Resume Basics. Career Services Workshop

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An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via

the Florida Relay Service at 711.

100-014 Training Agreement Revised 1/2014

careersourcesuncoast.com

Resume Basics

Career Services Workshop

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Resume Basics Workshop 1 careersourcesuncoast.com

Welcome!

Are you just getting started with your resume?

- OR –

Do you want to fine-tune your current resume?

Then, you are in the right place! This workshop will guide you through the process of creating a professional resume that highlights your key skills, accomplishments, employment history and educational achievements that are relevant to the occupation – or occupations – you are seeking.

Workshop Objectives:

Upon completion of this workshop you will be able to:

 Identify the purpose of a resume

 Determine the best resume format for your targeted career search

 Organize individual information including dates of employment, companies worked for, positions held and education or training experiences

 Draft accomplishment statements that demonstrate quantifiable results using the STAR format – Situation/Task, Action and Results

 Write a qualifying summary and list key skills that target specific positions using resources such as O*Net Online, Employ Florida Marketplace and other online resources for job descriptions

 Use supporting career search campaign correspondence such as cover letters, reference sheets and thank you notes

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The Basics – Resume Q & A

What is a resume?

It is a visual presentation of your skills and experience. A good resume demonstrates how your skills and abilities match the requirements and qualifications of the job(s) to which you are applying.

What is the purpose of a resume?

To get an interview!! Therefore, it is crucial that your resume makes that all-important first impression for you. You don’t get a job solely based on your resume. A good resume stimulates the interest of a potential employer to talk with you further.

What are employers looking for in a resume?

Most human resources professionals, recruiters and hiring managers spend a maximum of 10 seconds on the initial scan of a resume. Make your resume stand out in those critical 10 seconds by ensuring it is:

 Easy to read – use a professional format that is clean and crisp

 Well-written and concise – free of grammatical and punctuation errors, and not needlessly wordy

 Professional and accurate – highlight your unique accomplishments using facts and figures to back up your claims

 Well-organized – use bullets, bold print and indentations to quickly guide the eye to main points

 Electronically searchable – use a font, such as Arial or Times New Roman, which can be picked up by electronic resume scanners. Font size should not be smaller than ten

 Proofread! – Proofread! – Proofread! – or ask someone else to do it – another pair of eyes always helps

How long should a resume be?

The best resumes are usually no longer than one or two pages. Some electronic

resume readers and online applications will only read one page, so the second page information may be lost. In most instances a one-page resume will suffice, however yours should never be longer than two pages.

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Resume Q & A – continued

Do I need to change my resume every time I apply for a different position?

A generic resume will not be as successful as a customized, targeted resume. A resume that demonstrates how your skills and experiences match the duties and requirements of the position to which you are applying is much more likely to prompt the hiring manager to call you for an interview.

What if I don't have much experience?

While things like your academic record and work experience are typical ways to show how suited you are to a particular job, these are not the only things you should

include. There are other ways to demonstrate that you are the right person for the job, including:

 Personal traits – hardworking, honest, enjoy being part of a team, organized

 Strengths - things you do well and enjoy – planning events, creating PowerPoint presentations

 Experiences – any volunteer work or extracurricular activities

 Key responsibilities and achievements – awards or recognition you've received that demonstrate your accomplishments

What are things to AVOID on a resume?

 Don’t lie or exaggerate – ever!

 Don’t use first-person language (I, me, my, etc.)

 Don’t use a “cute” e-mail address such as beachbabe@gmail.com. To convey a professional image your e-mail should contain your name if possible. For example: janedoe@hotmail.com OR jdoe@yahoo.com

 Don’t put your picture or any photographs on your resume

 Avoid weird paper or funky fonts – Resumes are formal business documents

 Don’t list references on your resume – These should be on a separate sheet that complements your resume

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Resume Formats

There are three basic types of resumes: Chronological, Functional and Hybrid.

The Chronological Resume

The chronological style is a more traditional resume. The Experience section is the focus of the resume and each job is described in some detail. There is typically not a major section highlighting skills or accomplishments. This structure is primarily used when you are looking to stay in the same occupation/profession, in the same field of work, and for more conservative fields.

Advantages: May appeal to more traditional readers as it is easy to understand what you did and in which jobs. The names of your past employers may stand out more, especially if they are impressive.

Disadvantages: It is much more difficult to highlight what you do best and will most likely not work well for someone making a career change.

Sections that may be included in a Chronological Resume:

 Heading - Contact Information

 Qualifying Summary

 Work/Employment Experience – including selected accomplishments

 Volunteer Work (optional)

 Military Experience (if you have it)

 Technology/Computer Skills (optional)

 Education and Training

 Professional Licenses or Certifications

 Memberships/Associations (optional)

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Sample Chronological Resume

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The Functional Resume

The functional style highlights major skills and accomplishments and helps the reader see clearly what you can do for them, rather than having to read through all of your past job titles and duties to find out. Actual company names and positions are in a subordinate position, with no description under each.

Advantages: It is an effective format for career changers, those with a wide range of skills, students with little work experience, military officers, homemakers returning to the job market and for those who want to make slight shifts in their career direction.

Disadvantages: Because there isn’t a description of what you did at each of your past jobs, it may make it difficult for the reader to know exactly what duties you performed at each position.

Sections that may be included in a Functional Resume:

 Heading - Contact Information

 Qualifying Summary

 Selected Accomplishments under specific functional areas of expertise

 Work/Employment History

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Sample Functional Resume

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The Hybrid Resume

Includes elements of both the chronological and functional formats, but is written using keywords and phrases that allow you to focus the key skills you have for a particular position.

Advantages: It maximizes the advantages of both resume styles and is easy to customize for each position to which you are applying.

Sections that may be included in a Hybrid Resume:

 Heading – Contact Information

 Billboard Showcase – Title and one to two key phrases describing what you bring to the company

 Summary of Skills – Bulleted list of key skills using key words in the job posting or occupational description

 Employment Experiences – Selected accomplishments under specific functional areas of expertise

 Work/Employment History

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Sample Hybrid Resume

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Jonathan Albright

Cell: 941-555-1212

jon.albright@example.com Sarasota, FL

Margie Nielson

Any Town, FL 941-111-1111 mnielson@example.com

Gathering Your Information

Heading - Contact Information

The Heading answers the question “Who are you and how do I contact you?”

Tips for a professional Heading:

 Make sure your contact information clear and easy to read

 Your name should stand out by using bold font and one or two font sizes larger than other resume text

 Use the same size font for the rest of your contact information as throughout your resume – a font that is too large will take up valuable space – a font that is too small may be difficult to read

 It is not necessary to include your street address – just the city and state

 Your email address should be professional and contain your name if possible

 If you have both a cell and home phone – use the one you use most often

Sample Heading layouts:

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Gathering Your Information

Your Employment History/Work Experience

Your resume is your story – not a job application. There is no need to go into detail about the employers for whom you worked or to reveal information that isn’t relevant.

Focus on YOUR accomplishments and qualifications.

Start with your most current job and go back in time. List all your jobs within the last seven to 10 years. If you had multiple jobs under one company, list them separately under that company. It shows progression and development.

If you were not working for a year or more, what did you do during that time? What activities or groups were you a part of? Unpaid or paid - think about volunteer work or committees in which you were involved.

Identifying Your Accomplishments

Identifying an accomplishment is similar to telling a story. It emphasized your

achievements and successes by using quantifiable, or measurable, information. The best way to demonstrate your skills, abilities and valuable experience is being able to concisely explain your accomplishments. Your best stories will be your

“accomplishment stories”.

You can make your accomplishments stand out by using the STAR Format.

Situation or Task

Briefly give an overview of what needed to be done.

What you were being asked to do?

What did you take the initiative to do?

What challenges made this task difficult?

Actions Briefly describe (using good action words) the steps YOU took to complete the assignment.

Results What happened because of what you did? Can you quantify, or measure, the results?

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Examples of Accomplishment (STAR) Statements

 Achieved a customer satisfaction rating of 99.9% by developing a high level of proficiency on new software during a two-month systems conversion.

 Exceeded annual sales quotas consistently by an average of 15% for three years by initiating a system of follow-up contracts with satisfied customers.

 Planned construction of an industrial facility for a real estate developer that realized $60K net savings in projected construction costs.

 Developed a promotional fundraising campaign for a local chapter of the Society for Busy People that provided contributions exceeding $30K, three times the previous record.

 Fully integrated two organizations within three months after a merger. Reduced combined headcount to the pre-merger level of 660 without jeopardizing

critical pressroom “know-how”.

 Generated high productivity gains merging culturally diverse groups and developing the best talent. Achieved (-25%) reduction in operating costs;

turned loss of $17M into $21M profit.

 Saved the company $2,000 through redesigning the order intake process, utilizing electronic scanning and thereby reducing the amount of paper used.

 Employee of the month for three consecutive months (May, June, July 2009) at The Gap.

Situation Task

Action

Result

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Gathering Your Information

Your Employment History/Work Experience and Accomplishments

Use the next two pages to list your Work Experiences and Accomplishments starting with the most recent experience first and going back seven to 10 years.

Company Name, City, State Year – Year

Job Title

Provide a mini-job description 1-3 sentences

List top 3-6 accomplishments stories from this job – Use STAR format

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Job Title

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EDUCATION AND TRAINING

Associates Liberal Arts State College of Florida Sarasota, FL Certificate Job Readiness Suncoast Workforce Sarasota, FL

Gathering Your Information

Your Education and Training

Education and Training information is the final piece of information to share on your resume. Start with the highest degree or most recent first, then list the major, minor and/or course of study and the school with city and state.

Example Education and Training Layout

Use the space below to list your education and training.

Degree Major School City, State

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Gathering Your Information

Other Sections Unique to You

Not everyone has military, volunteer or professional association experience or honors and awards to list. However, if you do and it is relevant to the position(s) to which you are applying, make sure to include it on your resume. Use this section to capture the information that is unique to you.

Licenses (or) Certifications

License Issuing Institution City, State Year Issued

Military Experience

Honorable Discharge Branch of Service Highest Rank Achieved Awards or Special Training

Honors and/or Awards

Award What you did to earn it Company Year

Professional Association Memberships

Role Held Name of Organization City, State Year

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The Top 3

^rd

of the Page – Qualifications and Key Skills

Now that you have gathered your information, it is time use that information to

highlight your skills and qualifications that match the job description for which you are applying.

Qualifying Summary

A Qualifying Summary has taken the place of what we used to call an objective. It is usually written in a paragraph format, using short statements that summarize why the employer would want to hire you.

Tips for writing a Qualifying Summary:

 Make it specific to the job description when possible. Reviewing the job description for the position allows you to write the best qualifying summary.

 Through highlighting your qualifications, indicate the type of job you are seeking and tell employers what you can do for them.

 Be clear and concise; indicate how your abilities, skills and background relate to the job to which you are applying.

Based on the job description for the position to which you are applying, summarize your qualifications for that job. Start with the most important qualification first – usually this is experience. Then list the other work-related skills that are most important. Pull key words from the job posting to build your summary. Use the format below to help you write your summary.

,

Trait Job Title/Occupation

With

Most important qualifications (summarized experience) Expertise in

List top three work-related skills or job requirements Highly skilled in

List additional transferable skills Known for being

If there is an accomplishment that is noteworthy or other traits, list here.

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Jonathan Albright

Cell: 941-555-1212

jon.albright@example.com Sarasota, FL

Construction Project Manager

10+ years of experience in Commercial Construction

Lead Field Supervisor for several Publix Super Markets remodels throughout Florida

The Top 3rd of the Page – Qualifications and Key Skills

On the Hybrid Resume format this section is shorter and more specific. It is called the Billboard Showcase.

Billboard Showcase

The Billboard Showcase highlights what you bring to the company and lists one major accomplishment, achievement, award or special project. The phrases are short and focused.

Example Billboard Showcase Format

Skills Summary

Additional skills are easy to read when they are organized in short, concise, bulleted statements. List up to six skills relevant to the position – again, you can pull this

information from the employer’s job description to make it specific to you and to the position requirements.



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Powerful Words and Phrases

You have gathered your information and have learned how to highlight your skills and qualifications that match the job description to which you are applying. Now that you have a great start, it’s time to strengthen to your resume with powerful words and phrases.

Great resume writing is about choosing strong, descriptive words. Use words that add impact for the reader, words that would prompt a call to you for an interview. Get rid of unclear or unnecessary words that do not contribute to this purpose.

Keywords

Technologies responsible for computer-readable resumes operate on the principle of labeling. At the center of this technology are keywords. Keywords are the experience and skills that come from the specific terminology used in the job description.

 Using the right keywords for your particular experience and education is critical to the success of your resume. Without the right keywords, your resume will be forever waiting on the Internet for a hiring manager to find it.

 If your resume contains the right words then you will be among the first candidates whose resumes are reviewed.

Where to find Keywords

There are several sources to search for appropriate keywords and phrases for your resume including:

 O*Net Online: www.onetonline.org

You can search here for specific job descriptions; research occupational education and training requirements; and learn more about the tasks, skills and abilities it takes to perform just about any occupation in which you may be interested.

 Professional Association websites for a specific occupation or industry are also great places to find the buzzwords used in related jobs.

 Job Description/Posting searches on the Internet can offer descriptors and phrasing comparisons from across the country. Find at least five unique postings for the same job title and locate the keywords in all of them to uncover industry lingo.

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Powerful Words and Phrases

Action-Oriented Accomplishment Statements and Job Descriptions

Use action verbs to add power to your accomplishment statements and past job duty descriptions. Use the sample list below to get some ideas about how to write your Action-Oriented Accomplishment Statements and/or to describe your job duties.

Achieved highest sales, an increase in productivity, employee of the month Administered programs, policies and procedures

Analyzed information, customer needs, procedures, sales figures Audited cash register for correct totals, bank statements

Budgeted for large company events, project projections, sales projections Built a new product design, sustaining relationships

Charted sales, patient information, rooms cleaned, supplies ordered Conducted tours, inspections, training sessions

Coordinated co-worker’s schedules, restaurant side-work, conference calls

Created sales brochures, order forms, new logo design, enhanced customer service procedures

Designed a simple form to track information, a better way to do a job

Developed a faster way to clean rooms, a solution to a problem, a more efficient way to catalog information

Directed the work of others, customers to area attractions, the development of a project

Expanded the ways customers could get what they needed, the ways we learned about customer needs

Expedited the flow of information, materials, or people Guided project team, customers, management

Identified customer needs, customer problems, better ways to accomplish the job Implemented a new way of doing a task, a new way of solving a problem

Improved how money was spent, how people were served, how information flowed Increased profits, productivity, customer satisfaction, efficiency, output/production Initiated a new way of doing a job, a new solution to a problem

Innovated a new way of doing work, a new way of communicating tasks to be done, a new solution to a problem

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Instructed co-workers in proper procedures, children in lessons, customers in use of equipment

Investigated customer complaints, problems, errors

Launched new product line, advertising campaign, employee recognition program Maintained accurate records, clear procedures

Modified procedures to increase profits, service to better meet customer needs Monitored procedures, money handling, customer satisfaction, income and expenses Motivated a work team, self

Negotiated solutions to problems, conflicts between co-workers, conflicts with customers

Obtained approval, necessary resources, support, customer agreement Ordered necessary supplies and materials

Organized people, paper, records, work tasks, work areas

Planned set goals, new ways of doing things, new program or procedure Presented ideas to management to improve some aspect of the work system,

information to customers Proposed a product, a service, an idea Promoted a product, a service, an idea

Qualified applicants for enrollment, proposals Recommended a solution, a product, a service, an idea

Reduced waste (of time, materials, money), errors, customer complaints, employee turnover

Reported information, mistakes, sales figures, project progress Saved time, money, customers

Solved problems with work system, problems between people, complaints from customers

Streamlined processes, procedures, manufacturing operations, product development Tested water, food, services, supplies

Translated documents, conversations

Utilized computer programs (name them specifically), equipment (name specifically), system to improve productivity

Verified documents, purchase orders, data entry, budget numbers Wrote memos, newsletter articles, instructions, orders, manuals

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Cover Letters Basics - Q & A

What is a cover letter?

This is a letter of introduction that accompanies your resume. It tells who you are, shares your interest in the specific job, and briefly highlights the skills and experience you have that you believe will benefit the reader.

When do I include a cover letter?

Always. A cover letter should always be used when applying for a job, whether in person, via the Internet, by sending an email or fax, or when mailing a hard copy of your resume.

What is the purpose of a cover letter?

At its best, a stand-out cover letter is strategic, persuasive and concise, and should achieve three key objectives; your cover letter should:

 Provide an effective introduction to and compelling context for your resume

 Engage the reader so that she or he will want to find out more about you by reviewing your resume and, hopefully, invite you for an interview

 Help position you as a strong contender and a good fit How do I write a cover letter?

Spend quality time on your cover letter. Remember that your cover letter is the first impression of you. Depending on how well you know yourself, your selling points, and how strong a writer you are, plan for a minimum of 30 minutes for each letter.

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Tips for writing your cover letter:

 Customize a letter for each job - write one that is unique to the company and to the role you are looking to fill

 Use standard business letter format and keep it to less than one page

 Make your cover letter mirror your resume in style/format and use the same font and paper as your resume

 Address the letter to a specific person, if possible. If you are unable to determine a specific person, you may address the letter to “Hiring

Professional”. This is preferable to “Dear Sir or Madam” or “To Whom it May Concern”

 Use correct salutation (Dr., Ms., or Mr.), if known

 Check the correct spelling of name and title

 Tone should be clear and professional – stay away from uncommon buzzwords and anything too personal

 Let your warmth, enthusiasm and energy shine through

 Demonstrate your knowledge of the company and explain why the job is of interest to you

 Do not rehash your resume. Craft a few compelling statements for your letter to help the recruiter/reader quickly assess who you are and what you have to offer – persuade the person to want to read your resume and learn more about you

 Make every word count. If there is a word or phrase that does not prove a point or does not add solid proof of your strong candidacy, then it is clutter.

Streamline your letter as much as possible

 Ask others to read your letter. Get feedback about what they think the content conveys about you. Take this opportunity to find and fix typos and grammatical errors, the overuse of certain words, or anything that sounds boastful or too good to be true.

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Anatomy of a Cover Letter

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Sample Cover Letter

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Reference Sheet Basics – Q & A

Who should my references be?

Your references should be people who can and will speak highly of your current and/or past work performance. A character reference should only be provided if requested or if your choices are limited.

 Work Supervisors

 Co-Workers

 Owners of Companies

 Vendors

How many references should I have?

You should have a minimum of three professional references. Four to six is best.

Should I ask them first?

Yes! Always ask if someone will serve as a positive reference for you. Do not provide a person’s name as a reference to a potential employer without asking permission.

Remember to confirm with the reference that you have correct job titles and contact information. Give each reference person a copy of your updated resume.

Should my references be on my resume?

No. References should be provided separately. You do not need to put “References Available Upon Request” on the bottom of your resume. It is assumed.

How should my reference page look?

 Use the same paper, font and formatting as your resume

 Put your name and contact information on the top of your reference page - it should mirror your resume in font and format

 Make sure you have the correct phone number and spelling of each reference’s name and where they wish to be contacted (e-mail address, etc.)

When do I give my references to the employer?

Follow the employer’s instructions. If asked, send references with your resume. Some employers like references provided with the resume and the application. You should always take a copy of your of your references to an interview. At the conclusion of the interview, ask the interviewer(s) if they would like a copy of your reference list.

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Sample Reference Sheet

Margie Nielson

Any Town, FL 941-111-1111 mnielson@example.com

References Mr. John Smith

Former Owner, Sunshine Autos 941-123-4567

email: sunshineautos@example.com

Ms. Jane Smith

Former Supervisor, ACME Corporation 941-111-1234

email: jsmithacmecorp@example.com

Mr. Jon Doe

Former Co-worker, Fictitious Art Supplies, Inc.

941-555-1212

email: jondoe@example.com

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Thank You Note Basics – Q & A

Why write a thank you note?

Writing a thank you note reflects courtesy and good manners. It is also a chance to keep your name in the forefront with a potential employer and provide another good impression. With less than half of candidates taking the time to write a thank you note, you’ll be remembered in a positive light!

To whom do I send a thank you note?

Send a note to each person with whom you interviewed and to anyone who provided beneficial information to you in getting the interview.

When do I send it?

The best time to send a Thank You note is within 24 hours of your interview or informational meeting.

What should I say?

 Your Thank You is a chance to reaffirm your candidacy and highlight your skills, experience and enthusiasm for the job and the organization

 Be personable, making mention of what you liked about the company and specific things you discussed at the interview

 Be sure to include any information that the employer requested or provide anything relevant that you may have forgotten to mention in the interview Handwritten or Typed?

Most employers feel a handwritten thank you note is the most personal, if your

handwriting is poor, it may look more professional to use a computer with a standard business letter format.

Did You Know?

72% of employers expect to receive a thank you note from job seekers.

But, only about half that many (38%) bother sending a note.

– Monster TRAK survey

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Sample Thank You Note

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My Action Plan

One thing I will do immediately to work towards creating or improving my resume is…

Additional next steps I am going to take for my career search campaign are…

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An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via

the Florida Relay Service at 711.

100-014 Training Agreement Revised 1/2014

careersourcesuncoast.com

I Got a Job!

Tell Us Your Success Story!

Tell us about your new job so we can ensure that your success is recorded accurately in the Employ Florida Marketplace.

Two ways to share your success:

1. Online at careersourcesuncoast.com and Click on “Tell Us Your Success Story”.

2. Complete this form and return it to one of the career centers by mail, fax or in person.

Your Name:

Phone number: Last 4 of SS#:

email address:

Employ Florida Market Place User ID:

Company Name:

Address:

Contact name:

Phone number: Start date:

Job title:

Hourly wage: Hours per week:

Bradenton Career Center 1112 Manatee Ave. East

Bradenton, FL 34208 941.714.7449 Fax: 941.714.7458

Sarasota Career Center 3660 N. Washington Blvd.

Sarasota, FL 34234 941.358.4200 Fax: 941.358.2820

Venice Career Center 897 East Venice Avenue

Venice, FL 34292 941.486.2682 Fax: 941.480.3098