4. prepare your documents, tools, and techniques
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Prepare Your Documents, Tools, and Techniques
Assess
PlanPrepare
Implement
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Document Preparation
Documents Business Cards Email Marketing Plans Résumé Cover letter Handwritten thank-you cards (Or typed letters,
depending on legibility) Reference Sheets: 3-5 (professional and
academic) Salary History Applications
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Assess
PlanPrepare
Implement
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Don’t Use A Silly Email Address
Write Email Like A Cover Letter
[email protected]@[email protected]@qwik.c
om
HTML formatFormalProfessionalInclude Date and
Address Sign cordially
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Business Cards
Assess
PlanPrepare
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Business Cards are the Currency of Networking
Get Somewww.vistaprint.comBe professional – font and colorDon’t need a logoInclude email address and cell phone numberConsider
Home address (It’s not necessary) LinkedIn profile address (simplify the address)
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SAMPLE ON CD IN EXCEL
One Page Marketing Plan
Assess
PlanPrepare
Implement
840-45 Companies
4-5 Industries
Restrictions
20 Job Titles
4-5 Fields
1 Pitch
8 -10 Skills
1 Goal Position
Contact Info
Now you need to condense your Marketing Plan into a One Page DRAFT Living Document
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One Page Marketing Plan Development Process:
Put it into a one-page format with your full contact info at the top
What is the Dream Job Title you are seeking? – Have the goal in mind
Identify about 8-10 skills (one or two words) you can offer
Develop your Pitch that supports that Dream Job Title
Identify 4-5 job functions or fields that lead to that title
Come up with 3-5 additional possible Job Titles for each function that you could and would do
What are your Geographic and other restrictions? What size companies would you work for?
Identify Industries for each function
Choose 4-5 Industries to pursue Identify ~10 companies in each
industry for at least 40-45 companies
40-45 Companies
4-5 Industries
Restrictions
20 Job Titles
4-5 Fields
1 Pitch
8 -10 Skills
1 Goal Position
Contact Info
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TAILOR & TRACK
Résumés
Assess
PlanPrepare
Implement
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opinions
opinions
opinions
opinions
opinions
opinions
opinions
opinions
opinions
opinions
When it comes to Résumés,Everyone has an opinion
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What Candidates Think: What Recruiters Know:
A Document to Sell Themselves to
Potential Employers to Get an Interview
A Way to Eliminate the Majority of
Candidates from Consideration for an
Interview
What is a Résumé?
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Résumé Screening
Employers have software that eliminates Résumés that do not contain certain keywords
Recently I requested 19 candidates provide applications from a folder of 150 Résumés I reviewed Took ~3 hours (< 2 minutes per Résumé) 19 made cut (< 15%)
20% had no chance Other 60% could have made cut, but applicants reduced
their chances in some way
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Résumé Screening
Why the might be’s became no’s Objective didn’t fit position
You Can’t be sure objective aligns with every available job Better to leave off Résumé
Overly favorable representation of themselves “good communication skills” good, “extraordinarily skilled communicator” may be overboard
Résumé lacked sufficient information as to kind of work done previously Job titles without responsibilities and accomplishments is
problematic [Typographical errors don’t bug me, but some people are
sticklers]
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So
Avoid Using a Résumé Whenever PossibleKeep Résumé ShortAvoid Résumé Mistakes
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Survey Data: Question…
What do hiring managers say are their biggest pet peeves when receiving Résumés for an open position?
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Biggest Résumé Pet PeevesBiggest Résumé Pet Peeves
11%13%18%
37%
0%
5%
10%
15%
20%
25%
30%
35%
40%
Spelling Mistakes Too Wordy Not Customized Irrelevant PersonalInformation
Source: CareerBuilder.com
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Audience Determines Some Résumé Considerations
Résumé for Online PostingRésumé to Respond to an Ad (online)Résumé for a RecruiterUnsolicited RésuméRésumé Requested by Your Network
Four Pillars Of Job Search
Unsolicited
Advertised Recruited Networke
d
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Résumé for Online Posting
Longer – perhaps 3 pagesHeavy on Keyword Search TermsMinimize Contact Information (Email and cell
phone at most – maybe state and town if your cell phone area code doesn’t match)
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Résumé to Respond to an Ad (online)
Word DocInclude Ad in Properties (meta-data)Name Résumé: Buckley to Smith.doc or
Buckley to Slade Quarries.doc One page maxTailor to Ad
Job Title in Summary Keywords in Your Summary Review Text Include Cover letter in email
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Resume for Job Ad Response
Change with Job Ad
Refer to Detailed Profile
Relevant Positions Only
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Résumé to Recruiter
Word DocInclude Position Description in Properties (meta-data)Name Résumé: Buckley to Smith.doc or Buckley to
Execunet.doc 1 ½ page maxTailor to Position Description
Job Title in Summary Your Title Keywords in Your Summary Review Text Include Cover letter in email
Include link to longer profile or Résumé available online
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Two Step Resume
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Unsolicited Résumé
PdfInclude Long Cover LetterName Cover Letter/Résumé: Buckley to
Smith.pdf or Buckley to Spacely Sprockets.pdf
2 page maxInclude link to longer profile or Résumé
available onlineFollow-up with hard copy via snail mail
(FedEx etc)
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Résumé Requested by Your Network
Hard Copy if possible – pdf otherwiseHand Deliver if possible2 page maxInclude link to longer profile or Résumé
available online
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Layout
Recommend Reverse Chronological over Functional
Length Extensive Job Experience – One Page, 1 ½ pages
maximum Recent Graduate – One page
Appearance Should be easily reviewable in 15 seconds Blank spaces, Font Size (10.5 - 12) Don’t use much italics Upper left of each block should contain most important
information Margins at least one inch each on all sides, unless you
use a border
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Career Objective
Unless you are just out of college and have no experience, I do not recommend putting an objective on your Résumé
Use a Summary or Job Title and Keywords
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Prepare Specific Résumé For Each Application
Many employers are relying on searchable databases and
Résumé banks to streamline the employment process
To improve your chances of attracting the recruiters eye
or search engine, you must utilize industry specific
keywords numbers, $, and abbreviations to standout.
Speak in terms of outcomes, results and achievements
to a lesser extent responsibilities, but not simply
activities and functions
If you are Responding to an Ad, paste the Ad into the
Properties (meta-data) section of the Word Document
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Résumé
Full name at the top of the page in bold print (avoid nick names, but use the name people know you as)
Make it easy for recruiters to find you Provide telephone numbers on each page Put email on each page of the Résumé Provide your Website or LinkedIn Page at bottom
No need to provide street address/number for home info – It is becoming more common to NOT provide this information when responding to Ads
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Résumé
Always Be accurate Be honest Do not repeat the same information Be precise Be persuasive
Never include Political or religious membership or activities Pictures of yourself Age, marital status, height, weight
Avoid Information that would imply ethnic background
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DO NOT INCLUDE Personal Data
PhotoSocial Security NumberMarital Status or KidsBirthdateHealthHeight/WeightWillingness to Travel/Relocate
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Re-entrants
Strategies consultants offer for candidates planning to return to work or full-time work after a family driven hiatus Present your volunteer work with active business
words Don’t apologize or express any regret for the time
off Convey that you’re truly committed to working
again – don’t be wishy-washyWhile you’re out of work:
Be strategic about volunteer, temporary, or part-timework you do
Keep abreast of your field and industries
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Older Job Seekers
Potential employers can get past age if they know you’re current, including technologically
Prepare Résumé emphasizing strengths rather than chronology Although lack of dates problematic use Career Snapshot and/or
date the last 10-15 years and then generically refer to prior engagements
Change “Education” section to “Education and Training” and put most recent training first, to show that skills are up-to-date
Be selective re: employment listed, focusing on those most relevant to job being sought (but be cautious about gaps) Limit Résumé to no more than 1½ pages
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Reference Sheet
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References for Montgomery Burns
Mr. Homer SimpsonControl Room Operator
Springfield Nuclear Power PlantKoger Building, Room 122
Springfield, OL(850) 555-5412
Ms. Jane Doe, Vice President for OperationsBBWL, Inc.
1150 Busch Blvd., Suite 140Springfield, OL(813) [email protected]
Dr. Lyn Smith, ProfessorYale University
Room 120 Sandels Bldg.New Haven, CT(850) 555-2121
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Cover Letter
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PlanPrepare
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Parts of a Cover Letter
Generally, don’t want long cover letters – one page
is best (exception: academia)
IntroductionBriefly state what you are applying for
Mid-section One or two short paragraphsDo not summarize your RésuméChoose a qualification that targets the position
Last paragraph Initiate an action
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Customize Cover Letter
"One of the most common mistakes that I see are generic letters that are obviously so, and sent to everyone with no modification," says Résumé writer Michelle Dumas, owner of Distinctive Career Services LLC.
To customize cover letters, use the job description as a roadmap. Feature keywords from the job description in your Résumé and cover letter, but don’t repeat words of an ad, restate them. The hiring company is telling you exactly what they want and the skills they need.
If you approach each requirement in the job description as a question, your cover letter should provide a corresponding answer.
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Opening Paragraph
Explain why you are writingName of position, career area (may be in a
subject line instead or also)Give a brief description of yourselfAvoid Overuse of “I”Refer to your Résumé but don’t repeat it
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Body Paragraph
The position you are seekingA few outstanding qualitiesYour education and experienceWhat you would contribute to the
organization
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Closing Paragraph
Stress action Politely request an interview at the employer’s
convenienceIndicate what supplementary materials are
being sent overThank the reader for his/her time and
consideration
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Thank-you Note
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PlanPrepare
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Thank you letter
Have a basic thank you letter ready
Send this when you Have had a meeting with someone Met someone during a conference Came in contact with someone you want to make an
impression on
Get your own stationary Business cards Thank you notes Cover letters General correspondence
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CONTACTS DATABASEAPPLICATION DATABASE
RÉSUMÉ DATABASE
Tools
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PlanPrepare
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Contacts Database
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Database
Network
Inner Circle
Board of Advisors
Close Friends & Family
• Everyone in all of your contact databases (email, LinkedIn, personal address book, Plaxo, etc.).
• Usually about 150, but no more than 250 - These are the people who would return your phone calls!
• ~25-40 people who know you well enough to offer advice worth listening to on your career
• ~5 people who are in the best position to critically advise you on job decisions
• The people you can lean on, vent to (pick one – not a spouse), and escape with
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TRACK HOURSTRACK CORRESPONDENCE
TRACK CONTACTS
Progression Tracking System
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Track Hours
Activity Actual Hours Weekly Goals
Research Employers 12 12 6 5 4
Posting Resumes 5 4 3 2 1
Unsolicited Letters and Emails
2 2 3 4 5
Network: Phone 8 8 8 8 8
Network: In Person 8 9 10 11 12
Searching Job Ads / Job Agents
2 2 2 2 2
Responding to Job Ads
3 3 3 3 3
Total 40 40 35 35 35
Set Your Own Goals – These Are Just My SuggestionsBut When You Set Them – Don’t Make Excuses – Meet Them
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Track Correspondence
Activity Actual Number Weekly Goals
Unsolicited Letters to Employers
1 2 3 4 5
Resumes Posted to Employers
5 5 5 5 5
Resumes Posted to Job Search Sites
5 4 3 2 1
Resumes Sent to Advertised Positions
3 3 3 3 3
Search Firms Emailed
5 4 3 2 2
Set Your Own Goals – These Are Just My SuggestionsBut When You Set Them – Don’t Make Excuses – Meet Them
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Track Phone and in Person Contacts
Activity Actual Number Weekly Goals
Job Ad Contact 0 0 0 0 1
Search Firm Contact 0 0 0 0 1
Common Network Contact
20 20 20 20 19
Target Employer Ordinary Contact
5 5 5 5 5
Target Employer Peer Contact
1 1 1 1 1
Target Employer Hiring Manager
0 1 0 1 1
Target Employer Above Hiring Manager
0 0 1 0 1
Follow-ups with Hiring Manager or Above
0 0 0 0 1
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FOLDERS AND SUBFOLDERS
Résumé Database
Assess
PlanPrepare
Implement
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Résumé Folders
You should keep every Résumé you send out in an organized set of folders and back them up!
Use these folders of old Résumés to cut and paste into new documents – saves time and you will continually improve the quality of your Résumés.
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ANSWERING MACHINESSOAR OR STAR STORIES
INTERVIEWING
Techniques
S
Situation:Initial State
OObstacle: Difficulty
Task:Problem
A
Action:What You Did to Overcome
R
Results:Achievement or Accomplishmen
t
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USE AN ANSWERING TOOL THAT CAN BE REMOTELY ACCESSED WITH A
PROFESSIONAL MESSAGE – NO FUNNY, ANNOYING, OR LOUD MUSIC “LEAVE A
MESSAGE” MESSAGES
Answering Machines
Assess
PlanPrepare
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Interviewing
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Preparation = Success!
Research Employer, Department, & Interviewers Products and Services Philosophy Recent News and Publications Current Forecast
Ask Questions before the interview Work with Recruiter, Admin, Coordinator Ask for Agenda and Job Description Directions, Attire, Culture/Personalities, Interview
Style, Special Instructions…
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Format Tenor
PhoneVideoOne on OneTwo on OnePanelPresentation
Screening You OutSelling You the JobGet to Know YouBehavior-BasedCase (Analytical
Test)Stress/Grill
Types of Interviews
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Interview Basics
Arrive early. Be well-groomed. Wear a suit. Wear sensible, well-polished shoes. Bring Résumés, reference sheets, and samples of your work, if
appropriate. Bring a zipper folder with pen and notepad with questions written
third page designed to trigger SOAR or STAR stories. Jot down information on the top sheet, but don’t take excessive notes.
Make eye contact. Shake hands firmly. Be confident. Try to relax. Be honest. Sell yourself, but don’t claim skills you don’t possess. Be aware of your body language. Be positive and try to make
others more comfortable. Listen attentively and ask clarification questions Inquire about next steps and request business card(s) Send a thank-you note within 24 hours and follow-up in 2 weeks if
you haven’t heard back.
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Phone Interviews
Control Who Answers Your Phone and How It Is Answered If you have kids, Give out your cell phone number rather than your
home phone numberHave Appropriate Voice Mail Message - in Your Own VoiceGet Names and Telephone Numbers of Interviewers and
SchedulersSet Time for Calls
Find a Quiet Place to call or be called Avoid Using a Cell Phone or Speaker Phone for a Planned Call If You are Calling In: Give Yourself Time Beforehand for Call-in
Problems Give Yourself Time Afterwards for Over-runs
Take Sparse Notes During, but Write Down Notes on Everything Right After the Call Ends
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Screening Interviews
A Screening Interview (almost always by phone) occurs when your paper (Résumé, online info, etc.) indicates your are qualified – it’s about making sure your personality and communication skills are on the mark as well
Search Firms are Always Screening, and you should not read too much into it
But when you get a call from a Company HR Recruiter, you can feel pretty confident that you’ve made it into a fairly elite group, maybe 7 to 9 candidates, possibly less, will be phone screened by someone inside the company
Your main goal is to not put anyone off You want to sound enthusiastic, but not over the top You want to appear inquisitive, but not pushy You want to sound like someone who would be fun to work with
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Video Interviews
Video / Skype Interviews are fairly rare, but more and more search firms are using them to get a look at more senior level candidates before flying them in for a face to face interview.
Even if you’re looking to stay in the area, many companies with offices in your neighborhood are headquartered elsewhere. The home office often wants input on senior candidates, but it may be quicker and cheaper to do it by video.
The main rule is, treat it like a face to face interview – arrive early, dress right, watch your body language.
Most video conferencing has the capability to let you see yourself (picture in picture) as the other party sees you. If this feature is available, make sure it is turned on, so you can have real time feedback on your appearance.
Use Skype with a friend as a surrogate for practice.
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Common Questions
“Tell me more about yourself…”“Tell me about your recent position(s)…”“What strengths can you offer?”“What are your weaknesses?”“What are your career goals?”“Tell me about a time when…”“Why should we hire you?”
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Prepare Your Questions
For Each of the SOAR or STAR stories (10+)
develop a question that will trigger an opportunity
to talk about that story
Q
Question
S
Situation:Initial State
OObstacle: Difficulty
Task:Problem
A
Action:What You Did to Overcome
R
Results:Achievement or Accomplishmen
t
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Structure of a Typical Interview
GreetingSmall talkOpening questionsProbing specificsInterviewee’s questionsClose
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Your Questions for the Employer
Review your list of SOAR or STAR stories and corresponding questions to trigger them
Any stories you didn’t get to tell? Ask those questions
Q
Question
S
Situation:Initial State
OObstacle: Difficulty
Task:Problem
A
Action:What You Did to Overcome
R
Results:Achievement or Accomplishmen
t
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Example Questions You Could Ask in an Interview
How would you describe the culture of the company? Is this a new position? If not, what did the previous employee go on to do? What is the company's management style? Who does this position report to? If I am offered the position, can I meet him/her? How many people work in this office/department? How much travel is expected? What are the prospects for growth and advancement? What type of training programs does the company offer? How does one advance in the company? What do you like about working here? What don't you like about working here and what would you change?
At the End: Would you like a list of references? When can I expect to hear from you?
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Questions to Avoid in the Initial Interview
Salary
Benefits
Vacation/Leave time
Perks
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THANK-YOU LETTEREVALUATIONFOLLOW-UP
After the Interview
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Evaluate
What would you do differently?
Where can you improve?
What were your impressions?
What can you expect next?
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Thank-You Letters
Reaffirm interest
Improve/Update answers
Mention points overlooked in interview
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Make Sure to Follow Through
Follow up with the employer within 1-2 weeks of sending your Résumé
Always send Thank You Letters after an interview—within 24 hours
Follow directions—send the information the employer requests