Top 20 Interview Questions & Answers for Associate Indexing & Abstracting – 2025

Preparing for a role in associate indexing and abstracting? This guide provides a list of essential questions and answers to help you demonstrate your skills in organizing and summarizing information. Whether you're applying for a position in a library, research organization, or publishing company, these questions cover all key aspects of the job.

General Questions

• 1. Tell us about your experience in indexing and abstracting.
  I have been working with databases and organizing information for the past three years. During this time, I have honed my skills in keyword indexing, creating abstracts, and maintaining database accuracy. I have also attended workshops and training courses to stay up-to-date with the latest industry practices.
• 2. What motivated you to pursue a career in indexing and abstracting?
  I have always been interested in organizing and summarizing information, which is why I pursued a degree in Library and Information Science. My passion for this field led me to specialize in indexing and abstracting, where I can apply my skills to create efficient and effective information systems.
• 3. How do you stay updated with industry developments and advancements?
  I regularly attend workshops, conferences, and training courses to learn about the latest trends and technologies in indexing and abstracting. Additionally, I am an active member of professional organizations and regularly read industry publications to stay informed and continuously improve my skills.
• 4. How do you handle large volumes of information and prioritize tasks?
  I understand the importance of organization and time management in indexing and abstracting. I use a system to categorize and tag information, and then prioritize tasks based on deadlines and importance. I am also skilled in using productivity tools such as Trello or Asana to manage my workload efficiently.
• 5. Can you walk us through your approach to creating an index for a book or database?
  First, I thoroughly review the material to understand the main topics and subtopics. Then, I create a list of relevant keywords and assign them to specific pages or sections. I also consider synonyms and related terms to ensure comprehensive coverage. Finally, I organize the keywords in a logical and user-friendly structure.

Technical Skills & Experience

• 6. What software or tools are you familiar with in the indexing and abstracting field?
  I am proficient in using database management software such as Microsoft Access or FileMaker Pro. I also have experience with taxonomy and thesaurus creation tools such as Synaptica or PoolParty. I am also familiar with keyword extraction tools like Bloomfire and auto-tagging software like OpenCalais.
• 7. How do you handle conflicting keywords in an index?
  If there is a conflict in keywords, I prioritize the most commonly used term and make note of the alternative terms in a separate section. I also make sure to communicate any decisions with the author or client to ensure accuracy and clarity in the index.
• 8. How do you ensure the accuracy of an index or abstract?
  Before finalizing an index or abstract, I perform multiple checks to ensure accuracy. I use spell check and verify the author's use of keywords. I also review the index or abstract with a colleague to catch any errors or inconsistencies. I am meticulous in my work and have a keen eye for detail.
• 9. How do you handle missing information or gaps in a document?
  If there is missing information, I try to fill in the gaps by researching related materials or consulting the author or client. If the information cannot be obtained, I make note of it in the index or abstract. In cases of gaps, I verify my work with the author or client to ensure accuracy.
• 10. Have you worked with any data classification systems or cataloging standards?
  Yes, I have experience with different data classification systems, such as Dewey Decimal Classification, Library of Congress Classification, and Universal Decimal Classification. I am also familiar with different cataloging standards, including MARC (Machine-Readable Cataloging) and AACR2 (Anglo-American Cataloguing Rules).

Behavioral Questions

• 11. Tell us about a time when you had to handle a difficult task or client in your previous job.
  In my previous job, I had a client who was very particular about the keywords used in their index. To ensure their satisfaction, I spent extra time researching and selecting the most relevant keywords. I also communicated frequently with the client to address any concerns and ultimately delivered an accurate and satisfactory index.
• 12. Can you give an example of a time when you faced an abstracting challenge and how you solved it?
  Once, while creating an abstract for a research paper, I found that some key points were missing from the original abstract. To address this issue, I reviewed the full paper, consulted with the author, and then created a comprehensive abstract that accurately summarized the paper's main points. The author appreciated my attention to detail and thoroughness.
• 13. Tell us about a time when you had to meet a tight deadline.
  In my previous job, there was an urgent request for an index on a tight deadline. I prioritized the tasks, communicated any potential delays with the client, and worked diligently to complete the index ahead of schedule. I also made sure to double-check my work to ensure accuracy despite the time pressure.
• 14. How do you handle stress and pressure in the workplace?
  I am no stranger to high-pressure situations in my line of work, and I handle it by staying organized and focusing on one task at a time. I also communicate any concerns or challenges with my team to find solutions and stay on track. I believe in maintaining a positive attitude and taking breaks when needed to manage stress effectively.

Situational Questions

• 15. How would you handle a situation where the author requests significant changes to the index or abstract that was already completed?
  I would first clarify the requested changes and discuss them with the author to understand their reasoning. Then, I would evaluate the changes' feasibility and potential impact on the index or abstract's accuracy and efficiency. If necessary, I would consult with a supervisor or colleague for their input.
• 16. If a client has specific formatting or style requirements for an index or abstract, how would you ensure compliance?
  I would first review the client's style guide and make a checklist of the necessary requirements. Then, I would cross-check my work with the guidelines and make any necessary adjustments to ensure compliance. I am detail-oriented and have experience adapting to different formatting and style preferences.
• 17. How do you prioritize your tasks when working on multiple projects at once?
  I use a priority matrix to categorize tasks based on urgency and importance. Then, I tackle the most urgent and crucial tasks first, while also ensuring I allocate enough time for each project. If needed, I adjust my priorities based on deadlines and communicate any changes with my team or supervisor.

Cultural Fit Questions

• 18. How do you keep yourself motivated and continuously improve in your work?
  I am passionate about my work and strive to continuously improve and stay up-to-date with industry developments. I set personal goals and regularly seek feedback from colleagues and supervisors to identify areas for improvement. I also enjoy attending workshops and conferences to learn from and network with other professionals.
• 19. How do you handle conflicts or differences of opinion with team members or clients?
  I believe in open communication and actively listening to others' perspectives. If there is a conflict, I approach it calmly and seek to find a mutually agreeable solution. I am also skilled in using active listening and conflict resolution techniques to address any differences of opinion and maintain positive working relationships.
• 20. Why do you want to work for our company specifically?
  I am impressed by the company's reputation for providing reliable and accurate indexing and abstracting services. I also value the company's commitment to continuous improvement and use of the latest technology. As someone with a passion for organizing and summarizing information, I believe I would thrive in this environment and contribute to the company's success.