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In Tray Exercises explained! In tray exercises are used by employers to test how candidates assess, manage and prioritize data under pressure. As well as forming part of the recruitment and promotion process, they can also be used on a management development course or as team building exercises. Candidates can download a practice in tray exercise here Employers can download complete in tray exercises here

During the in tray exercise, the candidate is asked to imagine that they have been successful in winning an important management job. They arrive early on their first day to find an overflowing in-tray with lots of decisions to make. There is no help available but there are right and wrong answers.

How does the in tray test work?

During the exercise, candidates are given the contents of a typical manager's intray. The in tray will contain items like company memos, telephone and fax messages, e-mails, reports and correspondence. They will also have access to some other standard information like an organization chart and a calendar. The scenario is set up so that the in tray and associated information are the only information that can be accessed. Candidates cannot ask for help, the internet is not available and no one can be contacted by phone. In other words, they are on their own and have to make a series of complex decisions based just on the information that they have - which sometimes, will be incomplete – just like in real life.

During the exercise participants go through the contents of the in tray and make decisions on each item that needs addressing. The point of this exercise is to see how well they can handle several complex tasks in a very short period of time.

After the exercise, participants may be asked how they arrived at their decisions. This will give an insight in to their management style, their ability to handle and process data and their capacity to work under pressure.

Where does the In Tray fit into the recruitment / development process?

It is rare for an appointment to be made without an interview. This could be a one to one meeting, a panel or a group session. The purpose is to review the applicant's background, gain insight into their experience, test their capability for the job and assess the “chemistry” between them and their new boss.

The In Tray exercise is usually a separate part of the process. Participants are asked to work alone to a strict time deadline although there may be the opportunity for group discussion of the results afterwards. The In Tray is an absolute test of management competencies and there are usually right and wrong answers to the various issues.

Aims

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

• Organizing
• Structuring
• Planning
• Problem analysis
• Problem solving
• Delegating
  

The In tray is a chance for a candidate to demonstrate qualities and skills that could not be shown during the interview itself.
Possible contents of an in-tray:

• Plenty of reading materials (e.g. 20 - 30 items)
• Telephone messages
• Emails
• Organization Charts
• Policy documents
• Calendar
• Memos
• Letters
• HR information

Examples of management activities that may be simulated during the In Tray exercise

• Assign priorities
• Identify issues
• Delegate actions
• Handle HR issues
• Resolve conflicts
• Make decision based on information given
• Plan actions
• Answer questions
• Draft letters / memos

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
• Be aware of resource constraints
• Consider implications for the business
• Negotiate to maximize advantage for the company
• Tactfully handle interpersonal relationships
• Manage time and people well
• Communicate clearly in writing
• Manage paperwork efficiently
• Work well under pressure
  

Some tips:

• Don't analyse the topics in too much detail
• Work quickly and accurately
• Don’t obsess over lack of information – do the best you can with what you’ve got
• Allocate priorities
• Be prepared to indicate the reasons for your decisions
  

We have two fully functional in-tray exercises. The first is designed for candidates who are looking to practice for a job interview, and the second is for employers who want to use an in-tray exercise as part of the selection process.

Please select the version you require: