Spit-Shining Your Resume

So here I am in the middle of recruiting an Industrial Engineer, doing the last thing that I really want to do: reviewing resumes. Let me step back a few paces. I began my search using technical outplacement firms, you know, these shops that find you qualified candidates for about a 25% slice of the first year’s salary pie. They take care of everything, soup to nuts. I won’t have to run a classified ad or anything else, right? Problem: I got slim pickings early on from the headhunters. Since I had a time limit on my position, I ended up running the ad anyway. That brings us up to the present, with me sitting behind my desk wading through the career histories of every jabrone who ever said the word engineer. It’s actually not that bad. In fact, I’m seeing some pretty good resumes. If the candidates are as good as their dossiers, I’ll have the success problem of picking the best of the best. Between this experience, being on the other side of the application desk, so to speak, my past experience in concocting my resume, and the couple of books I’ve read on the subject, here’s my quick two cents on what separates the winners from the losers.

Focus. When it comes to resumes, it’s not a one size fits all world. Employers have specific requirements and expect you to tailor your resume to them. There was a time when this was a genuine pain in the neck, but word processors and mega-megabytes of hard drive space have made it a technical snap. For example, as a consultant I am heavily involved in sales, project management, and my technical field. If the position I am applying for is in technical sales, I’d minimize the engineering and project management stuff, just enough to show I’m a well-rounded guy, and concentrate on sales accomplishments.

Positioning. Think of your resume like a professional baseball line-up. There’s a reason that the number 9 hitter hits number 9. He’s the weakest link in the chain. Don’t put your weak points first, lead off with your strengths, just like those first four or five hitters in the line-up. This is particular to the age old resume-writing question, What comes first, education or experience? If you’ve got tons of experience but little in the way of degrees, highlight the experience up front. Most employers will place a premium on your real-world history anyway. If, however, you have achieved tremendous things in the world of higher education and don’t have so many good years in the working world, place education first. Your objective is to impress enough to get an interview. I’m not saying to leave out one section or the other, because both are important. If you’re right out of school, you still list your co-op and part-time jobs as experience. Conversely, if you’ve got twenty years of great experience and no degree, list courses that you have taken or CEUs (continuing education units) that you’ve acquired.

Impact. In the case of the Industrial Engineer I was looking for, the winning resumes that I received told me specifically what the results were of the things the candidates did at each position, not just their job responsibilities. The difference between reduced design department expenses by 12% annually over three years and responsible for managing design department is the difference between Godzilla and a Gecko. Be specific as to what you accomplished in each task (provided it is accurate and verifiable) over simply what you did. Bottom line: How did you help the company make or save money? This points to another tip to use for your entire career. In order for you to make these claims about your work experience in the future, it’s critical that you document the results of what you are doing today.

Professionalism. I feel guilty even mentioning this one. There are a million resume formats that you can use what comes first, do you include personal hobbies, etc. but whatever you do, make sure your copy is neat, clean, and free of typographical errors. Insulted? Don’t be. In the hurry to curry-comb the job market, this is the first place that professionals will demonstrate negligence. I just received a resume that was an obvious photocopy, and a bad one at that. If it was from a headhunter I’d be forgiving, but it was from a direct respondent to my advertisement. Where do you think it ended up? If you said the circular file, you win a prize. Oh Karl, don’t be ridiculous! How can you tell anything about a person from a simple mistake like that. Well, I can tell this if that person didn’t have enough common sense and respect for me to get me a clean copy of his resume, there’s a good chance that he may impress a client the same way, and that would cost my company money. Cyanara, Amigo! It’s a very competitive job market out there, people. Don’t automatically disqualify yourself by being careless.

You. Prospective employers will see hundreds of resumes, all from people who may have read this article and know the first four points. Everybody’s copy is tailored and seems a match for the job. What are you going to do to distinguish yourself from the pile? This is where I look for little tidbits in the so-called less-important resume headings. How can I learn about the candidate’s character and work ethic? Your job is to mention these differentiators. Do you have military service? Eagle Scout? Haven’t missed a day of work in eleven years? Do you sit on the board of directors of any charities? Maybe it’s the interviewer’s favorite one. If it says something positive about you, the person, mention it somewhere! Hell, even mention in your opening statement, usually headlined Career Goal or something similar, that you are a hardworking, conscientious person who wants to use your skills to help your employer succeed. Remember, they’re considering hiring you for their benefit, not yours. Show that you know it.

Review. OK. Back to basics again. Make sure that you review the finished copy of the resume, not only for grammatical errors but for flow. Does it move smoothly from one item to the next? Does it tell a positive and accurate story about you? If you can’t answer Yes to these questions, regenerate your copy until you can. Most importantly, get one or two other people to review it for you to see if they get the warm fuzzies too. Your spouse or sweetheart is acceptable. Even better is a work associate in your field who’s had some hiring responsibility in her lifetime. Best is a human resources professional who has seen hundreds of resumes and can tell the ripe from the rotten whether it gets picked or composted.

The rocket scientists in the crowd may recognize that the Walinskas resume method outlined above Focus, Position, Impact, Professionalism, You, and Review, forms the memory pneumonic F-P-I-P-Y-R. This of course stands for, For Professional Improvement Polish Your Resume.

There are plenty of handbooks to tell you the appropriate style of resume, some even by industry. The points above are to help you spit-shine your copy so that you communicate your history to prospective employers in a positive light. The job you do will affect your marketability, your self-esteem, and ultimately your income. Seems to me that that’s a job worth doing right.

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Karl Walinskas is a professional engineer, speaker and freelance writer in Pennsylvania who owns and operates a communications development company called The Speaking Connection. He is a frequent contributor to business publications across the country. He can be reached for questions or suggestions at 570-675-8956 or by email at topspeaker@pobox.com.

Seven Keys to Successful Resumes

While there are many arguments in the human resources field about resumes, they remain today the most common denominator in the process of screening job applicants. The form resumes take may vary, from the traditional resume or curriculum vita, to the electronic resume used by online job services, to the multimedia website or compact disc, the significant elements of all are essentially the same. The keys discussed in this article apply equally well to all models.

The screener that will review your resume will be looking for some key points. If you are to successful in getting the interview for the position you want, you need to know what the screener will be looking for and respond to his or her needs.

Key 1: Use Action Terminology. An applicant's resume should be action oriented. Avoid terminology such as "I was assigned to..." or "My job responsibilities included..." Instead, use action verbs at the start of bullet points under each job or skill area. Consider ideas such as "Initiated a project which saved a client $200,000 annually" or "Streamlined a complex process for a client which resulted in saving six steps and in decreasing customer response time by 20%." Terms such as developed, managed, and implemented are good terms to use to help screeners understand your successful track record.

Key 2: Write Concisely. Avoid being too wordy in your resume. Use short sentences and bullet points. Long paragraphs of text may work well in writing for publication, but will cause a screener to get lost.

Key 3: Allow for White Space. Leave lots of white space in your resume. Screeners often make notations in the margins, and if you fill the paper edge to edge, these marginal notations will be awkward. Additionally, good use of white space can make a resume look balanced and professional. Even if your resume is on the Internet, create the webpage so that it allows white space when printed.

Key 4: Keep the Typefaces Simple. Using more than one or two typefaces may look interesting and unique, but they tend to distract from the content of the resume. You may want to use bold and italic types for emphasis, but avoid mixing too many at a time. Be very selective.

Key 5: Explain Time Gaps. Gaps between jobs are not as critical as they once were, given our rapidly changing economy. Resume reviewers even anticipate some gaps. But explain what you did during the gap. If you did some freelance work, highlight your accomplishments. If you are silent about the gap, the screener will often assume the worst, not the best. Frame the gap in the best way possible.

Key 6: Customize. With the wide availability of word processors and HTML programs, there is no reason not to customize a resume. Research what the potential employer wants and needs, and then target your resume to those needs. Use a carefully customized cover letter as well to make the application very relevant to the employer's needs and desires.

Key 7: Be Honest. In our high-tech world of business, it is becoming less expensive and easier to verify information on a resume. Never list a degree you didn't earn or embellish your accomplishments. Make certain that if an employer checks the facts on your resume, he will not find anything questionable. If a team accomplished a project, say that you were part of that team, not that you did it on your own. Nothing will sink an applicant faster than something untrue on a resume.

Following these seven keys to successful resumes, whether they are high-tech or decidedly low-tech, will open doors to opportunities to find that all-important job.

Job Interviews: the ABC's

Steve just hung up the phone from a corporate recruiter at Amalgamated Consulting. He was to come to Baton Rouge for an interview for a position as a senior consultant. He is excited at the prospect and at the same time terrified--it has been six years since his last job interview. Most professionals can relate to Steve's conflicting emotions.

Fortunately, Steve has a mentor in his profession to whom he can go for confidential advice. He calls Glen on the phone and arranges to meet him for lunch the next day.

Glen is happy to offer his advice to Steve. He has been on the hiring side of the interview table many times, and knows that Steve has great credentials and experience--his intent is to help him learn how to present that experience and skill positively. He sees that this would be an excellent career move for Steve, and wants to help.

"Steve, having a successful job interview experience is not as hard as it seems," Glen related. "Actually, it is as simple as ABC."

For the next hour, Glen shared with Steve a simple formula for success in a job interview. His ideas centered around what to Always do in an interview, things to Beware of, and things that will cause the interview to Crash and burn.

Always:

1. Research the company with a focus on customers and competition. Ford Harding, an executive recruiter and author, writes, "Too often, prospective employees spend too much time focusing on their functional skills. Employers are looking for individuals who understand the value of their work from the customer's perspective as well as the dynamics in today's competitive marketplace."

Research can be conducted on the Internet, by reading annual reports, and by talking with credible industry observers.

2. Provide examples of when you have successfully worked in team environments. More and more, organizations are relying on interdisciplinary teams to accomplish their missions. A strong commitment to team play and a solid track record as a leader and a participant of work groups make an applicant a top contender.

3. Demonstrate creativity and responsibility. Focus on your interesting accomplishments in previous employment and how those projects supported the organization's mission. While functional skills are clearly important to an employer, so is the ability to get things done.

Beware of:

1. Having an "I" attitude. Most prospective employers are interested in what you have done, but realize that they will likely check with your previous employers and colleagues. Overstating your accomplishments or your role in them will nearly always backfire. Be honest when explaining what you have done.

2. Negotiating too early. Discussing salary and job benefits during an interview can send a message that you are more interested in the money than in the job. And, from a negotiating standpoint, you want to wait and discuss salary after you are sure that you are the first choice. That is your true position of strength.

3. Being too casual with the interviewer. Many interviewers have learned that prospective employees tend to drop their guard when the interviewer stops taking notes. Recognize that the job interview starts when you first arrive, and does not end until you are out of the office and on your way.

Crash and Burn:

The following behavioral faux-pas will almost certainly eliminate an interviewee from consideration:

1. Displaying bad manners. Poor etiquette and boorish manners send a message to an interviewer that you will behave that way with their clients and customers. Be on your best behavior (and be careful where you scratch!)

2. Demeaning your current or past employer. Hanging your bad attitude about another employer like wallpaper will brand you as a potential problem. Stick to your own experience and accomplishments. It is a very small world, and reputations are made and broken on the basis of sometimes unknown relationships.

3. Being dishonest. Making up stories about holes in your resume, claiming a degree you do not have or fabricating accomplishments may sound good in an interview, but can be easily checked and verified. An interview should be a time to put the best spin possible on your career, but not at the cost of your integrity.

Conclusion

"Job interviews seem to bring out the best and worst in us," Glen concluded. "But they are our opportunity to sell ourselves to a future employer, and like any salesperson, we must believe in our product and help the buyer understand its advantages." The ABC approach can help any interviewee make a positive impression and line him or herself up for career success.

Great Cover Letters

OK, so now your networking, personally and on-line, has helped you find the job of your dreams. Your resume is ready and has been reviewed for accuracy, writing and punch. Now, a simple cover letter thanking the recruiter for reading your resume, and it is off in the mail. Right?

Wrong! A recent survey of 150 executives found that 60% of these executives believe that the cover letter is more important than the resume when screening applications. Cover letters really do matter!

How Can I Get My Cover Letter Read?

1. A cover letter must be conversational, not too formal nor too casual. The toughest part of preparing a cover letter is getting the tone right. Too casual and recruiters tend to think that the applicant is not very sincere. Too formal and the applicant will sound stilted. The best way to review the tone of a cover letter is to ask a trusted adviser to read it and critique it.

2. A cover letter should be concise. I will never forget the time I received a four page cover letter and a six page resume from a candidate for a managerial position. I read the first few paragraphs and realized that this applicant seemed so impressed with himself; he would never understand a need for me to look any further. A good cover letter will never be more than one page, with two "meaty" paragraphs. Again, it needs to be just right. A cover letter that essentially says, "See my resume, attached." is a wasted opportunity. One that goes on for pages is overkill and can lead to the wrong conclusion.

3. A cover letter should be correct. Grammatical and spelling errors in a cover letter are unforgivable. A recruiter reading a poorly crafted cover letter punctuated with spelling and grammar errors will see poor organization, carelessness, and that the applicant doesn't care enough to give the application his or her best effort. Proofread carefully, and ask someone whose writing style and talent you admire to correct it before it goes out. Many recruiters indicate that they see the cover letter as an example of the applicant's writing skills; don't waste the opportunity to impress them by making critical mistakes.

4. A cover letter should reflect research into the employer. The cover letter should include references that reflect that the applicant has done his homework. Indicate how your experience and strengths would relate to the specific job. To do this, you need to know more about the job than what appears in a want ad. Also, express confidence in the potential employer by letting him or her know in the cover letter that you know something about the employer, his business, and his competitive position in the marketplace. Information can be obtained from the employer's website, business publications that are local to the area, or industry publications. Spend some time learning the business environment before you write the cover letter.

What About Students or Career Changers?

If you are a student or a career changer, emphasize your experience in light of the employer's need. Often freshly minted graduates or perhaps retiring military personnel moving to the private sector will be rejected out of hand for a job in a new career field. Use the cover letter to highlight projects, research, or other experiences which show competency in the field, even if the job history would not reveal it. Consider an internship in the competency area. Share success stories about working with people or solving tough problems.

The opportunity provided by a cover letter to catch a recruiter' attention, to showcase your writing skills and to show your interest in the employer and the position is an opportunity to often wasted by ignorant job seekers. Use this chance to show your stuff and to make the impression that will lead to a successful job interview.

Why Should My Firm Have a Student Intern?

About this time every year, several thousand undergraduate and graduate students alike begin the search for summer internships. Your consulting firm will likely be approached by a number of students, or perhaps by faculty members from a local university or your alma mater. Why should you say yes when the calls begin to come? What should you be prepared to pay, or can you find a free intern?

What Are Interns?

Students who are seeking an internship opportunity are usually looking for a real-world chance to apply what they have learned in their studies for a fraction of what they will earn after they graduate. This student will work full-time or part-time with an organization over the summer months and may, if circumstances allow, continue on a part-time basis when school resumes in the fall.

The role of the intern is to take on assignments that are commensurate with his or her skill level and experience and provide relatively inexpensive professional help for an organization. The intern gains job experience in his o her chosen field, some good fodder for a recent graduate's resume, and an opportunity to test the theories and skills they have gained to date. And typically, in exchange for the experience, they are willing to accept a wage that is far less than they might accept in another setting.

Why an Intern Can Be Good for An Organization.

There are a number of reasons why organizations might want to consider offering an internship experience.

1. Cheap Labor. Interns normally bring to an organization a number of important skills that under other circumstances might be very expensive. Usually, they have good research skills that they have gained in college. They often have good writing skills as well and can add value to an organization's product.

2. Fresh Ideas. Interns coming from academia often bring some of the latest concepts from their coursework and research. The offer a fresh perspective in what can at times be a stale organization. Many consulting professionals try to stay current with trends and research, but have a tough time given their workload and schedules. Using a bright student who has read and researched during their academic work can offer insights that would not be available eslewhere.

3. Academic Partnerships. Working with a local university on an internship program can enhance the organization's relationship with that institution. This may pay dividends in working with faculty members on projects or publications, identifying sources of research for a client at lower cost, or connecting with potential clients who have connections with the university.

4. Finding New Associates. Firms who hire interns for the summer can evaluate that student's skills and his or her potential as an employee of the firm. This "trial period" can be a good way of identifying new talent and testing it before making a long-term commitment. Many star consultants today started with their firm as a student intern.

5. Enhanced Reputation. Even if an intern does not become a permanent part of a firm with which he or she works, the intern's experience with the firm often shapes his or her career, at least in the early stages. Having a cadre of interns from one's firm working in other organizations brings a level of recognition to the firm that is of value.

6. A Contribution to the Profession. Every consultant recognizes that the profession is strengthened for all by bringing good new practitioners into the marketplace. Providing a quality internship experience returns something of great value to the consulting profession, and gives us an opportunity to mentor and help those wishing to enter and make a contribution.

What Does an Intern Cost?

Generally, the college or university will offer guidelines for intern compensation. As in anything else, you get what you pay for. If you want to attract the best qualified interns, you should be prepared to pay the going rate. However, some interns will work for free, with the firm providing work and supplies. In addition, most colleges and universities offer work-study programs in which grants or endowments may provide a portion of the cost. Explore all options.

What Makes a Great Internship?

Here are a few ideas for making internship experiences meaningful.

1. Provide meaningful work. Give the intern some projects that make a significant contribution to a client or to the organization. Do not look at the intern as a clerical person and ask them to reorganize filing systems. Interns are great at research; many have very good quantitative analysis skills and could be used to evaluate survey results and so forth.

2. Let them see the real world. Don't shelter them in a cubicle during the entire internship. Take them to meet with clients. Let them make presentations of their work. Give them a well rounded experience.

3. Look for resume-enhancing work. Interns are usually looking for projects that will look good on a resume and will have a finished product. Think about projects you have to which they can contribute and have a good experience doing.

4. Let them network. Interns appreciate the chance to be "in the loop." Let them meet with a variety of people in the organization. Take them to lunch and let them ask lots of questions. Invite them to staff meetings. Bring them into discussions when their skills could be used. Meeting lots of people gives the intern a chance to grow and learn.

Conclusion

So when that call comes from a student, a faculty member, or a university official seeking an internship opportunity, give it careful thought and find a way to offer that opportunity to a bright student. It will be of benefit to your organization, to the intern, and to our profession.

The Intern's Guide to Success

Congratulations! You have decided that an internship is the way to go as a stepping stone to your new career in consulting. You have found a firm that is willing to use your services for the summer and/or part-time during the school year. What can you do to ensure that your internship experience will meet your needs and also meet the needs of your new organization?

1. Define your goals. Knowing what you expect from an internship will help you have the experience you want. Do you want the internship to posture you for full-time employment at this firm? Are you looking to build a reputation that will help you elsewhere? Are you hoping to refine your skills? Do you want to identify things you lack to be competitive in the marketplace? Whatever it is, start out with the end in mind. Use good goal setting techniques and write down what you hope to achieve.

2. Define your employer's expectations. Meet with the person who selected you for the internship and with your immediate supervisor. Identify what it is that they hope for you to achieve. See where your goals and theirs overlap and focus on those areas.

3. Be professional. Act and look the part of a good intern. You should dress the way you see the regular professional employees dress. In most organizations, that will be a step or two up from what you wear to class at school. Speak with some polish. Avoid slang and especially vulgarity. Speak respectfully to others in the office setting. Treat them better than you would treat your peers at school.

4. Take initiative. Do more than is expected by your supervisor. Come early and stay late when possible. Look for opportunities to contribute. If you are good with quantitative analysis, offer to prepare a good analysis for one of your coworkers. Volunteer for the projects that no one else seems to want and do them well.

5. Bring the right attitude. Being successful in your internship will depend to a large extent on the attitude you display. Have a high energy level. Be upbeat and positive. Look for ways to help and to contribute to the firm's bottom line. Be friendly with others, but stay focused on your work.

6. Network as much as possible. Look for opportunities to meet and interact with as many people as possible. Many firms with younger employees have brown bag lunches from time to time–ask to be included. Go with a consultant on a client visit and use the time to network. Attend professional association or civic club luncheons and meet many people. Networking is an excellent learning experience, and the contacts you make networking will be helpful later as you look for full-time employment and begin your career.

7. Build your portfolio. Look for assignments that will result in a finished product and ask if you can keep a copy for your portfolio. When you write a memo or prepare an analysis or a presentation, maintain a copy in a file that you can use later to showcase your work. But remember that much of what you will do will be proprietary for the firm, and they may want to remain confidential. But where you can, document your experience. 8. Keep a journal. At the end of each day, jot a few notes in a notebook about what you did that day, who you met, and what experiences you had. Keeping a good record will greatly enhance the internship experience and will help you remember the people you met while networking.

9. Prepare a final summary. Near the end of the experience, compile from your journal a summary of your experience. Focus on the skills you gained, the work you completed, and your contribution. Submit a copy to your supervisor at the firm and to your graduate advisor, and keep a copy for building your resume.

10. Send thank you letters. After the internship experience, send a well written thank you letter to everyone who contributed to your experience. Remember your supervisor, the clerical staff, coworkers, recruiters and others. This step alone will set you apart from many of the other interns who are faceless and nameless a few months later. And it is an incredibly professional and courteous thing to do.

Remembering these few rules of thumb will make your internship a successful experience for you and for your employer, and will pay big dividends in the future when you are looking for that first full-time consulting position.