Bill Kaye
(email: mail@kopywrighter.com)
• calling me,
• answering my mailing,
• or returning my calls?
“I spent a lot of time on my resume: all the details are right, it looks great, why wouldn’t someone hire me?”
First of all, and this is important, it’s not the purpose of a resume to get you hired.
A resume has one purpose and one purpose only: to get you an interview.
Think about the sheer numbers: a typical job posting on an online career job hunting site or in the newspaper will generate hundreds, even thousands of resumes.
That’s a boon to a business’ HR department or hiring manager because it means that the right candidate can be chosen from a huge pool of applicants. The more resumes they receive, the better the chances that they’ll find the right fit for their opening.
But it’s also a staggering chore to go through all those resumes.
So, sadly, nearly all resumes are rejected, if not immediately, but very quickly, often for the smallest of reasons. What would you do if you had a stack of papers to go through and a limited amount of time to do it? You’d find ways to make your job easier, of course.
And the easiest way to do that is to eliminate as many as possible, as quickly as possible, all the while keeping a sharp eye out for the few that show possibilities.
So you toss the ones that are poorly designed, messy, with bent corners or stains.
You look for spelling or grammatical errors. Because if you don’t care enough to try to sell yourself by putting out the best possible first impression (your resume), then you aren’t someone an HR manager would want to consider. There are just too many other candidates who did take the time to make it perfect.
Think of your resume as a first date.
If you don’t look your best, your date is going to form a first impression from which you may never recover, or one that will take a long time to erase, despite your well-known innate charm, humor and other excellent qualities that you know you possess.
If you stumble, if you’re awkward or inept, a second date (a call from the recruiter) is unlikely.
And, if your date (the hiring company) is attractive and desirable, (good solid company, excellent pay, lots of great perks), the chances are, there are plenty of other suitors to consider.
So then what becomes of your chances of furthering the relationship (getting the job)?
Here’s an important tip: think backwards. That is…
What is it you’re trying to accomplish?
Obviously…
• To get that call,
• and to get that interview!
So think of the second step first, and it’ll help you prepare for the first.
Imagine you’re sitting in front of the interviewer. You’re calm, you’re confident, relaxed. (Visualize!)
If you’ve ever interviewed, you know the kinds of questions you’ll be asked. Remember that the interviewer will likely be as prepared as you are.
What do they already know about you? Plenty, because it’s right in front of them; it’s what you’ve already told them about yourself in your resume.
So assume that you’ll be asked about it, and make sure that everything you put on paper can be backed up with documentation or anecdotes.
Are your facts right?
Do you have all the dates of employment lined up correctly?
Are there any gaps in employment which you’ll have to explain? (And if you get an interview, you’d better be prepared with an explanation that does not sound like an excuse).
Now that you’ve imagined the interview, craft your resume with it always in mind, and what you write now will be gold.
Chronological
Functional
Combo
The most common is the chronological, in which you detail your work history, starting with the most recent.
This is most useful if you’re applying for a similar position, or one in the same field, particularly a step up.
And that’s important.. it’s essential that you can show progression and growth, whether career or personal.
Under each job’s heading, you’ll include a description of your positions and the duties involved with each.
I cannot stress this enough.
Don’t fudge.
Don’t claim anything you can’t back up.
If you’ve worked only occasionally with a particular piece of software and know the basics, never, ever claim that you’re an expert, or proficient. Include it as experience, yes, particularly if it’s one of the Job Qualifications. You can always brush up or cram on that skill if you know in advance that it’s something the company seeks. Everyone can learn, with practice!
The functional resume is more informal.
Use the functional resume if you’re a first time job seeker, making the big jump to a career change or you have little or no experience for the posted position.
The functional resume describes you and your skills in a manner which may be more compatible with the position being offered.
This is an excellent format for transferrable skills.
Even if you haven’t had any hands-on experience with the duties required for your new job, much of what you’ve learned doing similar things at previous jobs can work in your favor.
You’ll be highlighting your flexibility and trainability.
Most hiring managers, in fact, would prefer that you aren’t hardened into a former job’s practices and habits and they won’t have to untrain you.
In the functional resume, utilize detailed descriptions of your skills, referring to the positions in which you used them:
“As Production Director, managed staff of twenty.
Set staff schedules, assigned projects.
Devised rate schedule and pricing.
Approved expenditures and time-saving methods.
Created and maintained database for precise record-keeping.
Proofed and edited final work before submission to client.
Developed rapport to promote long-term relationships with
clients.”
There’s no need to mention which job required those duties, in fact, these skills may well have been utilized in a number of positions you’ve held, including internships. Here, it’s okay to combine duties from various jobs, as the important thing is that you have the experience now, gained throughout your employment history.
NOTE: Although perfect spelling is important, in fact, essential, it’s not as necessary to have precise grammar,as long as you don’t misuse words. That is, complete sentences are not necessary, but may include phrases.
In fact, phrases which include “long tail keywords” (three or four or more related words) are favored by internet search engines and may actually improve resumes you post on the online jobsites.
An added benefit is that if these long tail keywords match the posting’s qualifications or job description, you’ll automatically boost your chances.
The third type of resume combines the chronological and functional.
I find this to be the most readable. It gives you the opportunity to showcase what you know, while still including all the pertinent information needed by the HRM to decide if you’re a candidate for the next step.
In this form, highlight your functional skills first, followed by your Employment History.
The history section should be brief: include your actual positions or duties, along with the essential information: company name, location and dates worked. But you don’t need to reiterate the Skills section. They’ve already read it; they got it. Move forward.
**TIP: Use action words.
“Responsible for programming” is fine, but “devised and programmed new procedures” is better.
But be careful.
“Backed up data” could just mean that you changed the tapes every day. It shows an attention for detail, but it’s not very time-consuming or indicative of any particular skill. And if that’s all you did, it’ll look as if you’re padding your resume with bogus “duties.”
That’s the nuts and bolts.
Boring so far, right?
No matter which form you’ve used, you’ve delivered just the facts.
But what will set your resume apart from all the others?
Create a Resume Title.
And make it compatible with the job.
If they’re hiring a Sales Manager and you have sales experience but not as a manager, it’s perfectly okay, in fact, impressive, if you’re aspiring to step up.
So begin by making your resume title identical to the job posting.
Write an Objective.
Again, make it compatible with the position.
Be specific.
Avoid generalizations, especially if you don’t have the precise qualifications for the job.
Here’s a trick.
Look at the Job Description. Find out what they’re looking for and customize your objective to those keywords.
If it uses terms which could describe you (“decision-maker, accurate, prompt, team-builder,” etc.) and if you have ever had a job in which these skills were utilized, use those words in your objective. (These are the “long-tail keywords” we mentioned above).
You have only a few moments to capture the attention of the HRM, so use these keywords early. But again, be prepared to prove that you are all those things you say you are, should you be contacted.
Customize, because One Size Does Not Fit All.
Look at the newspaper want ads, or any online service.
How many of the job titles fit you exactly?
Probably not many. But unless you’re seeking a lateral move to the same job in another company, chances are, there are many possible opportunities for you, if you’re flexible.
So why send out the same standard resume for every job that might be a possibility?
• Tailor your resume to the specific job. (Start with the title!)
• Study that job description and include any terms which can apply to you.
• Do some research on the company.
While your resume isn’t the place to add what you’ve learned about the company, it will become useful for your cover letter. Then you’ll explain why you’ll be the perfect fit for the position being offered. (More on that later).
This is the beauty of word processing software.
You can easily take your general resumes (including the three basic types) and alter them as needed, quickly and efficiently, without having to retype.
The obvious ones, the ones that come to mind first, will likely be your strongest. But also consider anything… every-thing.. you may have done, ever. There may be a way to include them in your skills.
Brainstorm a little bit. Were you ever asked to assist on a project, but ended up practically running the show? Did you do most of the work? Did you watch closely and learn from those who did the bulk of the work? You may know more than you think you know.
Use it in your resume, and be prepared to talk about it when you get your interview.
Your skills should be short, pithy and to the point, and get the “I’ out.
Don’t say “I did this,” “I have such and such,” “I achieved that,” or anything similar.
It’s your resume: it’s assumed it’s about you. The personal pronoun just slows down the HR Manager as she reads your resume.
There’s no “I” in “resume.”
The “I’ is for the Interview, not the resume.
So wipe it out of your resume entirely.
These sub-headings are often added to resumes:
EDUCATION:
Include dates, degrees completed, honors earned. No need to elaborate.
AFFILIATIONS:
Include only if they’re applicable to the current position.
If you were a member of an organization with interests and goals which match those of your prospective job, include them.
It’s not necessary to note that you once were a member of the PTA unless you were an officer or committee chair and you’re seeking an educational job. Otherwise, sorry to say, any parent could add this to a resume. But how important is it if you’re applying for a Systems Engineer position?
AWARDS, HONORS:
Anything applicable to the job you’re seeking.. annual certifications or job grades earned or achieved.
INTERESTS:
Append these only if you believe these interests may be in common with the company’s public stance. If the company’s President is a well-known outdoorsman and you like canoeing or kayaking or hiking, include it.
But you should omit the fact that you like needlework in your spare time because it helps you to relieve stress.
Your interests are yours, and for you to divulge if and when you get the job, and eventually discover common interests with your co-workers. Your interests are conversation “starters,” not bullet points on your resume.
Keep in mind, though, that often hiring managers toss out curveball questions like this in an initial interview. “So tell me something else about yourself.. “
These have nothing to do with the position you’re seeking, and often only serve to eliminate you if you offer too much information.
Don’t assume that everyone’s watching the Olympics like you are because you have the time because you’re out of work. If however you see the Olympic rings or a team logo on an item in the interviewer’s office, by all means, slip that in.
But know what you’re talking about!
I once overheard a bookstore cashier commenting on a customer’s purchase of model railroader magazines. She volunteered that her “brother used to have a train set.” At that point, the customer enthusiastically started talking about the HO engines he had, and his conversion to N-gauge. The clerk said “I think my brother had both.”
No, he didn’t. He had a train set that ran around the Christmas tree when they were kids.. but the customer was a hardcore model railroader.
She was lost.
And you will be, too, if you make such comments without a good base knowledge.
HOBBIES:
Sorry.
No.
You’re not joining a club. You’re applying for a job.
COMMUNITY INVOLVEMENT:
This can be great, as it can polish your image. But I wouldn’t put in everything you’ve done, as it might seem like you’re tooting your own horn too much. Include if you’re able to equate that experience to the job posting’s description.
REFERENCES:
No!
Don’t think you need to append “REFERENCES AVAILABLE ON REQUEST.”
Of course they are. If they request them, you’ll make them available, won’t you?
So why waste valuable space on your resume?
Keep your resume short, one page if at all possible. But if you must go to two pages, make sure that all the information is germane to the job you’re seeking, and above all, don’t repeat information from one section to another.
On paper, it doesn’t much matter what software you use, or even if you’ve just used an old-fashioned typewriter. (Remember them?)
A problem arises when you’re sending a file as an email attachment. It’s not always a good idea to use the latest and greatest version of word processing software.
When Word 2007 was released, it was backwards-compatible and could read previous versions of Word. But 2007’s file extension is “.docx”, while Word 04 (and previous versions) use “.doc”. The problem is that people using previous versions of Word aren’t always able to read the formatting of the ‘07 .docx files.
So if you have the latest version, play it safe and while saving your document, SAVE AS a previous version.
Virtually everyone will be able to read it. Even Mac users are now able to convert Word documents.
About formatting: use it sparingly!
You absolutely want your resume to shine. Using various fonts and effects will make it stand out, but sometimes in the wrong way.
Above all, you want your resume to be noticed, but you also want to make it easy to read. Bolding and underlining are okay if used sparingly.
Avoid italicizing... it’s harder to read.
Those tabs you used to center everything on your paper may not translate on the HRM’s screen. (See the additional note about email formatting below).
Make generous use of “white space.”
It’s easier on the eyes. Long blocks of text are tiresome; a quick glance at a resume with long stretches of black type can hurt your chances more than you’d believe. Don’t over-explain! That’s for the interview.
Spell check.
Then, proofread for words your spell checker will miss… “for, fore and four”… “their, there and they’re,” and especially… “it’s, its and its’.” Learn about the possessive case and never, ever misuse it!
There are hundreds of homonyms in the English Language, so be alert to their misusage. What’s wrong with the following sentence?
“Its’ you’re chants four a complementary bridle vale.”
Everything, except for the “a!”
Also, most spell checkers won’t catch numbers buried in wor3ds. (Did you?)
Likewise, they won’t understand most abbreviations for your degrees, for example. The spell checker will likely flag them, but it’s up to you to make sure that you’ve typed them accurately.
So check the spelling.
Twice.
And again.
It’s often difficult to see errors on a computer screen. A hard copy helps these flaws leap off the page so you can see and correct them. As a plus, it’ll be in the format the HRMs will read.
Read it aloud for flow.
Ask your family or friends to read the resume and ask for their honest opinions. Offer to do the same the next time they need it and they’ll tend to be more honest in their critique, because they’ll want you to do the same when it’s their turn.
Pay heed to their suggestions and incorporate as you see fit.
If you have a good relationship with your current employer and circumstances dictate a job change.. a transfer to another department or branch office, or a change necessitated by your layoff, business closing or a spouse’s move.. ask not just for a letter of reference, but also a critique of your resume. Get the advice of the HRM.. they know what a good resume looks like!
For the final resume, use heavier bond paper, 24 or 28 pound, white with a brightness factor in the 90s or better.
Consider special resume papers, or those with linen or cotton content, even parchment. Yes, they’re more expensive, but they’ll stand out, just by their feel and weight.
Again, white is the preferred color, but it’s acceptable to use paper that’s slightly different: an ivory, a light gray or pale yellow.
And never, ever use bright primary or neon colors. You’ll stand out, all right, but not as someone they’d like to hire. It’ll be the first one tossed in the shredder.
And do yourself a favor.
Print out only as many as you think you’ll need for any occasion.
Print an ample supply to take to job fairs, of course; otherwise, print copies as you need them.
There’s nothing worse than having an outdated resume. I changed an email address recently because I changed my provider, and everything with the old address, no matter how perfect it looked before, is now useless.
Although some postings don’t require a cover letter, it can be helpful, because this is a chance to elaborate on what the abbreviated prose in your resume did not.
In your cover letter, explain what you weren’t able to in the resume. Although a cover letter’s grammar will be more precise than the resume, you can use the first person here, just use it sparingly.
Remember, the “I” is for the Interview.
Now you can really use what you’ve learned about the company in your research.
If you’ve decided that you want to apply for this position, you must have uncovered desirable factors, including your compatibility and (it is hoped) your affinity for the position.
Craft your cover letter to include highlights from the resume, as they apply to the company.
Again, don’t over-explain. Your cover letter will be a complement to your resume and anything that ties the two together will be helpful.
Here’s another tip: Consider the cover letter as your advertising pitch, or the packaging of the product (you), and the resume as the ingredients, or the fine print on the box. This is your chance to persuade the reader why they should contact you.
Remember, it’s the interview you want.
But emailed resumes have their drawbacks.
Because they’re free, many more get sent.
And many more are rejected.
You have the advantage of being first in if you see the posting first. But it’s likely that you’ll also end up in a bigger pile, easier to delete, or ignore.
Some companies use software to search for keywords and employ autoresponders. It’s a “spidering” technique similar to the process used by search engines to recognize keywords in webpages. (That’s why I suggest those “long tail keywords,” for the reasons above).
If you’ve ever posted a resume with an online service, you’ve likely received a bewildering email like this one:
“Dear William,
I recently noticed your extensive background in the accounting field and think you might be a terrific match for an opening for which I am seeking applicants. One of our clients currently has a suitable opportunity. I would like to invite you to apply for the job. This is the general information about the Accounting Personnel Specialist job.”
And so it went, including a link with which I could learn more about the position and the company.
The thing is, I received that email because of an inadvertent use of a keyword that I have yet to determine. I don’t have any accounting experience, although I was always good in math. Yet some keyword in my resume triggered that response, which I received frequently, from many job posters. I never bothered responding to them, as a human obviously hadn’t read my resume.
The cautions above about formatting are more important than ever if you email and are forced to paste it into the email because the poster has specified “No Attachments!”
Your beautiful, easy-to-read paper resume often turns up as gobbledygook on the other end when you email.
Lines “hang” by themselves and are scattered all over the screen, particularly if you used tabs to align copy.
Bulleted skills often are changed from bold black dots to question marks. Do you want to trigger additional questions about your resume before they start reading? It makes you look careless. Think you’ll be given a second look?
(But you wouldn’t be the only one to make this common mistake: I’ve seen these question marks on job postings.. somebody obviously didn’t know about the online incompatibility and didn’t bother to check how it looked on the posted site. To me, that’s a reason to not even apply. See, I can be swayed by first impressions, too).
Also, if you’re going to email your resume as an attachment, make sure the file name is identical to the position being offered.
If you have a resume you’ve called “General,” or “Bill’s 2008 Sales Resume,” by all means, when you’re customizing the resume to fit the posting, make sure you also use SAVE AS and change the name to match the posting.
That way, it’ll be seen in the email “SUBJECT” field precisely matching the posting.
Cool huh? It may seem minor, but it shows you’re paying attention.
Because emails are free, it’s easier to send out dozens, even if you take the time to customize them.
But in the words of a former supervisor who loved “spec spots” for potential radio advertisers, “it’s like throwing a ton of (stuff) at a wall to see what sticks.”
Wouldn’t it be better and less time-consuming to target your audience, whether it’s for a commercial or a job? Especially because it’s essentially a commercial for you!
But virtually everyone who has ever been hired was granted an interview because the resume and cover letter showed promise and intrigued the HRM.
Start now. Revise that resume and get that call!