4. Prepare Your Documents, Tools, and Techniques


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  • Winning The Job-Search WarIEEEJanuary 27, 2003Jim Lemke
  • Job Searching for ProfessionalsElizabeth A. Ruff, M.S. & Ed.S.Eric A. Weldy, Ed.D.Presented as part of the Florida State University Division of Student Affairs (DSA) Professional Development Committee’s Workshop Series.October 1, 2007http://studentaffairs.fsu.edu/profdev/Job%20Searching%20for%20Professionals%20-%20PowerPoint.ppt
  • Job Search Strategies for the 21st Century Labor MarketDane M. Partridge, Ph.D.Associate Professor of ManagementUniversity of Southern IndianaPresentation for CareerFest, EvansvilleJanuary 2007http://www.usi.edu/BUSINESS/dpartrid/Job%20Search%20Strategies%20for%20the%2021st%20Century%20b.ppt
  • Job Searching for ProfessionalsElizabeth A. Ruff, M.S. & Ed.S.Eric A. Weldy, Ed.D.Presented as part of the Florida State University Division of Student Affairs (DSA) Professional Development Committee’s Workshop Series.October 1, 2007http://studentaffairs.fsu.edu/profdev/Job%20Searching%20for%20Professionals%20-%20PowerPoint.ppt
  • The Science of Job Searching How Can A Scientist Fit Into The HR Puzzle?November, 2006Kelly Scientific Resourceswww.lscds.org/Presentations/LSCDS-%20Presentation%20-%20Nov%202006.ppt
  • 4. Prepare Your Documents, Tools, and Techniques

    1. 1. Prepare Your Documents, Tools, and Techniques 1
    2. 2. Document Preparation 2 Documents  Business Cards  Email  Marketing Plans  Résumé  Cover letter  Handwritten thank-you cards (Or typed letters, depending on legibility)  Reference Sheets: 3-5 (professional and academic)  Salary History  Applications
    3. 3. eMAIL 3
    4. 4. Email 4Don’t Use A Silly Email Write Email Like A Cover Address Letter moosehunter@hotmail.com  HTML format moviegoer@yahoo.com  Formal lovleylady@excite.com isleeponthejob@qwik.com  Professional  Include Date and Address  Sign cordially
    5. 5. Business Cards 5
    6. 6. Business Cards are the Currency of Networking 6 Get Some www.vistaprint.com Be professional – font and color Don’t need a logo Include email address and cell phone number Consider  Home address (It’s not necessary)  LinkedIn profile address (simplify the address)
    7. 7. One Page Marketing Plan 7 SAMPLE ON CD IN EXCEL
    8. 8. Contact Info 1 Goal Position 8 -10 Skills Now you need to condense your 1 Pitch Marketing Plan into a One Page DRAFT 4-5 Fields Living Document 20 Job Titles Restrictions 4-5 Industries40-45 Companies 8
    9. 9. One Page Marketing Plan Development Process: 9 Put it into a one-page format with your Contact Info full contact info at the top What is the Dream Job Title you are 1 Goal Position seeking? – Have the goal in mind Identify about 8-10 skills (one or two 8 -10 Skills words) you can offer Develop your Pitch that supports that 1 Pitch Dream Job Title Identify 4-5 job functions or fields that lead to that title 4-5 Fields Come up with 3-5 additional possible Job Titles for each function that you 20 Job Titles could and would do What are your Geographic and other Restrictions restrictions? What size companies would you work for? 4-5 Industries Identify Industries for each function Choose 4-5 Industries to pursue 40-45 Companies Identify ~10 companies in each industry for at least 40-45 companies
    10. 10. 10
    11. 11. 11
    12. 12. Résumés 12TAILOR & TRACK
    13. 13. 13 opinionsWhen it opinionscomes to opinionsRésumés,Everyone opinionshas an opinionsopinion opinions opinions opinions opinions opinions
    14. 14. What is a Résumé? 14What Candidates Think: What Recruiters Know: A Document to Sell A Way to Eliminate the Themselves to Majority of Candidates Potential Employers to from Consideration for Get an Interview an Interview
    15. 15. Résumé Screening 15 Employers have software that eliminates Résumés that do not contain certain keywords Recently I requested 19 candidates provide applications from a folder of 150 Résumés I reviewed  Took ~3 hours (< 2 minutes per Résumé)  19 made cut (< 15%)  20% had no chance  Other 60% could have made cut, but applicants reduced their chances in some way
    16. 16. Résumé Screening 16 Why the might be’s became no’s  Objective didn’t fit position  You Can’t be sure objective aligns with every available job  Better to leave off Résumé  Overly favorable representation of themselves  ―good communication skills‖ good,  ―extraordinarily skilled communicator‖ may be overboard  Résumé lacked sufficient information as to kind of work done previously  Job titles without responsibilities and accomplishments is problematic  [Typographical errors don’t bug me, but some people are sticklers]
    17. 17. So 17 Avoid Using a Résumé Whenever Possible Keep Résumé Short Avoid Résumé Mistakes
    18. 18. Survey Data: Question… 18 What do hiring managers say are their biggest pet peeves when receiving Résumés for an open position?
    19. 19. Biggest Résumé Pet Peeves40%35%30% 37%25%20%15% 18%10% 13%5% 11%0% Spelling Mistakes Too Wordy Not Customized Irrelevant Personal Information 19 Source: CareerBuilder.com
    20. 20. Audience Determines Some Résumé Considerations 20 Résumé for Online Posting Résumé to Respond to an Ad (online) Résumé for a Recruiter Unsolicited Résumé Résumé Requested by Your Network
    21. 21. Résumé for Online Posting 21 Longer – perhaps 3 pages Heavy on Keyword Search Terms Minimize Contact Information (Email and cell phone at most – maybe state and town if your cell phone area code doesn’t match)
    22. 22. Résumé to Respond to an Ad (online) 22 Word Doc Include Ad in Properties (meta-data) Name Résumé: Buckley to Smith.doc or Buckley to Slade Quarries.doc One page max Tailor to Ad  Job Title in Summary  Keywords in Your Summary  Review Text  Include Cover letter in email
    23. 23. 23Resume for Change with Job AdJob AdResponse Relevant Positions Only Refer to Detailed Profile
    24. 24. Résumé to Recruiter 24 Word Doc Include Position Description in Properties (meta-data) Name Résumé: Buckley to Smith.doc or Buckley to Execunet.doc 1 ½ page max Tailor to Position Description  Job Title in Summary Your Title  Keywords in Your Summary  Review Text  Include Cover letter in email Include link to longer profile or Résumé available online
    25. 25. Two Step Resume 25
    26. 26. Unsolicited Résumé 26 Pdf Include Long Cover Letter Name Cover Letter/Résumé: Buckley to Smith.pdf or Buckley to Spacely Sprockets.pdf 2 page max Include link to longer profile or Résumé available online Follow-up with hard copy via snail mail (FedEx etc)
    27. 27. Résumé Requested by Your Network 27 Hard Copy if possible – pdf otherwise Hand Deliver if possible 2 page max Include link to longer profile or Résumé available online
    28. 28. Layout 28 Recommend Reverse Chronological over Functional Length  Extensive Job Experience – One Page, 1 ½ pages maximum  Recent Graduate – One page Appearance  Should be easily reviewable in 15 seconds  Blank spaces, Font Size (10.5 - 12)  Don’t use much italics  Upper left of each block should contain most important information  Margins at least one inch each on all sides, unless you use a border
    29. 29. Career Objective 29 Unless you are just out of college and have no experience, I do not recommend putting an objective on your Résumé Use a Summary or Job Title and Keywords
    30. 30. Prepare Specific Résumé For Each Application 30 Many employers are relying on searchable databases and Résumé banks to streamline the employment process To improve your chances of attracting the recruiters eye or search engine, you must utilize industry specific keywords numbers, $, and abbreviations to standout. Speak in terms of outcomes, results and achievements to a lesser extent responsibilities, but not simply activities and functions If you are Responding to an Ad, paste the Ad into the Properties (meta-data) section of the Word Document
    31. 31. Résumé 31 Full name at the top of the page in bold print (avoid nick names, but use the name people know you as) Make it easy for recruiters to find you  Provide telephone numbers on each page  Put email on each page of the Résumé  Provide your Website or LinkedIn Page at bottom No need to provide street address/number for home info – It is becoming more common to NOT provide this information when responding to Ads
    32. 32. Résumé 32 Always  Be accurate  Be honest  Do not repeat the same information  Be precise  Be persuasive Never include  Political or religious membership or activities  Pictures of yourself  Age, marital status, height, weight Avoid  Information that would imply ethnic background
    33. 33. DO NOT INCLUDE Personal Data 33PhotoSocial Security NumberMarital Status or KidsBirthdateHealthHeight/WeightWillingness to Travel/Relocate
    34. 34. Re-entrants 34 Strategies consultants offer for candidates planning to return to work or full-time work after a family driven hiatus  Present your volunteer work with active business words  Don’t apologize or express any regret for the time off  Convey that you’re truly committed to working again – don’t be wishy-washy While you’re out of work:  Be strategic about volunteer, temporary, or part- timework you do  Keep abreast of your field and industries
    35. 35. Older Job Seekers 35 Potential employers can get past age if they know you’re current, including technologically Prepare Résumé emphasizing strengths rather than chronology  Although lack of dates problematic use Career Snapshot and/or date the last 10-15 years and then generically refer to prior engagements Change ―Education‖ section to ―Education and Training‖ and put most recent training first, to show that skills are up-to- date Be selective re: employment listed, focusing on those most relevant to job being sought (but be cautious about gaps)  Limit Résumé to no more than 1½ pages
    36. 36. Reference Sheet 36
    37. 37. References for Montgomery Burns 37 Mr. Homer Simpson Control Room Operator Springfield Nuclear Power Plant Koger Building, Room 122 Springfield, OL (850) 555-5412 bartsdad@yahoo.com Ms. Jane Doe, Vice President for Operations BBWL, Inc. 1150 Busch Blvd., Suite 140 Springfield, OL (813) 555-1389 jdoe@bbwl.com Dr. Lyn Smith, Professor Yale University Room 120 Sandels Bldg. New Haven, CT (850) 555-2121 lgsmith@yale.edu
    38. 38. Cover Letter 38
    39. 39. Parts of a Cover Letter 39 Generally, don’t want long cover letters – one page is best (exception: academia) Introduction  Briefly state what you are applying for Mid-section  One or two short paragraphs  Do not summarize your Résumé  Choose a qualification that targets the position Last paragraph  Initiate an action
    40. 40. Customize Cover Letter 40 "One of the most common mistakes that I see are generic letters that are obviously so, and sent to everyone with no modification," says Résumé writer Michelle Dumas, owner of Distinctive Career Services LLC. To customize cover letters, use the job description as a roadmap. Feature keywords from the job description in your Résumé and cover letter, but don’t repeat words of an ad, restate them. The hiring company is telling you exactly what they want and the skills they need. If you approach each requirement in the job description as a question, your cover letter should provide a corresponding answer.
    41. 41. Opening Paragraph 41 Explain why you are writing Name of position, career area (may be in a subject line instead or also) Give a brief description of yourself Avoid Overuse of ―I‖ Refer to your Résumé but don’t repeat it
    42. 42. Body Paragraph 42 The position you are seeking A few outstanding qualities Your education and experience What you would contribute to the organization
    43. 43. Closing Paragraph 43 Stress action  Politely request an interview at the employer’s convenience Indicate what supplementary materials are being sent over Thank the reader for his/her time and consideration
    44. 44. Thank-you Note 44
    45. 45. Thank you letter 45 Have a basic thank you letter ready Send this when you  Have had a meeting with someone  Met someone during a conference  Came in contact with someone you want to make an impression on Get your own stationary  Business cards  Thank you notes  Cover letters  General correspondence
    47. 47. Contacts Database 47
    48. 48. • Everyone in all of your contact Database databases (email, LinkedIn, personal address book, Plaxo, etc.). • Usually about 150, but no more than Network 250 - These are the people who would return your phone calls! • ~25-40 people who know you well Inner Circle enough to offer advice worth listening to on your career • ~5 people who are in the bestBoard of Advisors position to critically advise you on job decisionsClose Friends & • The people you can lean on, vent to (pick one – not a spouse), and escape Family with 48
    49. 49. Progression Tracking System 49 TRACK HOURS TRACK CORRESPONDENCE TRACK CONTACTS
    50. 50. Track Hours 50 Activity Actual Hours Weekly GoalsResearch Employers 12 12 6 5 4Posting Resumes 5 4 3 2 1Unsolicited Letters and 2 2 3 4 5EmailsNetwork: Phone 8 8 8 8 8Network: In Person 8 9 10 11 12Searching Job Ads / Job 2 2 2 2 2AgentsResponding to Job Ads 3 3 3 3 3Total 40 40 35 35 35 Set Your Own Goals – These Are Just My Suggestions But When You Set Them – Don’t Make Excuses – Meet Them
    51. 51. Track Correspondence 51 Activity Actual Number Weekly GoalsUnsolicited Letters to 1 2 3 4 5EmployersResumes Posted to 5 5 5 5 5EmployersResumes Posted to Job 5 4 3 2 1Search SitesResumes Sent to 3 3 3 3 3Advertised PositionsSearch Firms Emailed 5 4 3 2 2 Set Your Own Goals – These Are Just My Suggestions But When You Set Them – Don’t Make Excuses – Meet Them
    52. 52. Track Phone and in Person Contacts 52 Activity Actual Number Weekly GoalsJob Ad Contact 0 0 0 0 1Search Firm Contact 0 0 0 0 1Common Network 20 20 20 20 19ContactTarget Employer 5 5 5 5 5Ordinary ContactTarget Employer Peer 1 1 1 1 1ContactTarget Employer Hiring 0 1 0 1 1ManagerTarget Employer Above 0 0 1 0 1Hiring ManagerFollow-ups with Hiring 0 0 0 0 1Manager or Above
    53. 53. Résumé Database 53FOLDERS AND SUBFOLDERS
    54. 54. 54RésuméFoldersYou should keep everyRésumé you send out inan organized set offolders and back themup!Use these folders of oldRésumés to cut andpaste into newdocuments – saves timeand you will continuallyimprove the quality ofyour Résumés.
    55. 55. Techniques 55 ANSWERING MACHINES SOAR OR STAR STORIES INTERVIEWING S O A R Obstacle: Difficulty Action: Results: Situation: What You Did to Achievement orInitial State Task: Overcome Accomplishment Problem
    57. 57. Interviewing 57
    58. 58. Preparation = Success! 58 Research Employer, Department, & Interviewers  Products and Services  Philosophy  Recent News and Publications  Current Forecast Ask Questions before the interview  Work with Recruiter, Admin, Coordinator  Ask for Agenda and Job Description  Directions, Attire, Culture/Personalities, Interview Style, Special Instructions…
    59. 59. Types of Interviews 59Format Tenor Phone  Screening You Out Video  Selling You the Job One on One  Get to Know You Two on One  Behavior-Based Panel  Case (Analytical Test) Presentation  Stress/Grill
    60. 60. Interview Basics 60 Arrive early. Be well-groomed. Wear a suit. Wear sensible, well-polished shoes. Bring Résumés, reference sheets, and samples of your work, if appropriate. Bring a zipper folder with pen and notepad with questions written third page designed to trigger SOAR or STAR stories. Jot down information on the top sheet, but don’t take excessive notes. Make eye contact. Shake hands firmly. Be confident. Try to relax. Be honest. Sell yourself, but don’t claim skills you don’t possess. Be aware of your body language. Be positive and try to make others more comfortable. Listen attentively and ask clarification questions Inquire about next steps and request business card(s) Send a thank-you note within 24 hours and follow-up in 2 weeks if you haven’t heard back.
    61. 61. Phone Interviews 61 Control Who Answers Your Phone and How It Is Answered   If you have kids, Give out your cell phone number rather than your home phone number Have Appropriate Voice Mail Message - in Your Own Voice Get Names and Telephone Numbers of Interviewers and Schedulers Set Time for Calls  Find a Quiet Place to call or be called  Avoid Using a Cell Phone or Speaker Phone for a Planned Call  If You are Calling In: Give Yourself Time Beforehand for Call-in Problems  Give Yourself Time Afterwards for Over-runs Take Sparse Notes During, but Write Down Notes on Everything Right After the Call Ends
    62. 62. Screening Interviews 62 A Screening Interview (almost always by phone) occurs when your paper (Résumé, online info, etc.) indicates your are qualified – it’s about making sure your personality and communication skills are on the mark as well Search Firms are Always Screening, and you should not read too much into it But when you get a call from a Company HR Recruiter, you can feel pretty confident that you’ve made it into a fairly elite group, maybe 7 to 9 candidates, possibly less, will be phone screened by someone inside the company Your main goal is to not put anyone off  You want to sound enthusiastic, but not over the top  You want to appear inquisitive, but not pushy  You want to sound like someone who would be fun to work with
    63. 63. Video Interviews 63 Video / Skype Interviews are fairly rare, but more and more search firms are using them to get a look at more senior level candidates before flying them in for a face to face interview. Even if you’re looking to stay in the area, many companies with offices in your neighborhood are headquartered elsewhere. The home office often wants input on senior candidates, but it may be quicker and cheaper to do it by video. The main rule is, treat it like a face to face interview – arrive early, dress right, watch your body language. Most video conferencing has the capability to let you see yourself (picture in picture) as the other party sees you. If this feature is available, make sure it is turned on, so you can have real time feedback on your appearance. Use Skype with a friend as a surrogate for practice.
    64. 64. Common Questions 64 ―Tell me more about yourself…‖ ―Tell me about your recent position(s)…‖ ―What strengths can you offer?‖ ―What are your weaknesses?‖ ―What are your career goals?‖ ―Tell me about a time when…‖ ―Why should we hire you?‖
    65. 65. Prepare Your Questions 65 For Each of the SOAR or STAR stories (10+) develop a question that will trigger an opportunity to talk about that story Q S O A R Obstacle: Difficulty Action: Results: Situation: Question What You Did to Achievement or Initial State Overcome Accomplishment Task: Problem
    66. 66. Structure of a Typical Interview 66 Greeting Small talk Opening questions Probing specifics Interviewee’s questions Close
    67. 67. Your Questions for the Employer 67 Review your list of SOAR or STAR stories and corresponding questions to trigger them Any stories you didn’t get to tell?  Ask those questions Q S O A R Obstacle: Difficulty Action: Results: Situation: Question What You Did to Achievement or Initial State Overcome Accomplishment Task: Problem
    68. 68. Example Questions You Could Ask in an Interview 68 How would you describe the culture of the company? Is this a new position? If not, what did the previous employee go on to do? What is the companys management style? Who does this position report to? If I am offered the position, can I meet him/her? How many people work in this office/department? How much travel is expected? What are the prospects for growth and advancement? What type of training programs does the company offer? How does one advance in the company? What do you like about working here? What dont you like about working here and what would you change?At the End: Would you like a list of references? When can I expect to hear from you?
    69. 69. Questions to Avoid in the Initial Interview 69 Salary Benefits Vacation/Leave time Perks
    70. 70. After the Interview 70 THANK-YOU LETTER EVALUATION FOLLOW-UP
    71. 71. Evaluate 71 What would you do differently? Where can you improve? What were your impressions? What can you expect next?
    72. 72. Thank-You Letters 72 Reaffirm interest Improve/Update answers Mention points overlooked in interview
    73. 73. Make Sure to Follow Through 73 Follow up with the employer within 1-2 weeks of sending your Résumé Always send Thank You Letters after an interview— within 24 hours Follow directions—send the information the employer requests