Lots of people ask for interview tips like how to answer those tricky questions. Those certainly are important, but these people are often jumping ahead and missing the most important aspect of aceing an interview - preparation! Many people go to an interview totally unprepared and therefore fail to make the most of this meeting.
Initial Preparation
The ideal time to start preparing for your interview is when you receive the invitation. Ask if you need to bring anything, ie qualifications or referee details, and always, always double check the time, date, and names of people you will be meeting with. Nothing is less impressive than showing up at the wrong time or calling someone the wrong name for the whole interview. When you're looking for a job, I highly recommend keeping an organiser, or at the very least a notebook, handy to write down these relevant details so that you can review them before the interview.
If you haven't already done some research on the company, now is a good time. Finding out where they're heading, their major business challenges, and their company culture will allow you to tailor your answers so that they're more relevant.
The ultimate way to be prepared for an interview would obviously be to already have excellent answers for the questions, but that's not entirely possible if you don't know the questions. But this doesn't mean you can't still plan ahead. Use the information you've found about the company and the information in the job advertisement (or position description if you're lucky enough to have a copy) to think about the kind of questions they might ask(most companies these days use behavioural interview techniques, google it for more information but I'll try to add a post just on this technique sometime soon). Then think of examples where you've demonstrated the relevant selection criteria. Expand on these examples and think about how you would explain this in an interview situation. I just run over this in my head when I have a spare moment, but some people might find it helps to write them down or practice telling the story. The best format to use is the STAR method - Situation/Task, Action and Result. So give a brief overview of the situation/task, then explain the action you took to manage the situation/task, and the result of you taking this action (ie how much money/time was saved, increase in sales, positive feedback etc).
It's quite possible that the interviewer won't ask all or any of the questions that you're expecting, but that's not the whole point of the above exercise. How often have you been sitting in an interview and asked to give an example of a time when... and your mind goes totally blank. You know you've done that, but you can't think of one specific example to use, then you end up spruiking a half-formed example, only to think of the perfect example after the interview. If you've been going over several examples of your work in the last couple of days, your mind should be full of these examples in the interview, so even if the interviewer doesn't ask the exact question you prepared an answer for, chances are you can use that example to answer a similar question, or adapt it to a completely different question, because it's at the forefront of your mind.
You should also make a note of any questions you have about the role. I usually recommend having one or two questions that might not be answered by the interviewer in the role description (try to stay away from salary, let the interviewer bring that up) as it shows you are intelligent and know what sort of role you are after. Remember, you are interviewing the company as much as they are interviewing you, so they also like a chance to make a good impression.
What to Wear
At least a day or two before the interview, you should start planning what to wear to the interview. Many people leave this to the morning of the interview, but this is a big mistake! Firstly, you need to make sure that what you plan to wear is clean and in good condition. Even if you are applying for a job digging ditches, it's no excuse for turning up to the interview looking like you've already just been digging ditches. Someone who takes pride in their appearance is perceived as taking more pride in their work, which is why attractive people are often subconsciously favoured by interviewers.
For most interviews, I recommend wearing corporate wear, regardless of the position you are interviewing for. There are some positions where dressing differently is a plus, but these are few and far between, and mostly in the fashion industry. Things to avoid are plunging necklines, too-tight or too-baggy clothes, high hemlines, shorts, singlets or spaghetti straps, glitter, slogan t-shirts, t-shirts unless under a vest or dress, thongs or joggers, excessive jewellery, anything that reveals tattoos, shirts with too many ruffles, sheer garments with nothing underneath, anything that requires constant readjusting, torn, coloured or fishnet stockings or socks, platform shoes, uniforms from current/former jobs, and anything clearly stained or ancient. This list may seem long, but in reality it's short compared to the amount of things that could put you out of the running before you even open your mouth. Studies have shown that interviewers determine if they like you within 30 seconds of meeting you, so their first impression of you, ie if you are attired suitably, is vital.
I highly recommend choosing one or two standard interview outfits that work and sticking with them. For ladies, a skirt or pantsuit with a simple top or button-up shirt, or a little black business dress, and minimal jewellery, is best, and for men neutral-coloured slacks and shirt with a tie - get a clip-on if you're not comfortable wearing one.
Grooming
Do a quick check the day before to make sure there are no major problems that you won't have time to address before the interview. This includes checking your eyebrows are shaped and plucking any stray hairs, making sure your nails are neat and clean, and for ladies that any polish isn't chipped, and that you aren't in major need of a haircut or other hair removal. Make sure you have planned to give yourself enough time to comfortably groom yourself before the interview, around 1-2 hours. Ladies should blow-dry hair or tie it up neatly, and men make sure your hair is brushed or neatly styled - now is not the time to show off your funky faux-hawk skills. Make-up should be minimal and natural looking. Men should be clean-shaven. Before you leave the house, look in the mirror. You should feel comfortable with your appearance.
Some experts think you shouldn't wear scent to an interview, but in my opinion if you don't go overboard this is fine, and can often give you an extra confidence boost. Make sure you wear something professional and classy. Wearing the right scent can actually boost your chances as it adds to your first impression and tells the interviewer about your personality.
Travelling to the interview
At the latest, plan this the night before the interview. You should arrive 10-15 minutes early, it shows you are respectful of other people's time. If you are driving, use google maps to work out how to get there and how long it will take. I generally add 10 minutes to this time to allow for delays, so even if you hit something major you still have at least 20 minutes up your sleeve. I also regularly use street-view if it's an area I'm not familiar with, so that I know what the building looks like and can plan parking.
If you're catching public transport, make sure you know how long it will take you to get from your stop to the interview. If your train is only arriving with 2 minutes to spare, catch the earlier one... better to be bored for 20 minutes before you head to the interview than to be late because of track issues. Same goes for catching a bus or ferry.
If you are walking, allow yourself enough time to walk slowly so you don't get all hot and sweaty, and if you can plan a place to stop close to your destination and cool down, catch your breath, and touch up make-up or hair if needed.
If you are working and are going straight to the interview from work, allow enough time to touch up before you go in.
Keep a contact number on hand in case you hit major delays that will make you late for the interview, and call at least 10 minutes before the set time if you know you won't make it.
What to take to the interview
Even if you've been told not to take anything, I always recommend taking a folder/portfolio with a couple of copies of your current resume, referee contact details, details of any qualifications or training, any awards you've received, and work samples. Mine rarely gets looked at, but I know that I am prepared should I need any of it and it might come in handy in a variety of ways you can't even imagine until you need it. You can pick up fairly professional-looking portfolio folders from places like Big W for under $10, just make sure it has enough plastic sleeves for all your stuff. Always keep a diary or notebook on hand too, just in case you need to note anything down or check any dates. This is also handy if you have questions about the role, as you can pull out your list and go through it with the interviewer.
In summary, the key to doing well in an interview is preparation, preparation, and more preparation! Keep an eye out for my next post which will give you some key tips for during the interview.
18 February, 2010
25 January, 2010
Getting to Interview - or - The Phone Screen!
So, you've followed my tips on resumes, cover letters and applications, and now you're crossing your fingers and hoping for an interview. But before the interview comes the phone call. Sometimes, this call is simply to set up an interview, and is very easy to deal with. But more commonly, the phone call is part of the screening process, to help the recruiters decide if they would like to meet you in person. In either case, how you handle this phone call is vital. In the first type of call, it is the first impression of your personality and how you would fit into the company. In the second type, it is also an opportunity to sell yourself and expand upon what is in your written application.
There are a few simple things you can do to fully maximise this contact. The first is to make sure that you are able to answer the phone number that you have listed as your primary contact. If you have listed a landline as primary contact and won't be there to answer it, either divert it to your mobile or set up an answering service/messagebank. Nothing is more frustrating to a recruiter than trying to call several times without being able to either speak to you or leave a message, and myself and other recruiters have frequently left someone out of the screening process because we couldn't contact them. If you have applied for jobs, you should assume someone will contact you so there is no excuse for leaving calls unanswered. Even if you have already found another job, it is still polite to answer or call back and let the recruiter know, especially if it is possible you might apply for a position with company in the future.
When you answer the phone (or call back) smile as you speak. A multitude of studies have found that this makes you sound happy to be talking to the person on the other end, giving them a better impression of you. Speak confidently and professionally, even if you don't feel like it - don't giggle stupidly, mumble into the mouthpeice, or sigh and yawn as if you're bored. Take a deep breath before you speak if you need to relax, but don't leave large silences in the conversation. Also be careful not to talk too much. You may think you're giving extra information, but mostly it is frustrating and you are more likely to say something that will talk you out of the job.
Once you have applied for some jobs, it makes sense to be prepared for the possibility that someone will call you. Try some practice conversations in your head to give you more confidence in what you want to say. A call inviting you to interview is generally a very simple conversation, and rather easy to prepare for. All you really need is a pen and a piece of paper kept by the phone, or somewhere quickly accessible. I like to have a diary on hand when job searching, as it also helps keep me more organised. This type of phone call will generally go something like this (red text is what NOT to do):
You - 'Hello' 'Yo', 'Hi' 'Yes' 'Welcome to Jo's pleasure house, how can I help you?'
Recruiter - 'Hi, this is {name} calling from {company}, could I speak to {your name} please?'
You - 'Yes, speaking' 'That's me!' 'What's up?'
Recruiter - 'Hi {your name}, I'm just calling about an application that you've submitted for {position}, is now a good time to talk?'
You - 'Yes, certainly' 'Yeah, I spose.' 'What about?' 'What do you want?' 'Nope'
Recruiter - 'We'd like to invite you for an interview on {day}, would you be available around {time}?'
You - 'I think that should be fine, let me just double-check my diary' 'Yeah, no worries mate' 'Awesome' 'Nah, you got anything else?'
Recruiter - 'Sure'
You - 'Yes, that time is great.'
The recruiter will then discuss where to come, who you will be meeting with, and if you need to bring anything. If they don't tell you, ask. Some will offer to email you a confirmation as well.
This conversation only lasts a couple of minutes, but already you've given the impression that you are confident, efficient, professional, organised, courteous and conscientious. The comments in red are a sure-fire way to ensure that your actual interview is a waste of time, because you've already been scratched out. If you can't speak when they call, or the interview time is inconvenient, cordially suggest a better time and stick to it.
The second type of phone call is trickier to navigate. The same rules apply to the longer type of phone call, but the main difference here is the level of preparation required. The conversation will start of simliarly, but rather than asking you to come in for an interview, they'll ask if you have a few minutes to answer some questions or talk about the role. After a few of these you'll start to get a sense of what sort of questions are being asked for the sort of jobs your applying for, and develop and modify some suitable responses. Below are some common questions and how to prepare your answers.
Tell me about your past experience
This is where you give a summary of your most relevant previous work experience. Ideally it should take you less than a minute to run through. Something along the lines of 'My most recent/current position was/is a *{position} with {company}, which mainly involves {list a few duties relevant to the position you've applied for}. Prior to that, I was a...' and repeat from the *. Go back three or four positions. The more you go over this in your head or on the phone, the more confidence you will have saying it.
Why are you looking for work now?
Whatever you do, don't bad-mouth your current (or last) employer. Be truthful, but use some tact and discretion. This can be a trick question. The best way to deal with it is a simple, one-line answer - don't elaborate unless asked to, and even then keep it as short as possible. If you're not comfortable explaining yourself, state that for personal reasons you felt it was better to move on, or something similar.
What sort of position are you looking for?
It may sound like an obvious question, but there could be various reasons they're asking. Maybe there's other positions they have that they think you might be suitable for, or they just want to clarify why you were interested in this particular position. Don't say 'Obviously... ' and a description of the job you've applied for, as if it's obvious there's clearly no reason to say it. Good things to say include - one that allows you to broaden your existing range of experience, a friendly work environment, something challenging, or whatever it was about this job that attracted you. DO NOT say the money, or that' you're just looking for any job. Even if that's what it really is, recruiters want someone who wants to do that job, not any job that's paying.
What skills/experience could you bring to the organisation?
You should already know this before you went ahead and wrote your cover letter, so this should be an easy question. Decide on what your top three most marketable skills are, and talk them up. As an example, you might say that you have excellent communication skills developed through several years of working in call centres, or a positive attitude that keeps you and your colleagues motivated.
Most phone screens only cover three or four questions, and last 10 minutes at the most, so make sure you use them to your advantage. As with anything, the more practice you get, the better you'll be at handling these situations.
There are a few simple things you can do to fully maximise this contact. The first is to make sure that you are able to answer the phone number that you have listed as your primary contact. If you have listed a landline as primary contact and won't be there to answer it, either divert it to your mobile or set up an answering service/messagebank. Nothing is more frustrating to a recruiter than trying to call several times without being able to either speak to you or leave a message, and myself and other recruiters have frequently left someone out of the screening process because we couldn't contact them. If you have applied for jobs, you should assume someone will contact you so there is no excuse for leaving calls unanswered. Even if you have already found another job, it is still polite to answer or call back and let the recruiter know, especially if it is possible you might apply for a position with company in the future.
When you answer the phone (or call back) smile as you speak. A multitude of studies have found that this makes you sound happy to be talking to the person on the other end, giving them a better impression of you. Speak confidently and professionally, even if you don't feel like it - don't giggle stupidly, mumble into the mouthpeice, or sigh and yawn as if you're bored. Take a deep breath before you speak if you need to relax, but don't leave large silences in the conversation. Also be careful not to talk too much. You may think you're giving extra information, but mostly it is frustrating and you are more likely to say something that will talk you out of the job.
Once you have applied for some jobs, it makes sense to be prepared for the possibility that someone will call you. Try some practice conversations in your head to give you more confidence in what you want to say. A call inviting you to interview is generally a very simple conversation, and rather easy to prepare for. All you really need is a pen and a piece of paper kept by the phone, or somewhere quickly accessible. I like to have a diary on hand when job searching, as it also helps keep me more organised. This type of phone call will generally go something like this (red text is what NOT to do):
You - 'Hello' 'Yo', 'Hi' 'Yes' 'Welcome to Jo's pleasure house, how can I help you?'
Recruiter - 'Hi, this is {name} calling from {company}, could I speak to {your name} please?'
You - 'Yes, speaking' 'That's me!' 'What's up?'
Recruiter - 'Hi {your name}, I'm just calling about an application that you've submitted for {position}, is now a good time to talk?'
You - 'Yes, certainly' 'Yeah, I spose.' 'What about?' 'What do you want?' 'Nope'
Recruiter - 'We'd like to invite you for an interview on {day}, would you be available around {time}?'
You - 'I think that should be fine, let me just double-check my diary' 'Yeah, no worries mate' 'Awesome' 'Nah, you got anything else?'
Recruiter - 'Sure'
You - 'Yes, that time is great.'
The recruiter will then discuss where to come, who you will be meeting with, and if you need to bring anything. If they don't tell you, ask. Some will offer to email you a confirmation as well.
This conversation only lasts a couple of minutes, but already you've given the impression that you are confident, efficient, professional, organised, courteous and conscientious. The comments in red are a sure-fire way to ensure that your actual interview is a waste of time, because you've already been scratched out. If you can't speak when they call, or the interview time is inconvenient, cordially suggest a better time and stick to it.
The second type of phone call is trickier to navigate. The same rules apply to the longer type of phone call, but the main difference here is the level of preparation required. The conversation will start of simliarly, but rather than asking you to come in for an interview, they'll ask if you have a few minutes to answer some questions or talk about the role. After a few of these you'll start to get a sense of what sort of questions are being asked for the sort of jobs your applying for, and develop and modify some suitable responses. Below are some common questions and how to prepare your answers.
Tell me about your past experience
This is where you give a summary of your most relevant previous work experience. Ideally it should take you less than a minute to run through. Something along the lines of 'My most recent/current position was/is a *{position} with {company}, which mainly involves {list a few duties relevant to the position you've applied for}. Prior to that, I was a...' and repeat from the *. Go back three or four positions. The more you go over this in your head or on the phone, the more confidence you will have saying it.
Why are you looking for work now?
Whatever you do, don't bad-mouth your current (or last) employer. Be truthful, but use some tact and discretion. This can be a trick question. The best way to deal with it is a simple, one-line answer - don't elaborate unless asked to, and even then keep it as short as possible. If you're not comfortable explaining yourself, state that for personal reasons you felt it was better to move on, or something similar.
What sort of position are you looking for?
It may sound like an obvious question, but there could be various reasons they're asking. Maybe there's other positions they have that they think you might be suitable for, or they just want to clarify why you were interested in this particular position. Don't say 'Obviously... ' and a description of the job you've applied for, as if it's obvious there's clearly no reason to say it. Good things to say include - one that allows you to broaden your existing range of experience, a friendly work environment, something challenging, or whatever it was about this job that attracted you. DO NOT say the money, or that' you're just looking for any job. Even if that's what it really is, recruiters want someone who wants to do that job, not any job that's paying.
What skills/experience could you bring to the organisation?
You should already know this before you went ahead and wrote your cover letter, so this should be an easy question. Decide on what your top three most marketable skills are, and talk them up. As an example, you might say that you have excellent communication skills developed through several years of working in call centres, or a positive attitude that keeps you and your colleagues motivated.
Most phone screens only cover three or four questions, and last 10 minutes at the most, so make sure you use them to your advantage. As with anything, the more practice you get, the better you'll be at handling these situations.
24 January, 2010
Completing Your Application
Once you've got your cover letter and CV sorted out, generally at some point you need to fill in an application. This may be a written or electronic form that you fill out to formally apply for the job. There are a few little things you can do to make sure that your application is as professional as it can be.
The first one is a common theme here - spelling and grammar. Double check everything! It also helps to read the question twice before you answer it, to make sure you haven't missed anything. I've seen so many people answer 'No' for the question 'Are you able to fill the requirements of this role', and wonder why they even bothered applying! Hopefully this is an error on their part of not reading the question right, rather than a gross waste of everybody's time.
Never rush through filling out your form. If it is written, hurried writing is often messy and gives the impression that you don't take pride in presentation. If it is electronic, many companies use electronic screening that relies on your answers to questions, so accidentally ticking the wrong box could actually mean you miss out on that great role.
Don't write 'As per resume' in every free-form box. Always write out the details of at least your last two roles, and then feel free to write 'As per resume' for the rest, and for your referees. However, companies often use these forms for quick comparisons when making decisions, and generally won't be bothered to refer to your resume if they are pressed for time. The thinking is, if you can't be bothered, why should we be? If it's an electronic form, you can simply cut and paste from your electronic CV anyway.
Always fill in as much detail as possible. Making things easy for the recruiter puts you in a good light. A well-filled in, neat and tidy application is always a plus.
Many companies now have a pre-population option where you upload your CV and a program automatically fills out the fields. This can make entering your info much easier, but always check it as these programs often don't account for different ways of setting out a CV, and your carefully-prepared info could end up looking like a dog's breakfast.
The time it takes to ensure your application is 100% correct is always worthwhile. It will leave a lasting impression on the recruiter as to how confident they can be in your work ethic. Applying for a job should be considered as working for yourself, so treat it that way!
The first one is a common theme here - spelling and grammar. Double check everything! It also helps to read the question twice before you answer it, to make sure you haven't missed anything. I've seen so many people answer 'No' for the question 'Are you able to fill the requirements of this role', and wonder why they even bothered applying! Hopefully this is an error on their part of not reading the question right, rather than a gross waste of everybody's time.
Never rush through filling out your form. If it is written, hurried writing is often messy and gives the impression that you don't take pride in presentation. If it is electronic, many companies use electronic screening that relies on your answers to questions, so accidentally ticking the wrong box could actually mean you miss out on that great role.
Don't write 'As per resume' in every free-form box. Always write out the details of at least your last two roles, and then feel free to write 'As per resume' for the rest, and for your referees. However, companies often use these forms for quick comparisons when making decisions, and generally won't be bothered to refer to your resume if they are pressed for time. The thinking is, if you can't be bothered, why should we be? If it's an electronic form, you can simply cut and paste from your electronic CV anyway.
Always fill in as much detail as possible. Making things easy for the recruiter puts you in a good light. A well-filled in, neat and tidy application is always a plus.
Many companies now have a pre-population option where you upload your CV and a program automatically fills out the fields. This can make entering your info much easier, but always check it as these programs often don't account for different ways of setting out a CV, and your carefully-prepared info could end up looking like a dog's breakfast.
The time it takes to ensure your application is 100% correct is always worthwhile. It will leave a lasting impression on the recruiter as to how confident they can be in your work ethic. Applying for a job should be considered as working for yourself, so treat it that way!
23 January, 2010
Great Resumes/CV's
As mentioned in my last post, your resume or CV is the equivelant of a product information statement. The point is to summarise your prior work experience and present it in an easy to read format. Considering this, many "resumes" barely qualify for the name. Below are some tips to make yours a standout.
Always write your full name, address, phone number, email and other contact details. Make sure your email is professional, i.e. {your_name@domain.com} or something classy and simple. I don’t really want to know that you’re a bogan princess, think you're fruity or wish you were married to someone famous.
Include an Education section before your work history, but only list your highest level of education. Always include a date of completion. It is unnecessary to list individual subjects and results on your resume - firstly, you don't have the space, and secondly if it is important to the position it will be specifically requested during the application process. List training separately to education. If you have done a short course, or training as part of a previous role, note the course name and when you completed it.
Previous employment should be listed in chronological order, starting with the most recent and working your way back. Anything older than 10 years should be dropped off. For positions in the last 3-5 years, list the company, position title, month and year started and finished, and your duties. If it was a temporary or contract position, clearly state that. For older positions, a simple list of company, position and dates will suffice. If you were in a position for less than a month, leave it off unless it has specific relevance that another position doesn't.
Instead of writing a long paragraph describing your previous roles, use bullet points in columns. This is much easier for a potential employer to skim through. List the parts you want to highlight (ie the duties most relevant to the role you're applying for) first. List your major achievements in your most recent positions, i.e. "Reduced processing time from 7 days to 3". It’s up to you if you include how, but remember you have limited space.
If you must include an interests and hobby section, fill it with interesting and relevant info, i.e. "volunteering at the RSPCA to help with Admin", rather than "reading, watching movies, hanging out with friends".
Including a 'Career Objectives' section is tricky. For most roles, this wouldn't be required. For more professional careers, however, this can be useful. If you do decide to include a career objective, make it brief and to the point, and also relevant to the position you are applying for. Be realistic when listing your goals, and mention how you plan to reach them and how the position fits into this plan. A short paragraph will suffice. In general though, career objectives are better placed in a cover letter, near the end.
Provide at least three referees, and make sure they all know they’re listed on your CV and are happy to give you a good reference. Update these whenever you move positions. If you are worried about people contacting your referees before interviewing you (some unscrupulous people still do this) simply put that referees are available upon request.
Think very carefully about the physical structure. Using tables, spaces and tabs is very unpredictable. Many companies these days use online application systems that read data from your resume and autopopulate or summarise your resume, or convert it to a different format to display in the application management system. The result can look like someone knocked over a scrabble board. I recommend familiarising yourself with the column function of MS Word, or if you must use tables etc, PDF your resume before you upload it. You can print and scan it if you must, but do not take a photo with your handheld digital camera and email it. Keep in mind that most online application management systems require a .doc or .pdf format.
Formatting is extremely important. Font should be basic, like Arial, Times New Roman, or Verdana. Nothing in the document should be smaller than 10pt. All tab stops should be in line, as should all columns (which should be equal width). Use bold, underline, caps, and highlighting consistently and creatively to create interest and distinguish sections, but not all at once. Monochrome colours are best.
Now for a few don'ts. Don't include too much personal detail. Marital status, children, age/DOB, religion, ethnic origin, sex etc have nothing to do with your ability to do the job and therefore have no place on your CV. Also, it is illegal for employers to make hiring decisions based on these.
Don't put a photo of yourself on your resume. Firstly, choosing the right photo is just too difficult and it's too easy to get it horribly wrong. Secondly, you don't know who will be looking at your resume, and let's face it, do you really want to get or not get the job because someone does or doesn't like the look of you?
Don't put a cover page on your resume. It's not a book or an assignment. If your CV is long enough to warrant a cover page, you've missed the point - go back to the top and read this post again.
Make sure it isn’t longer than 2-3 pages. Most employers won’t look past the second page for screening purposes, so put the important stuff first.
There are other various bits and pieces people like to put on their resumes, but all you really need is your contact information, education/training, work history and references. Anything not related to your ability to do the job should be taken off.
If you're having problems writing your resume, you can find several examples on Google. I'll work towards getting some sample resumes and cover letters up soon as well. If you're really stuck, recruitment agencies can be a great help.
There are also short courses available, and in Australia we have government sponsored job network agencies that can help as well. If you can spare the cash, there are several professional resume-writing services available on the internet.
If you have any resume tips to share, or questions about writing resumes, please leave a comment. Happy job hunting!
Always write your full name, address, phone number, email and other contact details. Make sure your email is professional, i.e. {your_name@domain.com} or something classy and simple. I don’t really want to know that you’re a bogan princess, think you're fruity or wish you were married to someone famous.
Include an Education section before your work history, but only list your highest level of education. Always include a date of completion. It is unnecessary to list individual subjects and results on your resume - firstly, you don't have the space, and secondly if it is important to the position it will be specifically requested during the application process. List training separately to education. If you have done a short course, or training as part of a previous role, note the course name and when you completed it.
Previous employment should be listed in chronological order, starting with the most recent and working your way back. Anything older than 10 years should be dropped off. For positions in the last 3-5 years, list the company, position title, month and year started and finished, and your duties. If it was a temporary or contract position, clearly state that. For older positions, a simple list of company, position and dates will suffice. If you were in a position for less than a month, leave it off unless it has specific relevance that another position doesn't.
Instead of writing a long paragraph describing your previous roles, use bullet points in columns. This is much easier for a potential employer to skim through. List the parts you want to highlight (ie the duties most relevant to the role you're applying for) first. List your major achievements in your most recent positions, i.e. "Reduced processing time from 7 days to 3". It’s up to you if you include how, but remember you have limited space.
If you must include an interests and hobby section, fill it with interesting and relevant info, i.e. "volunteering at the RSPCA to help with Admin", rather than "reading, watching movies, hanging out with friends".
Including a 'Career Objectives' section is tricky. For most roles, this wouldn't be required. For more professional careers, however, this can be useful. If you do decide to include a career objective, make it brief and to the point, and also relevant to the position you are applying for. Be realistic when listing your goals, and mention how you plan to reach them and how the position fits into this plan. A short paragraph will suffice. In general though, career objectives are better placed in a cover letter, near the end.
Provide at least three referees, and make sure they all know they’re listed on your CV and are happy to give you a good reference. Update these whenever you move positions. If you are worried about people contacting your referees before interviewing you (some unscrupulous people still do this) simply put that referees are available upon request.
Think very carefully about the physical structure. Using tables, spaces and tabs is very unpredictable. Many companies these days use online application systems that read data from your resume and autopopulate or summarise your resume, or convert it to a different format to display in the application management system. The result can look like someone knocked over a scrabble board. I recommend familiarising yourself with the column function of MS Word, or if you must use tables etc, PDF your resume before you upload it. You can print and scan it if you must, but do not take a photo with your handheld digital camera and email it. Keep in mind that most online application management systems require a .doc or .pdf format.
Formatting is extremely important. Font should be basic, like Arial, Times New Roman, or Verdana. Nothing in the document should be smaller than 10pt. All tab stops should be in line, as should all columns (which should be equal width). Use bold, underline, caps, and highlighting consistently and creatively to create interest and distinguish sections, but not all at once. Monochrome colours are best.
Now for a few don'ts. Don't include too much personal detail. Marital status, children, age/DOB, religion, ethnic origin, sex etc have nothing to do with your ability to do the job and therefore have no place on your CV. Also, it is illegal for employers to make hiring decisions based on these.
Don't put a photo of yourself on your resume. Firstly, choosing the right photo is just too difficult and it's too easy to get it horribly wrong. Secondly, you don't know who will be looking at your resume, and let's face it, do you really want to get or not get the job because someone does or doesn't like the look of you?
Don't put a cover page on your resume. It's not a book or an assignment. If your CV is long enough to warrant a cover page, you've missed the point - go back to the top and read this post again.
Make sure it isn’t longer than 2-3 pages. Most employers won’t look past the second page for screening purposes, so put the important stuff first.
There are other various bits and pieces people like to put on their resumes, but all you really need is your contact information, education/training, work history and references. Anything not related to your ability to do the job should be taken off.
If you're having problems writing your resume, you can find several examples on Google. I'll work towards getting some sample resumes and cover letters up soon as well. If you're really stuck, recruitment agencies can be a great help.
There are also short courses available, and in Australia we have government sponsored job network agencies that can help as well. If you can spare the cash, there are several professional resume-writing services available on the internet.
If you have any resume tips to share, or questions about writing resumes, please leave a comment. Happy job hunting!
22 January, 2010
Great Cover Letters
Many people underestimate the importance of a cover letter. It never ceases to amaze me the amount of people who apply for a job and don't even bother attaching one. Similarly annoying are people who do a 1-2 line cover letter stating that they are looking for a job (duh!) and that they would like to work for this company (again, duh!). What a waste of time, both mine and yours. If you're going to go to the effort of applying for a job, make it count. Even if you are a 14 year old student looking for casual weekend work, there's no excuse for not writing a letter, especially when most word processing programs have templates and wizards to help you.
Think of yourself as a product you're marketing. Your resume is your product information statement, but your cover letter is your advertisement! Your 'ad', or lack thereof, is your first impression, and yes, it really does count as much as the proverbs say. Effectively advertising yourself is important because, depending on the position, a recruiter can receive from 5 to over 100 applications in a single day for just one role. If you're applying for a job in a medium to large sized company, the person receiving your application could be managing over 100 roles at any one time. That's a lot of other ‘products’ to compete against, so you need to make sure your 'ad' stands out. Yet, over 90% of the applications I receive are so poorly written it makes me cringe, and not just for entry-level, low-skill roles - managers and even marketing applicants generally fail to market themselves effectively.
The first thing I want to see when I open your cover letter is the job you are applying for. Simply stating that you wish to apply for “the job advertised” or launching right into why you're perfect for a position isn’t sufficient. This assumes that I have time to sift through applications for hints as to the location and type of position you are looking for. Whilst some recruiters have methods to sort applicants automatically by the jobs they apply for, many still do not. My suggestion is to start your letter with something like "I am excited to submit my application for the position of {position} as advertised {wherever you found it}" and a date if necessary, followed by a brief sentence about why you are interested in the role.
You can then start talking about why you are great for the role. Start with a quick professional introduction of yourself, and then flesh out your background and relevant skills/experience. If you're not sure what to write or how to write it, go back to thinking of yourself as a product. If you were introducing and recommending the product to a friend, what would you say? Look for anything that might set you apart from other applicants. If you can, pick out five of your best traits to emphasise in point form as your main skills. Then give some examples of the experience and skills being used. If you're still stuck, try using Google to look for some examples, ask a friend or family member what they would say about you, or call a recruitment agency and make an appointment. The good ones are willing to sit down and help you out, and can give you all sorts of pointers and feedback you'll never get on a Seek application.
You also need to ensure that the letter is tailored to the position you are applying for. I don't want a generic list of attributes you think would make you perfect for anything. The position description you just read took a lot of effort the part of the recruiter and hiring manager. We've carefully listed the most important attributes for the successful candidate, and we would like you to address all of them. If you feel that you have other attributes that would be beneficial, feel free to list them as well - after you've demonstrated how you match the stated requirements. Don't just copy the position requirements, tell me about when you’ve had to use those skills. Use a brief version of the STAR technique and give me a situation, task, action and result. I know this can be time consuming, and while I've said I don't want a generic list, that doesn't mean you can't write out examples of attributes commonly required in the jobs you're looking for and copy and paste them, tweaking to make sure they match the individual position. Doing that is actually a brilliant idea, as it means you have all your best examples on hand and already well written. Great, right! Try and end your sales pitch strongly by summing up why these skills and experience make you great for the position.
Finish your letter by saying something along the lines of "I would appreciate the chance to discuss the role and my suitability in an interview at a mutually convenient time, and can be contacted as per the details on my attached resume". Considering that I have just taken time out of my (very) busy day to read through your application, a thank you for my time and consideration also goes a long way. Not only that, it shows me that you are thoughtful, have manners, and will therefore probably be pleasant to work with.
It is important to use proper grammar and correct English (if that's the language you're writing in) as well as spelling. Too many cover letters look like they ran away from MS Word's spell-checker, and have sentences structured so poorly that it's impossible to understand what the person is trying to say.
Before you click the 'Apply Now' button, consider this: out of all the applications received, only around 5-7 people per position will be short-listed for phone screening, and approximately 3 will pass and be offered an interview. If you want to be one of them, your application has to be impressive, which means you need to write that great cover letter now, before you hit that button. You need to take time to do it properly and check it properly, no matter how excited you are. In fact, the more excited you are, the more likely you are to make a stupid mistake that will cost you the job of your dreams, so take the time to calm down and do it right.
Occasionally, positions do close within a very short time, so it is useful to have a template cover letter which can be quickly adjusted, especially if you’ve followed the advice above and have pre-written examples. Always be careful to read through the letter thoroughly before sending, as it is easy to make or miss silly mistakes in a letter you’ve read a dozen times. Being one of the first applicants to apply doesn't give you any advantage, other than that you can be sure your application was received in time. It doesn't matter when you apply if your application is great!
Now that you've written your letter, read through it again and assess it as if someone else had written it (or even as if you were the recruiter), considering the following:
If you can answer yes to all of these questions, then your letter is ready to be attached to your resume and sent, although it is always a good idea to have someone else read through it before sending it, to pick up any mistakes or identify any gaps and flow problems you might have missed.
If you have any suggestions to help people write cover letters, please feel free to leave a comment. I'm also happy to answer any questions from job-seekers looking for help. To all you job-seekers out there, good luck!
Think of yourself as a product you're marketing. Your resume is your product information statement, but your cover letter is your advertisement! Your 'ad', or lack thereof, is your first impression, and yes, it really does count as much as the proverbs say. Effectively advertising yourself is important because, depending on the position, a recruiter can receive from 5 to over 100 applications in a single day for just one role. If you're applying for a job in a medium to large sized company, the person receiving your application could be managing over 100 roles at any one time. That's a lot of other ‘products’ to compete against, so you need to make sure your 'ad' stands out. Yet, over 90% of the applications I receive are so poorly written it makes me cringe, and not just for entry-level, low-skill roles - managers and even marketing applicants generally fail to market themselves effectively.
The first thing I want to see when I open your cover letter is the job you are applying for. Simply stating that you wish to apply for “the job advertised” or launching right into why you're perfect for a position isn’t sufficient. This assumes that I have time to sift through applications for hints as to the location and type of position you are looking for. Whilst some recruiters have methods to sort applicants automatically by the jobs they apply for, many still do not. My suggestion is to start your letter with something like "I am excited to submit my application for the position of {position} as advertised {wherever you found it}" and a date if necessary, followed by a brief sentence about why you are interested in the role.
You can then start talking about why you are great for the role. Start with a quick professional introduction of yourself, and then flesh out your background and relevant skills/experience. If you're not sure what to write or how to write it, go back to thinking of yourself as a product. If you were introducing and recommending the product to a friend, what would you say? Look for anything that might set you apart from other applicants. If you can, pick out five of your best traits to emphasise in point form as your main skills. Then give some examples of the experience and skills being used. If you're still stuck, try using Google to look for some examples, ask a friend or family member what they would say about you, or call a recruitment agency and make an appointment. The good ones are willing to sit down and help you out, and can give you all sorts of pointers and feedback you'll never get on a Seek application.
You also need to ensure that the letter is tailored to the position you are applying for. I don't want a generic list of attributes you think would make you perfect for anything. The position description you just read took a lot of effort the part of the recruiter and hiring manager. We've carefully listed the most important attributes for the successful candidate, and we would like you to address all of them. If you feel that you have other attributes that would be beneficial, feel free to list them as well - after you've demonstrated how you match the stated requirements. Don't just copy the position requirements, tell me about when you’ve had to use those skills. Use a brief version of the STAR technique and give me a situation, task, action and result. I know this can be time consuming, and while I've said I don't want a generic list, that doesn't mean you can't write out examples of attributes commonly required in the jobs you're looking for and copy and paste them, tweaking to make sure they match the individual position. Doing that is actually a brilliant idea, as it means you have all your best examples on hand and already well written. Great, right! Try and end your sales pitch strongly by summing up why these skills and experience make you great for the position.
Finish your letter by saying something along the lines of "I would appreciate the chance to discuss the role and my suitability in an interview at a mutually convenient time, and can be contacted as per the details on my attached resume". Considering that I have just taken time out of my (very) busy day to read through your application, a thank you for my time and consideration also goes a long way. Not only that, it shows me that you are thoughtful, have manners, and will therefore probably be pleasant to work with.
It is important to use proper grammar and correct English (if that's the language you're writing in) as well as spelling. Too many cover letters look like they ran away from MS Word's spell-checker, and have sentences structured so poorly that it's impossible to understand what the person is trying to say.
Before you click the 'Apply Now' button, consider this: out of all the applications received, only around 5-7 people per position will be short-listed for phone screening, and approximately 3 will pass and be offered an interview. If you want to be one of them, your application has to be impressive, which means you need to write that great cover letter now, before you hit that button. You need to take time to do it properly and check it properly, no matter how excited you are. In fact, the more excited you are, the more likely you are to make a stupid mistake that will cost you the job of your dreams, so take the time to calm down and do it right.
Occasionally, positions do close within a very short time, so it is useful to have a template cover letter which can be quickly adjusted, especially if you’ve followed the advice above and have pre-written examples. Always be careful to read through the letter thoroughly before sending, as it is easy to make or miss silly mistakes in a letter you’ve read a dozen times. Being one of the first applicants to apply doesn't give you any advantage, other than that you can be sure your application was received in time. It doesn't matter when you apply if your application is great!
Now that you've written your letter, read through it again and assess it as if someone else had written it (or even as if you were the recruiter), considering the following:
- Is it in the correct letter format?
- Is it addressed to the correct company/person? (Yes, I frequently receive applications addressed to other companies, and delete them without reading further)
- Is the job being applied for clearly stated?
- Do examples used demonstrate the how you meet the criteria?
- Have you shown a good understanding of the position?
- Is the language positive instead of highlighting your shortcomings?
- Have you done a spell check and grammar check?
- Does it flow, and is it structured well?
- Is it free from large blocks of text?
- Do you sound interesting?
If you can answer yes to all of these questions, then your letter is ready to be attached to your resume and sent, although it is always a good idea to have someone else read through it before sending it, to pick up any mistakes or identify any gaps and flow problems you might have missed.
If you have any suggestions to help people write cover letters, please feel free to leave a comment. I'm also happy to answer any questions from job-seekers looking for help. To all you job-seekers out there, good luck!
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