4. prepare your documents, tools, and techniques

1

Prepare Your Documents, Tools, and Techniques

Assess

PlanPrepare

Implement

2

Document Preparation

Documents Business Cards Email Marketing Plans Résumé Cover letter Handwritten thank-you cards (Or typed letters,

depending on legibility) Reference Sheets: 3-5 (professional and

academic) Salary History Applications

3

eMAIL

Assess

PlanPrepare

Implement

4

Don’t Use A Silly Email Address

Write Email Like A Cover Letter

moosehunter@hotmail.commoviegoer@yahoo.comlovleylady@excite.comisleeponthejob@qwik.c

om

HTML formatFormalProfessionalInclude Date and

Address Sign cordially

Email

5

Business Cards

Assess

PlanPrepare

Implement

6

Business Cards are the Currency of Networking

Get Somewww.vistaprint.comBe professional – font and colorDon’t need a logoInclude email address and cell phone numberConsider

Home address (It’s not necessary) LinkedIn profile address (simplify the address)

7

SAMPLE ON CD IN EXCEL

One Page Marketing Plan

Assess

PlanPrepare

Implement

840-45 Companies

4-5 Industries

Restrictions

20 Job Titles

4-5 Fields

1 Pitch

8 -10 Skills

1 Goal Position

Contact Info

Now you need to condense your Marketing Plan into a One Page DRAFT Living Document

9

One Page Marketing Plan Development Process:

Put it into a one-page format with your full contact info at the top

What is the Dream Job Title you are seeking? – Have the goal in mind

Identify about 8-10 skills (one or two words) you can offer

Develop your Pitch that supports that Dream Job Title

Identify 4-5 job functions or fields that lead to that title

Come up with 3-5 additional possible Job Titles for each function that you could and would do

What are your Geographic and other restrictions? What size companies would you work for?

Identify Industries for each function

Choose 4-5 Industries to pursue Identify ~10 companies in each

industry for at least 40-45 companies

40-45 Companies

4-5 Industries

Restrictions

20 Job Titles

4-5 Fields

1 Pitch

8 -10 Skills

1 Goal Position

Contact Info

10

11

12

TAILOR & TRACK

Résumés

Assess

PlanPrepare

Implement

13

opinions

opinions

opinions

opinions

opinions

opinions

opinions

opinions

opinions

opinions

When it comes to Résumés,Everyone has an opinion

14

What Candidates Think: What Recruiters Know:

A Document to Sell Themselves to

Potential Employers to Get an Interview

A Way to Eliminate the Majority of

Candidates from Consideration for an

Interview

What is a Résumé?

15

Résumé Screening

Employers have software that eliminates Résumés that do not contain certain keywords

Recently I requested 19 candidates provide applications from a folder of 150 Résumés I reviewed Took ~3 hours (< 2 minutes per Résumé) 19 made cut (< 15%)

20% had no chance Other 60% could have made cut, but applicants reduced

their chances in some way

16

Résumé Screening

Why the might be’s became no’s Objective didn’t fit position

You Can’t be sure objective aligns with every available job Better to leave off Résumé

Overly favorable representation of themselves “good communication skills” good, “extraordinarily skilled communicator” may be overboard

Résumé lacked sufficient information as to kind of work done previously Job titles without responsibilities and accomplishments is

problematic [Typographical errors don’t bug me, but some people are

sticklers]

17

So

Avoid Using a Résumé Whenever PossibleKeep Résumé ShortAvoid Résumé Mistakes

18

Survey Data: Question…

What do hiring managers say are their biggest pet peeves when receiving Résumés for an open position?

19

Biggest Résumé Pet PeevesBiggest Résumé Pet Peeves

11%13%18%

37%

0%

5%

10%

15%

20%

25%

30%

35%

40%

Spelling Mistakes Too Wordy Not Customized Irrelevant PersonalInformation

Source: CareerBuilder.com

20

Audience Determines Some Résumé Considerations

Résumé for Online PostingRésumé to Respond to an Ad (online)Résumé for a RecruiterUnsolicited RésuméRésumé Requested by Your Network

Four Pillars Of Job Search

Unsolicited

Advertised Recruited Networke

d

21

Résumé for Online Posting

Longer – perhaps 3 pagesHeavy on Keyword Search TermsMinimize Contact Information (Email and cell

phone at most – maybe state and town if your cell phone area code doesn’t match)

22

Résumé to Respond to an Ad (online)

Word DocInclude Ad in Properties (meta-data)Name Résumé: Buckley to Smith.doc or

Buckley to Slade Quarries.doc One page maxTailor to Ad

Job Title in Summary Keywords in Your Summary Review Text Include Cover letter in email

23

Resume for Job Ad Response

Change with Job Ad

Refer to Detailed Profile

Relevant Positions Only

24

Résumé to Recruiter

Word DocInclude Position Description in Properties (meta-data)Name Résumé: Buckley to Smith.doc or Buckley to

Execunet.doc 1 ½ page maxTailor to Position Description

Job Title in Summary Your Title Keywords in Your Summary Review Text Include Cover letter in email

Include link to longer profile or Résumé available online

25

Two Step Resume

26

Unsolicited Résumé

PdfInclude Long Cover LetterName Cover Letter/Résumé: Buckley to

Smith.pdf or Buckley to Spacely Sprockets.pdf

2 page maxInclude link to longer profile or Résumé

available onlineFollow-up with hard copy via snail mail

(FedEx etc)

27

Résumé Requested by Your Network

Hard Copy if possible – pdf otherwiseHand Deliver if possible2 page maxInclude link to longer profile or Résumé

available online

28

Layout

Recommend Reverse Chronological over Functional

Length Extensive Job Experience – One Page, 1 ½ pages

maximum Recent Graduate – One page

Appearance Should be easily reviewable in 15 seconds Blank spaces, Font Size (10.5 - 12) Don’t use much italics Upper left of each block should contain most important

information Margins at least one inch each on all sides, unless you

use a border

29

Career Objective

Unless you are just out of college and have no experience, I do not recommend putting an objective on your Résumé

Use a Summary or Job Title and Keywords

30

Prepare Specific Résumé For Each Application

Many employers are relying on searchable databases and

Résumé banks to streamline the employment process

To improve your chances of attracting the recruiters eye

or search engine, you must utilize industry specific

keywords numbers, $, and abbreviations to standout.

Speak in terms of outcomes, results and achievements

to a lesser extent responsibilities, but not simply

activities and functions

If you are Responding to an Ad, paste the Ad into the

Properties (meta-data) section of the Word Document

31

Résumé

Full name at the top of the page in bold print (avoid nick names, but use the name people know you as)

Make it easy for recruiters to find you Provide telephone numbers on each page Put email on each page of the Résumé Provide your Website or LinkedIn Page at bottom

No need to provide street address/number for home info – It is becoming more common to NOT provide this information when responding to Ads

32

Résumé

Always Be accurate Be honest Do not repeat the same information Be precise Be persuasive

Never include Political or religious membership or activities Pictures of yourself Age, marital status, height, weight

Avoid Information that would imply ethnic background

33

DO NOT INCLUDE Personal Data

PhotoSocial Security NumberMarital Status or KidsBirthdateHealthHeight/WeightWillingness to Travel/Relocate

34

Re-entrants

Strategies consultants offer for candidates planning to return to work or full-time work after a family driven hiatus Present your volunteer work with active business

words Don’t apologize or express any regret for the time

off Convey that you’re truly committed to working

again – don’t be wishy-washyWhile you’re out of work:

Be strategic about volunteer, temporary, or part-timework you do

Keep abreast of your field and industries

35

Older Job Seekers

Potential employers can get past age if they know you’re current, including technologically

Prepare Résumé emphasizing strengths rather than chronology Although lack of dates problematic use Career Snapshot and/or

date the last 10-15 years and then generically refer to prior engagements

Change “Education” section to “Education and Training” and put most recent training first, to show that skills are up-to-date

Be selective re: employment listed, focusing on those most relevant to job being sought (but be cautious about gaps) Limit Résumé to no more than 1½ pages

36

Reference Sheet

Assess

PlanPrepare

Implement

37

References for Montgomery Burns

Mr. Homer SimpsonControl Room Operator

Springfield Nuclear Power PlantKoger Building, Room 122

Springfield, OL(850) 555-5412

bartsdad@yahoo.com

Ms. Jane Doe, Vice President for OperationsBBWL, Inc.

1150 Busch Blvd., Suite 140Springfield, OL(813) 555-1389jdoe@bbwl.com

Dr. Lyn Smith, ProfessorYale University

Room 120 Sandels Bldg.New Haven, CT(850) 555-2121

lgsmith@yale.edu

38

Cover Letter

Assess

PlanPrepare

Implement

39

Parts of a Cover Letter

Generally, don’t want long cover letters – one page

is best (exception: academia)

IntroductionBriefly state what you are applying for

Mid-section One or two short paragraphsDo not summarize your RésuméChoose a qualification that targets the position

Last paragraph Initiate an action

40

Customize Cover Letter

"One of the most common mistakes that I see are generic letters that are obviously so, and sent to everyone with no modification," says Résumé writer Michelle Dumas, owner of Distinctive Career Services LLC.

To customize cover letters, use the job description as a roadmap. Feature keywords from the job description in your Résumé and cover letter, but don’t repeat words of an ad, restate them. The hiring company is telling you exactly what they want and the skills they need.

If you approach each requirement in the job description as a question, your cover letter should provide a corresponding answer.

41

Opening Paragraph

Explain why you are writingName of position, career area (may be in a

subject line instead or also)Give a brief description of yourselfAvoid Overuse of “I”Refer to your Résumé but don’t repeat it

42

Body Paragraph

The position you are seekingA few outstanding qualitiesYour education and experienceWhat you would contribute to the

organization

43

Closing Paragraph

Stress action Politely request an interview at the employer’s

convenienceIndicate what supplementary materials are

being sent overThank the reader for his/her time and

consideration

44

Thank-you Note

Assess

PlanPrepare

Implement

45

Thank you letter

Have a basic thank you letter ready

Send this when you Have had a meeting with someone Met someone during a conference Came in contact with someone you want to make an

impression on

Get your own stationary Business cards Thank you notes Cover letters General correspondence

46

CONTACTS DATABASEAPPLICATION DATABASE

RÉSUMÉ DATABASE

Tools

Assess

PlanPrepare

Implement

47

Contacts Database

Assess

PlanPrepare

Implement

48

Database

Network

Inner Circle

Board of Advisors

Close Friends & Family

• Everyone in all of your contact databases (email, LinkedIn, personal address book, Plaxo, etc.).

• Usually about 150, but no more than 250 - These are the people who would return your phone calls! 

• ~25-40 people who know you well enough to offer advice worth listening to on your career 

• ~5 people who are in the best position to critically advise you on job decisions

• The people you can lean on, vent to (pick one – not a spouse), and escape with

49

TRACK HOURSTRACK CORRESPONDENCE

TRACK CONTACTS

Progression Tracking System

Assess

PlanPrepare

Implement

50

Track Hours

Activity Actual Hours Weekly Goals

Research Employers 12 12 6 5 4

Posting Resumes 5 4 3 2 1

Unsolicited Letters and Emails

2 2 3 4 5

Network: Phone 8 8 8 8 8

Network: In Person 8 9 10 11 12

Searching Job Ads / Job Agents

2 2 2 2 2

Responding to Job Ads

3 3 3 3 3

Total 40 40 35 35 35

Set Your Own Goals – These Are Just My SuggestionsBut When You Set Them – Don’t Make Excuses – Meet Them

51

Track Correspondence

Activity Actual Number Weekly Goals

Unsolicited Letters to Employers

1 2 3 4 5

Resumes Posted to Employers

5 5 5 5 5

Resumes Posted to Job Search Sites

5 4 3 2 1

Resumes Sent to Advertised Positions

3 3 3 3 3

Search Firms Emailed

5 4 3 2 2

Set Your Own Goals – These Are Just My SuggestionsBut When You Set Them – Don’t Make Excuses – Meet Them

52

Track Phone and in Person Contacts

Activity Actual Number Weekly Goals

Job Ad Contact 0 0 0 0 1

Search Firm Contact 0 0 0 0 1

Common Network Contact

20 20 20 20 19

Target Employer Ordinary Contact

5 5 5 5 5

Target Employer Peer Contact

1 1 1 1 1

Target Employer Hiring Manager

0 1 0 1 1

Target Employer Above Hiring Manager

0 0 1 0 1

Follow-ups with Hiring Manager or Above

0 0 0 0 1

53

FOLDERS AND SUBFOLDERS

Résumé Database

Assess

PlanPrepare

Implement

54

Résumé Folders

You should keep every Résumé you send out in an organized set of folders and back them up!

Use these folders of old Résumés to cut and paste into new documents – saves time and you will continually improve the quality of your Résumés.

55

ANSWERING MACHINESSOAR OR STAR STORIES

INTERVIEWING

Techniques

S

Situation:Initial State

OObstacle: Difficulty

Task:Problem

A

Action:What You Did to Overcome

R

Results:Achievement or Accomplishmen

t

56

USE AN ANSWERING TOOL THAT CAN BE REMOTELY ACCESSED WITH A

PROFESSIONAL MESSAGE – NO FUNNY, ANNOYING, OR LOUD MUSIC “LEAVE A

MESSAGE” MESSAGES

Answering Machines

Assess

PlanPrepare

Implement

57

Interviewing

58

Preparation = Success!

Research Employer, Department, & Interviewers Products and Services Philosophy Recent News and Publications Current Forecast

Ask Questions before the interview Work with Recruiter, Admin, Coordinator Ask for Agenda and Job Description Directions, Attire, Culture/Personalities, Interview

Style, Special Instructions…

59

Format Tenor

PhoneVideoOne on OneTwo on OnePanelPresentation

Screening You OutSelling You the JobGet to Know YouBehavior-BasedCase (Analytical

Test)Stress/Grill

Types of Interviews

60

Interview Basics

Arrive early. Be well-groomed. Wear a suit. Wear sensible, well-polished shoes. Bring Résumés, reference sheets, and samples of your work, if

appropriate. Bring a zipper folder with pen and notepad with questions written

third page designed to trigger SOAR or STAR stories. Jot down information on the top sheet, but don’t take excessive notes.

Make eye contact. Shake hands firmly. Be confident. Try to relax. Be honest. Sell yourself, but don’t claim skills you don’t possess. Be aware of your body language. Be positive and try to make

others more comfortable. Listen attentively and ask clarification questions Inquire about next steps and request business card(s) Send a thank-you note within 24 hours and follow-up in 2 weeks if

you haven’t heard back.

61

Phone Interviews

Control Who Answers Your Phone and How It Is Answered If you have kids, Give out your cell phone number rather than your

home phone numberHave Appropriate Voice Mail Message - in Your Own VoiceGet Names and Telephone Numbers of Interviewers and

SchedulersSet Time for Calls

Find a Quiet Place to call or be called Avoid Using a Cell Phone or Speaker Phone for a Planned Call If You are Calling In: Give Yourself Time Beforehand for Call-in

Problems Give Yourself Time Afterwards for Over-runs

Take Sparse Notes During, but Write Down Notes on Everything Right After the Call Ends

62

Screening Interviews

A Screening Interview (almost always by phone) occurs when your paper (Résumé, online info, etc.) indicates your are qualified – it’s about making sure your personality and communication skills are on the mark as well

Search Firms are Always Screening, and you should not read too much into it

But when you get a call from a Company HR Recruiter, you can feel pretty confident that you’ve made it into a fairly elite group, maybe 7 to 9 candidates, possibly less, will be phone screened by someone inside the company

Your main goal is to not put anyone off You want to sound enthusiastic, but not over the top You want to appear inquisitive, but not pushy You want to sound like someone who would be fun to work with

63

Video Interviews

Video / Skype Interviews are fairly rare, but more and more search firms are using them to get a look at more senior level candidates before flying them in for a face to face interview.

Even if you’re looking to stay in the area, many companies with offices in your neighborhood are headquartered elsewhere. The home office often wants input on senior candidates, but it may be quicker and cheaper to do it by video.

The main rule is, treat it like a face to face interview – arrive early, dress right, watch your body language.

Most video conferencing has the capability to let you see yourself (picture in picture) as the other party sees you. If this feature is available, make sure it is turned on, so you can have real time feedback on your appearance.

Use Skype with a friend as a surrogate for practice.

64

Common Questions

“Tell me more about yourself…”“Tell me about your recent position(s)…”“What strengths can you offer?”“What are your weaknesses?”“What are your career goals?”“Tell me about a time when…”“Why should we hire you?”

65

Prepare Your Questions

For Each of the SOAR or STAR stories (10+)

develop a question that will trigger an opportunity

to talk about that story

Q

Question

S

Situation:Initial State

OObstacle: Difficulty

Task:Problem

A

Action:What You Did to Overcome

R

Results:Achievement or Accomplishmen

t

66

Structure of a Typical Interview

GreetingSmall talkOpening questionsProbing specificsInterviewee’s questionsClose

67

Your Questions for the Employer

Review your list of SOAR or STAR stories and corresponding questions to trigger them

Any stories you didn’t get to tell? Ask those questions

Q

Question

S

Situation:Initial State

OObstacle: Difficulty

Task:Problem

A

Action:What You Did to Overcome

R

Results:Achievement or Accomplishmen

t

68

Example Questions You Could Ask in an Interview

How would you describe the culture of the company? Is this a new position? If not, what did the previous employee go on to do? What is the company's management style? Who does this position report to? If I am offered the position, can I meet him/her? How many people work in this office/department? How much travel is expected? What are the prospects for growth and advancement? What type of training programs does the company offer? How does one advance in the company? What do you like about working here? What don't you like about working here and what would you change?

At the End: Would you like a list of references? When can I expect to hear from you?

69

Questions to Avoid in the Initial Interview

Salary

Benefits

Vacation/Leave time

Perks

70

THANK-YOU LETTEREVALUATIONFOLLOW-UP

After the Interview

71

Evaluate

What would you do differently?

Where can you improve?

What were your impressions?

What can you expect next?

72

Thank-You Letters

Reaffirm interest

Improve/Update answers

Mention points overlooked in interview

73

Make Sure to Follow Through

Follow up with the employer within 1-2 weeks of sending your Résumé

Always send Thank You Letters after an interview—within 24 hours

Follow directions—send the information the employer requests