessment materials you have completed so that you go to the company visit ready to present all of the highlights of your background that ensure that you will be a success on the job.

There are a few addition factors involving preparation that are important:

• Find out what type of clothing is appropriate for the trip and pack carefully.
• Go with a well-groomed appearance (hair, face, skin, nails, etc.).
• Leave personal problems at home. Try to schedule company trips when you have all sorts of other pressures coming down on you.
• Even if they tell you that you won't need any copies of your resume, it is a good idea to take some with you.

ARRANGING THE TRIP

The invitation to participate in a company visit generally comes from a "contact" person at their site to be visited. This may be the same person who conducted the campus interview, but that is generally not the case. In a sense you are being handed off to another individual who will be responsible for shepherding you through this process.

In most cases, company visits are not in the same city as your college so some travel is necessary. Your contact person can serve as your advisor on the best means to get from one place to another, where to stay, what to bring, and how to make arrangements. Use the contact person as a resource.

If travel is more than 200 miles you will usually be given the opportunity to fly to their site (if an airport is nearby). If you drive your own car instead, you can expect a reimbursement for your travel based upon your mileage. If you fly, the company may be positioned to pre-pay your ticket and even make the arrangements for you. It is recommended that you avoid the last available flight into the city as cancellations can cause problems and leave you without alternative means of travel.

In cases where they just suggest that you make your own arrangements, you may have to pay for the travel and be reimbursed at a later time. A credit card with available credit on it can be a big help when taking company visits.

The contact person may also make your hotel arrangements and see that your room is billed directly to the company. Not everyone does this, however, so again you may be expected to pay and receive reimbursement later.

If you are married you may want to ask if your spouse should be accompanying you on the trip. It is not a problem to inform them that you are married and, though most employers might invite your spouse to take a trip with you at a later time, some use the company visit as the opportunity to show the community to your spouse. They miss this opportunity if you haven't asked about it. When a spouse accompanies the candidate there is usually a separate agenda for that person.

Ask the contact person for a copy of your visit agenda. This will give you an advance idea of the people with whom you'll be meeting. It might not be available until the last minute but it's helpful if you can get it. Also, make certain you are sure of all directions, dates, times, and places. If flying, ask about the recommended way to get from the airport to the hotel (hotel shuttle, taxi, limo, etc.). Using E-mail to confirm with the contact person is very easy to do and can help avoid embarrassing mistakes.

ARRIVAL AND HOTEL DETAILS

Most company visits are a full day in length and necessitate the candidate coming to the city on the prior evening. If you took a taxi or limo service and paid, get a receipt from the driver. Ground transportation expenses are among those for which you will be reimbursed.

When checking into the hotel, ask if anything has been left for you. The company might have left a packet of information, an updated agenda, or just a personal letter. Though hotels try their best they don't always give you such items at check-in so it helps to ask.

Some other things involving your hotel visit that you should be aware of include the following:

• Schedule a morning wake-up call that will give you plenty of time to get prepared for your day. (It is also a good idea to set the clock in your room or take a travel alarm clock, and to have someone from home call you in the morning.)
• If the initial room is unsatisfactory for any reason (smells like smoke, noisy location, phone doesn't work, etc.), ask for another.
• Local calls from your room are not free. They often cost quite a bit and are not included in your reimbursement.
• Do not bill long distance calls to the room. Either call collect or use a credit card or calling card.
• If you choose to watch an in-room movie to pass the time, pay for it at check out so that it does not appear on the bill received by the employer.
• Review the bill upon check-out to make sure that it is correct.

Keep in mind that your behavior during the visit, whether proper or improper, can get back to the employer. This means that hotel personnel, the cab driver, or others might get word back if negatively impressed. A young women in Chicago once spoke openly with a limo driver about her concerns about her interview. It so happened that the driver regularly delivered candidates to the company's site, knew the corporate recruiting people, and reported some of what she'd said. She didn't get an offer. In another case, hotel personnel reported some towels missing and a room abused after a recruit had checked out. This person never found out why an offer was not made.

THE EVENING BEFORE

You're now in the city, checked into the hotel, and its still early evening. Many companies try to arrange your schedule in this way so that an employee, or even a small group of employees, can join you for dinner. Your dinner companion could be a line manager, your future boss, an alum from your school, someone in the training program you'd be joining, or even your contact person. The degree of formality at the dinner can vary depending upon the participants but they are usually quite informal.

This is the first part of the company visit at which you are actually with someone from the organization so remember that anything you do or say can be remembered and reported. Even if the person indicates that she is not part of the formal evaluation, she will be asked what she thought and if there is anything uncertain she'll be asked for details. You need to reflect your own professionalism and maturity throughout the process. The dinner should be a pleasant experience and once you understand the following guidelines, you should be able to relax and enjoy yourself.

At the dinner there are many traits that may be evaluated. These can include your social skills (dining etiquette), communication skills, ability to mix business

asure, comfort level, and maturity. You should dress appropriately (get suggestions in advance from your contact person). Eat moderately and order things that are not difficult to handle. Cheese-laden onion soup, spare ribs or crabs, or other items calling for extreme care or extra napkins are not recommended. Eat moderately. If drinking alcoholic beverages, limit yourself to one. Dinner conversation will range from business to personal interests and hopefully you will find your host(ess) a great companion. Remember though, you are now under the looking glass.

The wise candidate goes to bed early and tries to get a good night's sleep. Even if you have friends in the city who would like to take you out for a night on the town, it's a lot better to refrain from socializing and to call it a night. Instead, review the questions you will ask, any notes or literature you brought with you, and get some sleep. You'll need it!

THE INTERVIEW DAY

The interview day is a very full one, often with no breaks from beginning to end. You are under the company's microscope and they are under yours, and any feeling of discomfort on either side can be magnified into a problem. The sleep you got the previous evening will be much appreciated as you get to the end of the day and realize how tiring it can be.

You will usually be told to check out of the hotel prior to leaving for the company site. Someone from the company may pick you up at the hotel or suggest a means of transportation. Make sure you are clear on what is expected before you get to this point as it is often too early to call anyone at the company for clarification.

There are essentially two major types of company visit days that are arranged by employers. One is the individual interview day when you are the only candidate on site, and the other is the group interview day when there may be other candidates there with you.

The individual interview. When you are the only candidate you can expect three to five one-on-one interviews with people at various levels. Among these might be an interview with the person who would be your supervisor, typically a very important interview of the day. You may also meet with department managers, first-line supervisors, and even a vice-president or plant manager. These interviews will probably be similar to a campus interview but because they are back-to-back they can be exhausting. You might find yourself answering the same questions for different people, adding to the tiring nature of the day. Your challenge is to project energy and enthusiasm. You need to remind yourself before each interview that each one is new and you want to leave all with a positive impression.

Most of the interviewers will have read your resume and should be prepared to carry on a discussion and to answer your questions. However, some of the people at the company site might not be very well trained as interviewers and you might feel compelled to take control of the session. You can do this if you've prepared a good list of questions to ask.

You may find that you are being joined at lunch by one or more recent company hires. This is a great opportunity to assess the company culture but you still have to keep it positive. Even though your lunch partners may not be a part of the formal evaluation process, they will offer feedback to those making hiring-decisions. Identify the positives you've seen during the conversation over lunch, but also make sure to get the type of information that will help you decide how you feel about the match. Remember, this is a mutual decision being made.

The group interview. An increasing number of companies are conducting "group interviews" where anywhere from four to forty candidates come in on a scheduled assessment day. Some of the interpersonal dynamics change for a group interview as you will not get as much individual attention, though you can still expect a couple of one-on-one sessions. The group interview often begins with a reception and dinner, and then involves a day made up primarily of group activities.

Though the group interview doesn't afford the employer as much opportunity to meet with you individually, they are very conscious of how you interact with the other candidates. They are noticing who talks to people from other colleges, who seems to ask questions, and who seems to be hiding in a corner and not speaking with anyone. Most employers seek new hires who are reasonably gregarious, comfortable asking questions in a group setting, and who seem to project well-developed social skills.

Most interview days, whether individual or group, will involve a tour of some type, the larger the facility the more involved the tour. Many will also call for testing. Testing can include completing a psychological profile inventory, an aptitude test, and submitting material for a drug test. A drug test will usually involve the taking of a urine or hair sample which is then sent to a lab for analysis. The personality tests and aptitude tests are not really subject to preparation, but preparation for passing a drug test is obvious and need not be mentioned here.

Following are samples schedules for an individual interview and a group interview:

These schedules should give you a better idea of the types of things to expect in a company visit, either individual or group. Remember that in either case, you are a focus of attention throughout the day.

Anyone you meet during the company visit can have input. People you encounter may not be on your agenda but they may be highly important. For example, a receptionist chatting with you while you wait for an appointment may be asked her opinion. A server in the cafeteria who feels you demonstrated inappropriate behavior might report it. Everyone is important!

EXPENSES

The handling of expenses and reimbursement can vary substantially from one company to the next. Most organizations will be relatively clear in explaining their procedures and reasonably fast in getting any reimbursement back to you. Some companies even do it immediately. Still, it is helpful if you have some resources that you can fall back on while going through company visits. A credit card can be a big help at this time.

As indicated previously, most employers will pay for your travel and lodging. Since this is not always the case, you should discuss it with your contact person prior to the trip if you have any questions about it. Take nothing for granted!

In addition to your hotel and transportation, expenses that are reimbursable include parking at your home airport, cab fares or rental car, meals en route, tips, and any extra tolls or fees that are a part of the travel. Incidental expenses that are borne by the candidate include room service snacks, personal phone calls, items from the hotel gift shop, in-room movies, and other personal items such as grooming aids that you might have forgotten.

The candidate should use good judgment concerning expenses. An expense report that reflects a high level of expenditures or wasted resources does not reflect well upon the candidate. If you are having some meals on you own during the trip, don't go overboard and order the most expensive items on the menu. Expensive meals and wines will probably be questioned. The employer wants you to have a good time and to enjoy the visit, but extravagance is not called for.

AFTER THE VISIT

There are a few details to take care of after the company visit. You should write a note of thanks to your main contact or the person who hosted you during your visit. A lot of work goes into these trips and your acknowledgement that the trip was of value is appreciated.

Also, send a brief note to each of the people who took time to meet with you one-on-one. These notes should not be lengthy but just a nice message, either written or e-mail, thanking them for their help Notes such as these do not assure that you'll get an offer but they do set a good tone, and if you eventually join the company, you can be sure that your thoughtfulness will be remembered.

After the visit, jot down some notes on the details of the visit and what you heard and saw during that time. If you are fortunate enough to garner multiple offers you'll want to compare one visit against the another. These notes can be very helpful in keeping you from forgetting some important points.

WHAT HAPPENS NEXT?

Surveys of employers show a broad time frame in which they respond to candidates after company visits. A handful let you know at the end of the day (but don't expect this), some get back to you within a few days, any many take weeks to let you know if you have an offer.

If a company takes a while to get back, it's not because they're inconsiderate. Sometimes there are many candidates coming in and offers are not made until all the candidates have been seen. You might have been at the front of the group and therefore must wait longer to get a response. Many companies have meetings where they decide who should get offers. These meetings might take place only once every week or two. And many companies wait to give you an answer until a specific position can be identified for you.

Hopefully, you will be told at the end of the day when you can expect to hear from them. If that time passes, wait a couple of days and then call your contact person and ask if there is any further information they need.

If, after the company visit, you've decided that this organization is not right for you, let them know. There is no value in accumulating offers you won't consider. It is a courtesy to let the employers know if you've eliminated them from your consideration. This frees them to go after another candidate, possibly a friend of yours.

CONCLUSION

The company visit is a key component of the job-seeking and hiring process. Prepare for it, go into it with a positive attitude, and good luck!

Robert Greenberg, Ph.D.
Director of Career Services
The University of Tennessee