and used with the permission of the author.

and used with the permission of the author.
JOBTALKS Resume Preparation Lecture 9, Resume Preparation Drafting Your Resume Content Indiana University Kelley School of Business C. Randall Powell, Ph.D. August 5, 1994 The initial stab at creating a resume produces a product that no one is pleased with. Resumes improve only after repeated edits. Most of us are embarrassed to show our first draft to friends and counselors for advice. Indiana University Kelley School of Business Contents used in this presentation are adapted from Career Planning Strategies and used with the permission of the author.

RESUMES Preparation Techniques Design strategies Content Resume Topics
This presentation will cover three essential resume topics: Physical preparation techniques Design strategies And the various elements of the resume.

Basic Resume Formats Chronological Functional Hybrid
There are 2 basic resume formats or styles. The chronological resume presents your work experience and education sections in reverse chronological order: That is, “most recent events at the top.” The functional resume catalogs your background under headings that focus upon the skills you possess. These differences occur under the education and experience headings. You can prepare chronological resumes that highlight your skills under each of these headings. Or you can use a skill based functional heading and chronologically support the skill acquired under the skill heading. Many experts recommend the hybrid combinations.

The College Interview Resume
Typically chronological Highly structured Serves as application Factual; good & bad points Not sales oriented College Interview Resume Most colleges use a standardized resume form. This form was adopted largely for legal reasons by an agreement between employers and colleges through the college placement council, which is a professional association. The form eliminates the requirement by employers that an applicant must complete a company application blank before any interview. The form presents factual data including both good and bad points. It is, therefore, not sales oriented. Since your resume is part of your marketing approach, why should you present your limitations at the outset?

The basic resume concept
Matching Your credentials Employer’s selection criteria Basic Resume Concept The basic concept behind the employment resume is matching. The employer matches job qualifications against the qualifications of applicants. Your goal is to help them see that yours would be the ideal match. You assist the matching process by proper preparation and careful dissemination of your credentials. The basic resume concept

Functional Resume Headings
Technical Skills Accounting Writing Languages Functional Skills Managing Selling Training Administrative Skills Analyzing Planning Motivating Functional Resume Headings The functional resume style is laid-out only after you have identified your strongest skills and rank-ordered them. The skills typically include technical skills, functional skills, and administrative skills. Technical skills include accounting, programming, writing, speaking, languages, and so on. Functional skills include activities like managing, selling, training, and organizing. Administrative skills would include tasks such as analyzing, directing, planning, and motivating. Bullet points under each skill typically describe how and when you developed the skill.

Hybrid Resume Chronological with some functional sections

A Resume is a Digest of Qualifications
Education Activities & Honors Digest A resume is a digest of your qualifications. What have you done that is relevant to the employer's decision on whether or not to invite you in for an interview appointment? Experience 1 to 2 pages

Recommender Resume – Long Version Employment Resume – Short Version
Resume Distribution Network Partners Recommender Resume – Long Version Employers Employment Resume – Short Version Career Services Faculty/Counselors Past Employers Friends Targeted Objectives Balanced Statement Goal: Interview GOALS INFORMATIONAL INTERVIEWS JOB GENERAL PURPOSE RESUME Targeting your resume to specific types of careers is very effective in enticing potential employers to invite you to interview. You need to distribute copies of your resumes to your network partners like placement offices, faculty, past employers, friends, and others. Your partners also distribute your resume to a wide array of potential employers. Therefore, you need both a general purpose resume with a broad career statement and a targeted resume with a very specific career statement. Balancing specific goals against general statements requires some finesse.

Passport to Job Interviews
Responding to Job Leads Personal Calling Card Reference Assistant Network Facilitator Broadcasting The Resume: Passport to Job Interviews Your resume is a passport to job interviews because it serves various purposes that lead to important contacts. Of course, the main use is to respond to all possible job leads, but it can also serve as a personal calling card. A calling card not only introduces and identifies you but it stays with the contact for later follow-up. You undoubtedly know many people who sincerely want to help you in the job search process. When you leave your resume with these reference providers and network facilitators, you expect them to share your wishes with others using your resume as an important contact tool. Lastly, the traditional use of the resume is to broadcast to potential employers your availability.

Recommender Resume Help for your job search “partners”
Everyone needs sales representatives Builds consistency in referral's comments 2-4 pages of quotable material Simplifies task of network partners Prelude to interview presentation Recommender Resume Everyone has a set of partners in the job search process. Recent graduates and senior executives need these sales representatives to work for them in a networking relationship. In addition to the one or two page resume, you want to give your sales partners a more detailed version of your resume. In addition to a more thorough explanation of your credentials, this also builds some consistency and reliability into the referrer's comments that they might subsequently make to a potential employer. A 3-4 page “recommender resume” allows the network partner to quote from it in talking with or writing to potential employers. In essence, you can tell them what to say about you. It eliminates a lot of uncertainty and simplifies the task of the recommender. You are strongly encouraged to develop this extensive resume. You will also find this resume very useful in rehearsing your interview presentation.

You may need more than one resume!
Your Goals You may need to prepare more than one resume. You may prepare several different resumes with the major difference being the career objective statement. You usually need one general purpose resume to use in broadcasting your background to many different types of employers. Broadcast resumes typically go into resume books and to network participants. As you narrow your field based on specific job openings, you will find it wise to target your resume's career objective statement to more closely match the specific job opening. One general purpose resume Resumes that target specific jobs

Appearance Positive first impression Neat and clean Perfectly typed
Ample white space Appearance A cardinal rule is that the resume must look perfect! It must be neat and clean, without any typing errors or misspelled words. The black type should stand out sharply against a crisp background that has ample white space.

30 30 The -Second Scan Scores of resumes - impossible reading
Pass 1: "Initial" 30-second scan Pass 2: Another 30-second scan Pass 3: 2- to 3-minute credential review Interview appointment set The 30 second scan Employers typically receive scores of resumes in a given day. It is impossible to read every one of them thoroughly. Most only get a 30 second initial scan, including a quick read of the cover letter. Most employers lay aside the limited set of resumes that meet some selection criteria so that they can re-read these in a second scan. The second scan may only be another 30 seconds though. If you pass the second scan, you usually get your total cover letter and resume package thoroughly read in a 2-3 minute review. If you pass that, an assistant will usually set up an interview appointment.

Section Size Sections not necessarily equal in length
Size indicates depth in background Education and experience levels dictate Section Size The building block sections do not necessarily have to be equal in length. A person just out of school normally devotes more space to academic education than would someone who worked full time for ten years. Section size indicates the depth of the background. Normally, the education and work experience parts of the resume constitute more than two thirds of the available space.

Resume Length Be Detailed, Yet Concise Keep Most Important Content
on Top Employers Prefer One Page Network Contacts Prefer Two Pages Personal Choice: Length Relates To Use Resume Length The length of an HTML resume cannot be precisely controlled by you. When rendered by a browser, the length is determined by the font size of the reader’s browser. Some employers will use “small font size” while others will use “largest.” We recommend that you try to create with a font size and layout that will render a one-page resume when printed if the reader uses a medium-size font. Your resume should be a detailed, yet concise statement of your goals, qualifications, and achievements. In HTML, page breaks are irrelevant—the end-user's web browser will determine the final layout and appearance of your resume content. Therefore, be sure to list the most important content higher on the page.

Section Content Contact info Objective statement or skills summary Education Experience Activities/Honors/Professional organizations/Certifications References

Name and Address Use a larger bold font for your name
Use a permanent address if you cannot always be reached at your current address Use a phone number where you can always be reached Include address Add life to your resume by long-term tracking option Name and Address Your name and address are critical resume items. Be sure you use a slightly larger, bold font for your name, but stay away from all capital letters. List a permanent address if you cannot always be reached at your current address, and be sure to list a phone number where you can always get your messages. Include your address but avoid listing any “personal home pages.”

Career Objectives Summarize career statement into 1- to 4-word job title Draw attention to your job interests Follow up with a description of your long-term career interests Emphasize what you offer, not what you want Career Objectives A key element of your resume is your job objective. You should first summarize your career statement into a one- to four-word highlighted job title. You want to draw the eye of the employer to your job interests quickly. This brief job title should be followed by a more thorough description of your long-term career interests.

Education List information about “higher” education only
Include educational institution, location, majors, degree level, grades, dates attended, and graduation date List in reverse chronological order EDUCATION In the “Education” section, you should list information about your “higher” education only. The most common elements are educational institution, location, majors, degree level, grades, dates attended, and graduation date. Unless you have done some remarkable pre-college activities, your best strategy is to capitalize on your most recent education, courses, and skills developed. Sometimes, you may want to write a few words about your educational institution, their reputation, and why you made the decision to pay the school for your education. Not all reviewers know your school’s reputation as well as you.

Major(s) Minor(s) Recognitions and Honors Specific Course Content
Education: Academic Training Major(s) Minor(s) Recognitions and Honors Specific Course Content EDUCATION It is typical to elaborate upon your course selection, subject concentrations, honors, recognitions, specific course content, and special projects or major reports. You must always add at least two to four lines of comments about your educational background. Again, initially be very verbose and down-size later in your editing. As you look backward, why are you pleased with the academic choices that you have made? Support Technical Competencies

Education:Academic Performance
Overall GPA: Specific Competency Grades Trends: Add “Time” and “Interest” grade changes Recent Grade Improvements: Why? 3.0 3.5 3.7 2.8 3.1 EDUCATION Many individuals prefer to separate grades by major subject and academic terms to illustrate grade performance trends. Use the comment space wisely to discuss grade improvements over time, the strong reputation of your school, and the rigor required by your field of study. Recognize that grades can be an important screening criteria that needs some elaboration rather than just a single figure being shown to the employer. Write what you might say if a recruiter asked you about your level of academic performance over the past few years. Trends and analysis often leave a more positive impression than one or two aggregate numbers.

Technical Skills Gained Co-ops Internships Study Abroad
Education: Academic Special Courses Technical Skills Gained Co-ops Internships Study Abroad EDUCATION Some individuals prefer to describe technical skills gained through specific courses, team-oriented projects, and presentation events. Special courses and study abroad also draw special attention. Employers tend to respond well to experiential education like co-ops and internships. Elaborate on these! What elements in your educational background are most likely to help you strike up a constructive conversation in an interview? Put these ideas on your resume! Support Your Total Academic Background Package

Simulations Case Study Courses Group Projects Lab Experiments
Education: Academic Team Work How Do You Best Learn? Simulations Case Study Courses Group Projects Lab Experiments EDUCATION Most jobs demand a high degree of teamwork. As you describe your academic experiences, you need to show situations where you performed in a superior manner with team activities such as simulations, laboratory experiments, case study classes, and written and verbal “group” projects. The group participation events will help in creating an image of you as a team player. Focus: Educational Methods

Typical Education Format
Concentrate on descriptions Be wordy Edit later Indiana University Bloomington, IN BS, Dates of Attendance (xx/xx to xx/xx), Graduation Date, Major, GPA Paragraph #1 Paragraph #2 Paragraph #3, etc. Typical Education Format Your goal is to be as descriptive as possible about your formal education. Your first draft should be very verbose. It is much easier to return during editing to shorten or re-state than it is to create new words. Always add additional comments. Most write at least two paragraphs related to their educational accomplishments, grade trends, area of study, specific courses, and so on. Do not let one or two basic words speak for the many months of very hard work. Take pride in your educational achievements, even if you were not always the top star. Elaborate on what you learned and let that show a relationship to your career goals.

Activities and Honors Indicators of leadership, interests, social skills, team work, and commitments List as separate, bulleted items or short paragraphs Word selection is very important! Typical Education Format Your goal is to be as descriptive as possible about your formal education. Your first draft should be very verbose. It is much easier to return during editing to shorten or re-state than it is to create new words. Always add additional comments. Most write at least two paragraphs related to their educational accomplishments, grade trends, area of study, specific courses, and so on. Do not let one or two basic words speak for the many months of very hard work. Take pride in your educational achievements, even if you were not always the top star. Elaborate on what you learned and let that show a relationship to your career goals.

Activities and Honors Items to discuss: Leadership Size of group
2- to 3-word descriptive title, 1- to 3-sentence clarifying paragraphs Items to discuss: Leadership Size of group Budget responsibilities People supervised Time commitment Personal achievements ACTIVITIES To draw attention to your activities, you may wish to start with a two- to three-word descriptive title of your activities. This needs to be followed by a more thorough one- to three-sentence description. You should mention offices held, size of group, dates of involvement, time commitment, and above all, major achievements completed during your involvement. Give more than 2-3 words. Get specific because that adds a great deal of credibility to your decisions.

AVOCATIONS 4-H leader Marathon running Cycling Dance and ballet
International traveling Semi-professional tennis Jewelry making Tour guide Intramural sports Semi-professional singer Summer theater actress Fashion show model Amateur photographer Cable TV reporter/host Scuba diving Team Coach/Referee AVOCATIONS Under “Activities,” you may include your hobbies and avocations. Avocation listings can spark common interests with potential employers, especially during an interview. If you are seriously into an avocation that consumes significant amounts of your time, and into events for which recognition is awarded, you should describe them, not just list them. An important part of interviewing is to establish common relationships with recruiters and avocations often help create a meaningful discussion. Avocations Recognition Hobbies Time commitments

Pride not Conceit: Achievements
HONORS Dean's List AT&T Scholar National Merit Scholar Beta Gamma Sigma Honorary Presidential Scholar Who's Who Among Colleges Hispanic Society Fellowship Metz Merit Scholarship Army Medal of Honor Most Valuable Player AKO Leadership Honorary Athletic Student Tutor Myers Writing Award Athlete of the Year of Fraternity High School Valedictorian Pride not Conceit: Achievements Get desired recognition Explain each listing: size, dates, nature HONORS AND ACHIEVEMENTS Few people want to boast or brag about their accomplishments and yet the resume must reflect these recognitions. Some people simply list these under activities and honors. Others provide more detailed descriptions of these achievements. The more preferred complete descriptions should include the nature of the honors, subgroup size, recognition event, certificates, dates, and other details. A resume is a sales brochure. Write and design accordingly.

Work Experience Design to Show Design to Show
types of skills you acquired what you learned by doing Work Experience For many people, the work experience section of the resume will constitute the largest part of the resume space. A minimum of 25 percent of your space should be devoted to it. It is common to see the work experience being percent of the resume, particularly if you have a multi-page resume. Most recent college graduates use a one-page resume and the work experience section is two to three inches in length. The work experience section is designed to show two things: First, you want to show the types of skills that you possess which you acquired in a work setting. Second, you want to show what you learned by actual involvement. You want to show qualities, other than basic skills, that were developed by experience.

Experience: On the Job….
List every full-time job List in reverse chronological order Explain any time gaps Work Experience It is necessary that you list every single full-time job that you had. It is important that you not omit any full-time positions because in a reference or credit check they will appear, and if not listed in your resume, this will raise suspicions by the employer as to your honesty. It is important that you list your experience in reverse chronological order. Your most recent work experience is more relevant than older experiences. If there are time gaps in your work background, it is necessary for you to explain them.

Experience: Coop and Internship
Significant experiences Co-Op And Internship Some recent college graduates often have had several months of academic practical experience. This falls in a gray area between full-time work, part-time work and academic program. The best examples of this are student teaching, cooperative education periods, and internships of a semester duration. Others are in part-time paraprofessional working assignments, while you are pursuing a degree on a part-time basis also. It is possible to describe these under academic education but most use the work experience section.

Experience: Part-Time Summer Volunteer
Shows values and personal qualities Need not list every job Part-Time Jobs Most recent college graduates do not have large amounts or relevant full-time work experience. It behooves them to more adequately describe part-time work experiences while in college, full-time summer jobs, and volunteer assignments, such as political campaigns, churches, hospitals, and other non-profit activities. You do not need to list every part-time job. The theme is to present yourself as a work oriented person, not to show how each job relates to the position you desire.

WORK EXPERIENCE leadership teamwork responsibility social awareness
The main purpose of work experience on the resume is to further describe your skills. You want to show how work contributed to the acquisition of certain relevant skills. A secondary purpose though, is to explain in more depth the type of person you really are. Whether full-time or part-time, work experience can be used to illustrate: Social Awareness ... Responsibility ... And Leadership These qualities are important in any job. responsibility social awareness

Experience: POSITION TITLE
Three words maximum Descriptive Capitalize or underline Title The job title is definitely an eye catcher in the resume design. Unfortunately, many summer and part-time jobs do not have titles. If you find yourself in that situation, make up a one to three word descriptive title. You want it to describe what you did and to catch the employer's eye. You can control eye movement by capitalizing and underlining. When possible, try to use this technique to create interest in reading the subsequent detail.

Experience: DUTIES Detail One to four sentences Key words
Show personal qualities Duties Most examples use complete paragraphs to fully explain the duties of the full and part-time jobs held. These paragraphs provide needed detail designed to interest the employer in wanting to learn more about you. In general, these descriptions are one to four sentences long or could even be sentence fragments. They make good use of key descriptive words. Try to limit your description to under five sentences per paragraph. Go to another paragraph under the same job title if the length goes beyond that. For recent college graduates, the focus is more on showing personal qualities than it is in showing how your skills relate to the job you are seeking.

Experience: Responsibility Level people supervised sales dollars
budget level decision latitude control span report to Responsibility Level If you have some significant work experience, you must bring them to the attention of the employer. There are several key areas that should be incorporated into the job description if physically possible. List the number of people that you supervised. Indicate the magnitude of your responsibility via sales volume or budget levels. Give the scope of your decision latitude. Describe your span of control. Indicate the title of the person to whom you reported. These are concrete factors that extend credibility to your description. Incorporate these into description

Types Of References Types of References WORK PERSONAL ACADEMIC
The last section of your resume is the reference section. There are three types of references that you can use. Work references help employers assess your work ethic, productivity, and relationship with peers, subordinates, and superiors. These are usually former direct or indirect supervisors. Academic references help employers assess your potential abilities to perform a specific task. They are very helpful in determining your skill base and level of expertise in each skill area. They are always former teachers. Personal references assist employers in evaluating your basic character traits. These are usually friends and business associates who have known you for several years. You should try to list at least one from each category on your resume.

Reference Credibility
Leaders Believable High standing Know you very well Reference Credibility You should select your references with great care. You want to make certain that their credibility is easily recognized. The odds are very high that they will be called at some point. The number one criterion in selecting references is that they know you well. If possible, you will want to choose people who are leaders such as judges, executives, business owners, and high level managers. Look for people who have high standing in your community. These include bankers, lawyers, journalists, and community leaders. Try to pick people whom others are likely to believe. Politicians and some religious leaders will only say positive things about everyone. Your best friend, spouse or relatives are not likely to be all that objective.

References Permission Two to four Also on file Know you well
Most resumes list two to four references. Make sure that these people know you well and that you have their explicit approval to use their name as a reference. Always give your references a copy of your resume.

References furnished upon request
pros cons Pros And Cons On References One last point about references. There is one school of thought that encourages you to place “references furnished upon request” across the bottom of your resume. This saves your references from potentially being inundated with requests. It also leaves more space for other things on your resume. In most instances, your references are not going to be swamped. Employers rarely contact them until they are really seriously interested in you. Also knowing that certain people are willing to say positive things about you can help you get interviews. It is a personal choice about placing references on resumes. But we recommend that you include them unless you have strong reasons as to why this might hurt you in some way. These people really want to help you. References furnished upon request

Revise – Revise - Revise
Need quality foundation to start Never “Final Edition” Constant improvement – Revise annually Copy always available for distribution Circulate! Network! Apply!

Reproduction Reproduction Reproduction Reproduction Reproduction Color
Size Physical Factors Your resume should be printed on 8 1/2 x 11 inch paper. That is an accepted business standard. Odd sizes are not fileable and irritating to bosses and secretaries. Stick to white, off-white, beige, vanilla, light gray, and so on. Pastels and bright colors are taboo. It is not necessary to send an original; in fact, it is not wise because it gives the impression that the resume was made for the occasion. Use a quality copy method such as Xerox or comparable sharp image makers on a quality grade of paper. Reproduction Reproduction Reproduction Reproduction Reproduction

Purpose Controversial Discrimination Photograph Photographs
The only legitimate purpose for placing a photograph on your resume is to help an employer recall who you are. If the employer is interviewing scores of people continuously as in a college placement office, a photograph can often be a blessing. But photos are controversial. They can be used to discriminate illegally based upon race, sex, or national origin. On the other hand, you have the right of free speech. If you wish to help aid the recruiter's recall, it is permissible.

Avoid Certain Words Forms of the verb “to be” Pronouns
Failure connotations I me none ail have is will no less how

WORD CHOICE ACTIVE PASSIVE ACHIEVEMENT DESCRIPTIVE Word Choice
Your choice of words can make your resume more dynamic and exciting. Look for active verbs. Use words that illustrate an achievement-oriented person. Certain words and phrases indirectly expand the meaning of what you intend to say and thus positively impact your selection.

Use Exciting Words Action a n Power d ACCOMPLISH DIRECT ESTABLISH SELL
RESPONSIBLE SUPERVISE TOUCH CONTROL INFLUENCE Action ESTABLISH MANAGE PERFORM MOTIVATE CREATE PLAN SOLVE a n d Use Exciting Words You can identify and use positive words to enhance and promote your background. Some of the more commonly used resume words are: Accomplished Sold Established Responsible For Managed Controlled Created Directed, and so on. Power

Background Traits Personality Maturity Enthusiasm Attitude
Communication Organization Leadership Professional Poise Work Habits Background Traits When anyone describes you to another person, there will be certain characteristics and traits about you that will stick in their mind. They will not be discussing only your skills and abilities necessary to complete given tasks. Employers want to know about the “real” you. Invariably recommenders start talking about your attitude, personality, and leadership traits. Subjective factors like maturity, poise, and enthusiasm typically are described. You want them to describe you as a good communicator and a highly organized person, with excellent work habits suitable for a professional assignment.

Use Self-Descriptive Words
Sincere Reliable Analytical Practical Optimistic Tactful Logical Creative Energetic Aggressive Resourceful Conscientious Use Self-Descriptive Words It is possible to use words subtly in the context of describing how you approach a project or job. You want to show pride and confidence in your abilities. The following words are what employers want to hear and believe about you. Sincere Analytical Reliable Practical Tactful Energetic Logical Aggressive Leave these impressions as you carefully choose words to use at various points in your resume. Ascribing descriptive words to your past behaviors indirectly Ascribes the words to YOU!

Action Words (past tense)
Analyzed Approved Completed Developed Directed Established Increased Improved Lead Organized Planned Reduced Solved Supervised Trained What management-level tasks have you successfully accomplished? Action Words (Past Tense) Employers demand action. They want doers not talkers. They prefer a take-charge, go-getter, type of person for most jobs. You must convey an action image about yourself. You must learn how to use action words such as verbs and descriptors to add some excitement to your credentials. Many books that show examples on how to write a description of activities and work experiences cleverly weave these words into various sentences. Employers want doers, not talkers. Convey an action image.

On-the-Job Resumes Resume changes once in first job
Always keep one up-to-date and handy

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