Career/Job Search Seminar RESUME PREPARATION AND WRITING

Transcription

1 Purpose of a Resume Career/Job Search Seminar RESUME PREPARATION AND WRITING A resume serves as a summary of your skills, experience and accomplishments. It is a brief introduction and represents you to the potential employer. An effective resume is a vehicle to obtain the interview. A resume IS: A marketing brochure/ advertisement A brief overview of your qualifications An accomplishment focused summary A document that increases your leverage in salary negotiations Easy to read and appealing to the eye A resume is NOT: An historical biography A recitation of job duties A summary of personal information Do: Be consistent in language and form Print on good quality 8 ½ x 11 paper Keep length to 1 to 2 pages Use 11 point font or larger Use phrases, not complete sentences Don t: Mention salary amount Use abbreviations Use personal pronouns List references Lie Resume Formats or Styles There are three basic styles for presenting your achievements, attributes and expertise: Chronological, Functional Combination and Functional the right format for you will be determined by the one that presents you to the best advantage, while minimizing any possible weaknesses or undesirable traits. Your own history and circumstances will determine which style best represents you.

2 Chronological: This style is the most commonly used and accepted. It works well when you plan to stay in the same career field. It represents your work experience in reverse order, beginning with your most recent employment and works backward to your first job or about 10 years, whichever comes first. Advantages: Easiest to write Interviewers find it familiar and comfortable to follow Emphasizes consistent professional growth and a stable work history Disadvantages: Highlights gaps in employment or frequent job changes Does not emphasize specific skills Not suitable for changing careers Functional Combination: This is becoming the resume of choice as it combines the advantages of the Chronological and Functional styles. It highlights selected skills and accomplishments while retaining the chronological employment history highlighting how, when and where those skills were acquired and demonstrated. Advantages: Highlights skills and qualifications transferable to many settings Positions strengths and accomplishments at the beginning of the resume Functional: This style concentrates on skills and accomplishments most relevant to the job you are seeking. It deemphasizing employment dates, company names and job titles by placing them inconspicuously at the end. Career changes Advantages: Downplays jobs not relevant to the position sought Makes it possible to draw from past experience or that gained in non-work settings De-emphasizes employment gaps or job hopping Disadvantages: Interviewers may find it confusing As it is commonly used to disguise something, it may raise some suspicion with the interviewer

3 Scannable Resumes Large companies are scanning resumes into databases to more quickly and efficiently select for review; and even smaller companies are hiring companies to scan resumes for them. Scanners are programmed to search for key words and phrases that match the skills and education requirements for particular positions. Use phrases that describe activities or experiences and/or summarize your accomplishments by focusing on results versus duties and responsibilities. Also, many companies ask to receive your resume by . Check with the company where you are applying to find out if they are scanning or prefer ed resumes and revise your resume to fit the requirements. Directions are included in this packet for converting your resume to an friendly form. It is important to keep your resume simple and basic in format, style and language, if it is to be scanned electronically. Scanners will read the first line as your name so it is important for your name to appear on the top line of each page. Use a plain typeface in 12 point or larger, Times New Roman or Helvetica work well. Use key words and phrases early in your resume and place in order of importance. You may want to put a key word section at the beginning of your resume just after your contact information. Use CAPITALS or bold for emphasis. DO NOT USE underlining, Italics, script or shading. DO NOT use bullets or graphics. DO NOT staple or fold pages.

4 Build a Resume (Chronological) Name Street City, State Zip Phone, Cellular, Pager, Fax OBJECTIVE (Optional) The job you want next. The stated job in the ad you are answering or the position you know is open. PROFESSIONAL EXPERIENCE 19xx Present An accomplishment you are proud of that shows you are outstanding in this profession. A problem you solved and the results. A situation in which you positively affected the company, bottom line, your boss, coworkers and/or your clients. Awards, commendations, publications, anything you achieved that relate to your objective. A project that highlights accomplishments that support you objective. An accomplishment that shows you are good at this type of work. Quantifiable results that point out your skills. 19xx 19xx 19xx 19xx An accomplishment that shows you will be valued by your next employer. An occasion when someone recognized your skill. EDUCATION UNIVERSITY, City, State Degree, Major (if relevant) Date (optional)

5 Build a Resume (Functional Combination) Name Street City, State Zip Phone, Cellular, Pager, Fax OBJECTIVE (Optional) The job you want next /the stated job in the ad you are answering. SUMMARY Job description with years of experience. Highlights of experience and accomplishments. Bulleted highlights of skills and accomplishments. May be divided into 2 or 3 sections with headings for each area. PROFESSIONAL EXPERIENCE 19xx Present An accomplishment that shows you are outstanding at this profession. A situation you resolved and the resulting benefit to the organization. An action you took which benefited the bottom line, your boss, or co-workers, your clients. Quantifiable results highlighting skills. 19xx 19xx An accomplishment that demonstrates that you will be valuable to your next employer. Situation in which you acted in a way that resulted in benefits to the company. EDUCATION UNIVERSITY (SCHOOL), City, State Degree Dates (optional)

6

7 Build a Resume (Functional) Name Street City, State Zip Phone, Cellular, Pager, Fax OBJECTIVE (Optional) The job you want next. The stated job in ad you are answering. SUMMARY OF QUALIFICATIONS How much experience you have in the field of your job objective, in a related filed or using the skills required for you new position. An overall career accomplishment that shows you are outstanding at this job. What someone would say about you as a recommendation. RELEVANT EXPERIENCE MAJOR SKILL AREA Specific skills (use several, bulleted separately and reflect key words). A problem you solved using these skills and the result. Affect for the organization when you used these skills quantify when possible. MAJOR SKILL AREA Specific skills. Project that highlights or demonstrates this skill area. Quantifiable results. WORK HISTORY Dates Dates EDUCATION UNIVERSITY (SCHOOL), City, State Degree Dates (optional)

8 Build a Resume (Scannable) Name Street City, State Zip Phone, Cellular, Pager, Fax OBJECTIVE (Optional) The job you want next. The stated job in the ad you are answering or the position you know is open. PROFESSIONAL EXPERIENCE 19xx Present An accomplishment you are proud of that shows you are outstanding in this profession. A problem you solved and the results. A situation in which you positively affected the company, bottom line, your boss, coworkers and/or your clients. Awards, commendations, publications, anything you achieved that relate to your objective. A project that highlights accomplishments that support you objective. An accomplishment that shows you are good at this type of work. Quantifiable results that point out your skills. An accomplishment that shows you will be valued by your next employer. An occasion when someone recognized your skill. 19xx 19xx 19xx 19xx EDUCATION UNIVERSITY, City, State Degree, Major (if relevant) Date (optional)

9 BASIC PARTS OF A RESUME HEADING: Consists of all your current contact information. This should make it possible for potential employers to contact you easily. OBJECTIVE: (optional can rule you in but may rule you out or other jobs for which you might be qualified) A phrase indicating the position you want/what you can do for the employer. SUMMARY/QUALIFICATIONS/SKILLS: Lists specific skills, key words and the accomplishments you offer to the employer. WORK/PROFESSIONAL EXPERIENCE: Company name, location, job title. List in reverse chronological order. Brief phrases indicating SAR (Situation, Action, Result) USE ACTION VERBS and key words. Increased sales Reduced expenses Developed program for EDUCATION: University/school, City State. Indicate degrees earned, beginning with highest. Indicate grade average if over 3.2 and any honors. SPECIAL TRAINING: List any courses, certifications related to job. PROFESSIONAL ORGANIZATIONS: List if relative to job objective. References: It is not necessary to state references are available on request on your resume. It is assumed that they will be. Have a list of references available at the time of interview. For consistency use the same heading on all your correspondence as used on your resume. After verifying their willingness to act as a good reference for you, give a copy of your resume to each of your references. Your resume should not contain personal information. You should omit personal pronouns and articles (a, an, the). Make sure your name appears at the top of each page in case the pages are separated.

10 KEY WORDS: Key words are specific to a profession, job function or industry. They include both action verbs and nouns. These key words allow you to demonstrate that you achieve results through strong performance, using core skills and competencies. If resumes are scanned, key words are essential to insure that your resume is among those chosen for review and considered for interviews. These may be found in job descriptions, employment ads, web pages, on-line career resources and career books. Some examples of key words: Administration: client communication, customer liaison, efficiency improvement, document management, office management, policy and procedure, product support, productivity improvement, resource management, time management, workflow planning. Customer Service: customer communications, development, loyalty, management, retention, satisfaction; field service operation, key account management, order fulfillment/processing, process simplification, service benchmarks, service quality. Engineering: computer-aided design, cross-functional team, development engineering, experimental design/ methods, facilities, fault analysis, field performance, final customer acceptance, industrial hygiene, product functionality, product innovation, specifications. Finance/accounting: accounts payable/receivable, asset disposition, asset management, audit controls, capital budgets, cost avoidance, debt financing, divestiture, financial reporting, investment management, job costing, revenue gain, strategic planning. Management: accelerated growth, advanced technology, business development, business reengineering, competitive market position, consensus building, corporate communications, efficiency improvement, financial restructuring, signatory authority. Human Resources: American Disabilities Act (ADA), benefits administration, change management, corporate culture change, employee relations/communications, grievance proceedings, leadership development, manpower planning, reengineering. Information Systems & Telecommunications: artificial intelligence, CASE Tools, capacity planning, client/server architecture, data recovery, database administration, document imaging, expert systems, field support, fault analysis, global systems support. Manufacturing: asset management, capacity planning, cost reductions, efficiency improvement, materials planning, operations reengineering, production output, safety. Sales and Marketing: Account development/management, business development, competitive analysis, global sales, line extension, market research, product positioning.

11 ACTION VERBS: Accelerated Accomplished Achieved Adapted Addressed Advanced Advised Advocated Analyzed Arranged Assessed Assisted Built Calculated Charted Clarified Classified Coached Communicated Compared Compiled Completed Conducted Controlled Created Decreased Defined Delivered Demonstrated Designed Determined Developed Devised Directed Documented Doubled Eliminated Enacted Engineered Enhanced Ensured Established Exceeded Facilitated Finalized Formulated Generated Guided Hired Identified Implemented Improved Increased Initiated Lead Managed Mentored Motivated Negotiated Organized Performed Persuaded Pinpointed Planned Positioned Predicted Prepared Proposed Provided Reduced Regained Reinforced Reorganized Repositioned Restored Represented Researched Responded Restructured Retrieved Reviewed Revised Revitalized Scheduled Secured Selected Served Simplified Sold Solved Specified Standardized Strategized Structured Succeeded Supervised Supplied Supported Surpassed Tabulated Targeted Taught Tested Trained Transformed Unified Updated Verified

12 BEGIN TO BUILD YOUR RESUME Objective: Summary: Skills: Work Experience: Accomplishments: Education/training: Certifications: Associations: References:

13 COVER LETTERS: A cover letter helps to get the employer to read your resume and grant you an interview. It communicates a specific personal message about how you can be an asset to their company. It highlights how you can be a solution to the challenges facing them. The cover letter is an additional opportunity to sell yourself, your skills and accomplishments. It demonstrates your competence and confidence. Address to a specific person, if name is available. There are three basic parts to the cover letter: Paragraph 1: Identify the purpose of your letter, why you are writing. State the position for which you are applying (if there is a known opening). Information about why the company is attractive to you as a potential employer is appropriate. Paragraph 2: Direct the reader to take note of specific items in your resume and point out important strengths, skills, experience or accomplishments that didn t fit on your resume. Point out your possible value to the employer. In paragraph 2, the T Letter form is an especially effective way to relate your qualifications to their needs. It highlights specifically those exact matches between the company requirements/job description and your skills/qualifications. It shows that you know the company well enough to know what its needs are and how you can help fill those needs. An example is included in this packet. Paragraph 3: Thank the reader for his/her time in reviewing your qualifications and always end with a request for an interview. Suggest a time to follow-up and schedule this meeting. FOLLOW-UP THANK YOU LETTERS: Always send a thank-you letter immediately after an interview. This is your opportunity to bring yourself to the interviewer s attention again and remind him/her of your qualifications. Indicate that you appreciated the time the interviewer spent with you, how you are impressed with the company, why you are a good fit, and that you really want the job (if true).

14 Sample Cover Letter Julie Procter 1425 Abbott Street Irving, TX xxxxx October 8, 2001 Dear Sir/Madam: I am writing in response to your advertisement for a librarian found in the Dallas Morning News on Sunday, October 7, While my resume provides a general outline of my employment history, my problemsolving abilities and some achievements, I have listed here your current specific requirements and my applicable skills in those areas. Your Requirements My Skills 1. Management of public reference, etc. 1. Experience as head reference librarian at University of XXX. 2. Supervision of 14 full-time support 2. Supervised support staff of 17. employees. 3. Ability to work with larger supervisory 3. During my last year I was team in planning, budgeting and responsible for budget and policy formation. reformation of circulation rules. 4. ALA-accredited MLS. 4. ALA-accredited MLS years experience year with public library; 2 with University of XXX. I would appreciate the opportunity to meet with you to discuss how I may best meet the needs of your organization. I will contact your office next week to inquire about setting up an appointment that is convenient for you. Thank you for your consideration. Sincerely, Julie Procter

15 JOB APPLICATION FORMS: Why do employers use job applications? The job application is a legal document and must be filled out accurately and completely. The busy hiring manager uses the application process to screen out all but the most qualified applicants. The goal is to find and interview the selected candidates who can do the job, are trustworthy, reliable and work hard. Tips for completing applications: Bring a completed sample application form with you so that you can transfer information without having to remember everything Read and follow all directions completely Be as neat as possible. Do not leave anything blank. (Write N/A. for not applicable if a question does not apply to you) If possible, bring an erasable black pen. Bring your resume Avoid giving negative information about yourself Who should I use as a reference? Employers will usually want to contact your previous employers, however, they may request references from both previous jobs and personal contacts. Before listing a person as a reference, check with them for their permission and ask them if they have good things to say about you and your work ethic. Tell them about the type of job you are applying for and give them a copy of your resume. Be sure to verify their address and phone number and have it with you when you apply. When talking to your references, use this as an opportunity to network. Ask them if they know of anyone who could use your skills and to keep you in mind if they hear about any job openings. A sample application is provided for you in this packet. Be Positive!

16 Posting Your Resume to the Internet Save as a text file Open resume document in MS Word Go to File menu Click on Save as Enter name of resume in File name box with a.txt suffix (example: resume.txt) Under Save as type select Text only with line breaks Click on Save button Format your resume Go to Edit menu Chose Select all to highlight the entire resume Align to left using left alignment button Also change all of the font to Times New Roman or Courier Go through resume and make sure that none of the words are in bold, underlined or bulleted. You can use a hyphen (-) or asterisk (*) rather than the bullet Go to File menu and select Page setup In Margins tab change the left and right margins to 2.25 Click OK Click on paragraph symbol ( ) on tool bar Go through resume and make sure each line has a hard return symbol ( ) after it If not, press Enter after each line Save resume Preview what your resume will look like when posted Go to Start menu Go to Programs Go to Accessories Go to Notepad Go to File menu Go to Open Open your resume text file (resume.txt) Check spacing and make sure document is easy to read If changes are made in Notepad, save document Post resume on the Internet Open resume text file Go to Edit menu Click on Select all Copy text Paste in box on Internet page