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Shinshu University 27 July 2016 Career Success Workshop: Career Development Skills Training Part 1 Dr Trevor Lane Ms Ayli Chong

20160727 Edanz Shinshu

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Page 1: 20160727 Edanz Shinshu

Shinshu University

27 July 2016

Career Success Workshop:

Career Development Skills Training Part 1

Dr Trevor Lane Ms Ayli Chong

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Skills needed on the path to academic success

Preparation

Journal Selection

Writing

Submission

Peer Review

Publication Success

• Training in reading papers, ethics, writing, presenting

• Expert Scientific Review

• Expert Scientific Review

• Journal Selection & submission strategy

• Training in ethics, writing, presenting

• Revising • Editing • Reformatting

• Training in ethics, writing

• Editing • Abstract

Development • Cover Letter

Development • Reviewer

Recommendation

• Training in navigating peer review

• Review Editing • Point-by-point

checking • Response

Letter Development

• Reformatting

• Press release, news writing

• Media & presentation training

• Training for early career researchers

• Training in career development skills

• Training in writing grant proposals

• Grant proposal editing

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S

Present your abilities effectively

Get the job you want

Understand yourself and your career options

Understand how job applications work

Write a clear CV and compelling cover letter

Prepare well for interviews

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Marketing yourself

Section 1

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Market yourself

materials

Who are you?

Susumu Abe

Hello. I’m Susumu. I’m really clever. You

should accept me for your internship

because I’m simply the best candidate

you’ll meet, ever. I will never disappoint, so

hire me!

Too brief, rude

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Market yourself

materials

Who are you?

Susumu Abe

Hello. My name is Susumu Abe. I have a PhD in

Language and Communication from the

University of York in the UK. I did 3.25 years of

postdoctoral research in the US, at New York

University. I may find this internship interesting, I

believe, and I would like to be considered a

candidate if possible, please.

Wordy, weak

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Market yourself

materials

Successful self-branding

• Understand yourself; be yourself

• Take an active role in setting your direction • Manage your life; be independent • Make the most of what you have • Nurture an expertise; reinvent yourself

• Upgrade career skills and qualifications • Lifelong learning (learn and earn, earn and learn) • Meet new people; network

• Develop your style/appearance; distinguish yourself

Develop your brand

Modified from: Chritton S. Personal Branding for Dummies. 2012 Wiley.

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Market yourself

materials

Successful self-branding

• Consistent brand: how you want to be known

• Positive characteristics: o Confident communication o Empathy, negotiation o Positive role model, good ethics, integrity

o Growth from feedback o Being knowledgeable, key opinion leader o Honesty, patience, kindness, fairness, courage

o Helping others, cooperation, team work

Match your and others’ perceptions

Modified from: Chritton S. Personal Branding for Dummies. 2012 Wiley.

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Market yourself

materials

Goals of self-branding

Be confident

Be credible

Enjoy a specialty

Have healthy relationships

Maximize strengths, minimize weaknesses

Build trust through actions

Continuously develop your combination of work/life experience, skills, knowledge, characteristics

Communicate and connect to your audience; ask for help clearly; keep focused on being “on-brand”

Be influential Be known for your brand among your target

audience; promote your brand

Be yourself Be authentic, know yourself

Modified from: Chritton S. Personal Branding for Dummies. 2012 Wiley.

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Market yourself

materials

Personal pitch

Susumu Abe

Hello. I’m Susumu Abe. I’m a postdoctoral

researcher in linguistics and communication.

I’m researching the efficacy of the personal

pitch as an introductory dialogic transactional

and social positioning device. To be honest, I

like editing colleagues’ grant applications and

journal manuscripts.

Too technical,

“So what?”

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Market yourself

materials

Elevator pitch

Susumu Abe

Hello. I’m Susumu Abe, a postdoctoral

researcher in communication. In my spare time,

I’ve edited 20 successful grant applications and

journal manuscripts for colleagues. I’m keen to

explore professional editing as a new career

path so I can help other academic researchers

in Japan get their research funded and

published. You said you were hiring; I’d like to

be considered. Here’s my business card…

First: a question, comment, small talk…

Clear and compelling

& “What’s in

it for them?”

End with a question for two-way communication

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Market yourself

materials

Elevator pitch

Hello. I’m Susumu Abe, a postdoctoral

researcher in communication. In my spare time,

I’ve edited 20 successful grant applications and

journal manuscripts for colleagues. I’m keen to

explore professional editing as a new career

path so I can help other academic researchers

in Japan get their research funded and

published. You said you were hiring; I’d like to

be considered. Here’s my business card…

Greeting

Current

Past

Future

Relevance

Engagement

Closing

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Market yourself

materials

Elevator pitch

Hello. I’m Susumu Abe, a postdoctoral

researcher in communication. In my spare time,

I’ve edited 20 successful grant applications and

journal manuscripts for colleagues. I’m keen to

explore professional editing as a new career

path so I can help other academic researchers

in Japan get their research funded and

published. You said you were hiring; I’d like to

be considered. Here’s my business card…

Name

Job

Special skill

Mission

Who/Where

Benefit x 2

Action

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Market yourself

materials

Know yourself

Hard skills

• Specific, measurable abilities and knowledge

• Often specified and required to get an interview

• Proven by qualifications

• Examples: Computer programing, financial modeling,

operating equipment, statistics, chemical synthesis,

surgery, specific language, technical skills

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Market yourself

materials

Know yourself

Soft skills

• Behavior, personal characteristics, self-management

• Subjective, difficult to measure

• Affect relationships and work performance

• Difficult to learn/train but can be improved

• Examples: Teamwork, leadership, time management,

communication, presenting, “people” skills, patience,

flexibility, critical thinking, problem-solving

=Transferable skills

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Market yourself

materials

Know yourself

Interests and values

• What job tasks do you like/dislike doing? (designing/

performing research, writing, going to conferences)

• What are your interests? (team sports, travel, languages)

• What values are important to you? (help society,

recognition, make decisions, meet people)

• What is your preferred environment? (fast pace, big

team, variety, countryside, challenging)

• What are your short-/long-term ambitions?

myidp.sciencecareers.org

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Market yourself

materials

Know yourself

Personality

• Favorite world: Focus on outer (E) or inner (I) world?

• Information: Focus on basic information (S) or interpret

and add meaning (N)?

• Decisions: Prefer logic and consistency (T) or look at

people/circumstances involved (F)?

• Outside world: Get things decided (J) or stay open to new

information and options (P)?

www.myersbriggs.org

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Market yourself

materials

Know yourself

ESTJ Supervisor,

Administrator

ISTJ Inspector,

Investigator

ESFJ Provider, Caregiver

ISFJ Protector, Supporter

ESTP Promoter,

Entrepreneur

ISTP Operator, Mechanic

ESFP Performer, Entertainer

ISFP Artist,

Adventurer

ENTJ Commander,

Executive

INTJ Mastermind,

Director

ENTP Inventor, Debater

INTP Architect, Thinker

ENFJ Mentor, Teacher

INFJ Counselor,

Inspirer

ENFP Campaigner,

Advocate

INFP Healer, Idealist

Based on: personalitypage.com, 16personalities.com, tryinteract.com, xojane.com, users.trytel.com/jfalt

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Market yourself

materials

I-S-F-P introverted-sensing-feeling-perceiving

Susumu Abe

ISFP…“artist”, “adventurer”

Gentle, caring, adaptable, cooperative, observant,

loyal, patient, spontaneous, individualistic,

practical, value appreciation…

Popular careers: artist, chef, nurse, computer

programmer, designer, social worker, counselor,

librarian, musician, school teacher, vet, optician,

pediatrician, pilot, translator, zoologist,…

Avoid…management, administration/clerical, accountancy, financial planning, sales

Career or calling? Do what you love, love what

you do

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Market yourself

materials

Choose career paths

Education, Academic Research

Arts, Media & Entertainment

Communications & Publishing

Architecture, Built Environment

Health Care & Human Services

Environment, Agriculture, Natural

Resources

Engineering, IT & Computing

Business Services (Finance, HR, Consulting,

Marketing, Insurance)

Hospitality & Tourism

Manufacturing & Logistics

Law & Public Policy

Government, Industry, SME, Nonprofit (NGOs, charities), Volunteer

Sciences & Mathematics

Based on: career.berkley.edu/InfoLab/CareerFields

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Market yourself

materials

Elevator pitch (short)

Susumu Abe

I help final-year postgraduates at university to

land their dream job, through careers

counselling and by training them to write

outstanding CVs and attractive job cover letters.

I help/want to help __________________ at/with _____________________

to ____________________________________________________, by

_______________________________________________________

[group] [at place] / [with problem]

[achieve something]

Value proposition / unique selling point / unique selling proposition

[valued skill]

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Elevator Pitch

Please see Activity 1 in your Workbook

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Applying for internships and jobs

Section 2

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Apply for Jobs Professional development

materials

SMART goals

• Specific (clear, focused goal)

• Measurable (monitor progress, achievement)

• Action-oriented (specific steps to take)

• Relevant/Realistic (appropriate level of difficulty)

• Time-bound (frequency, start/end dates)

• Decide goals and be accountable: “I want to read about new textile technologies, 1 day a week in July to August, so I can hold a journal club with my lab next semester”

myidp.sciencecareers.org

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Apply for Jobs Professional development

materials

SMART goals

• For career advancement, projects, skills development

o Attend events

o Talk to people, find mentors, network online

o Apply for internships/informational interviews

o Read about careers

o Find and fill gaps in skills/knowledge

o Write a manuscript; practice a slide presentation

o Write a cover letter; update CV regularly

myidp.sciencecareers.org

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Apply for Jobs Professional development

materials

Research and career skills

• Research skills

o Technical (design, methods, statistics/data, reading, IT)

o Adapting to research (etiquette, peer review, ideas, academia)

• Transferable skills

o Research management (ethics, admin, feedback, supervising)

o Personal effectiveness (time, budget, build/apply knowledge)

o Communication (presenting, paper/proposal writing, teaching)

o Career management (applying/interviewing, global outlook)

o Networking and teamwork (mentoring, negotiating)

Based on: www.vitae.ac.uk and myidp.sciencecareers.org

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Apply for Jobs Professional development

materials

Sought-after qualities

• Analysis/Research • Flexibility/Adaptability • Interpersonal ability • Decision making, problem-

solving • Planning, organizing • Open, intercultural • Leadership/Management,

team spirit • Positivity, optimism, integrity

• Attention to detail • Self-confidence, resilience • Public speaking • Tact/diplomacy • Creativity • Work efficiently, on-time • Learn from criticism • Community service • IT, computer skills,

mathematics

Based on: mystarjob.com

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Apply for Jobs

Me

• Friendship • Help, Tips • Moral support • Role models • Information • Connections • Opportunities

Networking

Family

Friends

Classmates Senior researchers

Company representatives,

Professionals Coworkers

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Apply for Jobs Networking

Social media

Conferences / seminars

Supervisor / department

Informational interviews

Internships, placements, shadowing

Research exchanges,

lab visits

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Apply for Jobs Make connections

Body language

Written

Verbal • Practice your elevator pitch • Prepare questions to ask

• Firm handshake (western) • Make eye contact, smile, nod to show

interest/agree • Stand straight, relaxed

• Name/business card • E-mail correspondence • Social media

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Apply for Jobs Social media

Interact with others through their social media accounts

Update your own accounts; prepare clear personal statement

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Apply for Jobs Search for jobs

Job notice/ad

Academic research

Business/industry/government…

Online databases Company /

institution websites

• Colleagues • Collaborators • Friends, family

• Nature Jobs • New Scientist • Science Careers

• Social media • Uni. careers service • (Online) agencies

Personal connections

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Apply for Jobs Read job adverts

E-FIT FASHION CHAIN Job Description We are looking for an intern to help develop wearable electronic textiles that are comfortable and stylish Your skill set and qualifications • MSc/PhD students with experience in chemical/electronic

engineering, nanotechnology, materials science, textiles or design Desirable • Proficient in English; working knowledge of MS Office • Strong communication and team-working skills E-mail your cover letter and short CV/resume by 26 Sept 2016 Mrs F Kinoshita, E-Fit Fashion Chain, 555 High Street, Beverly Hills, CA 90210, USA; [email protected]

Specific hard skills

Job notice

Soft skills

Background

Instructions

General hard skills

Page 34: 20160727 Edanz Shinshu

Apply for Jobs

Send us your cover letter and CV by E-mail by 26 Sept 2016.

Follow instructions

Application documents

• Cover letter • CV / resume

• Screening tests • Portfolio, writing

samples, essay

Be on time

Application method

• E-mail (.pdf / .doc) • Professional e-mail (not

[email protected]) • Online upload / form • LinkedIn • Fax / mail / in-person (rarely)

Make your application

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Apply for Jobs Make your application

Job notice/ad

Your application is just the first step but your only chance: make it matter by matching the job ad

>100 per job! CV/cover letter opens door to

interview

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Job Matching

Please see Activity 2 in your Workbook

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Writing a clear CV and compelling cover letter

Section 3

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Coverage and Staffing Plan

CVs and cover letters Japanese resume

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Coverage and Staffing Plan

CVs and cover letters Japanese resume

Rirekisho

Based on: franchir-japan.co.jp

• Template • Fixed

format • Formal • Hand-

written • Photo • Lists,

stock phrases

• Personal (family…)

1. Date (Hesei) 2. Name 3. Name stamp 4. Business photo 5. Birth date, age, sex 6. Address 7. Telephone 8. Contact person 9. Contact telephone 10. Education history 11. Employer history 12. Licenses & certificates

13. Reasons for applying 14. Skills, hobbies 15. Commute time 16. No. of dependents (not

spouse) 17. Marital status 18. Support spouse or not 19. Special requests 20. Legal guardian if <20 y

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Coverage and Staffing Plan

CVs and cover letters

Western CV (Curriculum Vitae = course of life)

Personal statement / Research interests /

Career objective

Name & home contact

Interests, Memberships

Referees (with permission)

Education

Publications

Skills, Awards

• Can use city as address; not too many phone numbers; LinkedIn

• Date, place, qualification/position, accomplishments

• Include conferences

• & Technical abilities, certificates/licenses

• & Grants won, Students taught…: all optional

• “As a … from/at…, I…” elevator pitch (make this keen, focused and relevant)

• Full, long, fixed • Reverse

chronological • Word

processed • No photo • Academic, few

personal details

Work experience

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Coverage and Staffing Plan

CVs and cover letters

Western Resume (1) Chronological Resume

Personal statement / Research interests /

Career objective

Name & home contact

Interests, Memberships

Education

Selected Publications

Skills, Awards

• 2 pages, tailored • Reverse

chronological • Word

processed • No photo • Few personal

details

(Professional/work) Experience

• Strong academic history (can omit/ summarize school) or entry level job

• If strong career progression, can put this before Education; list achievements with each job, most recent first

UK: CV can mean resume

• Can do this via optional Objective section + Summary/Profile section

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Coverage and Staffing Plan

CVs and cover letters

Western Resume (2) Functional Resume

Personal statement / Research interests /

Career objective

Name & home contact

Interests, Memberships

(Professional/work) Experience

Skills/Competencies

Skills, Awards

• 2 pages, tailored • Stresses skills

not chronology • Word

processed • No photo • Few personal

details

Education

• Transferable skills strong, changing careers, some gaps or too many changes

• Describe skills (general or code for each job); then list jobs, most recent first (just Year)

• Can do this via optional Objective/Profile section + Accomplishments section

• New graduates could put Education before Experience

Page 43: 20160727 Edanz Shinshu

Coverage and Staffing Plan

CVs and cover letters

Western Resume (3) Combination Resume

Personal statement / Research interests /

Career objective

Name & home contact

Interests, Memberships

(Professional/work) Experience

Skills/Accomplishments

Skills, Awards

• 2 pages, tailored • Stresses skills

& achievements • Word

processed • No photo • Few personal

details

Education

• Transferable skills and experience strong, or changing careers

• List achievements with each job, most recent first, as in (1)

• Can do this via optional Objective section + Summary/Profile section

• New graduates could put Education before Experience

Page 44: 20160727 Edanz Shinshu

Coverage and Staffing Plan

CVs and cover letters

Curriculum Vitae

Personal details

Taro Sato

Tel: +81 3761 xxxx

E-mail: [email protected]

LinkedIn: xxxxxx

_________________________

Your contact details

Your name should be the title

Use personal but not silly e-mail

Some applications may require:

Sex: Male

Date of Birth: 31/12/1990

Nationality: Japanese

Marital status: Single

Don’t say “CV”/“Resume” as title

Give link to your social media

Photo OK if Europe/Asia, not US/UK

• Government jobs may have own forms

• Europe has standard form, “Europass”

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Coverage and Staffing Plan

CVs and cover letters

__________________________________________________ Personal Statement Taro Sato is a hard working and passionate student. I have various attractive skills and I hope you will give me this job, because it is my dream to work for your company. I will try very hard. __________________________________________________

Too vague; no evidence Sounds desperate

Objective / Profile / Summary statement

Page 46: 20160727 Edanz Shinshu

Coverage and Staffing Plan

CVs and cover letters

__________________________________________________ Personal Statement Taro Sato is a hard working and passionate student. I have various attractive skills and I hope you will give me this job, because it is my dream to work for your company. I will try very hard. __________________________________________________

Too vague; no evidence Sounds desperate

Overuse of “I” Mix of 1st and 3rd person

WWWWWH?

Objective / Profile / Summary statement

Use 1st or 3rd person for your LinkedIn statement

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Coverage and Staffing Plan

CVs and cover letters

are you? Who

What

When

Why

How

Where

I am a recently graduated materials scientist from Shinshu University. I have research interests in hydrogen storage technologies, and am looking for an internship this summer where I can apply my technical skills.

do you do? / what do you want to do?

are you available?

did you apply?

are you from?

are you suitable for the job?

Objective / Profile / Summary statement

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Coverage and Staffing Plan

CVs and cover letters Tip 1: Match the job ad

Focus on the job description Qualifications Candidates should have: 1. An undergraduate degree or be expected to receive the degree by the start

of employment. 2. Extensive research experience in fuel-cell and hydrogen utilization

technologies.

How

I am a recently graduated materials scientist from Shinshu University. I have research interests in hydrogen storage technologies, and am looking for an internship this summer where I can apply my technical skills.

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Coverage and Staffing Plan

CVs and cover letters

Tip 2: Avoid starting every sentence with “I”

I am a recently graduated materials scientist from Shinshu University. I have research interests in hydrogen storage technologies,…

As a recently graduated materials scientist from Shinshu University, I am interested in hydrogen storage technologies.

Move to the middle of a sentence

As a recently graduated materials scientist from Shinshu University, hydrogen storage technologies are my main interest.

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Coverage and Staffing Plan

CVs and cover letters Tip 3: Focus on benefits

As a recently graduated materials scientist from Shinshu University, I am interested in hydrogen storage technologies and am now looking for an internship to apply my technical skills.

As a recently graduated materials scientist from Shinshu University, I am interested in improving hydrogen storage technologies in the renewable energy industry to reduce air pollution. I am now looking for an internship with fuel cell developers to directly apply my technical skills and knowledge.

Personal purpose/mission statement to focus effort, actions, behaviors, decisions: DOMB

Distinct Offering, Market, Benefit

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Coverage and Staffing Plan

CVs and cover letters

Education & Work sections

Education

2012–2015 Shinshu University Masters of Chemistry

Courses in… I did a project on hydrogen storage

Experience June-July 2014 Toyota Technological Institute Intern Hardworking, team player, effective communicator

Employer/ institute Dates Degree/title

What did you do/achieve?

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Coverage and Staffing Plan

CVs and cover letters STAR method

A major challenge to a hydrogen economy is the poor energy density of hydrogen storage technologies.

Under Professor Xxxxxx I had to develop new materials for hydrogen storage.

The project involved a new microporous metal-organic framework.

I finished the project and a new material with improved hydrogen storage density was made.

Situation (context, 6WHs, overall problem)

Task (one specific issue)

Action (steps you took to solve problem)

Result (achievements)

Match story/importance with job

Page 53: 20160727 Edanz Shinshu

Coverage and Staffing Plan

CVs and cover letters STAR method

Situation Task Action Result

A major challenge to a hydrogen economy is the poor energy density of hydrogen storage technologies.

Under Professor Xxxxxx I had to develop new materials for hydrogen storage.

The project involved a new microporous metal-organic framework.

I finished the project and a new material with improved hydrogen storage density was made.

Avoid passive/negative/weak language

Tell story in bullets, parallel note form

Page 54: 20160727 Edanz Shinshu

Coverage and Staffing Plan

CVs and cover letters Use active verbs, bullets

• Planned • Synthesized • Created • Designed • Discovered

• Completed • Evaluated • Conducted • Solved • Calculated

• Researched • Coordinated • Examined • Presented • Organized

Degree project to synthesize new material to increase energy density for hydrogen storage in hydrogen economy:

• Developed new microporous metal-organic framework with improved hydrogen storage

• Completed project ahead of schedule; patent applied for • Awarded national student inventor’s award

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Coverage and Staffing Plan

CVs and cover letters Publications

Publications T Sato, H Suzuki. Improved hydrogen storage from metal hydride composite. Advanced Functional Materials Today. 2015;4(2):20–25.

Conferences Presented poster at the Nanomaterial Japan Conference, 2014. “Improving hydrogen storage of metal-organic frameworks”

Consistent formatting Highlight your name

Include hyperlinks

Upload to Slideshare / Figshare

• Peer-reviewed publications • Books and monographs • Educational materials; non-print materials • Published conference abstracts in past 2 years

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Coverage and Staffing Plan

CVs and cover letters

Match skills & interests to job ad

Desirable • Experience in relevant techniques and software • Strong communication and team-working skills

Skills & interests • Reading books, knitting and Sudoku

Skills & interests • Techniques: Electrochemistry, gas adsorption, surface

characterization • Software: Labview, AutoCAD • Languages: Basic French, proficient English (TOEIC 860) • Activities: Debate club; university football team

Page 57: 20160727 Edanz Shinshu

Coverage and Staffing Plan

CVs and cover letters The cover letter

Explains you meet job application requirements

Explains that CV matches job description

Promotional, professional, passionate, but polite

Shows good writing, first impression

Plain English, concise, free of errors

Persuades recruiter to look at CV and check suitability

Matches expectations of language (active verbs)

Matches job wording (web-screening algorithms)

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Coverage and Staffing Plan

CVs and cover letters

Dear Hiring Manager, I am sending you my CV for your consideration. I would really like to work for your company. I look forward to hearing from you at your earliest convenience. Sincerely yours, Taro Sato

Is this a good cover letter?

Too short

No information about you or the job

Research name of person

Job No.

Why you?

What’s in it for them?

Page 59: 20160727 Edanz Shinshu

Coverage and Staffing Plan

CVs and cover letters Parts of the cover letter

Your Street Address City, State Zip Code Telephone Number Email Address Month, Day, Year Mr./Ms./Dr. FirstName LastName Title Name of Organization Street or P. O. Box Address City, State Zip Code

Dear Mr./Ms./Dr. LastName: I am interested in your internship program, recommended to me by Professor Suzuki, in the Department of Engineering at Shinshu University. 2nd paragraph: Tell why you are interested in the employer or type of work the employer does (Simply stating that you are interested does not tell why, and can sound like a form letter). Demonstrate that you know enough about the employer or position to relate your background to the employer or position. Mention specific qualifications which make you a good fit for the employer’s needs. (Focus on what you can do for the employer, not what the employer can do for you.) This is an opportunity to explain in more detail relevant items in your resume. Refer to the fact that your resume is enclosed. Mention other enclosures if such are required to apply for a position. 3rd paragraph: Indicate that you would like the opportunity to interview for a position or to talk with the employer to learn more about their opportunities or hiring plans. State what you will do to follow up, such as telephone the employer within two weeks. If you will be in the employer’s location and could offer to schedule a visit, indicate when. State that you would be glad to provide the employer with any additional information needed. Thank the employer for her/his consideration. Sincerely, (Your handwritten signature [on hard copy]) Your name typed Enclosure(s) (refers to resume, etc.)

Greeting (surname)

Introduction

Why you are interested

Closing and thanks

Sign-off & Signature block

Hiring manager’s name/address

Your address; Date

• Job name/number • Say you are applying! • Where you found job • Who you are

• Show you know about employer/job

• Your relevant qualifications, skills

• What you can do for them

• Refer to resume

• Ask to meet, say when • Offer to give further

info • Thank them for

consideration

Enc = enclosed

https://www.career.vt.edu/JobSearchGuide/CoverLetterSamples.html

Page 60: 20160727 Edanz Shinshu

Coverage and Staffing Plan

CVs and cover letters First paragraph

I am interested in your internship program, recommended to

me by my degree supervisor Professor Xxxxxx, in the

Department of Chemical Engineering at Shinshu University.

Where did you find the job

Desired role

• I would like to express my interest in… • I am writing to apply for… • I believe I am a strong candidate for…

Explain why you are writing

• Mutual contact • Website • Advertisement in newspaper

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Coverage and Staffing Plan

CVs and cover letters First paragraph

I will soon be finishing my Master’s studies in Chemical

Engineering and have conducted research in [same topic as in

internship ad].

Avoid duplicating your CV

I am a Chemistry Master’s student at Shinshu University.

Obvious from your CV, and institution already mentioned

• Explains the reason for your application

• Hints at your availability at time of internship

Build on the information in your CV

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Coverage and Staffing Plan

CVs and cover letters Middle paragraph

Address the job description

Qualifications Candidates should have: 1. An undergraduate degree, or degree expected by the start of employment. 2. Extensive research experience in fuel-cell and hydrogen utilization

technologies.

As explained in the attached CV, my degree courses focus on fuel cells and renewable energy, and I was awarded a national prize for my degree project. I believe that my technical knowledge of hydrogen storage technologies will be directly relevant to this role.

Refer to the document in your application

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Coverage and Staffing Plan

CVs and cover letters

Closing

I would appreciate the opportunity to discuss how my qualifications and experience will benefit your organization’s success. [or…I am keen to learn more about this post and how my...] I am available for interview at any time apart from during my final examinations (xxxxx-xxxxx). Please let me know if you would like more information about me. I thank you in advance for your consideration, and I look forward to hearing from you.

Yours sincerely

Taro Sato

• Yours faithfully • Regards

• Kind regards • Best regards

Other sign-off phases

Indicate next step

If you know the person’s name

Say thank you

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Coverage and Staffing Plan

CVs and cover letters

Speculative applications / informational interviews

I am writing to ask if you have any vacancies in your company.

Closing

I am writing to ask if you have any current vacancies in your organic electronics research facility. / I learned of [your company] at a recent conference, and I believe my skills match your needs.

Try to be as specific as possible

Please find my CV attached. I would be grateful if you could consider me for any suitable positions. / I would be grateful for the opportunity to discuss any openings with you or to arrange an informational interview.

Middle = Personal statement

Opening

More tips: https://www.kent.ac.uk/careers/cv/coveringletters.htm

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Coverage and Staffing Plan

CVs and cover letters Dos and don’ts

Do Don’t

Format well: size, fonts, spacing, alignment, white space

Use dividing lines for sections Include page numbers and

name/contact on every page Sound willing and keen Proofread; check dates Ask a colleague to review PDF files preferred, but follow

instructions Name files with your name

Use fancy, comic, illegible fonts

Use multicolor Use busy backgrounds or

images Overdo “EMPHASIS” effects Use a spreadsheet Split sections between pages Make documents too long Wait until last minute or be late Ignore instructions

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CV and Cover Letter

Please see Activity 3 in your Workbook

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Preparing for interviews

Section 4

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Customer Service Interview preparation Strengths & weaknesses

Traditional interview Qs: hypothetical, CV-based, open-ended, predictable

• Why should we hire you? • Describe yourself in 3 words. • Where do you see yourself in 5

years, 10 years? • What do you want out of life? • What can you bring to us? • What other jobs did you apply for? • Who is your role model? • What are your strengths? • What are your weaknesses?

Tips • Don’t panic; pause • Practice before but

don’t recite answers • Make all strengths

relevant to the job and consistent with CV

• Make weaknesses minor ones that you have fixed or are learning to fix

More tips: http://www.jobsearchonline.bc.ca/Interviews/tradquestions.htm

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Customer Service Interview preparation

I work too hard… I’m a perfectionist... I’m a workaholic... I’m late…

What is your greatest weakness?

I used to feel very nervous when giving presentations. Now, before I give a talk, I practice many times and ask my friends to listen to me. I recently presented at a conference in Hawaii, where I felt much more confident in talking about my research.

STAR = Situation, task, action, result

Strengths & weaknesses

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Customer Service Interview preparation Behavioral questions

Describe a situation… Real, based on experience, indicates future

• when you showed leadership • when you failed at teamwork • that showed good service • where you saved money • when you were unpopular • you regret • where you mentored someone • when you influenced your boss • when you handled stress well • when you delivered bad news

Tips • Don’t panic; pause • Practice but don’t recite • Turn negative into

positive, transferable • Avoid your big errors • Use active verbs, explain

your role, focus on positive/impactful/ lasting results; be brief!

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Customer Service Interview preparation Behavioral questions

Describe a situation when…

During my Master studies, I did the graphic design for the department monthly newsletter. One month, we were nearly delayed because one of the editors had an accident and did not write his news article. I offered to write his piece and then finished the graphic design. The newsletter was on time, and we received lots of positive e-mail feedback about the design and also my story. Starting from the next issue, I was made an editor.

Give an example of a time when you had to do urgent extra work

STAR = Situation, task, action, result

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Customer Service Interview preparation Situational questions

What if… Hypothetical, idealized, morals/ethics, leadership

• you caught a colleague/customer stealing

• you had to let down a client • overtime is suddenly needed • a colleague is not contributing • you see an error at a late stage • a client complains but s/he

made the mistake

Tips • Don’t panic; pause • Practice but don’t recite • Be spontaneous but

brief and convincing • Look at desired job

competencies; tailor reply • Start with summary/goal • Link with your past; STAR • Show values, integrity

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Customer Service Interview preparation Situational questions

What if…

I would be polite and let the supervisor know that I disagreed and why, giving a logical reason. I would offer to help and find out more, but also let him have the final say. During my last internship, my supervisor used data from an old datasheet in a group meeting, but I printed a copy of the correct one, highlighted the differences, did the new calculations, and let him know privately. His revised research paper was accepted for publication, and I was thanked in the Acknowledgments.

Tell me what you would do if you disagreed with your supervisor

STAR = Situation, task, action, result

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Customer Service Interview preparation Case questions

Estimate… General knowledge, assumptions, logic, reasoning

• How many window cleaners in the world

• How many bicycles in China • How many hair salons in Japan • How long it would take to move

Mount Fuji 10 miles • Size of the Pepsi Zero market • How many ATMs in the world • How many photocopies are

made in a day

Tips • Don’t panic; pause • Practice but don’t recite • Practice guesstimating • Think out loud and show

workings +/- paper; practice mental arithmetic

• Show business sense • Give a final answer

https://www.kent.ac.uk/careers/interviews/CaseInterviews.htm

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Customer Service Interview preparation Tricky/logic questions

Brainteasers…

• How you weigh a giraffe • Why pizzas are round • Does the sun always rise in the

East and set in the West • What is next: 3, 3, 5, 4, 4, 3… • Explain a spreadsheet to a child • You have 1000 e-mails but can

only answer 200 • 1 of 8 bricks is heavier; you can

only use scales twice

Tips • Don’t panic; pause • Search tricky questions

online; practice brainteasers

• Think and communicate clearly and calmly

• Explain principles, assumptions, method, thinking

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Customer Service Interview preparation Group interviews

Problem-solving…

https://biginterview.com/blog/2014/03/group-interview.html

• Part company presentation, part group discussion

• Controversial topic for group discussion

• Group activity, then solo interview feedback on others or solo presentation

• Interviewer asks each member of group in turn

• Situation/product; case simulation

Tips • Be confident, calm, fluent,

audible, patient, positive • Be polite in disagreeing;

give evidence/experience • Practice “stance” and

problem-solving language • Leadership, uniqueness,

organization (“facts/ suggestions/to research”)

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Customer Service Interview preparation

Communication and teamwork

Problem-solving…

• Problem solving, analysis, logic • Synthesis, summarizing • Critical thinking • Decision making • Clear communication • Presentation, persuasion • Debating, giving opinions • Cooperation, commitment

• Negotiation, conflict resolution • Compromise, handling difference • Team organization, planning • Leadership without bossing • Active listening, timing • Managing complementary skills • Getting others involved • Organizational learning

Skills and behaviors being tested

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Customer Service Interview preparation

Communication and teamwork

Problem-solving…

• Summarize the team performance; describe each person in turn • What was your contribution and style of interaction • What conflicts arose; how were they solved • How the team solved the problem / came up with final answer • How the team handled uncertainty, open-endedness • How would the others describe you • How you portray yourself to others; how you develop trust, respect • Your distinct unique offering to the company

Individual interview after group activity

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Customer Service Interview preparation

Communication and teamwork

Problem-solving…

• Be too bossy or over-competitive, ignore others • Be passive (being a “passenger”), or just a cheerleader • Give incorrect facts or quote unreliable sources • Shout, be emotional, rude, critical, personal, disrespectful • Be stubborn, uncooperative • Disrespect other’s opinions, differences • Interrupt • Disagree without evidence or explanation

DO NOT

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Customer Service Interview preparation Language tips

Agree Disagree

That’s a good point… Yes, and I’d like to add that… I also remember a time when… Your idea sounds good Let’s try that / see how it goes I agree with you completely /

partly / about… Yes, I see your point (but…) Yes, I also have supporting

evidence for… It looks like we are all in agreement

/ have an answer

Here’s what I’m thinking… Can I disagree with you? In my experience, I’ve seen

something different According to…, In my opinion…, To me… I think that source is biased / view

is overgeneralized because… I’d like to point out those data

don’t support... / I don’t think… I wonder if you could cite… I’ve noticed that there’s a flaw… What about… / Is it possible…

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Customer Service Interview preparation Interview etiquette

Do

Prepare well; research well Practice and role play Find the directions and arrive

early; dress well; wait to be seated Be polite; ask for clarification Bring what is asked (certificates,

portfolio, ID) Ask a good Q at the end Practice phone/skype interview Write a Thank You note within

24 hours of the interview

Questions • Is this a new position? • Who would I report to? • What are the company’s plans

for the next 10 years? • What is your favorite thing

about your job? • When would this job start? • How much travel is expected? • What is the appraisal system

here? https://www.hireheroesusa.org/top-10-interview-questions-sample-answers/

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Customer Service Interview preparation Interview etiquette

Do Don’t

Prepare well; research well Practice and role play Find the directions and arrive

early; dress well; wait to be seated Be polite; ask for clarification Bring what is asked (certificates,

portfolio, ID) Ask a good Q at the end Practice phone/skype interview Write a Thank You note within

24 hours of the interview

Ignore instructions, plagiarize Get the name of the

interviewer/company wrong Misquote people/sources Make up facts (give a best

estimate instead) Be too certain (use hedging

language) Interrupt the interviewer Talk negatively about

past/current employer

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Problem Solving

Please see Activity 4 in your Workbook

Page 84: 20160727 Edanz Shinshu

Homework

CV and cover letter

Page 85: 20160727 Edanz Shinshu

S

Present your abilities effectively

Get the job you want

Understand yourself and your career options

Understand how job applications work

Write a clear CV and compelling cover letter

Prepare well for interviews

Page 86: 20160727 Edanz Shinshu

Thank you!

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Trevor Lane: [email protected] Ayli Chong: [email protected]