Transcript Business Communication: Process and Product, 4e

Chapter 16
Employment Communication
Mary Ellen Guffey, Business Communication:
Process and Product, 5e
Copyright © 2006
The Employment Search
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 2
Writing a Persuasive
Résumé
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 3
Preparation
• Research the job market.
Use newspapers, the Web, and other
resources to learn about jobs,
qualifications, and employers.
• Analyze your strengths.
What will sell you for the job you want?
• Study other résumés as models.
Experiment with formatting.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 4
Heading and Objective
• List your name, land address, e-mail
address, and telephone number.
• Include a career objective for a
targeted job.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 5
Education
• Name your degree, date of
graduation, and institution.
• List your major and GPA.
Give information about your studies, but
don’t inventory all your courses.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 6
List of Past Jobs
• Start with the most recent jobs.
Include employer’s name and city,
dates of employment (month, year),
and most significant title.
Salesperson, Kmart, Dayton, Ohio. 4/04 to
5/05.
Manager, Fleet Equipment, Kettering, Ohio.
6/05 to present.
Tax Return Preparer, Volunteer Income Tax
Assistance program (VITA). March, 2005, to
present. Sinclair College, Dayton, Ohio.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 7
Summary of Achievements
and Skills
• Use action verbs to summarize
achievements and skills relevant to
your targeted job.
Prepared state and federal tax returns for
individuals with incomes under $25,000.
Conducted interviews with over 50
individuals to elicit data regarding taxes.
Determined legitimate tax deductions and
recorded them accurately.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 8
Evidence of
Nontechnical Skills
• Give evidence of communication,
management, and interpersonal
skills. (Employers want more than
empty assurances. Try to quantify
your skills.)
Organized holiday awards program for 1200
attendees and 140 awardees.
Praised by top management for enthusiastic
teamwork and achievement.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 9
Special Skills,
Achievements, Awards
• Highlight computer skills.
All employers seek employees proficient in
word processing, spreadsheet, and Internet
use.
• Show that you are well-rounded.
List awards and extracurricular activities,
especially if they demonstrate leadership,
teamwork, reliability, loyalty, initiative,
efficiency, and self-sufficiency.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 10
Other Résumé Tips
• Omit references (unless specifically
required).
• Look for ways to condense your
data.
• Double-check for parallel phrasing.
• Project professionalism and quality.
Avoid personal pronouns. Omit humor. Use
24-pound paper and a quality printer.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 11
Other Résumé Tips
• Have a good proofreader critique
your résumé.
• Proofread! Proofread! Proofread!
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 12
What Recruiters Consider
Most Important
A focus group of expert recruiters
individually stressed the importance of
these résumé components and
characteristics:
• “The objective. Plus dates when things
happened and accomplishments.”
• “Information about skills that apply to the
job; less about job history and past duties.”
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 13
What Recruiters Consider
Most Important
A focus group of expert recruiters
individually stressed the importance of
these résumé components and
characteristics:
• “Valid information in an easy-to-read,
attractive style.”
• “The candidate’s address and phone
number. Lots of people put them only in the
cover letter.”
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 14
What Recruiters Consider
Most Important
A focus group of expert recruiters
individually stressed the importance of
these résumé components and
characteristics:
• “Realizing that the employer is looking for
‘red flags’ and making sure there aren’t any.
If you have an employment gap, include a
clear statement explaining it.”
• “Meeting the qualifications for the job.”
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 15
What Turns Recruiters Off
A focus group of expert recruiters
individually stressed these résumé
components and characteristics:
• “Personal data. That’s a major ‘red flag.’ Also
typos, inconsistent punctuation, and huge
paragraphs that look like job descriptions.”
• “Odd-sized résumés from services saying
‘Presenting the candidacy of . . . .’ I don’t even
read them anymore. They’re a major rip-off.”
• “Résumés that show no research; not looking
at the employer’s needs.”
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 16
What Turns Recruiters Off
A focus group of expert recruiters
individually stressed these résumé
components and characteristics:
• “Omissions in terms of dates. And
misspellings!”
• Long cover letters and résumés over two
pages.”
• “Excess cosmetics, substituting form for
content. A résumé should look nice but not go
overboard.”
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 17
What Turns Recruiters Off
A focus group of expert recruiters
individually stressed these résumé
components and characteristics:
• “A photo. I have to remove them because
managers must be color and gender blind.”
• “Not sending the résumé to the right place.”
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 18
Poor Résumé
“Before” Version
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 19
Poor Résumé: “Before” Version
RÉSUMÉ OF
JENNIE JENKINS
3320 Lafayette Street, #12
San Leandro, CA 94561
(415) 781-5592
OBJECTIVE: An entry-level position where my proven communication,
accounting, and administrative skills could be utilized in a path
leading to advancement into management eventually.
DEGREE from San Francisco State University. Broadcast Communication
Arts. Bachelor of Arts. 3.2 major.
EXPERIENCE
Apprentice KPFA - 94.1 in Berkeley, CA. Duties included scheduling studios.
Also recruited staff. Some paperwork. Often given responsibility to
act as production manager. 10/05 to present.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 20
Poor Résumé: “Before” Version
Pacifica House
Position for financial manager. Duties included payroll and benefits
for employees of shelter. Was responsible for books, also for cash
transactions. Took care of some donations. Expected to help raise
funds. I prepared all payroll reports. Also petty cash. Chaotic
environment, under funded.
Spring, 2005
Worked for one spring with Renaissance Rainbow, which is a performance arts troupe operating out of San Francisco. My duties included scheduling
interviews with print and broadcast journalists. Was
responsible for volunteers and publicity.
Other temporary positions
Manpower, Inc. San Francisco. Worked at many different places as
temp. 2001-2003. Dorhring Company. File clerk, receptionist, general
duties. Other places. Good Earth Restaurant - server – 2000-2001.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 21
Poor Résumé: “Before” Version
Personal
Self-starter, can finish jobs without supervision.
Marital status: single
Birth: 6/15/82
Health: Excellent
Hobbies: Knitting, singing, like to read
First Baptist Gospel Choir Awards: Spirit Award, Oak High School
Dean’s List, college, 2 semesters
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 22
Improved Résumé
“After” Version
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 23
Improved Résumé: “After” Version
Jennifer Marie Jenkens
3320 Lafayette Street, #12
San Leandro, CA 94561
(415) 781-5592
Objective: Administrative position involving
• Payroll
• Accounting
• Employee Benefits
• Customer Service
SUMMARY OF QUALIFICATIONS
• Two years’ experience in responsible administrative and accounting positions
• Disciplined self-starter; able to work without supervision
• Proficient with PCs including Word, Excel, and the Internet
• Can be counted on to follow through on every detail, until a task is completed
• B.A. degree, San Francisco State University
RELEVANT EXPERIENCE
10/05 to Apprentice, Radio Production, KPFA - 94.1, Berkeley, CA
present • As production manager, schedule studios, recruit support staff
• Process scripts, permissions, and logs involved in weekly productions
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 24
Improved Résumé: “After” Version
2004 to Financial Manager, The Pacifica House (shelter), San Francisco, CA
2005
• Used computer to manage payroll and employee benefits for a staff of 26
• Completed all projects on time, despite chronically chaotic environment
• Managed agency’s cash flow, involving funder reimbursements, in-kind
donations, and fund-raising
• Processed all accounts payable and receivable, monthly, and quarterly
statistical reports for local, state, and federal funding agencies. Oversaw
petty cash
• Designed a flow sheet to track success of a $25,000 fund-raising project
Spring
2003
Publicity coordinator, Renaissance Rainbow (performance arts troupe),
San Francisco, CA
• Scheduled all media interviews, supervised volunteers
• Coordinated publicity mailings for African-American Performance Arts
Festival
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 25
Improved Résumé: “After” Version
2001 to
2003
Temp positions, Manpower Temporary Services, San Francisco, CA
• Developed customer service skills as telephone interviewer for Dohring
Company
• Maintained files, routed incoming telephone calls, input employee
progress journals, prepared interoffice memos, recorded accounts payable
checks, keyboarded accounts payable correspondence, learned e-mail
systems in various assignments
EDUCATION
B.A. in Broadcast Communication, San Francisco State University, 2004
GPA in major: 3.2
Dean’s list, 2 semesters
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 26
Preparing a ComputerFriendly Résumé
• Emphasize keywords.
Include words (usually nouns) that specifically
describe the position you want and the skills
required.
• Avoid unusual typefaces, italics, and
underlining.
Applicant-tracking software has trouble
reading anything fancy.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 27
Preparing a ComputerFriendly Résumé
• Use a familiar font and 10- to 14-point
type.
Software programs may misread uncommon
type fonts or any letters that touch.
• Use smooth white paper, black ink,
and quality printing.
• Be sure your name is alone on the
first line on the page.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 28
Preparing a ComputerFriendly Résumé
•
•
•
•
Provide plenty of white space.
Avoid double columns.
Don’t fold or staple your résumé.
Use abbreviations carefully.
Minimize unfamiliar abbreviations.
Maximize well-known abbreviations in your
field.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 29
Preparing an Inline Résumé
An inline résumé is embedded within
an e-mail message.
• Consider reformatting with 4-inch lines.
• Move all text to the left.
(no centered lines, no tabs)
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 30
Preparing an Inline Résumé
• Consider using keyboard characters
(such as === or ~~~) to separate
topics.
• Save the file in plain text (.txt) or rich
text format (.rtf).
• Send it to yourself to check its
appearance.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 31
Writing a Persuasive
Cover Letter
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 32
Writing a Persuasive
Cover Letter
• Opening
• Address the letter to an individual by name.
• For advertised jobs, name the source; include
job title, date, and publication.
• If someone referred you, name that person.
• Tell how your qualifications fit the job
specifications, show knowledge of the reader’s
business, or describe how your special talents
will be assets to the company.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 33
Writing a Persuasive
Cover Letter
• Body
• Demonstrate how your background and
training fit the job requirements.
• Summarize your principal assets from
education, experience, and special skills.
• Avoid repeating specific data from your
résumé.
• Refer to your résumé.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 34
Writing a Persuasive
Cover Letter
• Closing
• Ask for an interview. Consider hooking the
request to a statement reviewing your
strongest points.
• Make it easy to respond. Tell when you can be
reached (during office hours). Some recruiters
prefer that you call them.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 35
Sending Your Cover Letter
by E-mail
• Be sure to send a cover letter if you
e-mail your resume.
• Move your return address from the
top to just below your name.
• Include your e-mail address and
phone numbers.
• Remove tabs, bullets, underlining,
and italics.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 36
Employment Interviewing
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 37
Employment Interviewing
• Before the Interview
• Investigate the organization.
• Learn about the position.
• Plan to sell yourself.
• Prepare answers to possible questions.
• Prepare success stories.
• Dress appropriately.
• Arrive early.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 38
Employment Interviewing
• During the Interview
• Establish the relationship.
• Act confident but be natural.
• Don’t criticize.
• Stay focused on your strengths.
• Find out about the job early in the
interview.
• Prepare for salary questions.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 39
Employment Interviewing
• During the Interview
* Use the STAR method to
answer behavioral questions,
such as, “Tell me about a time
when you….”
S – What was the situation?
T – What was the task?
A – What action was taken?
R – What was the result?
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 40
Employment Interviewing
• During the Interview
• Be ready for inappropriate questions.
• Ask your own questions.
• Conclude positively.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 41
Employment Interviewing
• After the interview
• Make notes on the interview.
• Write a thank-you letter.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 42
End
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 16, Slide 43