The resume is a very misunderstood document. First, it is important to
recognize what it is not:
A resume is not a detailed biography
of your life. There is no legal or ethical requirement that you must list
every position you have held, dates, location, income, education, personal
information or unusual experiences or situations.
A resume is not a substitute for
a job application. The resume can enhance your application with additional
information and accomplishments. In many cases, companies still require
formal applications from a legal standpoint to verify information and/or
authorize a background check.
A resume does not address
the reasons you left a position or the "negative" aspects of your
last job, boss, company, or income.
A resume is not a substitute
for a total job search program. It is only one aspect of the process including
career planning, personal contacts, letters, phone calls, interviews and
salary negotiations.
More importantly, a resume is a snapshot of your talents that can benefit
an organization. It can serve in many different ways:
A powerful first impression. If your resume is poorly done,
your chances for employment are almost eliminated. If it is carefully
crafted, it will display your talents and abilities in line with who
you are and where you are going. It can open countless doors of opportunity.
An invitation. A resume does not get you a job but, rather,
it is an invitation for employers to get to know you better. The goal
of a resume is to get you an interview.
Ability to produce results. Too often a resume focuses only
on employment history. Proactive resumes focus on skills and demonstrated
ability to have a positive impact on an organization.
Goal orientation. Clearly defined employment objectives, highlights
of qualifications and career progression indicate professionalism, commitment
and self-determination.
Self-confidence. Your results-oriented record of performance
and accomplishments are not a display of egotism but, rather, a strong
testimony to your self-confidence and ability to do the job. If you
don’t brag about yourself, how are employers going to get the message
of your talents?
Your resume is a living
document. It is not a simple listing of jobs. As you mature and grow professionally,
your resume will reflect all of the skills, talents, and abilities you have
acquired.
Before preparing your resume, it is beneficial to have a
clear understanding of what employers are seeking in applicants and how
you can avoid common pitfalls. Let’s take a look at employer motivators,
the screening process, helpful hints, and common mistakes.
Employer Motivators: Note: when preparing your resume,
it is important to incorporate information that relates to the motivators.
Let’s
review basic elements of the traditional screening process. While these
may vary from employer to employer, the concepts remain the same.
Job
Requirements. Resumes are screened for a preliminary determination
of the applicant’s ability to perform the tasks required. The assessment
may be based on formal education, vocational training, on-the-job learning
experiences, self-taught skills or employment/position experience. In
some cases, computer scanners are used to identify key words or phases
that demonstrate the necessary background. However, it is important to
emphasize that a resume should not be a simple listing of "buzz words"
to pass the scan screening process. A well-written resume will contain
all the appropriate information and key words.
Skills
and Abilities. The employer considers skills and abilities necessary
to achieve excellent job performance. Typically these skills are defined
in two categories: "can do" criteria and "will do"
criteria.
Examples of "can
do" criteria:
Computer expertise
Writing talent
Mechanical skills
Engineering specialty
Accounting specialty
Industry-specific
expertise
Examples of "will
do" criteria:
Work effectively
under pressure
Problem solver
Team player
Detail-oriented
Innovative
Communicator
Employers appreciate knowing at the beginning of a resume or in a cover
letter, the exact goals of the applicant. Clearly defined objectives or
employment goals are imperative. Simply stated, but effective examples
include:
"A managerial
position in organization training and development."
"A senior-level
tax accounting position within the insurance industry."
Avoid
verbose or open-ended objectives. They usually result in being disqualified.
Examples include:
"A
position where I can use my skills and experience to make a significant
contribution to a growth-oriented firm."
"A
position in a well-established company that provides an opportunity
for financial and personal growth."
Next,
the employer will review work experience and look for consistency in career
growth or job performance. Gaps in employment and frequent job changes
can be signs of lack of commitment, poor performance record, or inability
to work well with others.
More
than ever before, particular attention is paid to a review of accomplishments.
In today’s competitive environment, a candidate can stand apart from
others by demonstrating his/her ability to produce results. Employers
will screen out applicants that have not demonstrated their ability to
perform. Accomplishments should be defined with a quantitative result
where possible, and at the very least, with a qualitative result.
Examples
of quantitative results:
"Set
a company sales record by generating over $3 million in new business
within one year."
"Reduced
banking costs by $5,000 per year and earned $10,000 in additional
interest income through an online banking access system and contemporary
cash management techniques.
Examples
of qualitative results:
"Demonstrated
the ability to build outstanding long-term client relationships and
provided exceptional customer service that significantly improved account
loyalty."
"Implemented
a staff professional development training program that dramatically
improved quality work, efficiency and employee morale."
The
employer will also screen the resume for format and appearance. Appearance
is a reflection of a candidate’s interest in the position, attention
to detail, and concern for presenting credentials in the most effective
manner. Needless to say, a resume should never have a misspelled word
or grammatical error. Computers can eliminate many spelling errors, but
they cannot tell the difference between words such as "their"
or "there." Ask friends with good proofreading skills to review
your resume.
Concise
and to the point. However, the old "one page" rule no longer
applies. If your experience and accomplishments require a two- or
three-page resume, it is acceptable if the information is relevant
to the position for which you are applying. Employers will read long
copy if you capture their attention in a powerful cover letter.
2.
Avoid
frequent use of "first person." Particularly avoid phrases
such as "I think," "I feel," "I believe,"
or "in my opinion." More on this in the Writing Style
section below.
3.
Avoid
language and terminology that you do not ordinarily use.
4.
Check
and re-check grammar, spelling and punctuation.
5.
Make
your resume graphically pleasing, but fancy graphics, layout, typefaces
and pastel paper are inappropriate.
6.
Place
an emphasis on your ability to produce results.
7.
Incorporate
a personality trait, hobby or activity if it demonstrates active involvement,
leadership or initiative.
8.
Use only one phone number. If you have a separate voice
mail number, it is acceptable to use that number as well. Avoid your work
phone if you are trying to protect the anonymity of your job search.
When writing a resume,
in the interests of being concise, it is acceptable to deviate from some
traditional writing practices. The resume does not have to conform to all
of the conventions of prose writing. Here are several techniques for writing
a powerful resume:
Keep
sentences and paragraphs short but descriptive.
The
pronoun "I" is not used in resume writing except, on occasion,
in either the "objective" or "personal" sections. Sentences
usually begin with action verbs, adverbs, or adjectives which immediately
describe skills, responsibilities, and accomplishments.
Avoid
the use of abbreviations or acronyms unless you use them after spelling
the full word or identification earlier in the text. Examples: company initials,
government and military agencies, educational institutions, certifications,
abbreviations or contracted words.
Numbers
ten and under should be written out, numbers 11 and above should have the
numerical designation.
Avoid
repetition of words or lists of responsibilities for similar positions.
Avoid
an emphasis on dates or employer’s names. Companies are more interested
in your talents and accomplishments.
Avoid
listing activities, interests or hobbies that are inconsequential, controversial
or dangerous. Do not mention political or religious affiliations.
When
discussing special activities or interests, it is acceptable to use personal
touches or even mild humor.
Your
resume should be graphically pleasing, but do not overdo with unusual type
styles or graphic creativity. Binders or cover sheets are overkill. Simplicity
works best. Recommended typeface: Times New Roman. Type size: 10-point body,
12-point bold for titles.
Use
excellent quality paper; preferably white or off-white. Avoid pastels or
parchment paper.
An interesting
and attention-getting resume utilizes appropriate and descriptive words
to help the reader quickly understand what you are capable of doing. Finding
the "right" word is not always easy. The following reference books
are essential to help you choose proper spelling, grammatical accuracy,
and alternative words.
The following
lists of words describe skills and abilities that are generally transferable
to other jobs and careers. Use these words and phrases to assemble a descriptive
visual image of your strengths and capabilities. The title of each list
serves as a term summarizing the specific skills that are listed. Some of
these lists, such as "leadership" and "administrative/management,"
are interrelated.
By selecting "active verbs" to describe your
involvement and accomplishments, you can create and maintain the reader’s
interest. Find the title words that relate to your job experience and
then check the list that follows for action verbs you can use.
Here are some phrases that may assist you in identifying
and expressing significant accomplishments and achievements:
Increased sales
Reduced costs
Increased earnings
Increased productivity
Raised efficiencies
Saved time
Improved morale
Improved corporate
image
Managed operations
Reduced capital investment
Improved quality
Increased return
on investment
Conceived new products
Developed new procedures
Reduced overtime
Improved training
Designed equipment
Important: Think about what you can contribute to a company—what
you have that will make the employer want you over the other candidates.
Always emphasize accomplishments that are relevant to the job for which
you are applying.
Bob
Jones
101 Elm Street
Sacramento, CA 95959
Home: (916) 555-6666
Objective:
Management
position in a sales/marketing division of a major retail or wholesale
products company.
Highlights
of Qualifications
Outstanding expertise
in results-oriented sales.
Extensive experience
is sales development, customer relations, order processing and problem
solving.
Excellent interpersonal
communication and writing skills that includes the ability to make excellent
sales presentations to senior executives, mid-managers, technical and
lay persons.
Consistent ability
to exceed corporate goals and objectives. Relentless in pursuit of the
order.
Professional
Experience
Regional
Sales Manager
Amazing Gadgets, Roseville, CA 1988
to Present
Directed
all sales and marketing activities for a region of this leading wholesale
manufacturer of automotive parts, with annual sales of $200 million. Recruited,
maintained and motivated a team of ten sales representatives.
Inherited a marketing
region that performed consistently below forecasted sales. Within one
year, exceeded the sales forecast by 35 percent and improved the net
profitability of the company by 6 percent.
Our sales team
led the nation in new account development and had the highest average
close ratio.
Received extensive
recognition from customers for being responsive to the needs and solving
every problem with a sense of urgency and honest concern.
Account Representative
Wonder Foods, Sacramento, California
1980 to 1988
Served
as a sales account representative for this major producer of cereal food
products. Marketed a full line of products in over 200 stores and five
food product wholesale distributors in a six state region.
Developed and
implemented a major marketing survey which resulted in the corporate
wide use of new sales strategies and a 40 percent increase in sales
over a two year period.
Created an excellent
relationship with all clients and added 30 new accounts during 1986
and 1987.
Consistently performed
above quota and was named Salesman of the Year three times.
Education
Bachelor of
Arts. University of California, Davis, 1977 Major: English. Graduated
with Honors.
Attended numerous
seminars on sales, marketing, management, and planning.
Special
Interests
Competitive tennis,
community volunteer work with adolescents, member of Toastmasters International
JANE
ANN SMITH
101 Main Street
San Francisco, CA 94999
(415) 555-3333
Objective
Position
as office manager in a customer service or client-oriented organization
where skills in administration , organization, communications, and office
automation can be applied to solving problems in office productivity and
acceptance of new office automation technology.
Summary
of Qualifications
Administration/Supervision:
As administrative assistant in a hospital, responsibilities included:
Supervision of
three full-time and four part-time secretarial staff.
Maintenance of
all department records, payroll, information systems, inventories, and
files.
Coordination of
major office projects as delegated by manager.
Organizational:
As a secretary in several companies, managed office functions including:
Implementation
of word processing systems, assisting office staff with rapid learning
and adjustment of old procedures to new systems.
Organizing new
office systems, developing procedures, and designing new systems.
Assisting office
automation analysts, providing them with significant recommendations
for improved implementation of office systems, including the design
and selection of software.
Communications:
In office environments and volunteer activities, assisted people in resolving
complaints, provided excellent customer service, and demonstrated an enthusiastic,
positive personality.
In a sales organization,
improved office staff response to complaints from the sales staff, resulting
in more efficient and effective communications.
Assisted in the
development of an employee manual and an office training program to
help new and temporary staff gain a rapid understanding of office procedures.
As director of
volunteers for a local charity organization, helped develop successful
campaigns to recruit new volunteers and raise funds for community projects.
Office
Automation: Familiar with several computer systems, including MS Word
6.0, Lotus 123 and WordPerfect 6.0a.
Education
Visalia
School for Secretaries, June 1982: Received Outstanding Achievement Award
as top student.
Continuing
Professional Development: Attending seminars in areas covering time management,
effective communication skills, word processing, and computer automation.
Summary
of Employment
Administrative
Assistant,
Department of Surgery, West Coast Medical Center, 1988-Present
Secretary,
Patient Accounts Department, West Coast Medical Center, 1986-1988
Secretary to Vice
President, Sales Division, Simpson Office Products, 1982-1986
