Basic Resume Tips

I’ve said it before: I’m not a purist, and I’m not a perfectionist. Still, I’m surprised every day at the some of the really basic mistakes I see in resumes, cover letters, and e-mails from applicants.

Following these quick tips would take care of some of the most glaring errors and help your resume be taken seriously.

1. So much information is available on the Internet, including free resume templates arranged by job title. Use it rather than trying to reinvent the wheel. College Grad.com and Resume Templates.org are two I found in five seconds with Google. There are a zillion others; compare a few and see what works for you.

2. Someone in your circle of influence—maybe your cousin, former co-worker, or ex-boyfriend’s mom—knows how to find a job. Find that person and take advantage of their expertise! They will probably be glad to help you.

3. If speak English as a second or third language, I applaud your linguistic abilities because many of us in the U.S. speak only one language. But it’s all the more reason to double-check that spelling is correct, phrasing sounds natural, and that you've followed resume protocols of your new culture. Have someone read and edit for you.

3. Native English speakers, spell-check. And it never hurts to have someone proofread.

4. Cutting and pasting your job descriptions into your resume makes for a long document, much of which does not pertain to the job for which you’re applying. (What are COADD reports in PDD-format, anyway?) Keep it short and concise, two pages maximum. For each job, focus on your biggest accomplishments and the most critical job responsibilities. Stay away from minutiae.

5. If you are applying for different kinds of jobs, e.g. both administrative and social work, have different resumes for each. Further customize resumes with key words from the position description.

6. Know that in larger companies, a computer will probably have the first pass at your resume. It’s best not to get too fancy with your format, and key words are all the more crucial.

7. HR folks and recruiters are on the fence about “Career Objective” statements. They don’t have much meaning to me, and it seems to be an easy place to make mistakes. For example, many candidates forget to update it for their current job search. My bias is leave it off your resume and treat your cover letter as an opportunity to expand on your objective.

8. When e-mailing the recruiter, use more formal language than you might with your friends. Capitalize, use full sentences, spell-check.

Free bonus tip

9. If you use the phrase “detail-oriented,” if will only make any errors all the more glaring. Consider leaving that one out and let your flawless resume speak for itself.

Follow-Up to Resume: Quality vs. Quantity

The question of follow-up is about as heated as any other I’ve seen on career advice and human resources sites. Jobseekers complain bitterly about deplorable lack of communication from potential employers, while HR folks with share scary stories candidates who call and show up unannounced with stalker-like flavor.

Even in the HR world, perspectives vary widely. A recent recruiter blog urged “Call, follow-up; otherwise, how else will I know you’re interested?” My opinion, which is mine alone and not necessarily aligned with the rest of the HR world is this: follow-up conservatively and with intention. Quality over quantity any day. But do consider your job function in the equation; for example, if you are expected to be aggressive on the job (think sales) you probably want to be more aggressive with your resume follow-up than might otherwise be the case.

As you plan your follow-up strategy remember that HR people, especially those who wear multiple hats, truly are very busy people. I won't bore you with the long list of tasks on my to-do list, but I do get busy, and honestly, the issues are sometimes life or death material. Keep that in mind when you pick up the phone to follow-up with an HR contact.

I’m not saying don’t call, I’m just saying plan your strategy. When I attempting to expeditiate, say, a life insurance claim, and the phone rings and the following transpires, it is both a disruption and a source of frustration.

“Ah, hi, this is Annabelle Smith. I’m just calling to follow-up on my resume.”

“How are you,” I answer, “this is Krista Francis.” A moment of silence. You say you are calling to follow-up, so I am waiting for you to follow-up. This is your moment. A few more seconds of silence pass. But for some reason, you seem to think the ball is in my court, and you wait for me to speak.

So that’s what NOT to do. You want to stand out in a positive way; in other words, no offense, but give me a reason to be glad I put something else on hold to answer your call.

Let me give you an example of a ‘value-added’ follow-up. The phone rings and I answer. You say: “Hi, this is Janella Kohn! The receptionist said you just got out of a meeting, so I thank you for taking a minute to talk. I have three years experience at a similar nonprofit in Pennsylvania, and I would love to come to work for you! I say that because I spent some time on your website and I’m so excited about everything I saw. I sent a resume earlier this week. Do you have time to talk now, or can we schedule a time later?”

Halfway through that speech, I am salivating. The life insurance issue is momentarily on hold and I am jumping up and down while--no joke--the song “I’m Walking on Sunshine!” is starting to play in the background like a movie soundtrack!

Now that’s a follow-up!

And it doesn’t have to be by phone; an email is very unobtrusive and works just as well, often better.

Interview as a Conversation, Not a Contest

We all have defining moments, and this was mine. As an HR newbie, I chatted with another nonprofit manager during a seminar break. My colleague, who also worked at a disability agency, generously shared her hiring approach with me:

“I don’t consider the interview to be complete until the applicant is in tears.”

My response is forgotten, but her words are embedded in my brain. I was aghast. Tears? Tears are required to determine whether the candidate is the right fit for your agency? What does that say about your organization? And why would the candidate even want to work there after such an ordeal?

I decided on the spot to take an opposite approach. First of all, no trick questions. (Well, I admit I’ve experimented with asking “Tell me about a time someone did you wrong. How did you handle it?” Here I’m looking for someone who doesn’t have a long list of stories and a pile of bones to pick.) I don’t ask you what books are on your nightstand or what animal you embody, I ask behavioral questions about your experience and the job in question.

Secondly, I’m Mr. Nice Guy. I believe that the more relaxed someone is, the more likely it is they will share what I need to know. And they may also notice that it's not just me who is 'nice;' the front desk staff were welcoming, other counselors stopped by and introduced themselves, and that people are generally smiling and happy to be at work.

Thirdly, I believe an interview is a conversation, not a contest.

None of this should suggest that I’m an easy interviewer. I’ve interviewed thousands of people—mostly would-be counselors to support people with disabilities—and I know vey quickly how applicants stack up against all others who have come before.

I am pleasant, I ask questions that relate to the job, I watch and I listen to what they say and what they don’t say. A person can memorize answers but they can’t change their fundamental language patterns. Their use of language tells me all I need to know.

And what is it that I need to know? Sorry, I can’t give all my secrets away!

Ace the Interview by Being the Right Person for the Job—

(Not by Memorizing Answers to “10 Interview Questions You Absolutely Must be Prepared to Answer Right Now in the Current Economic Climate.”)

Articles coaching candidates to ace employment interviews sometimes leave me feeling a bit alarmed.

Sure, it’s great to be well-prepared. It’s essential to know resume and interview protocol. But I often feel the articles are somehow missing the point. Beyond the basics, the best way to ace the interview is to be the right person for the job. But in what seems like a short-sighted move, many job search articles tell you how to be the right person for the interview. As an HR person, I wonder: So what if you’re the best person for the interview? The interview only lasts an hour! But the job, if you land it, continues for months or years; are you going to keep up your perfect interview persona for the duration of your job?

Lets think first interview as analogous to first date. What would happen if you were coached through the first date (think Will Smith in Hitched), with no regard to the truth or to the reality of your life? When they ask “ABC?” it’s as easy as spitting out your memorized “XYZ!”

You practice and you role play and you get it right. "Why did your last relationship end?" Truth: "She caught me with her sister." Cleaned up date answer: “I love to spoil a woman. I found that I was giving, and giving, and giving; and eventually I had to face up to the fact that the balance of reciprocation was just not, uh, balanced.”

“What do you do in your spare time?” Truth: “I watch a lot of reality TV, I chew my nails, I surf porn.” New and improved first date answer: “I research cancer cures and I read Tolstoy when not preparing for my next triathlon.”

I don’t think I need to spell out how destructive it is to start a relationship based on deceit or even half-truths or white lies.

Well, guess what? Employment is a relationship, and the same principle applies!

As an HR person in charge of both recruitment and retention, I want to know if you’re the right person for the job, not just the interview. An interview is only one step in the process, and I’m well aware that the skills you use every day on the job don’t necessarily correspond to acing a job interview. Would you believe that I have hired applicants who committed one or more of gaffes?

1. Arrived late.
2. Forgot to bring their resume
3. Weren’t wearing a suit. (Hired a lot of those.)
4. Stumbled over an answer.
5. Totally blew a question.
6. Didn’t submit a cover letter even though I expressly asked for one.
7. Had two or more spelling or grammatical errors on application materials.
8. Were a little socially awkward.
9. Hadn’t researched the company.
10. Didn’t send a thank you letter.

I’m not saying you should fail to prepare or that you should flout convention, I am just saying that I see our interview as a conversation, not a contest. You don’t have to be perfect and you don’t have to make stuff up in order to work for me. Not only have I hired people who made the above ‘mistakes,’ but some of them turned out to be pretty darn good employees!

It’s easy to forget the big picture in the current job market, but the truth remains: you need to be the right person for the position, not just the interview.

Giving Thanks: An Easy Way to Stand Out

Want an easy way to stand out from other job applicants? It may sound 'old school,' but send a thank you note after your interview.

I get so few: believe me, I notice each one.

In addition to satisying any questions of etiquette, you can use a thank you note to reinforce key points from your interview--or to introduce brilliant answers that escaped you in the pressure of the moment.

With a thank you note, you check in and you also communicate continued interest. And it's one more opportunity to market your gifts and potential contributions.

It doesn't have to be long; doesn't have to be fancy. Three or five sentences by e-mail should suffice. It's quick, much easier than your cover letter, and a lot of bang for the buck.

Finding a Job in Nonprofits: your Cover Letter

With the changes in the economy, I'm inundated with resumes. About a third use the shotgun approach: apply for anything and everything.

I recommend being more strategic. Honestly, unqualified resumes clutter up my in-box and do nothing but cause me more work.

In addition, my standard "How to Apply" line is: "Send cover letter and resume to kfrancis@. I've noticed that many applicants who don't meet our qualifications also neglect to send a cover.

You're shooting yourself in the foot when you skip the cover when asked. One: you have shown that you don't follow instructions--even when the stakes are high. Two (and even more importantly): you have missed a golden opportunity to market yourself.

If you don't have the experience or the education, but you're perfect for my job, how will I know it unless you explain? Most nonprofits are mission-based; explain how you are passionate about our mission, and at least you have a chance. Skip the cover, and I don't mean this unkindly, but the opportunity will be skipping you.

So see the cover letter as an opportunity rather than a chore...and best wishes with your job search!

Landing the Job--Using 360 References

We were interviewing accountants. All CPA's with years of experience, our 'short list' interviewed brilliantly. Faced with a difficult choice, reference-gathering became critical.

Two of the candidates submitted extensive references lists providing 360 views of their accomplishments. References included former auditors, CEOs, supervisors, peers, Board members, and direct reports. Each person I reached out to was eager to talk and gave detailed, pertinent performance information. Messages were quickly returned.

The third person gave what appeared to be a random sampling of names from his address book. Several numbers were wrong. My messages weren’t returned. One person had to think for about ten seconds before he could recall the candidate. I went back to the applicant and requested more names--one of which declined to give a reference when contacted.

Guess who we eliminated first?

This true little story illustrates just how important references can be to land that dream job in the current employment market. Yes, it’s true that some employers don’t really check references these days, but you should be prepared that many do; and some (like me) may do a very thorough job of it. Ultimately, I spoke to nine of my new accountant's twelve furnished references. No cutting corners there.

Yes, the references you provide can mean the difference between job and no job. Some guidelines to get you started:

Big picture questions to ponder:

What are the significant skills and attributes required of the position, and which of my references can best showcase them?

Who can vouch for the success stories I share in interviews?

How can I build a 360 view of all I have to offer, using clients or their families, customers, current/former supervisors, mentors, managers from other departments, and people I’ve supervised?

With whom do I have credibility? Who will return recruiters' calls? Who will be eager to brag about me, and who will put my cause on the back burner?

Practicalities: Dotting the I’s, Crossing the T’s

Contact everyone on your list. Ask if you can use them as a reference. Make sure company policy will allow them to speak to the potential employer. And as you talk to your references, double-check phone numbers and e-mails.

Organize the list by category, making it clear how you know people and why they should be called.

Provide several extra names; inevitably someone will be on vacation, traveling for work, or otherwise unreachable.

Don’t use friends as references unless you have worked together and they can truly offer substantive information about your performance.

If you share written letters of recommendation, expect the employer to contact the authors for additional information. Again, make sure phone numbers are current.

Happy job hunting! These tips should help you groom your list of references both for your current job search and as you build your resume going forward.