Righting A RéSuméCombo

RIGHTING A RÉSUMÉ Williamson County Public Library

Outline 9. Resources 1. What is a r é sum é? 2. Why write a résumé? 3. Tailoring your résumé? 4. Developing your content 5. Organizing your sections 7. Cover letters/Business letters 6. Designing your page 8. Quick tips and common mistakes

What is a R é sum é ? A r é sum é is a personal summary of your professional history and qualifications . http://owl.english.purdue.edu/owl/resource/640/01/

R E S U M E Creative Job Search is a service of the Minnesota Department of Employment and Economic Development eview of qualifications ssential Information Only kills-Based nique-- What Makes You Special arketing a Product– You ffective-- Gets You Noticed

Your Professional Identity Online Presence Work Presence Community Involvement Professional Associations Articles, essays, Blogs and other writings R é sumé

Why Write a R é sum é ? The purpose of a résumé (along with your cover letter) is to get an interview by: persuading your readers you are the best person for the job constructing a professional image of yourself and establish your credibility providing a sample of your written communication skills convincing prospective employers you deserve an interview

What Kind of Résumé Should You Use? Combination Functional Chronological

Functional Résumé The functional r ésumé is a r ésumé in which the information is organized by skill sets. The functional r ésumé is used by individuals whose education and experiences do not obviously match their career objective or when there are noticeable gaps in work experience.

Functional Résumé Example Here is what I can do for you! HIRE ME!

Chronological Résumé The chronological résumé is organized by job titles with the most recent position listed first. The chronological r ésumé is most effective for job seekers with solid experience and a logical job history.

Chronological Résumé Example Hire me Hire me Hire me Hire me Hire me

Combination Résumé The combination r é sum é merges the chronological and functional styles. It presents the knowledge, skills, and abilities gained from work in a reverse-chronological order. The combination r é sum é highlights skills and experiences.

Combination Résumé Example This is ME- in two pages or less

Tailoring for Your Audience A tailored résumé highlights the qualifications a particular employer most wants to see. Tailored résumés are most likely to get you an interview. To tailor your résumé you'll need to do Some research into specific companies and positions. Use the ONET descriptions to see what a job is looking for Ref USA and the company website for company information Be aware of specialty résumés i.e. Health care, executive management, attorney, academic, computer, artist, government, military and writer. These résumés use different formats, consult professional organizations for guidelines. Avoiding a cookie-cutter approach doesn't mean you need to rewrite your résumé every time you apply for job. If you structure your résumé properly, you can easily add and remove information that will make customizing much easier. http://owl.english.purdue.edu/workshops/hypertext/résuméW/tailor.html http://career-resources.dice.com/technical-résumé/custom_tailoring_your_résumé.shtml The key is to use the ad and the company’s website to create specific responses to their requests and needs based on your experience and abilities using their words. Why customize? Because it demonstrates to an employer that you're applying for this job, not any job.

Tailoring Continued Regardless of the approach you take to writing your résumé, if you are creating a traditional print résumé, you should write with two kinds of readers in mind: Skimmers: Busy readers will scan for desired information. Try to make such information easy to find "at a glance." Give your résumé the 15-second test: What information stands out? What information gets lost in the rush Skeptics: Your résumé may leave a good first impression on readers, but how will it look on closer inspection? Do you provide evidence and details for the careful reader?

Developing Content Me The Company Leadership Microsoft Office Suite Computer skills Decision making skills People skills Bachelor’s Degree preferred B.A. Marketing Dependable Effective Supervision experience Communicator Ability to multitask Dependable Effective communication skills- written and verbal

Developing Content WHO - position titles, names of your supervisors, leaders, etc. WHAT - responsibilities and duties, special projects, etc.; describe the nature of your experience (volunteer, intern, academic, work, etc.) WHERE - indicate place where you acquired experience (the organization, program, department, division, etc.)

Developing Content WHEN - important dates (starting date, ending date, dates of promotion, etc.) WHY - goals--personal, professional, or organizational--you were trying to achieve HOW - procedures, techniques, technologies, etc. you used to achieve goals

Job Skills Checklist The purpose of this skills inventory is to help you to be able to come up with different skills that you may be having a hard time thinking of yourself. To use the Skills Inventory list go to http://owl.english.purdue.edu/owl/resource/626/01/

Use Keywords to define your skills, experience, education, professional affiliations, etc. Consider inserting a Summary or Keywords paragraph Use concrete words rather than vague descriptions. Be concise and truthful. Use jargon and acronyms specific to your industry. Increase your list of key words by including specifics. Use common headings. UT’s Career Services site Content Tips for Maximizing "Hits"

Can't Think of Keywords? Ask a friend to help. Friends can frequently see things in you that you can't. They might also have some good ideas and interesting options for you to consider. Ask a Librarian. Librarians are usually very good at this kind of exercise, but try to ask for some help when the reference desk isn't busy so he or she can concentrate better on your project. Scan Some Online Job Banks. Search some of the major job banks for jobs that interest you. Read the job descriptions, note the skills and kinds of experience the employers are seeking, and then use these words in your search. Check ONET and OOH for job descriptions Read a Good Book. We have resources specifically for building strong résumés that provide keyword lists. http://www.quintcareers.com/identifying_résumé_keywords.html http://www.résumé-help.org/résumé_action_words.htm

Guideline to Keyword Selection Think like the employer What industry have you targeted What alternate names is it known by What is the business function in which you would be working What synonyms would be used by employers for alternative title for these functions What are the major area of accountability For a management position what word best describe the organization environment and management style sought What specific skills are sought “ the résumé kit” Richard Beatty

Action Verbs Use verbs to describe your skills and accomplishments when writing your résumé and cover letters. http://www.quintcareers.com/action_verbs.html

Selecting R ésumé Headings Select Headings that will allow you organize your information. Think about what you want the employer to know and what they NEED to know about you. A common approach to organizing sections is to use the following scheme: Your Professional Image Objective Education Work Experience Honors and Activities

Alternative Headings Include the sections that best feature your abilities and will help you win an interview. Honors and awards Publications/presentations Language proficiency/ foreign languages Achievements/accomplishments Internships Military experience Qualifications Career profile Skills summary Volunteer work / Community Involvement Memberships /Associations Academic/ Service Awards Career-related skills Laboratory Skills Technical Skills Computer Skills Miscellaneous Skills Relevant coursework/projects Advanced career training Specialization Special projects Familiar computer applications Technical training Licenses and certification Papers and Research Speaking Engagements Extracurricular Activities Continuing Education Courses Seminars and Workshops Conferences in-house seminars Study Abroad/ travel Committee Appointments Clubs and Organizations Sports Participation Consulting Experience

Education Section Higher Education : List, in reverse chronological order, all college, university, and professional degrees that you hold. You do not need to list your high school graduation date unless that is your highest level of education and you graduated less than five years ago. Information you might include: - Degree awarded - Name of school, city and state - Major and minor area of concentration - Graduation date (month and year) - Awards and scholarships - If you are a recent graduate, include your cumulative or major GPA only if it is 3.5 or higher -If you're over 50 years of age you may delete the year you graduated from university (and some older work history) to fight back against age discrimination http://www.resumagic.com/résumés4_1.html

Experience Section What is an experience section? An experience section emphasizes your past and present employment and/or your participation in Relevant activities. Sometimes this section goes under other names such as the following: Work Experience /Professional Experience / Work History /Field Work / Volunteer Work /Relevant Experience Feel free to customize your headings for this section, especially if you are writing a tailored résumé. For example, if the job ad calls for someone with editorial experience, you may want to create a section with the heading "Editorial Experience." Even the busiest reader will notice. Usually, résumé experience sections move from most recent to oldest experience. But with a tailored résumé, you may want to note important and applicable experience first. You may need more than one section to organize your experiences. experience. The usual content For an experience section includes: company or organization, location, position title dates of employment or involvement descriptions of responsibilities and duties Where should you place the experience section? Questions to ask

How to Write a Good Summary Section First rule -avoid fluff language. Back it up with proof Write the Summary Section to match the Classified Ad The Summary Format There is not one summary format that works for everyone. Your summary section can be a brief paragraph consisting of a sentence or two, or it could be lengthy and consist of your major selling points organized under 3, 4, or 5 different functional headings with bulleted sentence fragments under each of these headings. How lengthy it is depends on the following factors: (1) Are you trying to enter a new field? (2) Do you lack a work history? (3) Do you seek a promotion in the same field you've successfully worked in for years? (4) Have you been working in the same field for years without a promotion? (5) Does your résumé reveal something negative, like employment gaps or no clear career path? A general rule of thumb to follow: If you have a very powerful work history section and are seeking employment in the same field, you probably don't need an expanded summary section. http://www.resumagic.com/résumés5.html Summary Section

The following is an example of how an extended summary section of a résumé might be written: Highlights of Qualifications Management Skills --Accomplishment 1 --Accomplishment 2 --Accomplishment 3 Supervisory Skills --Accomplishment 1 --Accomplishment 2 --Accomplishment 3 Communication Skills --Accomplishment 1 --Accomplishment 2 --Accomplishment 3 Expanded Summary Section

What Not To Include Age, race, marital status, religion, health, or any physical/mental disabilities Hobbies -unless relevant Social Security number References to your physical appearance Generic salutations- Obtaining the correct spelling of the recipient's name, along with the company's name, is important; double-check spelling. For example, is it Allan, Allen, Alan, Alen, or Allyn? It is also critical to confirm the recipient's gender, so you can address the envelope and cover letter to Mr. or Ms. (insert last name). Refrain from making gender assumptions. Likewise, refrain from using Miss or Mrs . Always use Ms. for women unless otherwise specified. Best tool for this- reference USA or a phone call

Determining Section Order Your next step is to determine the right order for your sections. Order will be determined by two things the most important or impressive sections go closer to the top of the page . The type of résumé The information that the employer most needs to see

Page Design Strategies use the whole page Maximizing Your résumé consistent format a visual hierarchy the right paper Tip: By force of habit, most readers begin reading in the top left c orner of a page

Create a Visual Hierarchy Apply headings and subheadings to make it easier for readers to find desired information Customize headings if possible Ensure headings match section content Utilize subsections and subheadings, if necessary (for example, if you held two jobs at the same place, create a subsection listing each position beneath) Make use of bullets to break up dense prose passages. Play with margins or tabs to indent more or less than the standard 5 spaces Sample Document Limit to 2-5 bullets if possible (6 or more reduces effectiveness) Employ descriptive phrases rather than complete sentences (periods, caps, etc. unnecessary) Experiment with other kinds of bullets Use indents and line breaks to indicate your organizational scheme Minimize punctuation when using line breaks and indents (white space "punctuates" instead) Vary fonts- font choice (Times Roman, Geneva, Arial, Helvetica, etc.) font size (12 pt., 10 pt., etc.) and font style (bold, italics, underline, caps, etc.)

TEXT TEXT TEXT Ré sum é Appearance No smaller than 10 pts but no larger than 14 pts 1 page preferably but no more than 2 pages San Serif & Serif FONT TEXT SIZE PRINTING Professional quality or the best quality that you can afford LENGTH Tip: Try the quadrant test and the 20-second Test

R ésumé Design Hints Use font size 10 to 12 points Avoid fancy font styles such as Italics, underline and shadows Boldface and capital letters are acceptable as long as the letters don’t touch each other. Provide white space between words Don’t use parentheses between area code and tel #

Using Columns TIP: Employers will usually take, at most, only thirty-five seconds at this one-page representation of yourself before deciding whether to keep or discard it . Remember that the first place your reader looks at will be located in quadrants 1 and 2, so the most important information should go here. You should use no more than three columns on your résumé. Columns are the easiest way to visually distinguish information and sections in your résumé and create hierarchy To create columns of text , you can use the table function in Microsoft Word to create vertical and horizontal placements for your information. Although you might want to use columns to create a balanced page, you don’t want your reader to make too many stops and miss important information. The reader’s eye will stop when it reaches the end of the column.

What is a Scannable R ésumé ? A scannable résumé allows employers to store résumés in databases and search through many applicants electronically. Employers do this by using the latest document imaging technology, optical character recognition, or OCR. Tip: The two most important elements of a scannable résumé are keywords and formatting .

Scannable Résumé Phase 1 Phase 2 Phase 3 Open your MS Word formatted résumé (the traditional version). Make any changes, such as adding a category devoted to keywords . Change the margins for the entire document to 1 inch on the left and 2.5 inches on the right. (This will shorten the line length and enable most email programs to view the document without scrolling repeatedly to the right and left.) Change the font to Courier 10 pt for the entire document.

Scannable R ésumé Continued Step 4 Step 5 Step 6 Save the file, using a DIFFERENT file name, such as résumé 4email. Click File, Save As. Choose Text Only with Line Breaks, then click Save. Open the windows text editor program, Notepad, to clean up the new file. Make sure that bullets converted properly, add space between paragraphs to improve readability, and eliminate gaps within lines caused by tabs or indents . Save the changes in Notepad by clicking File, Save. Before emailing the résumé; check it. Open Notepad, then copy and paste the file into an email message. To get an idea of how the résumé will look once delivered, send the file to both yourself and a friend who uses a different email program .

Research How can I learn what will impress prospective employers? In order to impress prospective employers when writing a cover letter, you must first know what they are looking for in candidates. Learning more about the company itself—and what they value—can help you do this. Here are some suggestions: Read the job advertisement carefully Research the corporate website, read and try to understand their mission statement (sometimes an organization's mission may not be overtly stated) Call "insiders" (people that work with the company) Use Reference USA and other library databases to uncover information about the company

Where to do Research Reference USA (Database- home access) Company’s Web Site (Internet) Company’s Annual Report (Internet)

“ The purpose of a cover letter is to create sufficient interest on the part of the reader to warrant further reading of the employment résumé. If it written well it can also convey a sense of value to the employer” Beatty, 260.

Cover Letters and R ésumé Your résumé and Cover Letter should work together when writing a cover letter to accompany your résumé, try to have it match your résumé in appearance and content. For example, always use the same paper, fonts, and formats when creating both documents. Use coordinating envelopes, too. Introduce yourself to a potential employer, state the job for which you are applying, explain some of the reasons your résumé is worth reading and request action to be taken by the reader, such as inviting you in for an interview

What Is a Cover Letter? A cover letter introduces you and your résumé to potential employers or organizations you seek to join It is the first document an employer sees, so it is often the first impression you will make. Take advantage of this important first impression and prepare the reader for your application, stating why you are writing, why you are a good match for the job and the organization, and when you will contact him or her. Cover letters do more than introduce your résumé, though. A cover letter's importance also includes its ability to: Explain your experiences in a story-like format that works with the information provided in your résumé Allow you to go in-depth about important experiences/skills and relate them to job requirements Show the employer that you are individualizing (tailoring) this job application Provide a sample of your written communication skills

Cover Letter Myths R é sum é ’s and cover letters are two separate documents that have little relation to each other You can use the same cover letter for each reader of your r é sum é It doesn’t take long to write a cover letter You can proofread your own cover letter Page 7-8 gallery of best cover letters

Four Types of Cover Letters General Specific Beatty (260-278) Broadcast to Employer Personal Referral Letter Response to Employer Advertising Broadcast to Search Firms Cover Letter

Cover Letter Sections Broadcast employer- Return address Employer address Salutation Introduction paragraph Statement of purpose Brief summary of qualification Reason for making change Salary requirements Geographical preference Request for response Broadcast to search firms- Same components but also Statement of willingness to provide additional information Contact information Thank you Acknowledge that you don’t want to work for the firm, that you know what they do Responses to advertisement- Reference to advertisement Expression of interest in position Comparison of position requirements with own qualification Statement of additional reasons for serious consideration (optional) Person referral- Personal opening, Name of person making referral Relationship to applicant Something of a personal nature How referral came about Reason for job change Direct reference to existing opening Refer to enclosed résumé Action to initiate personal meeting

Cover Letter Contents When crafting a cover letter, it's always important to match your qualifications to the job and/or employer. qualifications. State the date and your name and address at the top of the letter. Below your name and address, write the name and address of the person to whom you're writing. Always address the letter to a specific person by name and title. State your interest in the job for which you're applying. Mention your skills, education, special training and work experience that qualify you for the job. Provide a phone number and a time you will be available so the employer can reach you. Thank the person for taking the time to read your letter. Use the appropriate closing, such as "Sincerely." Ask someone to proofread your letter to check content, grammar and spelling. State that you'll call the employer to follow-up. (and do so) Sign the letter in blue ink. It implies the letter is original and may get more attention. The only other ink color to use is black. Never use any other color on the cover letter. Structure the letter to reflect your individuality, but avoid appearing too familiar, overbearing, humorous or cute. Keep sentences short and to the point. Keep it brief, usually no more than one page with three to five paragraphs. Use the same paper stock for both your cover letter and résumé. Avoid starting sentences with the same word such as "I."

Cover Letter Body What do I include in my argument/body? In the body of your cover letter (the argument), you should describe the most important qualifications to show why you are a good match for the job and the company. You should focus your cover letter's body around the two-three qualifications you mention in the introduction. In each paragraph you can concentrate on one quality, seeking to answer the following two questions: 1. How can I show I am qualified for this position and that I am a good match for the organization? You do not want to only mention the skills that you possess; you also have to show that you possess them! When writing about your skills, you can think of it as telling a story. You should describe the experiences of how you received and grew your skills, mentioning specific places you worked and positions you held. For example: My communication skills in the workplace have grown because of my internships. When I was an intern at Newberry & Jones, I wrote memos and letters to customers and colleagues on a daily basis. This experience taught me to write professionally and to-the-point. 2. What have I done that illustrates these qualifications? Along with explaining your skills, you want to describe how your experience with that skill is unique. Many people may have communication skills, but have you won an award or scholarship for technical writing? Be specific and match this information to your résumé Here are some ideas about what might set you apart: Special projects Awards Accomplishments

Cover Letter Closing A closing sums up your qualifications and reveals what you plan to do after your readers have receive your application packet (résumé, cover letter, etc.) Close with a strong reminder of why you are a good match for the job position and the organization. Request an interview in some way. Provide contact information. Thank them! Sign your name and print it underneath. If you say you will call- do so.

Cover Letter and R é sum é Inquiry The position for which you are applying. Why you are qualified for the position along with examples. Any new information about your qualifications or education. Your contact information and when you are available to be contacted.

Reference Sheet A list of people who can verify and elaborate on your professional experience for a potential employer. Past employers, professors, and advisors are the best to have as professional references. Important to have a list of references because potential employers will often ask for a list of references they can contact.

Reference Request Reintroduce yourself. Provide a summary of your most recent qualifications and experience. List your year in school, your field of study or current career, and possibly your career aspirations. Formally ask to use the person as a reference and state how the reference will be used. Be sure that the reference understands that if you do not hear from them you will assume they do not mind being used as a reference. Include a copy of your résumé.

Inquiry Letter The inquiry letter is similar to a cover letter. The potential employer has not advertised a job opening. Attach a copy of your r é sum é.

Sample Inquiry Letter 1314 Columbia Avenue Franklin, TN 37064 (615) 555-1234 May 18, 2009 Joe Ghamandi Company ABC 3324 S. Tamiami Trail Sarasota, Fl 34233 1-800-555-5555 Dear Mr. Ghamandi: Perhaps you are seeking an addition to your marketing team. A new person can provide Innovative approaches to the challenges of marketing. I am an innovator of new ideas, an excellent communicator with buyers, and have a demonstrated history of marketing success. Presently, I am marketing computer products for a major supplier using television, radio and news advertising. I have a reputation for putting forth the effort required to make a project succeed. Enclosed is my résumé for your review and consideration. EFTG Industries has a reputation for excellence. I would like to use my talents to market your quality line of technical products. I will call you to further discuss my talents and how I can benefit your company. If you prefer, you may reach me in the evenings at (555) 555-5555. Thank you for your time. I look forward to meeting you. Sincerely, ( Your Signature in blue or black ink ) Jane Franklin Enclosure

Follow-up/Thank You Following an interview, promptly (within 2 business days) write the interviewer a letter expressing appreciation and thanks for the interview. The purpose of this letter is to: • Show appreciation for the employer's interest in you. • Reiterate your interest in the position and in the organization. • Review or remind the employer about your qualifications for the position. If you thought of something you forgot to mention in the interview, mention it in your follow-up / thank-you letter. • Demonstrate that you have good manners and know to write a thank-you letter. • Follow up with any information the employer may have asked you to provide after the interview.

Follow-up Letter Hard copy, handwritten or email? Hard copy (typed) - most formal and are appropriate after an interview. Handwritten - more personal and can be appropriate for brief notes to a variety of individuals you may have met during on on-site interview. E-mail - appropriate when that has been your means of contact with the person you want to thank, or if your contact has expressed a preference for e-mail.

Negotiation Letter Thank the employer for the offer. Make a direct request for further negotiations or write a conditional statement. List the points of the contract that require negotiation and state the reasons for the negotiation. Suggest that the employer contact you with their opinions about your points of negotiation.

Acceptance Letter The acceptance letter is a professional way to respond to an organization that offers an open position. The acceptance letter should state the intention to accept the position and also reiterate different aspects of the job offer, such as: salary amount, benefits, work schedule, and the day you will begin working for the company. Tip: Get everything in writing before you agree to anything and keep everything!

Sample Acceptance Letter Company ABC 3324 S. Tamiami Trail Sarasota, Fl 34233 1-800-555-5555 Dear Mr. Ghamandi, I am very happy to hear that you have chosen me for your management position at Company ABC. Please consider this letter my official acceptance. I am very pleased to accept your salary offer of $60,000 annually. As we agreed, I will begin work on September 4, 2009 after I fulfill my obligations to my current place of employment . I understand that I will receive full insurance benefits as of September 4, 2009. I look forward to providing my managerial experience, skills, and training to your company. Thank you again, Mr. Doe, for having confidence in me and offering me this wonderful position at Company ABC. If there is any additional paperwork you need me to complete, please let me know and I will get it done as soon as possible. I am very excited to be working with you and Company ABC. Sincerely, Jane Franklin 941-555-5555 [email_address]

Rejection Letter of Job Offered Thank the company for the offer. Be polite, but firmly reject the offer. Give reasons why you turned the offer down. Doing this will improve the experience for future applicants. Leave the door open in case you wish to apply for another position at the company in the future.

Grammar Tips Use pronouns correctly Use verb forms correctly Use active verbs rather than passive verbs Be sure that present past participles are grammatically parallel in a list Use split infinitive only when to split them would be awkward Use punctuation correctly Don’t use “as well as” for “and” Put a comma after the year when it appears after a month and day and city Put a comma after a non dependant clause Use semicolons when they are needed Avoid putting a colon after a verb or proposition to introduce information Understand colons clearly Uses slashes correctly Think twice about using and/or Don’t use lofty language Don’t end with a rejection statement

Common R é sum é Mistakes Typos & grammatical errors Lack of specifics Attempting one size fits all Highlighting duties instead of accomplishments Going on too long or cutting things too short A bad objective No action verbs Leaving off important information Visually too busy Incorrect contact information

Websites for Résumé Writing http://www.deed.state.mn.us/cjs/cjsbook/internet3.htm http://www.deed.state.mn.us/cjs/cjsbook/internet4.htm http://owl.english.purdue.edu/workshops/hypertext/résuméW/in... http://www.nrwa.com/ http://jobstar.org/tools/résumé/index.php http://www.blackcollegian.com/index.php?option=com_content&view=article&id=119:college-résumé-techniques&catid=42:résumés&Itemid=118 http://www.mhcc.edu/pages/260.asp http://www.tutorials.com/04/0437/0437.asp http://www.bls.gov/OCO/ http://www.monster.com/ http://career-resources.dice.com/technical-résumé/custom_tailoring_your_résumé.shtml http://www.quintcareers.com/identifying_résumé_keywords.html http://www.résumé-help.org/résumé_action_words.htm http://www.resumagic.com/résumés5.html

Thank You! If you have any further questions or would like to sign up for classes we will be happy to stay around after the class. 595-1243- reference phone lib.williamson-tn.org

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