CREATING A POWERFUL RESUME & COVER LETTER

MGT 3213 – ORG. COMMUNICATION

Mississippi State UniversityCollege of Business

Your resume is the most financially important document you will ever own.

How much time does an employer spend looking at your resume?

A. Fifteen minutesB. Five minutesC. One minuteD.D. Thirty secondsThirty seconds

Do you have a shot? As a rule of thumb, you need to have at least

70% of the job’s listed requirements to even be seriously considered for the job.

Don’t have 70%? How big is the company? Who is doing the hiring?

The bigger the company, the more formal the hiring process, the more rigid they will be regarding listed requirements.

Hiring processes run by HR departments or staffing agencies may be more picky.

Standard Résumé Parts

Qualifications

Identification

Career Objective

Career Summary

References

The customer is always right Who is the “customer” for your resume?

A list of achievements and accomplishments = what you think is important.

How do you ensure your resume delivers what the customer wants?

The job posting/job description. Tailored resumes always win over generic resumes.

So should I have more than one resume? Do you need more than one resume? Probably. What job titles/positions are you applying for?

Applying for only one position = you only really need one resume.

BUT you still need to TAILOR it to the company’s job posting.

More than one job/position? You’ll need separate resumes that better highlight the different skill sets required for each.

Choosing a Format Chronological Functional Chrono-functional

Use Chronological Format You have a strong, stable work

history Your job titles match the skills

required for the desired job

Use Functional Format You have held many jobs You have minor gaps in

employment Re-entering the job market after a

prolonged absence Past work history and job titles

aren’t related to desired job Weak job titles Too little job experience

Creating a Functional Resume Step #1

List all skills for each position you’ve held

Step #2 Re-label skills with skill headings

Step #1List all Skills

Step #2 Re-label With Skill Headings

Kids ‘R Us, Head CashierManage workstations and balancing tills

Retail Sales Management

Train and oversee retail sales cashiers

Staff supervision/training

Operate register, greet and assist customers

Customer Service

Stocking/inventory Inventory Control/ TrackingIncrease revenues with add-on sales

History of Increased Sales

Supervise opening & closing Opening & Closing Operations

Problem-solving/dealing with irate customers

Customer Service/Problem Solving

Creating a Functional Resume Step #3

Analyze a job posting for the required skills

Step #4 Select skill headings that match the

job description Step #5

Describe each skill heading

Analyzing a Job PostingBarnes & Noble needs outgoing, customer-oriented sales staff for management positions. Must have professional appearance with at least 12 months retail supervisory experience. Qualified applicants will have experience managing all areas of customer service, overseeing multiple cashiering/workstations, opening and closing procedures, possess knowledge of retail accounting/inventory tracking systems. Please send resume to …

Retail Sales ManagementStaff Supervision/Training Supervised and trained over 40 managers and customer service staff in sales, cashiering, and inventory control as head cashier. Oversaw operations for new facility, audit, and daily cash reports. Coordinated performance evaluations with regional managers.

Detailing Your Experience Job duties tell the employer what you did Accomplishments show how well you did

them Think time, money, results

Which description is more impressive?

A. Assisted with all accounting duties from general ledger to financial statements.

B. Maintained over 2,000 A/R and A/P accounts including preparation of financial statements for firm with annual revenues in excess of $140 million.

Twelve Questions to Ask Next Question #1: Whom did you work for or

with? Will mentioning them strengthen your image?

BEFORERetail Sales Clerk

Traveled throughout 12 stores, cashiering, dealing with customers, and solving problems.

AFTERCustomer Service/Regional Support Worked directly with Regional

Manager, traveling to up to 12 stores to audit store procedures.

Dealt with up to 200 customers, accounting for up to $20,000 daily.

Twelve Questions to Ask Next Question #2: Will describing the size of

the department strengthen your image?

BEFOREAccounting AssistantAssisted with all accounting duties from

general ledger to financial statements.

AFTERA/R and A/P ManagementMaintained over 2,000 A/R and A/P

accounts including preparation of financial statements for firm with annual revenues in excess of $140 million.

Twelve Questions to Ask Next Question #3: Will using numbers to

describe your responsibilities strengthen your image?

BEFOREOutside Sales RepresentativeMarket to established accounts and cold call prospective accounts to sell exterior building products.

AFTERTerritory/Key Account ManagementManage a five-state territory composed of 125 key accounts generating revenues of $2.5 million annually.

Twelve Questions to Ask Next Question #4: Did you create, reorganize,

conceive, or establish any procedures or systems?

BEFOREFloor SupervisorOversaw retailing space, displays, and use of schematics. Supervised, scheduled and trained staff.AFTEROperations Design/Departmental Management Managed operations for 100,000-square-foot facility with sales of $24 million annually. Increased annual sales by 15% by designing schematic systems that were implemented in 15 departments.

Twelve Questions to Ask Next Question #5: Have you increased

productivity, saved money, or reduced labor?

BEFORE: Developed new bulk-mail processing

forms that reduced number of forms to be completed by public.

AFTER: Developed new bulk-mail permit

forms that reduced number of required forms from 3 to 1.

System was implemented in 1,500 offices with estimated paper and labor savings of $250,000 annually.

Twelve Questions to Ask Next Question #6: Did you have responsibility

for special projects? If so, how large were they?

Purchased and managed implementation of a $200,000 computer system installed in 10 divisions.

Twelve Questions to Ask Next Question #7: Have you been

complimented for special talents?

Recognized by management for increasing profitability by 9% within a one-year period of being hired.

Twelve Questions to Ask Next Question #8: Do you have technical or

special skills relevant to the desired job?

Human Resources Assistant March 2003 – August 2003 People For People Yakima, Washington Acted as the sole human resource

representative while HR manager was out on FMLA leave, providing benefits administration for 200+ employees. Coordinated a random drug- and alcohol-testing program in compliance with FTA DOT mandates.

Developed policies and programs in compliance with federal and state laws.

Maintained personnel files in an HRIS (Microsoft’s Solomon).

Twelve Questions to Ask Next Question #9: Do you have experience

training or supervising staff? If so, how many?

Trained and supervised over 200 sales and customer service staff working three shifts in two locations.

Twelve Questions to Ask Next Question #10: Have you received

promotions that demonstrate achievement?

Within six months of hire was given full responsibility for customer and vendor account processing.

Twelve Questions to Ask Next Question #11: Have you received any

awards or certificates that relate to your desired job?

Completed AT&T’s Management Program; selected as 1 of 3 candidates from three divisions of 400 staff.

Twelve Questions to Ask Next Question #12: Have you identified the

top five skill requirements for the position you want?

MOST IMPORTANT QUESTION TO ASK YOURSELF!!

Make sure your resume reflects evidence of these skills!

Use Action VerbsManaging Editor, The ReflectorSupervised a staff of 35 people, maintaining the lowest turnover rate in five years. Coordinated editorial and art production schedules, oversee budget, recommend cost- cutting procedures to campus advisor. Developed a training program for new employees resulting in increased productivity. Wrote an orientation handbook. Initiated an on-campus recruitment program which generated 40% more applicants.

Top Twenty Non-Technical Competencies Employers Look for in Job Candidates

1) Communication Skills (verbal and written)

11) Leadership Skills

2) Honesty/Integrity 12) Organizational Skills 3) Interpersonal Skills (relates well to others)

13) Self-Confidence

4) Motivation/Initiative 14) Friendly/Outgoing Personality

5) Strong Work Ethic 15) Tactfulness6) Teamwork Skills (works well with others)

16) Well Mannered/Polite

7) Analytical Skills 17) Creativity8) Flexibility/Adaptability 18) GPA (3.0 or better)9) Computer Skills 19) Entrepreneurial Skills10) Detail Oriented 20) Sense of Humor

Writing a Powerful Objective Remember your audience! Biggest turnoff? A selfish objective. Don’t describe what you want—describe

what you can offer the company Avoid general statements Avoid:

“To gain experience in accounts payable.” “A position in marketing with promotion

opportunities.”

Seek a challenging position with opportunity for advancement. (selfish!)

Seek a position using my people skills. (better)

Seek a position utilizing over five years of customer service experience managing 300 customer accounts with proven ability to interface with a diverse customer base and resolve problems. (best!)

How long should your resume be?

A. No longer than one pageB. Up to two pagesC. As long as you need to cover

your work history

How much work history should you list?

A. All the jobs I’ve ever workedB. Only the jobs that are in the

same field as the job I’m applying for

Other Considerations Listing colleges attended GPA—if 3.0 or higher Dates Is your e-mail address professional? References

Other Considerations What about keywords? Do not include in a big list or “keywords”

section Include them in the descriptions of your

accomplishments in your work experience section

Where do you find them? How do you know which key words to use? The job posting!

Other Considerations Layout and design

Ensure that section headings clearly stand out (use bold, larger font size, underline)

Ensure that font size isn’t too small to read easily

There should be plenty of white space You should evenly fill the page (don’t leave

a large gap at the bottom of the page) Pick a layout that is easily “scanned” (no

paragraphs)

Things to Leave off Your Resume Your picture (unless they request one) Interests and hobbies Personal attributes (height, weight, race,

religion) Negativity Flair A selfish objective Spelling mistakes and grammar errors http://blogs.hbr.org/cs/2012/07/i_wont_hire_peo

ple_who_use_poo.html

Lying on a Resume ResumeDoctor.com fact-checked

1,000 resumes 42% contained “significant errors” Common lies?

Reporting staying at jobs longer than they really did.

Inflating job titles Saying they earned degrees when

they were a couple of semesters short.

Can You Get Away With It?

http://abcnews.go.com/video/playerIndex?id=4817202

Famous Examples RadioShack CEO David Edmondson

resigned Star-Telegram of Fort Worth, Texas,

reported he had lied on his resume Marilee Jones, dean of admissions

at MIT Hired in 1979 When she was promoted to the

deanship in 1997, she "did not have the courage to correct my résumé," she wrote.

Famous Examples George O’Leary, resigned five days after

being hired as Notre Dame football coach (2001)

http://sportsillustrated.cnn.com/football/college/news/2001/12/14/oleary_notredame/#null

Cover Letter Techniques Opening Paragraph: Why you

are writing. State why you are writing. Name the

position or type of position for which you are applying.

Mention how you learned of the position.

Mention the name of any referring person.

Briefly describe why you are interested in this particular position.

Cover Letter Techniques Be straightforward, don’t use flashy

gimmicks: If you’re looking for a top salesman

who can double your sales, I’m the one to call.

People often tell me that I’m the best manager they’ve ever hired.

Need a secretary who can handle pressure, solve problems, and manage details? If so, put my 10+ years experience to work in your office.

Cover Letter Techniques Body of the Letter: Sell

yourself. Briefly describe the skills and/or

experiences you possess that fit the requirements of the position.

If you have related experiences, mention your qualifications and achievements.

Provide more detail than your resume will allow.

Mention personal qualities or special experiences and motivators.

Transitional Phrases As a ________, I have established a

proven history of …. My background demonstrates an

ability to …. As a _________, I was responsible for

…. During my employment with

_______, I …..

Cover Letter Techniques Closing Paragraph: Request an

interview. Confidently, but politely, indicate your

desire to further discuss your qualifications in an interview.

Make it easy for the reader to contact you by providing your phone number(s), email, and the best time to reach you.

Thank the contact person for his or her time and consideration.

Example I am very interested in this position and

look forward to scheduling an interview. If you have any questions, please contact me at (555) 555-5555. Thank you for your time and consideration.

Cover Letter Techniques Use the job description as a CHEAT

sheet! Provide specific evidence of your

skills Always address the letter to a

person AVOID “to whom it may concern” Make sure the cover letter

expresses your enthusiasm for the position and employer!

What Not to Write in Your Cover Letter

I demand a salary commiserate with my extensive experience.

It’s best for employers that I not work with people.

Let’s meet, so you can “ooh” and “aah” over my experience.

I procrastinate, especially when the task is unpleasant.

Reason for leaving last job: They insisted all employees get to work by 8:45 a.m. every morning. I couldn’t work under those conditions.

The company made me a scapegoat, just like my three previous employers.

Example Dear Ms. Roberts:

Your advertisement for software engineers in the January issue of the IEEE Spectrum caught my attention. I was drawn to the ad by my strong interest in both software design and Database.

I have worked with a CALMA system in developing VLSI circuits, and I also have substantial experience in the design of interactive CAD software. Because of this experience, I can make a direct and immediate contribution to your department.

I would like very much to meet with you to discuss your open positions for software engineers. If you wish to arrange an interview, please contact me at the above address or by telephone at (518) 271-9999.

Thank you for your time and consideration.

Supplementing a Résumé

Illustrates past activities, projects, and accomplishments

Can be easier to organize and transport if presented digitally

Must show clear understanding of audience’s needs and your qualifications

A professional portfolio . . .

Examples http://douggarciadesign.com/ http://jaciemoriyama.com/index.html http://www.brsarchitects.com/

portfolio.php http://myweb.wit.edu/petrovicd/

networking.htm

Your Online Image What results come up when you Google

your name? Would you want an employer to see your

Facebook page? 45% of employers reported using social

networking sites for screening job candidates (June 2009)

Up from only 22% in 2008

Reasons for RejectingPotential Candidates

Candidate posted provocative or inappropriate photos or info (53%)

Candidate posted content about drinking or using drugs (44%)

Candidate bad-mouthed previous employer, co-workers, or clients (35%)

Candidate showed poor communication skills (29%)

Candidate made discriminatory comments (26%) Candidate lied about qualifications (24%) Candidate shared confidential information from

previous employer (20%)

Reasons for HiringPotential Candidates Profile confirmed that candidate’s personality

a good fit with org. (39%) Profile confirmed candidate’s professional

qualifications (39%) Candidate was creative (38%) Candidate showed solid communication skills

(35%) Candidate was well-rounded (33%) Other people posted good references about

the candidate (19%)

Some Tips1. Clean up your digital dirt before you

begin your job search.2. Keep gripes offline.3. Be selective about who you accept as

friends.4. If you’re still employed, don’t mention

your job search online.

What not to do … Connor Riley, 22 yr old Master’s student

tweeted "Cisco just offered me a job! Now I have to

weigh the utility of a fatty paycheck against the daily commute to San Jose and hating my work."

But someone from Cisco was paying attention and wrote back, "who is the hiring manager. I'm sure they would love to know that you will hate the work. We here at Cisco are well versed in the Web."