Resumes and Cover Letters - DOC

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					                         Resumes and Cover Letters
                                   Trainer script

Length: 2 hours

Introductions and housekeeping (where bathrooms, etc.)

Summarize what will be covered in the workshop


Resumes
Topics to think about as you develop your resume:
       How to write a traditional resume.
       How to reformat that resume as an ‗eresume‘ so that you can send it as email.
       How to maximize distribution of your resume
                      Traditional mailing
                      post it online at one of the mega-job sites
                      send it electronically to a company web site
                      to post it on the web or not to post it on the web

MIJOB.INFO has links to books and online discussions about writing the perfect
resume. Book cited on MiJob.Info is a NetLibrary electronic book:
 Complete Idiot‟s Guide to the Perfect Resume, by Susan Ireland. One of the
EBOOKS in the statewide collection!!
      (Browse this book. DETAILS: can check out 6 hours.)
      Ms. Ireland also has a great web site with detailed instructions about how to
      create an eresume and other resume tips that we will look at shortly.


ONLINE TIPS ON WRITING THE PERFECT RESUME
Numerous Internet sites offer very good RESUME WRITING TIPS. Let‘s take a look
at the variety of articles and examples of resumes.

GO TO       MiJob.info “resume writing‟ heading
Resume Writing from HotJobs
http://www.hotjobs.com/htdocs/tools/resumes/index-us.html

       Notice that they are promoting a professional resume writer in the primo
       place on their web page. ResumeEdge.com. We‟ll talk about professional
       writers soon, but for now scroll down to the articles and open one or two
              Exercise: Have everyone read one article. Then go around the room
              and have everyone give one RESUME WRITING tip that they have
              just read.
Wall Street Journal Career Journal.com
http://www.careerjournal.com/jobhunting/resumes/index.html
        RESUMES AND COVER LETTERS: Articles like “Should you pay for
        resume writer?”
               Most of the mega-job sites advertise professional resume writers.
              You can pay someone from $80 to mega-bucks to write your
              resume. Is this a good idea? Employers say they can always tell if
              you have not written your own resume. They recognize the
              “generically perfect employee” described in generically glowing
              adjectives by the professional resume writer.


At mijob.info The Resume Guide http://detma.org/rghome.htm is very
detailed approach to resume writing.
       From the Massachusetts Division of Employment & Training They
       interviewed 50 employers: Lots of useful tips – click NEXT at bottom of
       page and skim the employer‟s comments for a few minutes.
               "Remember, if you write your own resume, it will sound like you. It will say what
        you want to say. You will be more familiar with its contents."




Resume-Writers' Associations

If you decide to hire a ghostwriter for your resume, you will want to find a
competent writer.

Go to the MeL Business Economics / Careers Employment / GUIDES & TIPS
/” and select “Certified Resume Writers” TRY SEARCHING for a writer. Find bio on a
writer.
What does it mean when a writer says he/she is 'certified' as a professional resume writer.
ANSWER: from the web site:Certified Professional Resume Writer (CPRW)
Professional Association of Resume Writers & Career Coaches
A resume writer possessing the CPRW credential must pass a timed examination consisting of
four modules, which test the writer's industry knowledge and understanding of the resume writing
field, his/her command for grammar, punctuation, spelling and proofreading, and his/her skills in
strategic thinking on resume related issues. In addition, the writer is required to develop a resume
and cover letter based upon background information provided by the PARW/CC on a hypothetical
client.Certification examinations are reviewed and graded by three CPRWs who are members of
the Certification Committee Board. Organizational membership of writer is required to maintain
the CPRW credential. The CPRW credential was established in 1991 and is recognized as the
standard of the industry.


PROFESSIONAL RESUME WRITERS handout lists this association and two other
leading associations that are reputable.

See OTHER ARTICLES AT MEL: “10 minute resume”

10 min resume exercise is an interesting exercise.
DON‟T OVERLOOK FREE sources of help for reviewing your resume.
   your professional colleagues or friends in the industry
   your college / university alumni office may offer a career builder
     service
   job search support groups – people you meet in online discussion
     groups
        o professional associations web sites have links to discussion
           groups
        o www.listfish.com
        o www.wetfeet.com or www.vault.com
   if you have been laid off and your company offers free training or
     placement services, TAKE THE OFFER!


SO YOU HAVE DECIDED TO WRITE YOUR OWN RESUME!! Congratulations.
Step # 1 in writing your resume is selecting a presentation format.
                     Chronological - The chronological format is the most traditional
                      resume format. It highlights your job titles, places of employment,
                      and dates of tenure by presenting them as headings under which
                      your achievements are listed
                     Functional - The functional format presents your experience under
                      skill headings, giving you the freedom to prioritize your
                      accomplishments by impact rather than by chronology. In this
                      format, your work history is listed very concisely in a section
                      separate from your achievements
The DAMNGOODRESUME series by Yana Parker will help you make this
decision and also give you lots more writing tips.

GO TO MiJob Info: http://www.damngood.com
          Click on JOB SEEKERS / [top menu bar far left]
          Look at the GOOD RESUME EXAMPLES / [1st para, 4th link down]
          Example of a chronological format: Marguerite (older worker)
          Example of functional resume: Josephine Teller
                        READ the 3 skill groups


We are going to do a free exercise that will help you decide which format is
best for you. CAREER VICTORY Go to www.careervictory.com ―RESUME
CALCULATOR‖ Do this exercise. Click on the red and green formats when you finish
and read about chronological and functional formats. [Stop after you get the results.
Next page they are selling their software]

       MORE INFORMATION about which type of resume is your best „fit.‟

Chronological Resume The chronological format is most useful when:

      You are staying in the same field.
      Your overall work history shows growth, making your job objective a natural next
       step in your career path.
      Your most recent (or current) position is one you are proud of.
      You have no gaps in your work history.

   Functional Resume The functional format is most useful when:

      You are changing careers.
      You are reentering the job market.
      You need to emphasize skills or experience from an early part of your work
       history.
      Your volunteer experience is relevant and needs to be highlighted.
      Your most recent position is not impressive.
      Your job titles don't accurately reflect the level of responsibility you had.

MI JOB.INFO Resumes
http://jobstar.org/tools/resume/index.cfm
        If filters block damngood, use the definitions and examples of the formats
        here at this site.
        Lots of help in the writing process, including sample resumes
        GO HERE to look at the definitions of Chronological and functional
        resumes.        “What is the right resume for me.” Definitions of formats
        again and some sample chronological and functional resumes. Look at
        functional and talk about adding company names to bullets and
        including a chronological list of jobs even in the functional resume



What Employers Say About Choosing a Resume Format
There are two basic resume formats: CHRONOLOGICAL and FUNCTIONAL

The chronological resume lists jobs in order, starting with the most recent job you held
and working backwards. Functional resumes group accomplishments under specific
areas of skills and abilities. The other resume formats are a combination of these two
basic types. Most employers today prefer a chronological resume.

Always begin a resume with your name, address, and telephone numbers (work and
home, if possible). This information should be centered in the middle of the top of the
page and your name should be bold face so it stands out. If you do not have a
telephone, find a phone number where you are confident you will receive all your
messages in a timely fashion. In addition, there are companies that provide telephone
services for a fee.

Employers surveyed explained that they did not like flashy writing, bright colors or
resumes with pictures on them. Also, they do not want your resume enclosed or
encased in plastic or in a folder. It is too much work to get at the resume. The exception
to this is someone seeking a marketing or high-level sales position. Employers generally
agreed that they like a lot of white space and a professional presentation.
There are three elements (listed in order of importance) that make more of an
impression on an employer than any resume you could put together:

      An influential networking contact who speaks highly of your skills, qualifications,
       and personality.
      Accomplishments and skills that match the position.
      A dynamic presentation of yourself to the employer.

Key points to remember when using a chronological resume:

      Detail only the last three to five positions or employment covering the last ten to
       fifteen years.
      Detail three or four accomplishments in each position with the most relevant ones
       in the top half of the resume.
      Show promotions, increased status and increased responsibility.
      Keep your resume to one page when possible, never more than two pages
       (unless writing a curriculum vitae).

Key points to remember when using a functional resume:

      Select three or four general skill areas.
      Utilize accomplishment statements that are relevant to the position you are
       applying for and put those at the top.
      Include an educational/professional affiliation section.
      Create an employment history section that lists position title, company name,
       city, state, and dates of employment.
      If you have no work experience or a spotty record, list your
       employers/experiences, leaving out employment dates entirely, but be prepared
       to talk about this at the interview. Put this section at the bottom of the resume
       after educational information. If your chronological resume is not working for you,
       try a functional one. People are getting interviews deviating from the traditional
       formats. However, there are usually other contributing factors such as networking
       contacts or unique skill qualifications

   If you use functional resume, you must make it easy for employers to visualize your
   overall chronological work history. Never omit a bare-bones chronological listing of
   your work experience and try to include the company names in your „bullets‟
   describing each skill level or accomplishment so the employer can link these bullets
   to your work history.

PRACTICE EXERCISE

Go through the Resume Tips handout. Explain you will be using MS Word today
to create a resume.

Discuss the “Action words for your resume” handout (make your resume
sizzle) and the other side of the handout “…a few examples” of
accomplishments from your library work history. It‟s like writing a grant!
                     Presentation, presentation, presentation
Go over the Resumes: Before You Start handout.
      Emphasize that references should be work related and not personal.


Give class 10 minutes to work on the chronological Resume Worksheet. Tell
them to use fictional information, if desired.

Have class open MS Word.

Demonstrate the Resume wizard in MS Word
   File New  Other Documents tab (or Resume Wizard tab after Other Docs)
   Point out the available styles: Contemporary, Elegant, and Professional
   Walk through the wizard using data from the Resume Worksheet. If a lab-based
     class, have participants do their own along with you.
         o Choose Contemporary style
         o Choose Entry-Level (the other types—Chronological, Functional, and
             Professional offer different checkboxes for content later in the wizard)
         o Enter address info
         o Add References by checking the box
         o Add Qualifications
         o Change the order of Education and Experience
         o Finish the wizard
         o NOTE: be sure to copy and paste the cells for any area where you
             need multiple entries before you enter data. Demo copying and pasting
             the cells in Education.
         o Enter some data in either the Experience or Education section. Note that
             the tab key does not move between cells within the section. Need to
             use mouse.
   Demonstrate changing the style of the resume to Professional
         o FormatThemeStyle Gallery
         o Select Professional Resume from the list on the left
   Save the resume to the desktop or to a floppy disk
   If time, let class work on entering data into the resume

ALTERNATIVE is to look at some examples of resumes and build your resume
with MS Word, rather than using a template. This may be easier for you than using
an autoformat template.
       Demonstrate File – New – Other Documents – Professional Resume
             You will need to modify your resume slightly for each job
             application. Be sure you save your master and each time you
             modify it, resave it under a new file name; such as resume
             Coco Cola.doc

Now that you have a BASIC RESUME, you are ALMOST ready to start applying
for jobs.
                     RESUME SCANNING
Talk about what we mean by „key words‟ in a job description.
       Library director: budget, grant writing, board development,
       Circulation clerk: automated library system, check out, supervise
       Network administrator: Windows 2000, unix…whatever the OS
       Cataloger: MARC, Dublin core, metadata, OCLC
When you find a job opening, you must look at the job description and decide
what are the keywords. Then be sure you work them into your resume. Some
companies allow for acronyms and synonyms, but don‟t count on it. If the job
description refers to an automated library system, call it that in your resume – not
an integrated library system ILS or “Dynix.”

A new trend in large & mid-size corporations that helps them cope with the
2,000+ resumes they receive daily: Special software scans resumes, looking for
key words, and then stores the resumes that include the keywords in databases
for future review and job openings. A resume may be rejected because it is
missing critical keywords. If the resume is sent in electronic format, scanning
is accurate. If the resume is sent in print format, OCR (optical character
recognition) software has to first convert print to text and sometimes keywords
are not recognized. This is one argument for submitting electronically when the
company gives you this choice.

To read more about resume scanning, MIJOB.Info
      RESUME WRITING WORKSHOP Susan Ireland
             Electronic Resume Guide [link in 2nd para]
                    Scroll down to “Resume Scanning” and look at this site
                    See “The Problem with resume scanning” & steps to
             “Formatting a scannable resume”
„Everything you need to know about Electronic Resumes – emailing resumes…

DISTRIBUTING YOUR RESUME
The Internet can help you distribute your resume.
        In the previous class we talked about searching for job listings and
openings in a variety of ways, from networking contacts, newspaper ads,
professional associations, and the Internet. Employers are using the Internet
more and more to post a diversity of jobs online at their own company‟s web site
and at mega job sites, like America‟s Job Bank, CareerBuilder, Monster, and
hotjob.com. The megajob locator sites, as well as some company web sites,
allow you to post your resume online.
Start some class discussion about eResumes.
        When a company says it‟s OK or prefers electronic resumes, do you send
your resume as an attachment or paste it into email? Your attachment will have
all the pretty formatting and great presentation style. Email paste jobs take out
all the pretty stuff except capitalization. Capitalization is the only way to highlight
email.
        1.      Definitely, send an attachment if the company says it‟s ok.
        2.      Some companies hate attachments because of network security.
        3.      If you are going to post online at a company web site or at one of
                the mega-job locator sites like monster.com, you‟ll have to remove
                the formatting.

GO BACK on browser to MiJob and click on Susan Ireland‟s Resume
Writing Workshop
            Electronic Resume Guide
                   TO Posting Your Resume Online tricks
      How to post 1. on company web site or 2. public resume bank
                   Emailing your resume tricks

Some career counselors recommend pasting your resume into the main body of email. If
you do this, you need to save your resume UNDER A NEW FILE NAME as Text Only,
Plain Text, or Notepad. Susan Ireland explains exactly how to do this in her Electronic
Resume Guide. SCROLL WAY DOWN to PREPARING YOUR RESUME FOR
POSTING – steps to convert MS Word to text. Look at the samples before / after at end of
steps.

EXERCISE: Have class remove formatting from one of the prepared sample
           resumes in MS Word.
  1.   Go to MS Word. File New Other Documents and open the
       Professional Resume.
  2.   File > Save As > Select File Type “Text Only”
  3.   Save as new file name: resume test only.txt
  4.   Minimize Word. Open Notepad and open up the resume test only.txt to
       see the reformatted resume.
What are the different file types available in the 'Save as' window in MS Word?
ANSWER: The short answer is to use "TEXT ONLY" when you save a traditional pretty
formatted resume in order to create a new electronic resume suitable to cut and paste into
a company web site or other job locator site or in the body of an email.
Rich Text Format: This is a portable type of file that can be more easily opened in a word
processing program other than MS Word; such as, Corel Word Perfect. The Word formatting
may not transfer perfectly. For instance, italics may carry over but special fonts may not carry
over.
Plain Text: This preserves the formatting best for an electronic resume. When you create your
electronic resume, try opening it up in NOTEPAD rather than MS Word to best see how it has
reformatted.
Plain Text with line breaks: This seems to do stranger things to your Word resume. For
instance, it substitutes question marks for bullets.

CYBER-PRIVACY:
        GO TO MiJob link:
        Creating the Internet Resume 1st site
http://www.job-hunt.org/internetresume.shtml
Learn the differences between print and online resumes and how to protect yourself
should you decide to post a resume online.
At this web site go to “Cyber-safe resume” read some of „Making your resume
Cybersafe” From there go to
             “Protecting your privacy” [link way down the page on cyber safe
       resume READ all this great info on protecting your personal identity
       information (PII) before you post online.

       DISCUSS HANDOUT – Cyber Resumes : Should you or shouldn‟t you?


ALWAYS RESEARCH THE EMPLOYER before sending your resume. Write
your cover letter and modify your resume to fit the employer‟s needs.

      In our last workshop we talked about how to research a potential
employer. For those who were not there or as a refresher, let‟s quickly review
the ways you can find information about a corporation or employer:
                   the company‟s web site
                   regional newspapers
                   Mel databases like General BusinessFile ASAP & General
                    Reference Gold and Custom Newspapers -read latest news
                   Wetfeet.com for online discussion groups for insider and
                    industry gossip
                   Hoovers Online
                    http://www.hoovers.com



The Cover Letter

Your cover letter is the interviewer‟s first impression of you. Will you be
thorough, neat, and accurate when you are on the job? Use MS Word spell and
grammar check feature!! Get someone to proof read your letter. A cover letter
with poor grammar is worse than no cover letter.

AT MIJOB>INFO Just above the INTERVIEWING section find SAMPLES.
     Both these sites have LOTS of examples.
             JobWeb
     http://www.jobweb.com/Resources/Library/Samples/default.htm
     Sample resumes and cover letters
             GO TO: JobStar Sample Cover Letters
     http://jobstar.org/tools/resume/clet-ex.cfm MORE examples here.
             “Cover letter template” gives definition of paragraphs to include.

Go over the Cover Letter Tips handout and the Practice Writing the Cover
Letter handout.

EXERCISE

Explain that they will learn how to use MS Word to create a letterhead and type a cover
letter.
Demonstrate creating a letterhead in MS Word. If lab-based class, have participants
follow along.
     FileNewLetters & Faxes tabProfessional Letter
     Double click on the little envelope in the text of the template and see how to
       save template changes
           o To delete the logo and „company name‟, click on the BORDER and
               delete button
           o Nice set up for name and address, etc. Look at „save as‟ to save as
               new template
                    File Save / choose DOCUMENT TEMPLATE / give new name
                       / go back to File / New / / and it‟s there under “General”
                       templates
     Show how to enter the name and address information at the top
     Show how to add information to the fields
     Enter some text in the body of the letter, making a spelling mistake. Show how to
       use the spellchecker to correct spelling errors.
     Save letter to desktop or floppy disk
     If time, let students work on creating their own letter. Be sure to save.
     Close MS Word

DISCUSS the follow up after you send your cover letter and your resume.
(This „after the cover letter‟ and „follow up with phone call or email‟
information is on the back of the „Practice Writing the Cover Letter‟
handout.)

Wrap-up and evaluations