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What is it?

In this type of business simulation exercise, you will be given the contents of a young manager's in-tray. The in-tray will contain items like company memos, telephone and fax messages, reports and correspondence. Within a very limited period of time you will have to sort through this information and make decisions on each item that needs addressing. The point of this exercise is to see how well you can handle several complex tasks in a very short period of time.

After the exercise, prudent employers may ask how you arrived at your decisions to get a better grasp of how you handled the situation.

In-tray Vs Interview

What's the difference between an interview and in-tray exercise?

Interview

• common selection tool
• one to one, panel (two-way, face to face)
• explore education and work background

In-tray

• simulation exercise
• written assignments
• work alone; sometimes follow by group discussion
• test competencies

Aims

The point of doing an in-tray is for the employer to gauge how well suited you are to a managerial role in a real-world working situation. Skills tested include:

• organising
• structuring
• planning (problem analysis)
• ranking
• delegating
• finding an adequate approach (problem solving and creativity)

It also gives you a chance to demonstrate qualities and skills you could not show during the interview stage.

Possible contents of an in-tray

Plenty of reading materials (e.g. 20 - 30 items)

• telephone messages
  
• memos
  
• policy documents
  
• letters of complaint
  
• personnel information

Your tasks (examples only)

Here is a list of things you will typically be expected to do with your in-tray. Note this is only an example:

• study memos individually
  
• group memos according to nature
  
• assign priorities
  
• identify issues
  
• make decision based on information given
  
• plan actions
  
• answer questions
  
• draft letter/memos (Chinese and English)

Abilities recruiters look for

Key things employers look for from you during an in-tray include your ability to:

• analyze situations
• foresee potential problems
• generate practical solutions
• plan implementation procedures
• identify issues and prioritize sensibly
• conscious of resource constraints
• consider implications on business
• negotiate to maximize advantages for the company
  
• tactful in handling interpersonal relationships
  
• manage time and people well
  
• communicate clearly in writing (Chinese and English)
  
• handle paperwork efficiently
  
• work well under pressure

Some tips

• don't analyse the topics in excessive detail
  
• give a brief indication of the main points
  
• grasp the essentials of an issue rather than all its subtleties.
  
• allocate priorities to the different problems
  
• indicate the reasons for your decisions

Example of in-tray instructions

Instructions

1. Time Limit: 15 minutes

2. Your stationery consists of: company memo paper. HB pencil

3: Please use a separate sheet of paper for your response to each item and
write:

a) the item number (i.e.. the reference number)

b) your response to each item. Your response might be a memo or letter. A
decision to delegate the item or leave it until later. If you delegate an item you
must give clear instructions to the person to whom you are delegating on how
you wish him or her to handle it. We want to find out how you would tackle the
items so that we can get a complete view of you strengths. This is not a test
of the amount you can delegate.

4. Although the exercise deals with fictitious people and events, you should
refer, where appropriate, to actual people and events in this organization.

Careers and Placement, CEDARS Services

We provide the following services to help you with in-tray exercises:

• Selection Preparation Exercise Workshops - held regularly, look out for announcements
• Alumni Contact Scheme

Please refer to the following books and video for further information in in-tray exercise:

(Some of these materials have been recommended to the Main Library. Please check them out from HKUL Catalogue - Dragon)

Books
- How to succeed at an assessment centre
- Assessment centres - identifying and developing competence

Video
-"Two whole days" by AGCAS

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