Resume Writing 101

More often than not, your resume is the first impression that you'll make on a potential employee. Here's how to present yourself clearly and professionally.

It is worth remembering that each recruiter's idea of a 'perfect' resume will be slightly different. Nonetheless, your resume will in most cases, be the first impression an employer has of you. Indeed a strong resume can occasionally itself secure you a job, especially if you are applying for temporary work. At worst, a poorly constructed resume can give a potential employer a negative impression of you as a candidate and bar you from securing that all important interview.

Taking a little time on design, construction and wording and using the following guidelines to write and submit your resume, will ensure you promote yourself to your best advantage.

Resume structure

Start with your personal details. Full name and contact details including all useable telephone numbers. Avoid superfluous details such as religious affiliation, children's names etc... Educational history and professional qualifications should follow, including name of institutions and dates attended in reverse order - university before school results. List GPA and any certifications attained. (These details will matter more if you have recently entered the job market, than if for example you left full time education 20 years ago).

Include computer skills and (genuine) foreign language skills and any other recent training/development that is relevant to the role applied for.  The most widely accepted style of employment record is the chronological resume. Career history is presented in reverse date order starting with most recent. Achievements and responsibilities are listed against each role. More emphasis/information should be put on more recent jobs.  A functional resume can sometimes be more appropriate, for example if you have held a number of unrelated jobs. This presentation emphasises key skills which can be grouped together under suitable headings. Career progression and the nature of jobs held can be unclear with this type of resume.  Leave hobbies and interests to last - keep this section short. References can simply be 'Available on Request'. Current salary details should not be included. A good cover letter should always accompany your resume.  Your resume and cover letter should combine to create a picture of you and your career-to-date and illustrate why you are different from the competition! With this successfully achieved (and a bit of luck!) you will secure yourself a place on a shortlist.

General Tips

• Your resume should be laser-printed in black ink using a plain type face, on good quality white/cream paper.
  
• Decorative borders are not necessary, nor are photographs of yourself.
  
• If applying by mail, your resume and cover letter should be submitted in a suitable quality envelope, clearly addressed, with a first class stamp. If applying by email, time should be taken designing and formatting to ensure your details read clearly. Send a copy to yourself to check before submitting it for a role.
  
• Your resume should ideally cover no more than two pages and never more than three. Aim to ensure the content is clear, structured, concise and relevant. Using bullet points rather than full sentences can help minimize word usage.
  
• A basic resume may need tailoring with each job application to best suit the requirements of the role applied for.
  
• The completed resume needs to be checked carefully for grammatical errors and spelling mistakes - which always leave a poor impression - and to ensure that it makes sense. Ask an 'independent' party to review the whole document before it is put into use.
  
• Remember when writing and structuring your resume that it is essentially a marketing document for you and that a potential employer will use the details provided to form interview questions. It should be clear and easy to read. Gaps in career history should be explained and falsehoods and inaccuracies avoided at all costs.
  
• There is no reason to include your reasons for leaving each job on your resume but be prepared to answer these questions in your interview.

The Cover Letter

• Keep it succinct
• Tailor each letter to suit the job
• Proof read very carefully!

The covering letter attached to your resume is your means of self introduction. It is a chance to capture the attention of the reader and demonstrate the qualities that set you apart from other applicants.

Covering letters are generally used when responding to positions advertised through the print media or the Internet and as a unique selling tool when you want to approach a prospective employer directly. They are basically an advert for your resume and as such need to grab the reader's attention and make them want to read on. This is usually done by highlighting your "Unique Selling Points" - ie. the qualities that set you apart. It should be written so that the reader cannot possibly pass it over without opening the resume document itself.

Your covering letter should complement your resume by highlighting the most relevant aspects relating to the position. Make a draft, then when you are satisfied that it reads well and will get the reader interested, get a second opinion by asking a friend to review it. If you are not sure of the qualities or competencies required, try to work out what they are likely to be or consider a similar position you have seen in operation elsewhere.

Cover letter checklist

Length

One A4 page, well spaced.

Language

Be sure to make your letter clear and concise. Use strong verbs which demonstrate action and accomplishments, such as "organize" and "supervise".

Name, Title and Address

Find out the details of the contact person (including all spelling) in the organization and address your letter accordingly. Don't forget to include your address, phone number and email.

Layout

This includes an introduction and identification of the position. For example, commence with the reference number, followed by your reason for applying and a summary of your unique skills/qualifications.

Substance

Identify your skills, experience and attributes that match what the employer wants. Look for keywords in the advertisement and address the main elements. For example the advertisement might say: "This position requires an outgoing person with demonstrated capacity to work in a team". The keywords here are "outgoing", "demonstrated" and "team". Show you meet these essential criteria to increase your chances of an interview.

Proofing

Essentially you need to draw attention to you and away from others, but not by misspelling the company's name! Proofing is so important; you may even benefit from someone else double checking your cover letter for you.

Do You Have a Great Resume?

Writing a resume can be a daunting prospect. This is a document that a potential employer uses to make their first judgment about you - so you'll want to ensure these judgments are positive.
For instance, your interests can say a lot about you. One candidate who recently applied for an IT support role stated that "suffering the net" was an interest! Now that could have been a humorous reflection on the speed of their modem but as you can imagine not everyone saw it that way.

Whilst we encourage candidates to state very clearly what their career aspirations are, writing "I'd rather have no money and sleep on the street than do xxx job" is going a tad far (and yes, we have received this comment on applications).

Of course we suggest improvements to our candidates' resumes if required, but often resumes are sent directly to employers. If they include inappropriate comments you are unlikely to be offered an interview. So, here are our tips to ensure you present a competent and professional resume.

Tips for writing great resumes

Most companies prefer resumes submitted electronically, so create your resume in a common program such as MS Word so it can be open and read by recipients easily.

First, include such basic information as your name, address, telephone numbers and email address. Make sure the e-mail address you use appears professional. hotstuff@hotmail.com is not appropriate.
Next list your education (secondary and tertiary) and qualifications.

Reference your career objective back to the job applied for to give an indication of what you want (avoid beginning this with 'all I've ever wanted to be is a…').

Then list your work experience in chronological order, beginning with the most recent. Include employer names, positions held and primary responsibilities. Also, where appropriate, include an indication of salary level achieved and reasons for leaving each position.

Do not leave gaps in your resume. If you took a year out, carried out an interim assignment, or traveled for six months, say so. If you do include gaps, potential employers can suspect the worst. Stating the years, rather than the months you started or finished a role can also send off alarm bells. Writing "2011 - 2013" could be interpreted as employment from December 2011 to January 2013 unless you say otherwise.

If you have your own website profiling your work, include the URL, but do not simply submit the URL address instead of a resume.

When formatting your resume, ensure there is plenty of white space. Don't place too much information on one page or use graphics and flowery or small fonts that are difficult to read as they distract from the content.

It is also important to include details of two references, such as former employees. If you are a graduate with no work history, include details of a former lecturer.

Finally, don't forget to spell check your resume. Remember, it is the first impression your potential employer will have of you, so take the time to get it right. If possible, ask someone to proof read your resume to check for any spelling, layout or typing errors.

Attach your resume to an email, rather than pasting the text into your email program. Pasting text into an email program sometimes causes text to appear on the recipient's screen in a distorted or muddled mess, making it very difficult to read.

Unless otherwise stated, you do not need to attach copies of certificates relating to educational and/or professional qualifications (including recent academic transcripts) or references from previous employers. You should instead bring these to a job interview.

Give Yourself the Best Chance at a Job Interview

Preparation

Research

Do some research into the organization concerned. Some good sources include:

• Campus careers service
• Internet
• Library
• Professional body
• Recruitment consultancy
• Family and friends

Prepare a list of questions you want to ask about the organization and the position - think ahead! Such questions might include:

• Do you have a detailed job description?
• Why is the position available?
• What training and induction will be given?
• What prospects are there for personal and professional development?
• What are the company plans for the future?
• What attributes would you hope that I would bring to the job?
• When can I expect to hear from you?

Presentation
Look professional, act professionally and dress professionally. You will never have a second chance at making a good first impression. Dress conservatively rather than casually or radically, for example, a dark suit and tie, or a skirt and jacket as a general rule.
Needless to say, your presentation at an interview is extremely important. Not all of us are naturally stylish, so please be prepared to get advice on how to look your best, maybe splash out on a new corporate look that may just give you an edge on the day. As a rule, you should expect the environment to be conservative and corporate and dress accordingly.
You have put too much effort into selling yourself and getting to this point - it would be a shame to undo that by creating a less than positive visual impression.

The interview

• Be respectful but not intimidated
• Be ready to answer questions that might be difficult
• Be ready to let them know what you are looking for

First impressions are critical. Research has shown that an interviewer has made an impression within the first eight seconds of meeting the person. The remainder of the interview is spent confirming this opinion, or turning this opinion around.
To be on the safe side, bring a spare copy of your resume to the interview. Arrive at least ten minutes early as interviewers are unimpressed by lateness and will rarely accept excuses from prospective employees.

During the Interview
Body language and other forms of non-verbal communication are important elements in the way an interviewee performs. Appearing relaxed and trying to act naturally is easier said than done but good appearance is mostly a matter of assuming a position that you are comfortable with. Sit up straight, lean forward slightly and always maintain good eye contact with the interviewer or panel. Looking disinterested will limit your options. Never smoke during an interview, even if invited.
Treat the interview as a two way discussion and answer questions honestly, directly and keep to the point. Everyone present will be focusing their attention on you, so clouding your answer with jargon or evading the issue will be more obvious than you think. If you are not certain about a particular question, do not be afraid to ask if it can be rephrased. Listen, never interrupt and answer only what is asked.

There are common questions which arise in most job interviews, and while you should be prepared, try not to rehearse answers that are too precise. A better approach is to work on broad subject areas that are likely to come up during the interview. Some of these areas include:

General Background
Often the first question is a request for a summary of your background. People applying for their first job should focus on extra curricular activities, education, and qualifications. It is quite acceptable to repeat major points you have outlined in your resume or letter of application.

Qualifications
A specific question often asked is "Why do you think you are qualified for this position?" Qualifications, in this context, mean all qualifications which could make you suitable for the position including educational, employment-related and personal. In most cases, this may be the question that will win or lose you the job, so your answer needs to be clear and memorable.

Experience

Here is where your research pays off. Your answer should include details about relevant employment, community or educational experience and a discussion of the nature of the industry, the organization and the position itself.

Reasons for applying

If you are applying for your first, or one of your first jobs, your answer should describe what you find appealing about the position, how you prepared yourself for a career in the organization and how you believe your present job equips you for the position in question.

Career Objectives

Be ready to discuss your long-term aspirations. Your best approach is one that indicates you have thought about your career in these terms and have taken some action towards realizing your ambitions.

Crisis Management

In some organizations, employers give candidates questions designed to test their ability in situations or crises. You should try to find out the most common type of dilemma for employees in the job you are seeking and formulate an intelligent response.

Towards the end of the interview, you will usually be asked if you have any questions of your own. Try to prepare at least one or two intelligent questions before the interview. Be confident when asking your questions and use them to score additional points in your favor. For instance, you could ask about the company's plans for the future and the sort of support the organization might provide if you wanted further training.

At the end of your interview, smile and thank the people involved for their time. While decisions and job offers are usually made some time after the interview(s), should an offer of employment be made at the conclusion of any interview you attend, ask whether the offer will be confirmed in writing. Also, it is not unreasonable to request a short period of time to consider the offer before formally accepting.

Sample interview questions

• What job would you like if you had a completely free choice?
• Why are you seeking a position with our company?
• Why do you want to be a *****
• How do you cope with pressure situations? Be ready to give an example.
• Have you come across a situation like this? How did you handle it? What was the outcome?
• What are your greatest achievements to date?
• What objectives did you set yourself at the beginning of your career or study?
• Have you achieved those objectives?
• What interests you most/least about this job?
• Describe your own personality.
• Describe a situation where you have... (This is the style of questioning used in competency based interviewing, asking for examples of previous situations is fairly commonplace so have some relevant examples at the ready.)
• What salary are you looking for? (Do your homework beforehand!)

Common Interview Questions

 Tell me about yourself.
- Will you relocate?
- What motivates you?
- What are your short-term goals?
- What are your long-term goals?
- What can you do for us?
- How do you work under pressure?
- What salary are you worth?
- What are your three most important accomplishments thus far in your career?
- What is your greatest strength? Weakness?
- Give an example of your creativity.
- Give an example of your analytical skills.
- Give an example of your administrative skills.
- Give an example of some of your leadership skills.
- How do you interact with your subordinates?
- How do you motivate people?
- How did you get along with your last boss?
- What do you know about our company?
- In what way do you feel you can make the biggest contribution to this firm?
- Why are you leaving your present company?
- How do you think you would fit in with our firm?
- Why are you changing fields?
- What direct supervisory experience have you had?
- What did you like best about your last (or present) job?
- Is your present (or past) income commensurate with your abilities?
- What are your general feelings about psychological assessment?
- What are your thoughts regarding promotion for yourself? For your subordinates?
- How would you describe the "ideal" boss?
- How do you define cooperation?
- How do you spend your spare time? Do you have any hobbies?
- What would you do to improve our firm? And how?
- Could you have done more in your last (or present) job?
- What suggestions have you offered former employers that were actually adopted?
- How do you define success?
- What is the most difficult assignment you have completed?
- What is the most rewarding assignment you have completed?
- Give an example of your innovative abilities.

50 Interview Question you Should have an Answer for

The following is a list of typical questions, which may be asked.

1.What are your long-range and short-range goals and objectives, when and why did you establish these goals, and how are you prepared to achieve them?
2.What specific goals, other than those related to your occupation, do you have for the next ten years?
3.What do you see yourself doing five years from now?
4.What do you really want to do in life?
5.What are your long-range career objectives?
6.How do you plan to achieve your career goals?
7.What are the most important rewards you expect in your career?
8.What do you expect to be earning in five years?
9.Why did you choose the career for which you are preparing?
10.Which is more important to you, the money or the type of job?

11.What do you consider to be your greatest strengths and weaknesses?
12.How would you describe yourself?
13.How do you think a friend or professor who knows you well would describe you?
14.What motivates you to put forth the greatest effort?
15.How has your education prepared you for a career?
16.Why should I hire you?
17.What qualifications do you have that make you think you will be successful?
18.How do you determine or evaluate success?
19.What do you think it takes to be successful in a company like ours?
20.In what ways do you think you can make a contribution to our company?

21.What qualities should a successful manager possess?
22.Describe the relationship that should exist between a supervisor and subordinates.
23.What two or three accomplishments have given you the most satisfaction? Why?
24.Describe your most rewarding college experience.
25.If you were hiring a graduate for this position, what qualities would you look for?
26.Why did you select your college or university?
27.What led you to choose your field or major study?
28.What academic subjects did you like best? Least?
29.Do you enjoy doing independent research?
30.If you could do so, would you plan your academic study differently?

31.What changes would you make in your college or university?
32.Do you think that your grades are a good indication of your academic achievement?
33.What have you learned from participation in extracurricular activities?
34.Do you have plans for continued study? Graduate students: Why did you pursue an advanced degree?
35.In what kind of work environment are you most comfortable?
36.How do you work under pressure?
37.In what part-time or summer job have you been most interested? Why?
38.How would you describe the ideal job for you following graduation?
39.Why did you decide to seek a position with this company?
40.What do you know about our company?

41.What two or three things are most important to you in your job?
42.Are you seeking employment in a company of a certain size? Why?
43.What criteria are you using to evaluate the company for which you hope to work?
44.Do you have a geographic preference?
45.Will you relocate? Does relocation bother you?
46.Are you willing to travel?
47.Are you willing to spend at least six months as a trainee?
48.Why do you think you might like to live in the community in which our company is located?
49.What major problem have you encountered and how did you deal with it?
50.What have you learned from your mistakes?

Keep Your Boss in the Loop and on Your Side

Getting, and keeping, the boss on board is one of the unsung arts of management. Without support from those higher up, your unit loses access to the resources necessary for success. Did you ever try to improve your working relationship (not private relationship) with your manager? Do you know how to negotiate with the person you report to? How did you usually present problems or opportunities to your boss, and was that very effective?

Without a strong relationship with your manager, misunderstandings and lack of communication can divert time and attention from customers and competition. If you neglect this relationship,
your goals and priorities may be at odds with those of your manager, leading to frustration and discontent for one or both parties.

A weak relationship between you and your manager can have negative consequences for the broader organization as well:

1) Without a commitment to shared goals and objectives by you and your manager, bottom-line results for the organization as a whole may suffer; 2) Communication breakdowns can lead to misunderstandings and poor morale, resulting in less than effective performance; 3) … …

Fortunately, despite differences in style and philosophy between you and your manager or your boss, there are strategies that you can use to increase your effectiveness and make your work life easier.
1. Find out what is important to your boss and make it important to you. If your boss is fanatic when it comes to deadlines, then do your best to get everything in ahead of schedule.

 2. Make note of anything that you and your boss have in common. From non-work related points of interest like pets, golf and ,jogging, to professional ideals. In general conversation, find an opportunity to make your boss aware of your similar interest.

 

3. Agree with your boss, more often than not, without compromising your own values. This way, when the two of you do disagree, your boss won't view it as "disagreeing" but rather, a "different outlook."

 

4. Look for opportunities to "make something happen". For example, there are always projects and assignments that others don't have "time" to do. Find one that you can do and volunteer to Do It! Your boss will appreciate it and remember it in the future.

 

5. Do not throw the racial or the gender card when your boss picks on you for not doing what you were told to do.

 

6. Be as supportive as you can in controversial situations, even if you really don't like your boss' behavior. This puts you in a position to be honest with your boss without seeming confrontational.

 

7. Respect your boss' time; do not stand at his or her desk chattering away when clearly they are busy.

 

8. Make your boss look good. Realize that their success is your success.

 

9. Help your boss. Every boss has that one project that they never have time for and it stresses them out. This is where you come in. Find out what project it is and complete on your spare time, such as a day off. Since your boss hadn’t completed it, it is probably a somewhat insignificant project so it won’t take much time for you to complete it and your boss will love you for doing that.

 

Working as partners, you and your manager can make significant contributions to achieving results beyond your work group.


So, work with your boss more effectively toward mutually agreed-upon goals that are in the best interests of you, your manager, and the organization.