Résumé
Techniques & Tips
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- Résumés :
- A résumé is most often the first step in an application for a position with a company or within an industry.
- There are both many types of résumé, and several different ways of formatting them.
- Your first résumé may not be the best you will ever do - in fact it is almost certain not to be.
- You can, however, learn all the essentials of résumé creation, writing a cover letter, attachments and more, either to do it yourself or access a professional résumé writer while still understanding the process involved.
- Do not be surprised if you are not successful in gaining an interview or a position with your first effort. Not everybody is, and competition is fierce.
- However, do not give up hope. Learn from everything you have done and improve what you are doing so you can be successful.
- To access responses to the questions posed below, Click on either the question, or the folder next
to it. To hide the response, do the same.
If you wish to Expand or Contract all the questions and related responses use the appropriate command.
What is a Résumé and what does it do ?
- A résumé is not just a couple of bits of paper with a few things scribbled on them about you, your past and your hopes for future employment.
- In many cases it will be the first, and if not appropriate, possibly the last, thing which gives you
effective contact with a potential employer.
This applies whether it is the first or last application of your working life. - It is a brief summary of you, your past work and life experiences, the skills and achievements you bring that make you the most suitable candidate, your ambitions and goals and your potential value to the company.
- It is something you are able to create for yourself or, if you wish, can be done for you by someone else, even a professional, or through one of the online engines.
- There is no single, correct format for a résumé. It can depend on many factors. These aspects will be discussed at greater length in later sections, taking into account presentation styles, type of résumé, stage of career, career area, position applied for, …
- Be aware the terms résumé and curriculum vitae [C.V.] are often used to refer to the same document type. This is not the case everywhere in the world [and not even necessarily in Australia], so be sure you understand whether they are referring to what you know as a résumé.
- Put bluntly, a [quality] résumé is designed to achieve the following things.
It is designed : - as a first contact with a potential employer, especially the person involved in the employment process;
- to grasp their attention in the first few moments, so they do more than skim what is presented and pass on to
another résumé/application.
It has to reach out and grab their attention; - to present your special qualities, skills and other attributes in a brief period of time, using a limited amount of material;
- to present your special qualities, skills and other attributes in a positive manner;
- to impress the reader of your suitability for the position being sought and create the belief you are better than most, if not all, other applicants and can satisfy their expectations;
- to get you to the next stage of the selection process - the interview;
- If it can achieve this, then it has done its task.
What do I put in my Résumé ? And what do I leave out !
- The first rule is that what goes in has to be relevant. No reader of résumés wants a life history
of each individual. They are basically only interested in your skills, qualifications, experience, what you have achieved in the past
and what your aims are for the future, not the fact that you were an only child.
Not only do they not want that detail, they don’t have the time or interest to read irrelevant material. - The second rule is that what goes in has to be relevant to the position being advertised. It is amazing that
people can send in a résumé that is either ‘generic’, or has been used for a different position with different
criteria, and still expect it to be successful. The usual result is placement in the ‘circular file’, figuratively or
practically.
All the contents must address the requirements and description of the position being sought. - This means that you should be doing background work to ensure that you know what is involved with this particular
position, the company involved and even future implications and opportunities. There are many ways of doing this - company
information, industry information, information from the web, … . Just ensure that it is both factual and accurate.
Having found this information, use it to tailor the content listed below to create the greatest impact. - The third rule is that you should include each of the following aspects.
- Your Contact Details :
If they can’t get in touch, it doesn’t matter how good the résumé is.
These details include the following : - Your name [preferred version];
- Your current mailing address. If this is likely to change, consider supplying another address which will remain the same, at least for the period of the application;
- Your telephone numbers. Home, work and mobile numbers should be supplied. Be certain you know who will answer calls and that they will be answered in an appropriate manner;
- Your email address if you have one. Don’t forget to check to see if there are any messages though !
- People are starting to develop their own personal web pages. If you have one that has relevant material, consider including the URL, so people can access it. However, take care that the site does not contain any material which could have a negative effect before including it;
- It is not necessary to include other personal details, unless these are specifically requested. This would only be likely when completing an online résumé or a pro forma requested by a company.
- Your Qualifications :
These include the following : - Qualifications should be included using a ‘reverse listing’ approach. That is, you begin with the most recent qualification and work back to the earliest. This appears to be the most common, and the most commonly expected, method used in Australia.
- If you finished your schooling some time ago, then details of this may be reasonably brief, If you have just finished your schooling, then you will need to provide greater detail about subjects, levels achieved, special awards and other relevant details.
- For those who have higher qualifications, these should be listed indicating the qualification, your major area of study in this, the name of the university or college where it was done and the year in which it was completed. If you are still to complete a qualification, use the other details but include the anticipated date you will complete it.
- You should also note any major achievements attained while doing these courses, e.g. levels of achievement [grade levels], awards, grants, scholarships, ‘honours’, … Do this especially when it enhances your overall level of achievement. If it doesn’t, well …
- If you have been involved in professional training/development courses, include these. If you do not have tertiary qualifications, they will show you have been serious in improving your knowledge, skills and understanding. Even with tertiary qualifications, they indicate a commitment to specific industry or position improvement.
- However, also be selective. Ensure those which are applicable to the position applied for are included, while those with no relevance [e.g. underwater macrame] are omitted.
- Professional Development information should be included as a sub-section within the qualification record, though each inclusion should show course title and where and when it was done.
- Your Achievements & Experiences :
These include the following : - List any work experience you have had. Provide the following details : position title, employer’s name, when you were employed [giving month and year for commencement and conclusion where these apply]. For experiences you wish to emphasise, also include specific responsibilities and any specific achievements you attained.
- Be careful with the use of present and past tense when listing these - present applies to your present position, while past tense applies for all previous listings.
- Include action verbs and ‘keywords’ [see later information] when developing these points. Be brief but specific in what you say.
- Concentrate on those aspects which are most relevant to the position being sought. Don’t try to include every responsibility, nor necessarily every achievement. You could end up with a document as thick as an encyclopaedia.
- Point form, especially for responsibilities, is by far the best method of recording.
- Don’t include anything which can be shown to be false. If you do, you will be found out !
- Include all relevant experiences, i.e. positions, but emphasise those which are most relevant and where you have gained greatest achievement by providing more detail. For those less relevant, for whatever reason, simply provide a listing.
- However, purposeful omission is as false as claiming something you didn’t do. Reviewers always query gaps and why they exist, and truth always comes out when suspicion is raised.
- Your Referees
These include the following : - Ensure you choose referees who are work-related. Personal referees always support a candidate, so their involvement is often ignored.
- Where possible, your immediate supervisor is the preferred option. If this creates a difficulty, irrespective of the reason, seek an alternative at the same level, or find a co-worker who can and will do the job. If you are not using your supervisor, be certain you are able to explain why. You almost certainly will be asked.
- Ensure your referees have agreed to act, know what the position you are seeking is, and are able to present you in the best possible light. They need time to prepare, and should never be put in a position where they are contacted ‘out of the blue’.
- It is not fair to them and unless they are someone very special, it will not be fair to you. They can make or break your application in just a few moments. Why take the chance of your discourtesy having this effect ?
- Ensure the name, position and contact details of each referee is included.
- Other Possible Inclusions :
These include the following possibilities about you : - What you see as your career objectives;
- A summary of your strengths and special attributes;
- Special skills which you possess, e.g. foreign language[s], specific technology skills, … ;
- Membership of relevant professional groups;
- Interests which have application to the position/industry being applied for.
- In doing so, remember the following :
- Everything you include must be relevant to what you are applying for;
- It should be done in a few sentences. Remember, a reviewer will only spend a very short period of time looking at what you submitted. If it is too lengthy, it will not be read !
- Don’t lie about anything. Remember - the truth will always be found out.
- For everything else, with the exception of what has been listed, there is one simple rule, and that is - leave it out.
- The résumé is designed to get you to an interview, or at least to a second round selection process.
- You need to grab a person’s attention in the first minute, and convince them of your worth for a particular position. Anything other than the above will prove too long or too irrelevant.
- For information on using action verbs, special keywords, ways of defining achievement and a covering letter, see the following sections.
What should it look like ? How big should it be ? Presentation & Style.
- Not really !
- Substance must always win out over pure style and prettiness. As Brenton Moore recently said in the SMH - ‘Don’t spend too much time on prettying up the document to the detriment of the information it contains.’
- This doesn’t suggest that you hand in scraps of paper that look like they have been through a shredder or blown around the front yard; that are riddled with spelling and grammatical errors; that don’t address the position you are seeking; that contain information which you cannot back up as being true; …
- While the facts must be accurate and brief, your document should also be :
- Neat and tidy, printed on plain white, standard-sized paper;
- Checked and double-checked for spelling and grammatical accuracy [by others if you are not certain of this];
- Set out logically and clearly [see Content section above];
- Easy to read :
- uses a plain font in a size that is easy to read;
- uses bullet points for details;
- leave reasonable amounts of white space around the print;
- uses standard margins;
- uses a consistent format and layout for all pages;
- has numbered pages;
- has been printed using a quality printer. If you don’t have one, use a friend’s or a professional source.
- When writing the content, :
- be positive rather than negative;
- begin points using ‘action verbs’. Lists of these for various industries are available from many sources. Examples for the Education area include verbs such as - adapted, assessed, demonstrated, evaluated, innovated, tutored, … ;
- use keywords related to the particular industry. As with action verbs, there are lists of these available from a range of sources [e.g. AllJobs.com.au ]. Again, using Education as an example - primary, secondary, teacher, tutor, vocational, university, degree, course, qualifications, … ;
- do not use personal pronouns. Refer to the notes on using action verbs;
- do not use acronyms without clearly indicating what they represent. You cannot always rely on the reviewer knowing what they are and there is no guarantee they will take the time to find out;
- do not use slang or abbreviate terms. Neither is likely to be viewed positively;
- check your spelling and give a final proofreading. This cannot be emphasised enough.
- Be aware there can be different formats for presenting résumés :
- In the past, there has usually been the standard paper-based format, which is the basis of most of the descriptors provided here. However, …
- there are now opportunities, especially with the internet for various kinds of résumés to be generated. These include :
- those created with the help of an online résumé builder. These are available on a number of sites such as JobGuide, which even provides résumé development for various levels of experience;
- other electronic formats including email attachment, as a webpage operated by you, completion of a company’s format on a website, on a USB stick/CDRom/DVD, posting an online résumé at one of the major employment portals; using a proprietary format such as PDF, Microsoft Word, plain text, etc.;
- Each of these will require you to have the skills associated with the program involved, so that it is done effectively. If you don’t have those skills, get other help or don’t use that method;
- However, as a basis for all these, you should still have a paper format which lists all the details you want to include. This will make your task much easier and ensure you do not omit anything important.
- Web based multimedia presentations are also an option. They can be very effective But they can be very negative if done ineffectively. Be sure you know what you are doing if you are going to use this format.
- In addition to the quality of content, the amount presented is everything :
- Be brief. Most experts today, suggest a résumé that is more than about 4 pages is Too Big, unless :
- you are applying for a senior executive position.
- This does not include a cover letter, or other material you may take to interview or have available in case it is required or considered potentially useful.
- More is not better. Small is beautiful.
- Small is likely to be read, thus giving you a chance for success.
- Remember - you have to grab their attention, not drown them in detail.
Can I include other things with my Résumé ?
- There are several different types, but a cover letter is always worthwhile, indeed essential.
- The cover letter may be one which refers to a specific position advertisement;
- It could be one to go with a résumé you are sending to a range of employers;
- Or one which results from someone recommending you for a position.
- Samples of all types can be found on a range of sites on the internet.
- Like all letters, there should be an introduction, a body and an ending.
- In the introduction, include your contact details, address of the company being approached, an appropriate greeting, a reference for the position if available and a statement why you are contacting them;
- The body is where you list skills, experiences, how you would be valuable, why you want the position, … .
This is where you really need to grab their attention; - The ending is where you indicate your résumé is attached, provide contact details and indicate your willingness [even enthusiasm] to have face-to-contact or, at the least, to follow up the initial contact.
- Be sure that if you do state you will contact them/be available/provide further information if required/… , you ensure you do it. Not to do so would be a death blow to your ambition.
- Finish up with a salutation [Yours sincerely if addressed to a specific, named person, Yours faithfully, if not] and your signature, with your name typed below it.
- As with the presentation rules for the content, apply all of these to your cover letter.
- Your cover letter should not be more than 1 page long.
- There are other possible additions. However, many of these would be referred to rather than included. They include the following :
- Specific Application Form. Some companies develop a specific application form for advertised positions. If one is required, complete and enclose it with your résumé. These can be online or downloadable.
- Portfolio. In some instances a portfolio of work may be a requisite inclusion, to demonstrate specific skills. The highest quality should obviously be chosen, both to show the quality and breadth of your work. This really applies in restricted areas, such as those related to graphics and other media.
- At some levels, especially early in your career, you may be asked to attach copies of documentation. This could include results transcripts, qualifications, certificates, … .
- Depending on the position involved, you may be required to provide proof of registration, particular licences, proof of citizenship, visas, … . As a rule of thumb, don’t supply these unless they are requested or there is a necessary reason for doing so.
- Never send originals. Make copies so you have a supply as required and send these instead. Ensure the copies are of good quality.
How do I get my Résumé to the right people ?
- The first and most obvious is to hand deliver your résumé and cover letter [and any attachments such as those listed above] to the company with the position you are seeking.
- Where a person or persons are nominated as contacts, see if you can meet them and hand the material over personally.
- This may be considered old-fashioned but can be valuable.
- It can allow you to meet the person/people involved and let them put a face to a name.
- Taking the time to hand deliver an application reaffirms your specific interest in that position.
- It is not always possible or practical to do this. Sometimes the position is too far away; sometimes it may be a general application to multiple places; sometimes an online application is required; sometimes no individual is named as the contact - just a Human Resources Department or a recruitment company.
- Post [or snail mail !] still works and can be used effectively as long as you allow appropriate time.
- Faxing is another option, though you have no real control over the quality of what is received at the other end. This relies on their equipment, not yours.
- Use of the Internet. With online applications/résumés you have no option. It is also possible for you to send them as emails, emails plus attachments, PDF documents, web pages, media presentations, … .
- With any but the hand delivered method, allow a reasonable period of time and follow up to ensure the material was received.
- This could be as simple as a phone call where you indicate who you are and that you have forwarded documents for … , that you are checking to see they arrived safely and you are looking forward to a response at the appropriate time.
- Always allow enough time to rectify anything that has gone wrong before a closing date, if one exists.
Is there anything else I need to consider ?
- Remember, everyone else applying for same job[s] is in the same position you are. You are all starting from the same place. How well you do is up to you and the effort you put into the process.
- If you are not prepared to make a genuine effort, then you should not create and forward a résumé. It will only be
a waste of everyone’s time - yours and theirs.
Do you really want to waste time and effort for no purpose ? - Nor are you alone in developing and forwarding a résumé.
- If you feel confident in your own ability, go for it.
- If you are not quite so sure, or believe you would benefit from the help of others, some of the following may be able to help overcome doubts, concerns or lack of knowledge and help you achieve the best you can. They include :
- family and friends;
- careers advisers and teachers;
- careers counsellors and career groups at a tertiary level;
- a wide range of books and other print material from libraries, groups, … ;
- online sites and material that provides either/both advice or examples of quality material and processes.
- Make use of them all.
- Finally, be sure in your own mind that this is what You want to do. Do not lock yourself into what may become a long term commitment, where you do not want to be. Be certain, that in the final instance, this is your decision, not a decision being made for you. You will be the one in that position, no one else.
- As with the comment regarding effort above, if it’s not what you want don’t do it. Stop now and head off in another direction you do want to follow. Take what you have learnt from the process and put it to good use where you want to be.
What if it doesn’t bring success ?
- If more than 1 person applies for a position, someone is going to be unsuccessful.
- Sometimes everyone is unsuccessful, even when there is only one applicant !
- This is a fact of working life. It is not the end of the world as we all know it.
- We know individuals who were unsuccessful with up to 100 applications but who eventually succeeded, gaining positions they really wanted.
- What you do when you are not successful, will influence what happens the next time you apply for a position But only if you learn from the experience.
- If you were not successful on this occasion learn from it. Do not get ‘down in the dumps’. Accept it has happened, move on and look for ways you can be better next time, using some of the following :
- Go back to your résumé and cover letter. Check the following :
- Was my résumé directed at the position being advertised ?
- Did I include everything that needed to be included - contact details, work history, referees, my experience/skills/etc. ? Was it done accurately and in the format required and, if not, how can I make sure I do it next time ?
- Did I include everything else that was needed - additional material, attachments, copies of documents, … ?
- Was it presented in a neat, logical, accurate manner in a format that was easy to read, follow and understand ?
- Did I check and ensure that it arrived in time to be considered ?
- How well did I present myself as the best choice rather than just another applicant ? Could I have done better with this and, if so, how ?
- Was there anything else I should have done that I didn’t do ? How can I make sure I do this next time ?
- Go back and check with the contact person for the position you applied for :
- Ask for feedback about your application.
- Any quality person in such a position will take the time to talk you with you and indicate what they saw as the things which worked against you.
- Even if you do not think they are right, accept what they are saying and use this information to work on improving your next résumé, cover letter and application.
- Remember, these people are seeing many résumés and applications. They should know what sort of things do and
don’t work. At the very least consider what they are saying and make use of their experience and perceptions.
They might actually be right after all ! - Make use of a range of people and inputs to help you improve for the future :
- See the list of people in the section on ‘Is there anything else I need to Consider ?’, and make use of them.
- Use a professional résumé writer who will work with you to develop a fine résumé for a future position.
- Gather up all the new information, access all the help, and :
- Keep trying !
- By doing this each time you are not successful, learning what does and does not work, implementing what you learn, refining your résumé and other documentation, you can only get better.
- You will grow in confidence and …
- You will undoubtedly become much more successful !
Links to further Résumé Information, Techniques and Advice
- Australian Sites :
- Australian Résumé Server
Links with employers in a number of science, engineering and business areas, links to résumé sites, information on companies that provide training and some vacancies are listed in the IT area. - Career Guide Australia
Provision of good advice on careers, interview techniques and résumé development. - Career Resources
Self-assessment exercises, résumé building activities and links to a number of job search sites. - Careers [University of New South Wales]
One of the best sites for finding help on search strategies, résumés, interviews and much more. - C.V.
From Careerzone at Leisurejobs. Also read their information on a Covering Letter and their Quick Check List. - Job Applications
‘Want to know how to write job applications which will get attention ? The very first thing you should do is get your résumé ready before you apply for any jobs ! Once you’ve done that, start finding out how to write an effective application !’ - Jobs
Tools, tips, proofreading - all you need for a résumé. Free registration required. - Résumés
‘Want to know how to do a Resumé which will get attention ?’ Covers 6 sections from Introduction to Various Samples. - Seek
The résumé builder is very user friendly including useful tips about different sections. - Other Advice & Sites :
- About.com
Has a range of links to résumé resources of all kinds. - Career Advice
Covers CV writing and ‘How to Dress to Impress’, as well as advice on Interviews and interview techniques. - Interactive Resumé
‘The purpose of the Interactive Resume is to get you, the job seeker, invited to as many interviews as possible with employers of your choice. It is a powerful tool that puts you in front of a limitless number of employers.’ From Drake International comes this online tool. - iResume
Find help with résumés, store them and more. - Professional Association of Résumé
Writers
While this is a US-based organisation, you can search it to find a number of Australians who are certified as quality [qualified] résumé writers who may be able to help you. Also covers Career Coaches. - Proven Resume
A Fee-based site, but it does have some tips and hints for Free. - Résumé Software - this software is Free unless otherwise indicated :
- Interactive Resume Builder
‘Makes it easy to document your job assignments, skills, and training in a beautifully laid out HTML file with hyperlinks to important information about your career. It will not be a boring recitation; instead, it is interactive. Output is in HTML/Word/text/clipboard formats.’ Free Trial available, but cost is quite small. - Resume Wizard 5
‘An excellent tool for creating résumés. It is easy-to-use and loaded with extras. This résumé wizard takes you through twelve easy steps. Just fill in the blanks on each screen or cut and paste the information from an existing resumé.’. Shareware. - Resume Wizard, The
You can trial for 3 days then you have to pay. Works on getting you to think about the career you want rather than just do a résumé. Not Freeware - Resume Writer Pro
‘A Free fully functional professional résumé writing software program that will create, print and email professional looking résumés in Word and Html formats.’ 16+mb download.
