how to write a winning resume and cover letter - 2012€¦ · you need to do so not to screw things...

©Malcolm O. Munro www.TotalCareerMastery.com

P.O. Box 2423 * Montgomery Village, MD 20886 (301) 909-TCM1 * Fax: (301) 685-6312

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How to Write a Winning Resume and Cover Letter

Malcolm O. Munro



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Writing a Winning Resume and Cover Letter

The purpose of a resume is to get you an interview. Period. The resume is your sales brochure and it represents you on paper. Hiring managers need to like you on paper or they won’t bother to call you in for an interview. Building a great resume isn’t difficult, just time-consuming. I’ll take you step by step through the process and let you know everything you need to do so not to screw things up.

Resume Anatomy Before worrying about the particular resume format to use, we ought to take a look at the basic parts so you understand where everything fits and why. There are some common items all resumes must have: • Contact Information • Objective Statement • Summary of Qualifications • Experience • Employment History

•• Education/Training Contact Information Your contact information includes your name, address, phone numbers, and E-mail address. It goes at the top of the resume and must be accurate. Be sure to include at least your name on each page of the resume if you have more than one page. You don’t want people to accidentally separate them and then not know where your second page went. Take a look at the example on the next page.



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Richard Head 123 Pearl Street

Rockville, Maryland 12345 Telephone: (301) 555-1111

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Be sure to put all the contact information people would need to reach you. Work number is optional and I’d probably not include it. Your home number is fine as is a mobile phone number. Double-check all information for accuracy. It’s pretty common to find typos (believe it or not) in this section of the resume. Objective Statement Your objective statement is optional. It serves to tell the hiring manager or HR department what specifically you’re looking for. I’d recommend using one if you have a targeted job and company in mind. If done correctly, it’s short, sweet, and to the point. Take a look at the following example: OBJECTIVE: Seeking Project Manager Position (#45G) at XYZ Corporation Does that seem kind of short to you? Of course it does. That’s my point. Objective statements if used need to be very specific. Here’s what most people use for objective statements: OBJECTIVE: Seasoned HR professional with experience in employee relations, benefits administration, and training seeks an upwardly mobile position in a cutting-edged company where my knowledge, skills, and experience will result in a mutually beneficial employment relationships. That’s too much information and sounds a lot like those silly personal ads you find in your Sunday paper (SWM seeks SWF for movies, dancing, and long walks on the beach) and



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doesn’t stand out. The objective needs to get your resume into the right hands. Don’t mess around with a long dissertation. If you don’t have a specific company in mind, you can still do a modified version: OBJECTIVE: Seeking Project Manager Position in a technology company If you don’t have a particular position in mind, leave the objective statement off the resume. That makes your resume more flexible and maybe more useable at a job fair. Summary of Qualifications Your Summary of Qualifications gives a potential employer a quick glance at your most remarkable traits. You could also call the Summary of Qualifications your “Greatest Hits.” These would be examples of relevant skills, certifications, and experiences that are a perfect match to their open position. What to include in your Summary of Qualifications can be perplexing. Think of it this way. If I were a record producer and was asked to produce a Greatest Hits collection of AC/DC, that could be a boxed set with several CDs. This may be the case with you. After all, if you’ve been in the workforce longer than 10 years, you probably have a host of great accomplishments and skills. The problem is you don’t have a lot of room. Let’s look again at the AC/DC Greatest Hits package. If I was asked to produce a Greatest Hits collection targeting 38-50 year old females it would certainly narrow down the hits I’d include wouldn’t it? In this case, I may only have 12 or so songs. Those would be the Greatest Hits to produce. Your Summary of Qualifications should be designed the same way. Look at the targeted job and include only those “hits” that are relevant. You’ll get clues in the job posting. Take a look at the following sample:



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Summary of Qualifications

• Top Secret Government Security Clearance • PMP Certified • 19 years experience in the I.T. field • Demonstrated ability to perform well under pressure

If you plan this out right, you’ll look like an absolute perfect fit for your potential employer. Use the objective statement as your clue. Be sure your Summary of Qualifications contains only those items that support the objective. Your job then is to make the next section of the resume support everything above it.

Experience Here’s the most important part of the resume. It’s where you tell a potential employer that you’re not only a perfect match for the company but also have the experience to help them be successful. How you list the experience is just as important as actually having it. The premise we need to work with is our past performance is the indicator of future success. That said, our experiences need to be written in such a way to give examples. To help, take a look at the following sales acronym:

F B I

Now FBI doesn’t stand for what you think it does. Let’s break it down together.



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F – Features In the sales world, features are the standard items or tasks a product does. For example, features of an automobile might be the steering wheel, transmission, and seats. Not very exciting are they? We take it for granted a new car will have them so there’s nothing to get overjoyed at. For job seekers, features can be any of the following:

• Managed a department with a staff of 15.

• Administered a budget of $12 Million per year.

• Monitored systems and processes in a busy manufacturing company.

Just like the steering wheel in a new car, we take it for granted that you’ll do those types of things. If your resume contains only those, it won’t stand out. Most of your competition submits boring old resumes loaded with features. We can do better. B – Benefits Benefits are what set remarkable products and services apart from average ones. Benefits are things like a better driving experience, (that creepy little kid in the Mazda commercial that says zoom-zoom typifies the benefits of a Mazda) stylish paint jobs, or maybe a satellite radio. These are the extras that set it apart.



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For job seekers, benefits might look like the following:

• Initiated a new sales process that resulted in an annual increase in revenue of $500K.

• Developed a new product line that resulted in an expanded

customer base in five new states.

• Managed a 50 person division and through adept leadership, increased retention by 10% in one year.

See the difference? When you talk about your accomplishments vs. just your job description, you’ll automatically stand out. Think about what you do and use the model of cause and effect. What did you do and what did it result in? Remember, employers want to know what you can do to solve problems, make money, get along well with others, and add value. Your resume needs to give clear examples of all four. If you need more help, consider using the table below to help you sort out the benefits from the features. You can find a full version of this in Appendix I and a downloadable version at www.marketingyourselfbook.com.

Feature Conversion Benefit Managed a staff of 40…

…which resulted in… …a retention rate of 95%

Oversaw a $1.5M budget…

…which resulted in… …an annual surplus of $100K.

Implemented new loss-prevention procedures…

…which resulted in… …Zero loss in a 12 month period.



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If you’re having trouble recalling specific accomplishments, why not try using one of the following two methods. 1. SCAR Here’s another acronym for you. Think about your work history and use the following lens: S – Situation Recall a specific event but remember it through the particular situation you faced. C – Crisis or Challenge Think about what happened that required some intervention. A – Action What did you do to “save the day?” R – Result Because you intervened, what was the result? Why did it matter? Let’s look at an example:

There I was, working at Wal-Mart as the I.T. Manager when suddenly the cash register system went down. Rather than sit on my butt and do nothing, I quickly diagnosed the problem and immediately initiated a troubleshooting process. Because I did

this, our system came up within the hour and we saved an estimated $25K in potentially lost sales.

Did you see SCAR in action? Of course! We have examples of all four letters. There’s the scenario, (I.T. Manager at Wal-



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Mart) the crisis, (system goes down) the action, (diagnosed and troubleshot) and the result, (saved $25K in lost revenue.) Now look through all of your relevant jobs and do the same. It takes work but the results are worth it. You’ll give great examples of your accomplishments and why they mattered. If SCAR doesn’t work for you, try the next method. 2. Tell the Story – “Power Bullets” Storytelling can be a helpful way of converting your work history into accomplishments. Begin by telling the story the same way you did developing your SCAR story. Tell the details and leave nothing out. It may help to do this with a friend and have them take some notes. Once you’ve put the narrative together, funnel it down into an action-packed, two-phrase summary. The following model may be helpful:



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Once you’ve written your “Power Bullet,” all you need to do is wait for an interviewer to ask you a question about it. Do you remember that old trick people would play on you? Somebody would hand you a metal can of roasted nuts. You’d shake it and hear them rattling around in there. When you opened the lid, the big spring popped out and made you scream. The same principle applies here. When they ask you about that Power Bullet, just mentally open up the can and let that tightly-packed statement spring out into a well-told story. Be sure to add at least some drama to the story to get their attention. Practice will certainly help.

Step #1: Tell the story…

Step #2: Condense into a “Power Bullet” and close the lid

Step #3: When asked about the “Power Bullet” in the interview, open up the can and retell the story

POWER BULLET



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Employment History Your employment history tells a potential employer where you’ve been, when you were there, your job title, and maybe what you did (although this should be accomplished in the Experience section we just covered. Take a look at the following example: Project Manager – XYZ Corporation June 2001 – Present Los Angeles, CA Companies should be listed chronologically with the most recent company first. Be sure your job title is accurate. Prospective employers can call your previous employers to verify the dates and the job title. Under no circumstance should you ever lie or even exaggerate dates or titles. Education & Training Education and relevant training can be listed at the bottom of the resume or, depending on the job requirements, right underneath your Summary of Qualifications. Put any college degrees first, highest to lowest degree. Dates are optional. If you graduated 20 years or more ago, leave it off. Sometimes a recent graduation is helpful as it demonstrates current knowledge. If you’re within 6 – 8 months of graduation, put in the estimated graduation date. If you don’t physically have a diploma in hand or at least a transcript with the awarded degree, you don’t have the degree yet. Don’t lie and say you have the degree, even if you’re waiting for “walk through” at the ceremony. You may have to produce a diploma when hired. Take a look at the following example:



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Master of Arts: Health Care Management University of Maryland (estimated graduation date ________) Bachelor of Science: Economics University of South Florida - 1999 Leave your high school diploma off the resume unless this is your first job. If you do, don’t put the graduation date. It may (illegally) influence a hiring manager by giving away your age. For other training, put down only what’s relevant to the job you’re after. Volume won’t impress here, just put what is most important. List in order of either chronology or importance. Take a look at the following example:

• Basic Hardware Design – CompUSA – June 2006 • Fundamentals of Spreadsheets – Columbia Jr. College – August, 2005 • Videogame Development Principles – Columbia Jr. College – October

2005 Again, be sure the training you list is relevant and couples nicely with the job description. Resume Formats The resume format is the layout. Keeping in mind that resumes represent you on paper, you’ll need to choose the format that best demonstrates your abilities. There are several resume formats to choose from: Chronological, Functional, Combination, Targeted, and others. I’ll take you through each one and let you know when the particular format works best.



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Chronological Format The chronological resume is the most common format. Chronological suggests time/date order and that’s exactly why most hiring managers like it. If you take a look at the sample on the next page, you’ll see its unique features.



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Richard Head 2345 Stevens Road Tustin, CA 92705 (123) 456-7890

[email protected] Objective: Seeking a Project Manager position at XYZ Corporation

SUMMARY OF QUALIFICATIONS

• Government Top Secret Security Clearance • Bilingual-fluent in both English and Spanish • PMP Certification through the Project Management Institute • Excellent planning, negotiating, and communication skills

EXPERIENCE 20XX-Present Project Manager – Smith Corporation, Alhambra, CA

• Supervised $100 million of highly sensitive equipment – efforts led to zero loss in a 3-year period. • Provided leadership, instruction, and supervision of 25 personnel – efforts resulted in a 30%

decrease in staff turnover and a 10% increase in promotions. • Expertly managed investigative reports – recognized as Employee of the Month for efficiency and

accuracy of written instructions and documents. • Proven ability to communicate effectively in diverse environments – efficiently managed a diverse

workforce resulting in a 10% decrease in EEO complaints. 19XX-20XX Project Lead, ACME Engineering, Inc., Cerritos, CA

• Supervised a crew of 15 in daily operations, including evaluation and discipline – efforts led to a company-record promotion rate for staff and a 10% decrease in staff turnover.

• Monitored complex cataloging and ordering systems – Implemented a fast-track procurement system for office supplies resulting in a 20% decrease in supply turn-around.

• Helped develop and implement an effective security system at a client site – efforts led to $24K savings annually by reducing pilferage and damage.

• Mastered use of Microsoft Project and PeopleSoft Database 19XX-19XX Staff Supervisor, Adelphia Industries, Santa Ana, CA

• Coordinated work assignments, evaluated performance and disciplined a four-member team – recognized as “Supervisor of the Quarter” for boosting morale and encouraging an innovative and safe working environment.

• Mentored two staff members resulting in them returning to school to complete GEDs • Helped diffuse conflicts in a public environment with regard to everyone’s safety – consistently

recognized through customer feedback for excellent customer relations. EDUCATION

• Master of Science – Project Management – University of Southern California •• Bachelor of Arts – English Literature – San Diego State University



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Note the components of the resume we’ve previously discussed. Also take a look at the way this candidate has “power bullets” throughout his work history. There should be no doubt in the mind of the reader that this person actually works for a living. Hiring Managers and HR people prefer this format. It works best for you if you have about 10 years of increasing experience and responsibility and you want to follow that track into your next position. A reader should get a good gauge of you when looking at your chronological resume. But what if you want to change careers and do something new and exciting that maybe you have sporadic or non-traditional experience in? Take a look at the next resume format for some ideas. Functional Format The functional resume downplays work history in favor of skills sets. It’s best used if you want to compile a hodgepodge of experience together and try a different career. It also helps you out if you have gaps in your work history or have a pattern of “job hopping.” Take a look at the example on the next page.



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[email protected] Objective: Seeking a Physical Security position at XYZ Corporation



EXPERIENCE Management

• Supervised $100 million of highly sensitive equipment – efforts led to zero loss in a 3-‐year period.

• Implemented new system security plan that led to increased lockdown protection for guard personnel.

• Helped develop and implement an effective tracking system – efforts led to $24K savings annually by reducing pilferage and damage.

Communication • Proven ability to communicate effectively in diverse environments – efficiently managed a

diverse workforce and inmate population resulting in a 10% decrease in inmate violence. • Helped diffuse conflicts in a public environment with regard to everyone’s safety –

consistently recognized through customer feedback for excellent customer relations. • Proficient at using Windows Vista, Microsoft Office, and PeopleSoft Databases

Supervision

• Provided leadership, instruction, and supervision of 25 personnel – efforts resulted in a 30% decrease in staff turnover and a 10% increase in promotions.

• Supervised a crew of 15 in daily operations, including evaluation and discipline – efforts led to a company-‐record promotion rate for staff and a 10% decrease in staff turnover.

EDUCATION




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The functional format groups your work experience together in specific categories. Your job is to identify the categories and employer would need to see and then sort out your experience accordingly. Note the absence of work history.

WARNING!!!! Avoid this resume format at all costs! I show it to you just to let you know it’s out there, but HR folks routinely toss these in the trash assuming you’re being vague about work history to hide something, like a jail term or a shoddy work history. If in fact you do have a pretty bad work history, be honest and then get busy re-creating history. You may have to take a more indirect path to your dream job, but it won’t happen if you have to lie about it. Let that be a lesson too if you’re just getting started in your work life now. Your actions today could affect you for decades. Think through each career move very carefully. If you want to try a new career and compile experience in a non-chronological format, try the combination resume.

Combination Format The combination format combines the layout of the functional resume and provides the detailed work history of the chronological. Like the functional, it downplays work history in favor of skills sets but it doesn’t ignore work history! Take a look at the following example for the same candidate.



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[email protected] Objective: Seeking a Physical Security position at XYZ Corporation



EXPERIENCE Management

• Supervised $100 million of highly sensitive equipment – efforts led to zero loss in a 3-‐year period.

• Implemented new system security plan that led to increased lockdown protection for guard personnel.

• Helped develop and implement an effective tracking system – efforts led to $24K savings annually by reducing pilferage and damage.

Communication • Proven ability to communicate effectively in diverse environments – efficiently managed a

diverse workforce and inmate population resulting in a 10% decrease in inmate violence. • Helped diffuse conflicts in a public environment with regard to everyone’s safety –

consistently recognized through customer feedback for excellent customer relations. • Proficient at using Windows Vista, Microsoft Office, and PeopleSoft Databases

Supervision

• Provided leadership, instruction, and supervision of 25 personnel – efforts resulted in a 30% decrease in staff turnover and a 10% increase in promotions.

• Supervised a crew of 15 in daily operations, including evaluation and discipline – efforts led to a company-‐record promotion rate for staff and a 10% decrease in staff turnover.

EMPLOYMENT HISTORY

• 20XX-Present Project Manager – Smith Corporation, Alhambra, CA • 19XX-20XX Project Lead, ACME Engineering, Inc., Cerritos, CA • 19XX-19XX Staff Supervisor, Adelphia Industries, Santa Ana, CA

EDUCATION




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This is the ideal format to use if you have several years of varied experience and want to tie those years together and focus on one specific position. It has all the benefit of the forbidden Functional format yet the all-important data of the Chronological format. So far, the resumes we’ve discussed are all the traditional “paper” variety. If you’re planning to mail, fax, or hand-carry these, be sure to follow the following guidelines for optimum readability.

• Professional look and feel. Remember, you’re a professional job seeker, equipped with all the tools of a pro. Be sure your resume demonstrates this. Use one of the samples on the previous pages for a good layout choice or get one of the many books available on resume styles. Use the appropriate amount of white space so the hiring manager can write notes and won’t get a migraine when trying to read it.

• Page Length. One or two pages is the maximum with

the exception of a Federal resume. Any more than that and you’re not targeting a specific job or putting your very best skills and abilities out there. Volume doesn’t count as much as quality.

• Font Style – Tahoma, Arial, Times New Roman, or

Verdana. Don’t get overly-creative with fonts. Pick a serif font (with the little “feet” on the bottom – like the text of this book) or a sans serif font (no “feet”) but don’t mix the two. The fonts listed above are standard so don’t deviate too far from these.

• Font Size – 10 to 12 points. Any smaller requires a

magnifying glass. Larger than this shows a lack of substance or designed for an audience of Kindergartners.

• Font Enhancement – bold, italics, & caps to highlight



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key areas. Don’t go crazy here but use occasionally for emphasis.

• Paper Color – white, light gray or ivory. Self-

explanatory. Anything else should be saved when applying for jobs at the circus or at Chuck E. Cheese.

• Proofread and Spell Check. Don’t depend on the spell

check in your word processor or on your own eyes. Get somebody else to check things over for grammar and spelling errors. Read your resume out loud to someone or read it backwards. You’ll quickly identify typos and grammar issues.

Electronic Resumes Electronic resumes are either sent as an e-mail attachment or put on paper and scanned. If resumes will be viewed by a computer, they require some different tweaks than you’ll use on just plain paper. When sending one of these resumes, be sure to include the following considerations:

• Don’t use highlights such as bold, italics, underlining, graphics, etc.

• Don’t use “bullets” as these convert into weird characters • Use fonts such as Arial or Times New Roman • Minimum 11 point type • No columns or tables • Spell out symbols like % and &

Check out the example on the next page



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Sample Scannable Resume

Richard Head 2345 Stevens Road Tustin, CA 92705 (123) 456-7890 [email protected]

Objective: Seeking a Project Manager position at XYZ Corporation EXPERIENCE 20XX-Present Project Manager – Smith Corporation, Alhambra, CA -Supervised $100 million of highly sensitive equipment – efforts led to zero loss in a 3-year period. -Provided leadership, instruction, and supervision of 25 personnel – efforts resulted in a 30% decrease in staff turnover and a 10% increase in promotions. -Expertly managed investigative reports – recognized as Employee of the Month for efficiency and accuracy of written instructions and documents. -Proven ability to communicate effectively in diverse environments – efficiently managed a diverse workforce resulting in a 10% decrease in EEO complaints.

19XX-20XX Project Lead, ACME Engineering, Inc., Cerritos, CA -Supervised a crew of 15 in daily operations, including evaluation and discipline – efforts led to a company-record promotion rate for staff and a 10% decrease in staff turnover. -Monitored complex cataloging and ordering systems – Implemented a fast-track procurement system for office supplies resulting in a 20% decrease in supply turn-around. -Helped develop and implement an effective security system at a client site – efforts led to $24K savings annually by reducing pilferage and damage. -Mastered use of Microsoft Project and PeopleSoft Database

19XX-19XX Staff Supervisor, Adelphia Industries, Santa Ana, CA -Coordinated work assignments, evaluated performance and disciplined a four-member team – recognized as “Supervisor of the Quarter” for boosting morale and encouraging an innovative and safe working environment. -Mentored two staff members resulting in them returning to school to complete GEDs -Helped diffuse conflicts in a public environment with regard to everyone’s safety – consistently recognized through customer feedback for excellent customer relations.

EDUCATION Master of Science – Project Management – University of Southern California Bachelor of Arts – English Literature – San Diego State University



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Electronic resumes should be used when submitting online in a company’s web-based resume builder. If you’re having a hard time converting your resume, just copy and paste it into Microsoft’s Notepad program, adjust the margins, and then copy from there into the data boxes. You can also save your resume as a Rich Text Format file (.rtf) and e-mail it that way. It can be read in that format by nearly every word processor around. Avoid using the Adobe PDF format. Most people have it, but if not, they may not have the patience to download the reader online. Other Resume Formats Curriculum Vitae A Curriculum Vitae (CV) is used primarily for candidates in medicine, academia, and some senior level positions. There are few limitations on what should be included and no real page length restrictions. Take a look at the sample on the next page (it’s my CV in case you’re wondering!)



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Curriculum Vitae - Malcolm O. Munro P.O. Box 2423

Montgomery Village, MD 20886 Office: (301) 909-TCM1

E-mail: [email protected]

Biography Malcolm Munro, the “Career Fulfillment Coach” is President and founder of Total Career Mastery, LLC, a company that works with public and private sector organizations who are tired of agonizing over employee performance issues and high turnover. He is an experienced speaker, facilitator, consultant, and coach who has worked with hundreds of managers in various levels and stages of development. He holds a Bachelor of Science degree in Health Care Management from Southern Illinois University (1994) and a Master of Arts degree in Organizational Leadership from Chapman University (1997). He is a licensed practitioner of the Apter Motivational Styles Profile, and is a qualified facilitator of the Myers-Briggs Type Indicator®, the Strength Deployment Inventory (SDI), and FIRO tm Element B. tm. Malcolm is a member of the American Society for Training and Development (ASTD), the Organizational Development Network (ODN), and the Society of Human Resource Management (SHRM). Before starting Total Career Mastery, LLC, Malcolm created training and professional development programs at U.T. Medical Group, Inc. in Memphis, TN, Holy Cross Hospital in Silver Spring, MD, and Contract Services Association of America in Arlington, VA. Malcolm is an adjunct Professor of Business Administration at Strayer University in Newington, VA and has held similar positions at Vincennes University in Bremerton, WA and Crichton College in Memphis, TN. He is the author of: The New Rules of Engagement: How to Keep Your Superstars Loyal to You, Mission Possible: How to Find a Job in a Tough Economy, Who Am I? How Your God-Given Personality Defines the REAL YOU, From Cave to Cubicle: A Practical Guide to Organizational Behavior, Podium Paranoia: Transforming Fear Into Knockout Presentations, 12 Simple (but not simplistic) Principles Every Manager Needs to Know, and co-author of The People Skills Handbook

Education: • Masters of Arts, Chapman University, Organizational Leadership, 1997 • Bachelor of Science, Southern Illinois University, Health Care Management, 1994 Experience and Qualifications Academia:

• Adjunct Professor: Strayer University – January 2003 – Present • BUS 100: Introduction to Business • BUS105: Principles of Organizational Behavior • BUS 200: Introduction to Management • BUS 290: Business Ethics • BUS 310: Human Resource Management

• Adjunct Professor: Crichton College – February 1999 – March 2000

• OM 3408: Organizational Communication • OM 3101(Human Resource Management

• Adjunct Professor: Vincennces University – July 1997 – January 1999



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• APO 201: Political Science • BMM 256: Human Resource Management • BPM 256: Total Quality Management • HAH 130: Art History – Prehistoric to 1500 • HAH 131: Art History – 1500 to Present • HME 100: Personal Management Skills • HPP 220: Philosophy of Religion • ICL 105: Leadership and Management • SES 207: World Regional Geography

• Adjunct Faculty: American Management Association – March 2007 – Present

• Making the Transition from Staff Member to Supervisor Seminar # 2243 • Management Skills for Administrative Professionals Seminar # 2294 • Making the Transition to Management Seminar # 2231 • Coaching and Counseling for Outstanding Job Performance Seminar # 2246 • Mastering Organizational Politics, Influence and Alliances Seminar # 2125 • Managing Chaos: Tools to Set Priorities and Make Decisions under Pressure Seminar # 2261 • Communicating Up, Down and Across the Organization Seminar # 2203 • Partnering with Your Boss: Strategic Skills for Administrative Professionals Seminar # 2268

Books:

• Author: Marketing Yourself for Your Dream Job: How to Get the Job and Career You’ve Always Wanted (Main Line Press) 1/2008

• Author: 12 Simple (but not simplistic) Principles Every Manager Needs to Know (Main Line Press) 8/2006

• Author: The People Skills Fieldbook (Main Line Press) 8/2005 • Author: Who Am I? How Your God-Given Personality Defines the REAL YOU (Main Line Press)

6/2005 • Author: Podium Paranoia: Transforming Fear Into Knockout Presentations (Main Line Press)

4/2004 • Co-Author: The People Skills Handbook (Vision Quest Books) 4/2004 • Author: From Cave to Cubicle: A Practical Guide to Organizational Behavior (Vision Quest

Books) 9/2003 Published Articles:

• I’ve been fired from my last company. Do I have to give the details to a potential employer? Men’s Fitness Magazine December 2007

• Help! There are rumors that layoffs are coming at my company. What should I be doing? Men’s Fitness Magazine October 2007

• Can Being Physically Fit Really Help My Career? – Men’s Fitness Magazine September 2007 • Can’t We All Get Along? Typing Your Way to Better Interpersonal Relationships – Linkage

Magazine January 2002 • Mentorship: A Key Component of Your Organization’s Succession Plan – Linkage Magazine

September 2002 • Riding the Wave of Change – Linkage Magazine September 2001 • Learning to Lead in the 21st Century – Linkage Magazine March 2001 • Electronic Bliss or Nightmare – Linkage Magazine March 2001 • The “Bottom Line” on Training – Linkage Magazine January 2001



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Quotations:

• Think Twice Before Jumping Into Business with a Friend – The Washington Post September 2007 • Career Help Offered to Wounded Veterans – The Washington Post November 2006 • After the Military, Courage and Readiness Count as Much as Ever – The Washington Post –

September 2006 • Resisting the Offer to Move Into Management – The Washington Post July 2005 • Air Force Contracts Out Training for New Personnel System – Government Executive December

2005 Radio and Television Appearances

• Radio Interview – 12 Simple Principles – Rebecca Matthews, WFRE 99.9FM – Frederick, MD – September 2006

Speeches and Presentations:

• 5 Ways to Reestablish Trust. Keynote Address for Florida Power & Light, Palm Beach Gardens, FL – November 2007

• Panel Member – Great Leaders Bridge the Cultural Divide breakout session – MBA Leadership Summit, Stamford, CT – October 2007

• Marketing Yourself for Your Dream Job – Jobs for JAGS Meeting with the DC Bar Association – April 2007

• 5 Steps to Finding and Keeping Your Dream Job – Service Academy Networking Meeting – March 2007

• Are You A Leader? Keynote Address for “On Fire Leadership” Seminar – Vienna, VA – January 2007

• Facilitated 2006 Department of Homeland Security/Coast Guard Senior Executive Summit, Washington DC, October 2006

Professional Licenses and Certifications

• Myers-Briggs Type Indicator • Aptar Motivational Styles Profile (one of only 83 qualified users in the United States) • Strength Deployment Inventory (SDI) • FIRO Element B • Thomas Kilmann Conflict Mode Instrument



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Which Resume is Best? The one that best positions your experience for the open position! For a quick reference, see the resume comparison chart on the next page.



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Resume Resume FormatFormat

AdvantagesAdvantages DisadvantagesDisadvantages Best Used ByBest Used By

ChronologicalChronological • Widely used format • Logical flow, easy to

read • Showcases growth in

skills and responsibility

• Easy to prepare

• Emphasizes gaps in employment

• Not suitable if you have no work history

• Highlights frequent job changes

• Emphasizes employment but not skill development

• Emphasizes lack of related experience and career changes

• Individuals with steady work record

FunctionalFunctional • Emphasizes skills rather than employment

• Organizes a variety of experience (paid and unpaid work, other activities)

• Disguises gaps in work record or a series of short-term jobs

• Viewed with suspicion by employers due to lack of information about specific employers and dates

• Individuals with no previous employment

• Individuals with gaps in employment

• Frequent job changers

• Individuals who have developed skills from other than documented employment

CombinationCombination • Highlights most

relevant skills and accomplishments

• De-emphasizes employment history in less relevant jobs

• Combines skills developed in a variety of jobs or other activities

• Minimizes drawbacks such as employment gaps and absence of directly related experience

• Confusing if not well organized

• De-emphasizes job tasks, responsibilities

• Requires more effort and creativity to prepare

• Career changers or those in transition

• Individuals reentering the job market after some absence

• Individuals who have grown in skills and responsibility

• Individuals pursuing the same or similar work as they’ve had in the past



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Cover Letters The Cover Letter introduces your resume. Don’t repeat what’s in your resume! Most job seekers make the mistake of giving away all the good stuff in the cover letter and if the reader doesn’t find it interesting, they may not bother reading the resume. Should you include a cover letter on your resume? Hiring managers are evenly divided by wanting it not caring one way or another. I recommend it only if you have somebody specific to send it to. Saying “Dear sir or madam” just screams out “I’m too lazy and stupid to attempt to find out whom to send this to!” Take some time and find out who the hiring authority is. Key Components of the Cover Letter If you’re going to use a cover letter, pay close attention to the most important parts. Addressee Like we said above, be sure to find out who will read the resume and address it to them. If you try hard, you have about a 90% chance of finding them. Start with the company’s website, get the general switchboard number, ask to be connected to the HR department, then ask who is taking resumes for that particular job. What if the ad says “No Phone Calls?” Call anyway. They don’t want you asking questions about the job but it doesn’t mean they don’t have phones on their desk. A simple question with a friendly tone of voice should get you the info you seek.



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Salutation Mr. or Ms. will suffice. Miss or Mrs. won’t work. Be sure you get the correct spelling of their name and don’t goof up on the gender. Introduction Tell the reader specifically what job you want. Use the position number if you have it. Let them know where you found the job too. If they spent money to advertise it, you can bet somebody’s keeping track of where the leads come from. Your resume might be crap but if you tell the company where you found the ad, it might live to fight a little longer. If you were referred, then mention who told you about the position. Be sure this person is in good standing in the organization before dropping names though. The Hook Once you’ve told the reader what you want and where you found it, you’ll need to tell them you’re a perfect fit. Try a two-column approach. On the left column, list out the requirements for the job that you found in the posting. On the right column, list out the way you either meet or exceed them. You might take this same right column and put this down on the resume as your Summary of Qualifications. Remember, only list the requirements you meet or exceed. The Conclusion Talk about the next steps. Remind them what a good fit you are for the position and how much you want it. Suggest the next steps. If this is a posting you found, tell them you’re anxious to hear back from them soon. If you initiated this contact, suggest a time you’ll be calling them in the next week and then be sure to follow up. Sign your name and proofread it.



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Now let’s put it all together. Take a look at the following sample:

January 10, 20xx Mr. Ben Dover, Human Resources XYZ Corporation 4201 Wisconsin Ave Washington, DC 20012 Dear Mr. Dover, I’m interested in the Project Management position (#257XU) at XYZ Corporation advertised in the Sunday, January 9 edition of The Washington Post. My background and skills are an excellent match for the requirement of your advertised position: Your Requirements: My Qualifications: 1. B.S. Electronic Engineering 1. B.S.EE, University of Maryland 2. 4 years professional engineering 2. 6 years engineering experience 3. Project Management experience 3. 4 years as a PM, PMP Certified Thank you for taking the time to review my attached resume. I look forward to reviewing my background with you personally. I’m convinced my knowledge, skills, and experience are a perfect match for XYZ Corporation. I look forward to hearing from you soon. Sincerely,

Richard Richard Head



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Resume Submission You’ve put a lot of work into building a good resume and effective cover letter. The last thing to do is submit it. There are several ways you can do it, just be sure you’re following the directions given in the posting or from the person who gave you the job lead. E-mail This will probably be the most common way you’ll send resumes. You have some options here:

• Send the resume as an attachment. If you do this, you’ll need to figure out what type of file to use. Most people use Microsoft Word but if you’re not sure, be safe and use the Rich Text Format file type we discussed earlier. You can also use a .txt file or in some cases a PDF format. Include your cover letter in the same file and be sure to name the file with your name and if possible, the job title you’re going after.

• Include the resume in the body of the E-mail. If you

do this, it’s best to use the scannable format we talked about earlier. Convert your resume to a text file and just past it in the E-mail message.

Make sure your E-mail is professional. It might be a good idea to use the text of the cover letter as the body of the E-mail. Ensure there’s a good signature file so the company can get back to you if they need to. Keep track of when you sent the resume and who you sent it to. You might want to copy yourself on the email just to keep a record of when you initiated the process.



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Snail mail It’s still common and appropriate to send resumes through the mail. If you know the resume will be held only by human hands and seen only through human eyeballs, then use some nice paper and quality print. If it’s a large company, plain white paper will do and the scannable format would be best – you resume will most likely be scanned. Paper clip all pages together. Don’t use a staple. If the resume needs to be scanned, the staple might cause the paper to rip when it’s removed and it could jam in the scanner. You have to idiot-proof this process. Put your name on all pages, including the cover letter. Place the resume and cover letter in an 8.5 x 11 envelope and use a nice label to put the address on. Take it to the post office to get weighed so you know you have the right amount of postage on it. Fax If required, you can fax your resume in. Be sure to use plain white paper so the text stands out. Use a cover sheet referencing the job number and directing it to the specific hiring manager. Put the number of pages you’re faxing in so none get lost. It goes without saying (hopefully) that you’ll need to fax in all sides of the resume. Use a separate sheet for each page. Fax your resume during the week and immediately call the number of the office you faxed to and ask to verify receipt. If you fax on the weekend and the fax machine runs out of paper, you need to pray the janitor doesn’t unplug the fax machine by accident and erase the memory. If you call to verify, you can at least have peace knowing they have your resume.



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Online submission This method is the preferred way to submit when posting on a job board or online with a company that requests online submission. Federal resumes go this route as do most resumes in large companies. There are several ways to do this.

• Upload the resume as a file. Follow the directions on the screen and be sure to use the suggested format. Be sure all of your contact information is correct.

• Use an online form. If the submission page has open

text boxes, convert your resume into a text file and paste it into the appropriate boxes. Double-check your formatting before hitting the submit button.

You’ll probably get an autoresponder email shortly after submitting. Don’t get too excited. These come automatically. If you’ve been in the job hunt more than a month, you may be tempted to celebrate. If that’s the case, go ahead! Facemail Facemail is pretty rare these days. It means physically handing your resume to someone. You can do this at a job fair or you can just “happen to be in the neighborhood.” Just the fact that you see someone face to face can increase your chances of success. Remember, sometimes low tech gets more attention than high tech. Don’t be afraid to try something old fashioned to make a statement (so long as it’s not an old fashioned suit!) Whatever method you choose, just be sure to keep track of what you’re sending out. I expect you to send between 25 and 50 resumes out if you’re in a true job search. Keep track of them! For help, check out the sample contact sheet below:



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Company: _____________________________________ Contact: _____________________________________ E-mail: _____________________________________ Address: _____________________________________ _____________________________________ Phone/Fax: _____________________________________ Website: _____________________________________ Record of Contact and Scheduled Follow-up Date: Date: Date: Date: Date: Resume Filename: _____________________________________



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Now What You’ve come a long way. First you’ve figured out what you wanted, then you did some career research. You gathered up the tools of the professional job seeker and did some networking. This resulted in some very hot leads that you went after by tailoring a great resume and cover letter. Then you submitted the package and kept track of your progress. Now you can expect the fish to start biting. It’s the most fun you’ll have in the process.



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Final Thoughts So that’s it, just simple principles to help you write a winning resume and cover letter. These can be overwhelming taken at once, so why not commit yourself to doing just one step per week? When you’re comfortable, then move on and add a second step. Follow my steps and I guarantee you’ll have a much better perspective on life! Make it happen this week! Malcolm O. Munro PS. If you need extra help in this process, I have a solution Get my book Mission Possible: How to Find a Job in a Tough Economy I’ll give you the formula for identifying your dream job or career and the tools to land it. You’ll learn:

• 5 ways to identify your dream job or career • 7 important values every organization requires employees to “own” • 10 Urban Legends about job searching and how to bust them • The #1, best place on the planet to find a job • 8 important tools every job seeker needs to carry • An easy, step-by-step process to write a winning resume • The most important question you’ll ever be asked in an interview and how to answer it • 3 simple steps to negotiating the BEST salary and benefits package • 6 personal strategies you can implement to guarantee job security for life

I coach and teach hundreds of career seekers individually and in workshops each year. Listen to what they say after working with me: “I no longer suffer from having two Mondays in my work week! I can’t thank you enough for what your skill, insight and ability to encourage others has done for me. I not only acquired a new job but I learned more about myself than I could have ever imagined.” Tammy G. Clarksburg, MD



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“Malcolm provided me with tremendous help for job interviews, salary negotiations, and an overall positive philosophy towards my job search. The simplicity of his teaching was without a doubt helpful during that time of despair and confusion.” Annie R. Hamilton, VA

"I have to thank you for everything you put out this week. You are a truly inspiring person and job coach. I find myself using the skills you taught all of us already."

Chris T. Washington, DC

Just because your parents, grandparents, and great-grandparents suffered through unhappy careers, doesn’t mean you have to. Work doesn’t have to be “work.” Why not rediscover your dreams and take charge of your career? I’ll show you how to figure out what job and career field is the best fit for you. You’ll then learn how combine preparation and practice into a one-two punch that will land you interviews and win you the job. You’ll approach the process with a newfound confidence and have the tools to gain full control of your work life. I, and now lots of my clients, have dream jobs and careers. There’s one out there for you too. Let me show you how to get it!



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Get it NOW at

http://totalcareermastery.com/about/buy-books-2/mission-possible-how-to-find-a-job-in-a-tough-economy/



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About the Author

Malcolm Munro is an experienced speaker, consultant, and coach who has worked with hundreds of executives, managers, employees, and students in various levels and stages of career development. He is the author of Mission Possible: How to Find a Job in a Tough Economy He holds a Master of Arts degree in Organizational Leadership from Chapman University and a Bachelor of Science degree in Health Care Management from Southern Illinois University He is a licensed practitioner of the Apter Motivational Styles Profile, and is a qualified facilitator of the Myers-Briggs Type Indicator®, the Strength Deployment Inventory (SDI), and FIRO tm Element B. tm.

Malcolm’s background is primarily in Healthcare, Consulting, Information Technology, Entrepreneurship, Leadership & Management, and Marketing. His typical coaching clients come from these backgrounds after careers in successful companies or as graduates of business schools. He also does significant work for transitioning personnel in the United States Armed Forces at both the executive and junior levels. Prior to going into business for himself, Malcolm created training and professional development programs at U.T. Medical Group, Inc. in Memphis, TN, Holy Cross Hospital in Silver Spring, MD, and Contract Services Association of America in Arlington, VA. Malcolm is an adjunct Professor of Business Administration at Strayer University in Newington, VA and has held similar positions at Vincennes University in Bremerton, WA and Crichton College in Memphis, TN. He is also a United States Navy veteran who served 15 years on active duty before retiring in 1999 as part of the Temporary Early Retirement Authority.

Malcolm’s clients include Business Management Research Associates, Inc., Centre Consulting, Inc., Florida Power & Light, Cubic Applications, Inc. Assurant Technologies, Inc., Ki Professional Services Group LLC, PM Services Company, The American Management Association, The Smithsonian Institution., The Robert H. Smith School of Business at University of Maryland, and all 4 branches of the United States Military.

He is the author of Podium Paranoia: Transforming Fear into Knockout Presentations, From Cave to Cubicle: A Practical Guide to Organizational Behavior, Who Am I: How Your God-Given Personality Defines the REAL YOU, 12 Simple (but not simplistic) Principles Every Manager Needs to Know, The People Skills Fieldbook, The People Skills Primer, and co-author of The People Skills Handbook.(with Diane Bouchard, Ted Erlwein, Nicola Klein, Tony Cocove, and Tony Richard). He has been featured as a career expert on WFRE Radio, The Washington Post, and writes a monthly column in Men’s Fitness Magazine.

how to write a winning resume and cover letter - 2012€¦ · you need to do so not to screw things...

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