Preparing Résumés, Applications, References & Cover Letters PRESENTED BY AMBER TRAVIS-BALLINAS, MBA CAREER CONSULTANT

© Prentice Hall, 2005Excellence in Business CommunicationChapter The Employment Search S.W.O.T. Analysis & Environmental Research S.W.O.T. Analysis & Environmental Research 1 Understand Job Search Process Understand Job Search Process 2 Secure and Prepare for the Interview Secure and Prepare for the Interview 4 Plan & Prepare Résumé Plan & Prepare Résumé 3 Complete the Interview Complete the Interview 5 Follow Up, Negotiate, and Accept Offer Follow Up, Negotiate, and Accept Offer 6

© Prentice Hall, 2005Excellence in Business CommunicationChapter Know Yourself— Conduct a S.W.O.T. Analysis What You Can Offer? What You Want? Your Workplace Value?

© Prentice Hall, 2005Excellence in Business CommunicationChapter What Can You Offer? WorkExperienceExtracurricularActivitiesPersonalCharacteristics PersonalAchievementsEducationalPreparation

© Prentice Hall, 2005Excellence in Business CommunicationChapter SpecificCompensation Type of Operation CorporateCulture Occupation General Career Goals Location Nature of the Job Size of Company Facilities What Do You Want To Do?

© Prentice Hall, 2005Excellence in Business CommunicationChapter What Do Employers Seek? Results Orientation Versatility and Flexibility Standards of Excellence Workplace Achievements Signs of Progress Communication Skills

© Prentice Hall, 2005Excellence in Business CommunicationChapter Research Potential Employers & Job Opportunities Monitor Business News Research Specific Firms Seek Employment Opportunities

© Prentice Hall, 2005Excellence in Business CommunicationChapter Research Potential Employers & Job Opportunities Respond to Job Openings Build a Network Seek Career Counseling

The Job Search Documents RESUMECOVER LETTERAPPLICATIONFOLLOW-UPREFERENCES Differentiate yourself from the competition, user friendly, summarize KSA’s, Show results A.I.D.A. Connect the Dots Sell Yourself Ask for the Interview Legal DocumentThank youVouch for candidate’s character, work ethic, and achievements List of Skills, Education, Experience, Results and Achievements, Job Title, Job Duties, Dates of Employment, Awards Introduce yourself, Explain for which position you are applying & why you want to work for that co., How you fit into the company and match the job requirements, Give an example of success Name of employers, names of supervisors, dates of employment, company address and phone number, previous salary, reason for leaving, Job title, duties, and results Ask for the job, thank them for their time and info., remind them why you are the best candidate for the position, sell yourself 3-5 Professional contacts that the candidate has known for a minimum of 2 years on a professional basis. Include the name, daytime phone, , and manner in which you were acquainted with the reference

© Prentice Hall, 2005Excellence in Business CommunicationChapter Three-Step Writing Process Planning AnalyzeInvestigateAdapt Writing OrganizeFormatCompose Completing ReviseProduceProofread

© Prentice Hall, 2005Excellence in Business CommunicationChapter Planning Your Résumé Audience Purpose Purpose InformationInformationAdaptationAdaptation Audience

© Prentice Hall, 2005Excellence in Business CommunicationChapter Résumé Components Name and Address Career Objective or Summary EmploymentHistory Activities and Achievements AcademicCredentials Relevant Personal Data

© Prentice Hall, 2005Excellence in Business CommunicationChapter Résumé Deception Exaggerating education or experience Exaggerating education or experience Inflating grade point average Inflating grade point average Stretching employment dates Stretching employment dates Claiming self-employment Claiming self-employment Referring to defunct companies Referring to defunct companies Omitting embarrassing jobs Omitting embarrassing jobs

© Prentice Hall, 2005Excellence in Business CommunicationChapter Common Résumé Problems Overall content Overall content Hard to read Hard to read Wordy Wordy Too slick Too slick Poorly reproduced Poorly reproduced Amateurish Amateurish Boastful Boastful Dishonest Dishonest Gimmicky Gimmicky Carelessly written Carelessly written

© Prentice Hall, 2005Excellence in Business CommunicationChapter Organizing Your Résumé Personal Background Personal Objectives Work History Educational Level Skills and Accomplishments Chronological Reverse Chronological Listing of Experience Combination Hybrid of Chronological & Functional with Dates of Employment Included Functional Does not focus on Dates of Employment -- Highlights Function And Industry Experience

Resume Format CHRONOLOGICAL Lists jobs, education and events in a chronological order. Items are presented “backward,” starting with the present and working back in time. Most common and easiest to write if you have a long stable work history. Can show progression In your career field. Robbins Job Searcher’s Handbook 3e Copyright ©2006 by Pearson Education, Inc. Upper Saddle River, New Jersey All rights reserved

Resume Format FUNCTIONAL Lists the information gathered under skill headings without focusing on dates. Main section “Qualifications Summary,” under which the skill sets you wish to market or emphasize are listed with descriptions that demonstrate your abilities. Use action verbs. Good for recent grads, career changers, or a desire to highlight certain skills. Robbins Job Searcher’s Handbook 3e Copyright ©2006 by Pearson Education, Inc. Upper Saddle River, New Jersey All rights reserved

Resume Format HYBRID Combination of Chronological and Functional formats. You list functional transferable skills and jobs held (usually in years rather than dates). You can include dates of employment under “Employment History.” Robbins Job Searcher’s Handbook 3e Copyright ©2006 by Pearson Education, Inc. Upper Saddle River, New Jersey All rights reserved

© Prentice Hall, 2005Excellence in Business CommunicationChapter Scannable Résumés Plain Text Document Design Non-Formatted Keywords Buzzwords/Jargon

Resume Format ELECTRONIC May be any of the previous formats (chronological, functional or targeted, and sent or posted on the internet. In most cases employers prefer plain text (ASCII Text, Word, or MS-DOS). The receiver may not always receive it in the same format if they have a different software application. Robbins Job Searcher’s Handbook 3e Copyright ©2006 by Pearson Education, Inc. Upper Saddle River, New Jersey All rights reserved

© Prentice Hall, 2005Excellence in Business CommunicationChapter Completing Your Résumé Revising Producing Proofreading

© Prentice Hall, 2005Excellence in Business CommunicationChapter Producing Traditional Résumés CleanTypefaceCleanTypefaceHigh-GradePaperHigh-GradePaperAmpleMarginsAmpleMarginsLaserPrintedLaserPrintedAppropriateLengthAppropriateLengthProfessionalDesignProfessionalDesign

© Prentice Hall, 2005Excellence in Business CommunicationChapter Types of Application Letters Getting Attention Building Interest Increasing Desire Motivating Action SolicitedUnsolicited

© Prentice Hall, 2005Excellence in Business CommunicationChapter Planning Persuasive Messages PurposePurpose CredibilityCredibility AudienceAudience EthicsEthics

© Prentice Hall, 2005Excellence in Business CommunicationChapter Writing Application Letters Keep it Concise Concise Be Specific Aim for High Quality Aim for High Quality Do Not Include Salary Details Do Not Include Salary Details

Cover Letter Format Opening – Make a personal connection with a specific individual or a title of the person in charge of the position applying for. First paragraph – Why you are writing the letter – position applying for. Second / third paragraph – State qualifications you have for the position. – Relate your qualification to THEIR needs. Closing paragraph – Thank the reader for taking time to review your resume and always ask for an interview. Robbins Job Searcher’s Handbook 3e Copyright ©2006 by Pearson Education, Inc. Upper Saddle River, New Jersey All rights reserved

Professional References An applicant should always be certain that a hiring manager has at least three professional references that they could easily contact who will vouch for the suitability of the candidate—either verbally or via . The applicant must provide the contact information for each reference including their name, current or past position / title and company name, daytime phone number, and address. Additionally, it is helpful to include a brief explanation of the manner in which the applicant is acquainted with the reference, for example, ‘Former Supervisor at XYZ Company’.

Criteria for a Professional Reference Known applicant for minimum of 2 years Knowledgeable about applicant’s character, work habits, capabilities, and overall suitability for employment Do not use your family, friends, a priest, reverend, or rabbi as a reference--unless they are / were your employer!!! Use only professional contacts, such as; – Current or former supervisors – Current or former coworkers – Current or former clients, distributors, or suppliers – Current or former subordinates – Teachers or Coaches – Affiliates from Professional Associations or Organizations

Reference Rules to Remember The applicant should first ask permission of the reference before providing the references’ personal contact information to an employer. The applicant should inform their references when they are actively searching for a job. The applicant should give the references details about the types of employers and positions for which they are applying. The reference document should be a separate document--independent of the resume. The job applicant’s complete contact information should be included in the first section of the reference document. The applicant should provide reference information ONLY when it is formally requested.

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