CREATING A POWERFUL
RESUME & COVER LETTER
MGT 3213 – ORG. COMMUNICATION
Mississippi State University
College of Business
Your resume is the most
financially important
document you will ever
own.
How much time does an employer spend
looking at your resume?
A.
B.
C.
D.
Fifteen minutes
Five minutes
One minute
Thirty seconds
Do you have a shot?



As a rule of thumb, you need to have at least 70%
of the job’s listed requirements to even be seriously
considered for the job.
Don’t have 70%?
How big is the company? Who is doing the hiring?
 The
bigger the company, the more formal the hiring
process, the more rigid they will be regarding listed
requirements.
 Hiring processes run by HR departments or staffing
agencies may be more picky.
Standard Résumé Parts
Identification
Career Objective
Career Summary
Qualifications
References
The customer is always right

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Who is the “customer” for your resume?
A list of achievements and accomplishments = what
you think is important.
How do you ensure your resume delivers what the
customer wants?
The job posting/job description.
Tailored resumes always win over generic resumes.
So should I have more
than one resume?



Do you need more than one resume?
Probably.
What job titles/positions are you applying for?
 Applying
for only one position = you only really need
one resume.
 BUT you still need to TAILOR it to the company’s job
posting.
 More
than one job/position? You’ll need separate
resumes that better highlight the different skill sets
required for each.
Choosing a Format


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Chronological
Functional
Chrono-functional
Use Chronological Format

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You have a strong, stable work history
Your job titles match the skills required for the
desired job
Use Functional Format
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You have held many jobs
You have minor gaps in employment
Re-entering the job market after a prolonged
absence
Past work history and job titles aren’t related
to desired job
Weak job titles
Too little job experience
Creating a Functional Resume

Step #1
 List

all skills for each position you’ve held
Step #2
 Re-label
skills with skill headings
Step #1
List all Skills
Step #2
Re-label With Skill Headings
Kids ‘R Us, Head Cashier
Manage workstations and balancing
tills
Retail Sales Management
Train and oversee retail sales
cashiers
Staff supervision/training
Operate register, greet and assist
customers
Customer Service
Stocking/inventory
Inventory Control/ Tracking
Increase revenues with add-on sales
History of Increased Sales
Supervise opening & closing
Opening & Closing Operations
Problem-solving/dealing with irate
customers
Customer Service/Problem Solving
Creating a Functional Resume

Step #3
 Analyze

a job posting for the required skills
Step #4
 Select
skill headings that match the job
description

Step #5
 Describe
each skill heading
Analyzing a Job Posting
Barnes & Noble needs outgoing, customeroriented sales staff for management positions.
Must have professional appearance with at
least 12 months retail supervisory experience.
Qualified applicants will have experience
managing all areas of customer service,
overseeing multiple cashiering/workstations,
opening and closing procedures, possess
knowledge of retail accounting/inventory
tracking systems.
Please send resume to …
Retail Sales Management
Staff Supervision/Training
 Supervised and trained over 40 managers
and customer service staff in sales, cashiering,
and inventory control as head cashier.
 Oversaw operations for new facility, audit,
and daily cash reports.
 Coordinated performance evaluations with
regional managers.
Detailing Your Experience



Job duties tell the employer what you did
Accomplishments show how well you did them
Think time, money, results
Which description is more impressive?
A.
B.
Assisted with all accounting duties from
general ledger to financial statements.
Maintained over 2,000 A/R and A/P
accounts including preparation of financial
statements for firm with annual revenues in
excess of $140 million.
Twelve Questions
to Ask Next

Question #1: Whom did you work for or with? Will
mentioning them strengthen your image?

BEFORE
Retail Sales Clerk
Traveled throughout 12 stores, cashiering,
dealing with customers, and solving problems.
AFTER
Customer Service/Regional Support
 Worked directly with Regional Manager,
traveling to up to 12 stores to audit store
procedures.
 Dealt with up to 200 customers, accounting
for up to $20,000 daily.
Twelve Questions to
Ask Next

Question #2: Will describing the size of the
department strengthen your image?

BEFORE
Accounting Assistant
Assisted with all accounting duties from general
ledger to financial statements.
AFTER
A/R and A/P Management
Maintained over 2,000 A/R and A/P accounts
including preparation of financial statements
for firm with annual revenues in excess of $140
million.
Twelve Questions to
Ask Next

Question #3: Will using numbers to describe your
responsibilities strengthen your image?
BEFORE
Outside Sales Representative
Market to established accounts and cold call
prospective accounts to sell exterior building
products.
AFTER
Territory/Key Account Management
Manage a five-state territory composed of
125 key accounts generating revenues of
$2.5 million annually.
Twelve Questions to
Ask Next

Question #4: Did you create, reorganize, conceive,
or establish any procedures or systems?
BEFORE
Floor Supervisor
Oversaw retailing space, displays, and use of
schematics. Supervised, scheduled and
trained staff.
AFTER
Operations Design/
Departmental Management
 Managed operations for 100,000-squarefoot facility with sales of $24 million annually.
 Increased annual sales by 15% by
designing schematic systems that were
implemented in 15 departments.
Twelve Questions to
Ask Next

Question #5: Have you increased productivity,
saved money, or reduced labor?





BEFORE:
Developed new bulk-mail processing forms
that reduced number of forms to be
completed by public.
AFTER:
Developed new bulk-mail permit forms that
reduced number of required forms from 3 to
1.
System was implemented in 1,500 offices
with estimated paper and labor savings of
$250,000 annually.
Twelve Questions to
Ask Next


Question #6: Did you have responsibility for special
projects? If so, how large were they?
Purchased and managed implementation of a
$200,000 computer system installed in 10 divisions.
Twelve Questions to
Ask Next


Question #7: Have you been complimented for
special talents?
Recognized by management for increasing
profitability by 9% within a one-year period of
being hired.
Twelve Questions to
Ask Next

Question #8: Do you have technical or special skills
relevant to the desired job?
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Human Resources Assistant
March 2003 – August 2003
People For People
Yakima, Washington
Acted as the sole human resource representative while
HR manager was out on FMLA leave, providing benefits
administration for 200+ employees. Coordinated a
random drug- and alcohol-testing program in
compliance with FTA DOT mandates.
Developed policies and programs in compliance with
federal and state laws.
Maintained personnel files in an HRIS (Microsoft’s
Solomon).
Twelve Questions to
Ask Next


Question #9: Do you have experience training or
supervising staff? If so, how many?
Trained and supervised over 200 sales and
customer service staff working three shifts in two
locations.
Twelve Questions to
Ask Next


Question #10: Have you received promotions that
demonstrate achievement?
Within six months of hire was given full
responsibility for customer and vendor account
processing.
Twelve Questions to
Ask Next


Question #11: Have you received any awards or
certificates that relate to your desired job?
Completed AT&T’s Management Program; selected
as 1 of 3 candidates from three divisions of 400
staff.
Twelve Questions to
Ask Next



Question #12: Have you identified the top five skill
requirements for the position you want?
MOST IMPORTANT QUESTION TO ASK YOURSELF!!
Make sure your resume reflects evidence of these
skills!
Use Action Verbs
Managing Editor, The Reflector

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Supervised a staff of 35 people, maintaining the lowest
turnover rate in five years.
Coordinated editorial and art production schedules,
oversee budget, recommend cost- cutting procedures to
campus advisor.
Developed a training program for new employees
resulting in increased productivity.
Wrote an orientation handbook.
Initiated an on-campus recruitment program which
generated 40% more applicants.
Top Twenty Non-Technical Competencies Employers Look for in
Job Candidates
1) Communication Skills (verbal and 11) Leadership Skills
written)
2) Honesty/Integrity
12) Organizational Skills
3) Interpersonal Skills (relates well
to others)
13) Self-Confidence
4) Motivation/Initiative
14) Friendly/Outgoing Personality
5) Strong Work Ethic
15) Tactfulness
6) Teamwork Skills (works well with
others)
16) Well Mannered/Polite
7) Analytical Skills
17) Creativity
8) Flexibility/Adaptability
18) GPA (3.0 or better)
9) Computer Skills
19) Entrepreneurial Skills
10) Detail Oriented
20) Sense of Humor
Writing a Powerful Objective
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Remember your audience!
Biggest turnoff? A selfish objective.
Don’t describe what you want—describe what you
can offer the company
Avoid general statements
Avoid:
 “To
gain experience in accounts payable.”
 “A position in marketing with promotion opportunities.”



Seek a challenging position with opportunity
for advancement. (selfish!)
Seek a position using my people skills.
(better)
Seek a position utilizing over five years of
customer service experience managing 300
customer accounts with proven ability to
interface with a diverse customer base and
resolve problems. (best!)
How long should your resume be?
A.
B.
C.
No longer than one page
Up to two pages
As long as you need to cover your work
history
How much work history should you list?
A.
B.
All the jobs I’ve ever worked
Only the jobs that are in the same field as
the job I’m applying for
Other Considerations
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Listing colleges attended
GPA—if 3.0 or higher
Dates
Is your e-mail address professional?
References
Other Considerations

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What about keywords?
Do not include in a big list or “keywords” section
Include them in the descriptions of your
accomplishments in your work experience section
Where do you find them? How do you know which
key words to use?
 The
job posting!
Other Considerations

Layout and design
 Ensure
that section headings clearly stand out (use bold,
larger font size, underline)
 Ensure that font size isn’t too small to read easily
 There should be plenty of white space
 You should evenly fill the page (don’t leave a large
gap at the bottom of the page)
 Pick a layout that is easily “scanned” (no paragraphs)
Things to Leave off
Your Resume
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Your picture (unless they request one)
Interests and hobbies
Personal attributes (height, weight, race, religion)
Negativity
Flair
A selfish objective
Spelling mistakes and grammar errors
http://blogs.hbr.org/cs/2012/07/i_wont_hire_peo
ple_who_use_poo.html
Lying on a Resume



ResumeDoctor.com fact-checked 1,000
resumes
42% contained “significant errors”
Common lies?
 Reporting
staying at jobs longer than they really
did.
 Inflating job titles
 Saying they earned degrees when they were a
couple of semesters short.
Can You Get Away With It?

http://abcnews.go.com/video/playerIndex?id=4817202
Famous Examples

RadioShack CEO David Edmondson resigned
 Star-Telegram
of Fort Worth, Texas, reported he
had lied on his resume

Marilee Jones, dean of admissions at MIT
 Hired
in 1979
 When she was promoted to the deanship in
1997, she "did not have the courage to correct
my résumé," she wrote.
Famous Examples


George O’Leary, resigned five days after being
hired as Notre Dame football coach (2001)
http://sportsillustrated.cnn.com/football/college/news/2001/12/14/olear
y_notredame/#null
Cover Letter Techniques

Opening Paragraph: Why you are writing.
 State
why you are writing. Name the position or
type of position for which you are applying.
 Mention how you learned of the position.
 Mention the name of any referring person.
 Briefly describe why you are interested in this
particular position.
Cover Letter Techniques

Be straightforward, don’t use flashy gimmicks:
 If
you’re looking for a top salesman who can
double your sales, I’m the one to call.
 People often tell me that I’m the best manager
they’ve ever hired.
 Need a secretary who can handle pressure,
solve problems, and manage details? If so, put
my 10+ years experience to work in your office.
Cover Letter Techniques

Body of the Letter: Sell yourself.
 Briefly
describe the skills and/or experiences
you possess that fit the requirements of the
position.
 If you have related experiences, mention your
qualifications and achievements.
 Provide more detail than your resume will allow.
 Mention personal qualities or special
experiences and motivators.
Transitional Phrases




As a ________, I have established a proven
history of ….
My background demonstrates an ability to
….
As a _________, I was responsible for ….
During my employment with _______, I …..
Cover Letter Techniques

Closing Paragraph: Request an interview.
 Confidently,
but politely, indicate your desire to
further discuss your qualifications in an interview.
 Make it easy for the reader to contact you by
providing your phone number(s), email, and the
best time to reach you.
 Thank the contact person for his or her time and
consideration.
Example

I am very interested in this position and look
forward to scheduling an interview. If you have any
questions, please contact me at (555) 555-5555.
Thank you for your time and consideration.
Cover Letter Techniques
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Use the job description as a CHEAT sheet!
Provide specific evidence of your skills
Always address the letter to a person
AVOID “to whom it may concern”
Make sure the cover letter expresses your
enthusiasm for the position and employer!
What Not to Write
in Your Cover Letter
I demand a salary commiserate with my extensive
experience.
 It’s best for employers that I not work with people.
 Let’s meet, so you can “ooh” and “aah” over my
experience.
 I procrastinate, especially when the task is unpleasant.
 Reason for leaving last job: They insisted all employees
get to work by 8:45 a.m. every morning. I couldn’t work
under those conditions.
 The company made me a scapegoat, just like my three
previous employers.

Example

Dear Ms. Roberts:
Your advertisement for software engineers in the January issue of the
IEEE Spectrum caught my attention. I was drawn to the ad by my
strong interest in both software design and Database.
I have worked with a CALMA system in developing VLSI circuits, and I
also have substantial experience in the design of interactive CAD
software. Because of this experience, I can make a direct and
immediate contribution to your department.


I would like very much to meet with you to discuss your open positions
for software engineers. If you wish to arrange an interview, please
contact me at the above address or by telephone at (518) 2719999.
Thank you for your time and consideration.
Supplementing a Résumé
A professional portfolio . . .



Illustrates past activities, projects, and
accomplishments
Can be easier to organize and transport if
presented digitally
Must show clear understanding of audience’s
needs and your qualifications
Examples
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


http://douggarciadesign.com/
http://jaciemoriyama.com/index.html
http://www.brsarchitects.com/portfolio.php
http://myweb.wit.edu/petrovicd/networking.htm
Your Online Image


What results come up when you Google your name?
Would you want an employer to see your Facebook
page?
 45%
of employers reported using social networking
sites for screening job candidates (June 2009)
 Up from only 22% in 2008
Reasons for Rejecting
Potential Candidates

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Candidate posted provocative or inappropriate photos or
info (53%)
Candidate posted content about drinking or using drugs
(44%)
Candidate bad-mouthed previous employer, co-workers,
or clients (35%)
Candidate showed poor communication skills (29%)
Candidate made discriminatory comments (26%)
Candidate lied about qualifications (24%)
Candidate shared confidential information from previous
employer (20%)
Reasons for Hiring
Potential Candidates

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
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Profile confirmed that candidate’s personality a
good fit with org. (39%)
Profile confirmed candidate’s professional
qualifications (39%)
Candidate was creative (38%)
Candidate showed solid communication skills (35%)
Candidate was well-rounded (33%)
Other people posted good references about the
candidate (19%)
Some Tips
1.
2.
3.
4.
Clean up your digital dirt before you begin your
job search.
Keep gripes offline.
Be selective about who you accept as friends.
If you’re still employed, don’t mention your job
search online.
What not to do …



Connor Riley, 22 yr old Master’s student tweeted
"Cisco just offered me a job! Now I have to weigh
the utility of a fatty paycheck against the daily
commute to San Jose and hating my work."
But someone from Cisco was paying attention and
wrote back, "who is the hiring manager. I'm sure
they would love to know that you will hate the work.
We here at Cisco are well versed in the Web."