Career Preparation Professional Communications Information taken from RIT s Office of Cooperative Education and Career Services www.rit.edu/emcs/oce/student/stu_alum_pdfs/
Résumés A résumé is a synopsis of what you have to offer an employer The purpose of a résumé is to get a job interview Your résumé must indicate WHO you are, WHAT kind of work you can do, and HOW you are qualified to do that work
Planning Your Résumé Before you can write a persuasive résumé, you need to answer the following questions: What is the employer looking for in a potential candidate? What skills/qualities can you offer an employer?
Planning Your Résumé If you are unsure about either of these areas, you need to: Review want ads and articles in newspapers and professional journals to become familiar with current trends, issues, and jargon in your field Analyze your past experiences (courses, special projects, paid employment, community involvement, clubs, student organizations) to determine in what ways you have demonstrated desired qualifications
Planning Your Résumé Do not automatically discount minor or unrelated jobs Employers are interested in the total person, so consider all aspects of your background as possible strengths Ask yourself what you learned from these experiences, what qualities were necessary for good performance, and how these might be applicable to your objective
Planning Your Résumé Formal education and previous experience related to your field are your most significant qualifications Do not underestimate the skills you have acquired from your courses and projects; you do have related experience from your classes, labs, and projects
Contents of a Résumé Identifying Information Your name, address, telephone number, and e-mail address Usually both local and permanent data should be indicated Consider including your personal URL (if appropriate)
Contents of a Résumé Job Objective A brief statement indicating the type of opportunity by title and/or function Make sure your objective fits the type of job you want The job objective is optional
Contents of a Résumé Educational Background List of colleges and universities attended, dates, degrees, diplomas, and certificates with emphasis on highest-level achieved and special training pertinent to your job objective List your major(s) and any concentration. You may also include your GPA and any academic honors received at each school (do not include high school information)
Contents of a Résumé Experience or Work History Indicate dates of employment, name of employer, city and state, and title of each position Describe your major duties and responsibilities and relate any notable achievements (e.g. promotion) and/or skills developed Employment relevant to your stated job objective should be elaborated on That which is unrelated, including part-time work, should be mentioned briefly
Contents of a Résumé Skills Section A list of specific skills and abilities most useful in your career field For example computer, technical, laboratory, foreign languages Activities or Interests At least a brief mention of extracurricular activities, professional memberships and affiliations, community activities, and hobbies Be sure to mention any offices held Optional Categories Military record, licenses/certifications, publications, major projects (e.g. research), other experiences (e.g. volunteer, travel)
Résumé Formats Reverse Chronological Format 80% of all résumés Appropriate for student or recent grad Education and job history are described in reverse chronological order (most recent events first) Emphasizes job titles and organizations
Résumé Formats Functional Format Goes beyond simply outlining experience and education Appropriate for a more seasoned individual Focus is on "transferable skills" The skills clusters chosen should support the stated job objective
Cover Letters A cover letter accompanies a résumé being sent to an organization for a specific position or area of interest The well-written cover letter highlights selective aspects of your background which best suit the employer s needs In other words, the cover letter bridges the gap between your skills and experience and the qualifications of the position or area of interest
Cover Letters Capture Attention A well-written cover letter commands the reader s attention Stimulate Interest It stimulates interest in you and your résumé as well as reflects your interest in the job and/or the organization Specify the follow-up You may state that you will contact them sometime in the near future to see if an interview can be arranged Should you ask for an interview? The opportunity to interview is the ultimate goal of your cover letter and résumé
First Paragraph A cover letter usually includes three or four paragraphs The first paragraph tells who you are and why you are writing (without saying, My name is and I want a job. ) Suggest the kind of activity you would like to be involved in (co-op or full-time) Give a bit of background on yourself and why you are pursuing a position in this field or discuss briefly what you are currently doing If you were referred to this person by another, state that I am writing at the suggestion of
Second Paragraph The second paragraph is your SELL paragraph. It is your time to outline for the employer what YOU can do for THEM (not the other way around) Do not give a blow-by-blow account of your résumé Instead, highlight the experiences, skills, and abilities that are the most relevant to THIS employer Do not just state a skill, i.e., I am able to handle multiple tasks, ELABORATE!
Second Paragraph PROVE that you have the skill, i.e., I developed the ability to handle multiple tasks by juggling a full course load, a paid internship, and serving as treasurer for the sophomore class. Draw from your academic experiences, jobs, and activities wherever your strengths lie This paragraph is your chance to describe to the employer exactly why YOU are the person who can meet their needs
Closing Paragraph The third paragraph is the sign off Indicate how interested you are in meeting in person to talk more about the possibility of working with them You may want to state that you will call them to see when such a meeting might be arranged Do not worry about sounding too aggressive this is the protocol employers expect you to follow Remember, if you do not follow up, someone else will
Essentials for Success Communicate your ambition and enthusiasm Stress accomplishments by explaining how you have met or exceeded specific employer needs Show how previous experiences or accomplishments relate to the position for which you are applying
Essentials for Success Also, the reader may be judging you on how well you write so do your best to make the words come alive! Do not overuse the word I Rather than starting with I, turn some of your sentences around It is better to give examples of how you did something than to say, I did this or that...
Essentials for Success Use active, not passive, verbs For example, use arranged instead of I was responsible for arranging Research the organization before you write the cover letter Ideally, every cover letter is unique and targeted to a specific position or type of work Use the information obtained through research to demonstrate that you know something about the company
Essentials for Success Address the letter to a specific person within an organization If you do not know the person s name, title, or gender call the organization and ask for the correct information If you are unable to get a specific name, acceptable alternatives are Dear Sir or Madam: or Dear Human Resources Representative: Be sure to use an acceptable business letter format Keep a copy of each letter for your records Make sure it is perfect! Check to make sure your cover letter is free of typos and is grammatically correct!
The Thank You Letter This is one of the most important, yet least used, tools in a job search Fewer than 20 percent of candidates bother to extend this basic courtesy As an interviewee, not only does the thank you letter show your appreciation of time, but also if well constructed, it is an excellent opportunity to market your skills and show interest in the position
The Thank You Letter Thank you letters should be sent as soon as possible after the interview, preferably within 24 hours Sending thank you notes by fax or e-mail is acceptable
The Thank You Letter If you are interviewed by a committee, you may opt to send each committee member a thank you letter, or one letter to the committee chairperson asking that she share it with the other members State that you remain interested in the job, or at least that you are interested in taking the next steps
An Acceptance Letter Use this letter to accept a job offer and confirm the terms of employment (salary, starting date, medical examinations, etc.) An acceptance letter often follows a telephone conversation during which the details of the offer and the terms of employment are discussed The letter confirms your acceptance of the offer, expresses your appreciation for the opportunity, and positively reinforces the employer s decision to hire you
A Withdrawal Letter Once you accept a position, you have an obligation to inform all other employers with whom you have had an interview (or have one pending) of your decision, and withdraw your employment application from consideration This should be done by e-mail because of the immediacy of the job offer process
A Withdrawal Letter You should express appreciation for the employer s consideration and courtesy It may be appropriate to state that your decision to go with another organization was based on the other organization being a better job fit for this stage in your career Do not say you obtained a better job
References You should plan to have 3-4 (or more) professional references They can be professors, advisors, previous supervisors, managers, etc. It should be someone who can speak to a potential employer about your performance as an employee or student Make sure you ask the person if he or she is willing to be your reference before putting him or her on your reference list
Preparing For The Interview Do a little homework! Research the company and the position, as well as the people you will meet at the interview Review your work experiences Be ready to support past career accomplishments with specific information targeted toward the needs of the company Have your facts ready!
Role Play Once you have finished studying, begin role playing Anticipate the questions that you may be asked Write down answers if it helps to make your presentation more concise Your responses should be related to the information your new employer will likely want to know Have your own questions ready
During the Interview Maintain eye contact with your interviewer Show with your interest that you want the job Be positive In particular, avoid negative comments about school or past employers
Adapt and Relate Listen carefully and adapt to the interview as it proceeds Be sensitive to the style of the interviewer Pay attention to those details of dress, office furniture, and general decor which will afford helpful clues to assist you in tailoring your interview Try to relate your answers to the interviewer and his or her company Focus on your achievements relevant to the position
Responding to Questions The dreaded Tell me about yourself. You WILL be asked this, probably first off, so prepare your response ahead of time memorize it if necessary Respond without hesitation and prepare an interesting opening: For example, The one word that best describes me is, and that s how I ve approached my life and each position I ve held Follow with a 1-minute summary or story that illustrates this Focus on specific events or interests that are likely to be relevant to the employer Do NOT apologize for what you cannot offer or have not done
Questions You May Be Asked Tell me about yourself. (try to hold your response to 2 minutes) What do you know about our company? Why do you want to work for us? Why should we hire you? What can you do for us that someone else can't? What do you look for in a job? What skills and qualifications are essential for success in the position of software engineer? How long would it take for you to make a meaningful contribution?
Questions You May Be Asked How does this job fit into your overall career plan? Describe your management style. What do you believe is the most difficult part of being a supervisor of people? Why are you looking for a new job? How would other students describe you? How would your professors describe you? How would you describe yourself? Tell me about your last job.
Questions You May Be Asked What were your three most significant accomplishments in your last job? What are your three most significant accomplishments in your life so far? Can you work well under deadlines or pressure? Tell me about a time that you wanted something bad enough that you were willing to make sacrifices. What was the situation? What did you do? What happened?
Questions You May Be Asked How do you plan on keeping up with technological advances in this field? What are your long-term career goals? What are your strong points? What are your weak points? Describe a project you worked on in school that is relevant to this position. What position do you expect to have in 2 to 5 years? If you took the job what would you accomplish in the first year?
Questions You May Be Asked What kind of hours are you used to working or would like to work? Do you have your reference list with you? What questions didn't I ask that you expected? Do you have any questions for me? What salary do you expect if we offer you this position?
Questions You May Want To Ask Memorize at least 3 of these, so you will be prepared: Why is this position open? How often has it been filled in the past five years? What were the main reasons? What would you like done differently by the next person who fills this position? What are some of the objectives you would like to see accomplished in this job? What is most pressing? What would you like to have done in the next 3 months?
Questions You May Want To Ask What are some of the long term objectives you would like to see completed? What are some of the more difficult problems one would have to face in this position? How do you think these could best be handled? What type of support does this position receive in terms of people, finances, etc? What freedom would I have in determining my own work objectives, deadlines, and methods of measurement?
Questions You May Want To Ask What advancement opportunities are available for the person who is successful in this position, and within what time frame? In what ways has this organization been most successful in terms of products and services over the years? What significant changes do you foresee in the near future? How is one evaluated in this position? What accounts for success within this company?
Questions You Should Not Ask How much does the job pay? Will I need to work overtime? How soon will I be eligible for a promotion? Do you offer flexible scheduling? What benefits do you offer?
At The End of the Interview Reiterate and emphasize your interest in the position Ask about the next step in the hiring process When will you hear back from them? Thank the interviewer Shake hands firmly, while looking him or her directly in the eyes
Declining an Offer Demonstrate humility Be genuine and timely in letting them know, that after careful consideration, you have decided to accept another offer Express your sincere appreciation for the time and interest given to your candidacy
Declining an Offer Offer a brief explanation Rather than commenting on the dead-end future you want to avoid with their company, diplomatically state, The opportunities for professional growth and development with my employer of choice outweigh the many strengths of your organization s offer.
Declining an Offer Keep the door open Voice your desire to stay connected I admire your company and will continue to follow your achievements. Our paths may cross again in the future, and I wish you continued success.