This document provides guidance on preparing documents and materials for a job search, including business cards, email, marketing plans, resumes, cover letters, reference sheets, and thank you notes. It discusses customizing resumes and cover letters for specific applications and audiences. It also recommends tracking job search activities like hours spent, correspondence, and contacts to effectively manage the job search process.

1. Prepare Your Documents,
Tools, and Techniques
1

2. Document Preparation
2
 Documents
 Business Cards
 Email
 Marketing Plans
 Résumé
 Cover letter
 Handwritten thank-you cards (Or typed letters,
depending on legibility)
 Reference Sheets: 3-5 (professional and academic)
 Salary History
 Applications

3. eMAIL
3

4. Email
4
Don’t Use A Silly Email Write Email Like A Cover
Address Letter
 moosehunter@hotmail.com
 HTML format
 moviegoer@yahoo.com
 Formal
 lovleylady@excite.com
 isleeponthejob@qwik.com  Professional
 Include Date and
Address
 Sign cordially

5. Business Cards
5

6. Business Cards are the Currency of Networking
6
 Get Some
 www.vistaprint.com
 Be professional – font and color
 Don’t need a logo
 Include email address and cell phone number
 Consider
 Home address (It’s not necessary)
 LinkedIn profile address (simplify the address)

7. One Page Marketing Plan
7
SAMPLE ON CD IN EXCEL

8. Contact Info
1 Goal Position
8 -10 Skills Now you need to
condense your
1 Pitch Marketing Plan into a
One Page DRAFT
4-5 Fields
Living Document
20 Job Titles
Restrictions
4-5 Industries
40-45 Companies 8

9. One Page Marketing Plan Development Process:
9
 Put it into a one-page format with your Contact Info
full contact info at the top
 What is the Dream Job Title you are 1 Goal Position
seeking? – Have the goal in mind
 Identify about 8-10 skills (one or two 8 -10 Skills
words) you can offer
 Develop your Pitch that supports that
1 Pitch
Dream Job Title
 Identify 4-5 job functions or fields that
lead to that title 4-5 Fields
 Come up with 3-5 additional possible
Job Titles for each function that you 20 Job Titles
could and would do
 What are your Geographic and other Restrictions
restrictions? What size companies
would you work for? 4-5 Industries
 Identify Industries for each function
 Choose 4-5 Industries to pursue 40-45 Companies
 Identify ~10 companies in each
industry for at least 40-45 companies

10. 10

11. 11

12. Résumés
12
TAILOR & TRACK

13. 13
opinions
When it opinions
comes to
opinions
Résumés,
Everyone opinions
has an
opinions
opinion
opinions
opinions
opinions
opinions
opinions

14. What is a Résumé?
14
What Candidates Think: What Recruiters Know:
A Document to Sell A Way to Eliminate the
Themselves to Majority of Candidates
Potential Employers to from Consideration for
Get an Interview an Interview

15. Résumé Screening
15
 Employers have software that eliminates Résumés
that do not contain certain keywords
 Recently I requested 19 candidates provide
applications from a folder of 150 Résumés I reviewed
 Took ~3 hours (< 2 minutes per Résumé)
 19 made cut (< 15%)
 20% had no chance
 Other 60% could have made cut, but applicants reduced their
chances in some way

16. Résumé Screening
16
 Why the might be’s became no’s
 Objective didn’t fit position
 You Can’t be sure objective aligns with every available job
 Better to leave off Résumé
 Overly favorable representation of themselves
 ―good communication skills‖ good,
 ―extraordinarily skilled communicator‖ may be overboard
 Résumé lacked sufficient information as to kind of work done
previously
 Job titles without responsibilities and accomplishments is problematic
 [Typographical errors don’t bug me, but some people are sticklers]

17. So
17
 Avoid Using a Résumé Whenever Possible
 Keep Résumé Short
 Avoid Résumé Mistakes

18. Survey Data: Question…
18
What do hiring
managers say are their
biggest pet peeves
when receiving
Résumés for an open
position?

19. Biggest Résumé Pet Peeves
40%
35%
30%
37%
25%
20%
15%
18%
10% 13%
5%
11%
0%
Spelling Mistakes Too Wordy Not Customized Irrelevant Personal
Information
19 Source: CareerBuilder.com

20. Audience Determines Some Résumé Considerations
20
 Résumé for Online Posting
 Résumé to Respond to an Ad (online)
 Résumé for a Recruiter
 Unsolicited Résumé
 Résumé Requested by Your Network

21. Résumé for Online Posting
21
 Longer – perhaps 3 pages
 Heavy on Keyword Search Terms
 Minimize Contact Information (Email and cell phone
at most – maybe state and town if your cell phone
area code doesn’t match)

22. Résumé to Respond to an Ad (online)
22
 Word Doc
 Include Ad in Properties (meta-data)
 Name Résumé: Buckley to Smith.doc or Buckley to
Slade Quarries.doc
 One page max
 Tailor to Ad
 Job Title in Summary
 Keywords in Your Summary
 Review Text
 Include Cover letter in email

23. 23
Resume for Change with Job Ad
Job Ad
Response
Relevant Positions Only
Refer to Detailed Profile

24. Résumé to Recruiter
24
 Word Doc
 Include Position Description in Properties (meta-data)
 Name Résumé: Buckley to Smith.doc or Buckley to
Execunet.doc
 1 ½ page max
 Tailor to Position Description
 Job Title in Summary Your Title
 Keywords in Your Summary
 Review Text
 Include Cover letter in email
 Include link to longer profile or Résumé available online

25. Two Step Resume
25

26. Unsolicited Résumé
26
 Pdf
 Include Long Cover Letter
 Name Cover Letter/Résumé: Buckley to Smith.pdf or
Buckley to Spacely Sprockets.pdf
 2 page max
 Include link to longer profile or Résumé available
online
 Follow-up with hard copy via snail mail (FedEx etc)

27. Résumé Requested by Your Network
27
 Hard Copy if possible – pdf otherwise
 Hand Deliver if possible
 2 page max
 Include link to longer profile or Résumé available
online

28. Layout
28
 Recommend Reverse Chronological over Functional
 Length
 Extensive Job Experience – One Page, 1 ½ pages maximum
 Recent Graduate – One page
 Appearance
 Should be easily reviewable in 15 seconds
 Blank spaces, Font Size (10.5 - 12)
 Don’t use much italics
 Upper left of each block should contain most important
information
 Margins at least one inch each on all sides, unless you use a
border

29. Career Objective
29
 Unless you are just out of college and have no
experience, I do not recommend putting an
objective on your Résumé
 Use a Summary or Job Title and Keywords

30. Prepare Specific Résumé For Each Application
30
 Many employers are relying on searchable databases and
Résumé banks to streamline the employment process
 To improve your chances of attracting the recruiters eye or
search engine, you must utilize industry specific keywords
numbers, $, and abbreviations to standout.
 Speak in terms of outcomes, results and achievements
to a lesser extent responsibilities, but not simply
activities and functions
 If you are Responding to an Ad, paste the Ad into the
Properties (meta-data) section of the Word Document

31. Résumé
31
 Full name at the top of the page in bold print
(avoid nick names, but use the name people
know you as)
 Make it easy for recruiters to find you
 Provide telephone numbers on each page
 Put email on each page of the Résumé
 Provide your Website or LinkedIn Page at bottom
 No need to provide street address/number for
home info – It is becoming more common to NOT
provide this information when responding to Ads

32. Résumé
32
 Always
 Be accurate
 Be honest
 Do not repeat the same information
 Be precise
 Be persuasive
 Never include
 Political or religious membership or activities
 Pictures of yourself
 Age, marital status, height, weight
 Avoid
 Information that would imply ethnic background

33. DO NOT INCLUDE Personal Data
33
Photo
Social Security Number
Marital Status or Kids
Birthdate
Health
Height/Weight
Willingness to Travel/Relocate

34. Re-entrants
34
 Strategies consultants offer for candidates
planning to return to work or full-time work after a
family driven hiatus
 Present your volunteer work with active business words
 Don’t apologize or express any regret for the time off
 Convey that you’re truly committed to working again –
don’t be wishy-washy
 While you’re out of work:
 Be strategic about volunteer, temporary, or part-
timework you do
 Keep abreast of your field and industries

35. Older Job Seekers
35
 Potential employers can get past age if they know you’re
current, including technologically
 Prepare Résumé emphasizing strengths rather than
chronology
 Although lack of dates problematic use Career Snapshot and/or date the last
10-15 years and then generically refer to prior engagements
 Change ―Education‖ section to ―Education and Training‖ and
put most recent training first, to show that skills are up-to-
date
 Be selective re: employment listed, focusing on those most
relevant to job being sought (but be cautious about gaps)
 Limit Résumé to no more than 1½ pages

36. Reference Sheet
36

37. References for Montgomery Burns
37
Mr. Homer Simpson
Control Room Operator
Springfield Nuclear Power Plant
Koger Building, Room 122
Springfield, OL
(850) 555-5412
bartsdad@yahoo.com
Ms. Jane Doe, Vice President for Operations
BBWL, Inc.
1150 Busch Blvd., Suite 140
Springfield, OL
(813) 555-1389
jdoe@bbwl.com
Dr. Lyn Smith, Professor
Yale University
Room 120 Sandels Bldg.
New Haven, CT
(850) 555-2121
lgsmith@yale.edu

38. Cover Letter
38

39. Parts of a Cover Letter
39
 Generally, don’t want long cover letters – one page is best
(exception: academia)
 Introduction
 Briefly state what you are applying for
 Mid-section
 One or two short paragraphs
 Do not summarize your Résumé
 Choose a qualification that targets the position
 Last paragraph
 Initiate an action

40. Customize Cover Letter
40
 "One of the most common mistakes that I see are generic
letters that are obviously so, and sent to everyone with no
modification," says Résumé writer Michelle Dumas,
owner of Distinctive Career Services LLC.
 To customize cover letters, use the job description as a
roadmap. Feature keywords from the job description in
your Résumé and cover letter, but don’t repeat words of
an ad, restate them. The hiring company is telling you
exactly what they want and the skills they need.
 If you approach each requirement in the job description
as a question, your cover letter should provide a
corresponding answer.

41. Opening Paragraph
41
 Explain why you are writing
 Name of position, career area (may be in a subject
line instead or also)
 Give a brief description of yourself
 Avoid Overuse of ―I‖
 Refer to your Résumé but don’t repeat it

42. Body Paragraph
42
 The position you are seeking
 A few outstanding qualities
 Your education and experience
 What you would contribute to the organization

43. Closing Paragraph
43
 Stress action
 Politely request an interview at the employer’s convenience
 Indicate what supplementary materials are being
sent over
 Thank the reader for his/her time and consideration

44. Thank-you Note
44

45. Thank you letter
45
 Have a basic thank you letter ready
 Send this when you
 Have had a meeting with someone
 Met someone during a conference
 Came in contact with someone you want to make an
impression on
 Get your own stationary
 Business cards
 Thank you notes
 Cover letters
 General correspondence

46. Tools
46
CONTACTS DATABASE
APPLICATION DATABASE
RÉSUMÉ DATABASE

47. Contacts Database
47

48. • Everyone in all of your contact
Database databases (email, LinkedIn, personal
address book, Plaxo, etc.).
• Usually about 150, but no more than
Network 250 - These are the people who
would return your phone calls!
• ~25-40 people who know you well
Inner Circle enough to offer advice worth
listening to on your career
• ~5 people who are in the best
Board of Advisors position to critically advise you on
job decisions
Close Friends & • The people you can lean on, vent to
(pick one – not a spouse), and escape
Family with
48

49. Progression Tracking System
49
TRACK HOURS
TRACK CORRESPONDENCE
TRACK CONTACTS

50. Track Hours
50
Activity Actual Hours Weekly Goals
Research Employers 12 12 6 5 4
Posting Resumes 5 4 3 2 1
Unsolicited Letters and
2 2 3 4 5
Emails
Network: Phone 8 8 8 8 8
Network: In Person 8 9 10 11 12
Searching Job Ads / Job
2 2 2 2 2
Agents
Responding to Job Ads 3 3 3 3 3
Total 40 40 35 35 35
Set Your Own Goals – These Are Just My Suggestions
But When You Set Them – Don’t Make Excuses – Meet Them

51. Track Correspondence
51
Activity Actual Number Weekly Goals
Unsolicited Letters to
1 2 3 4 5
Employers
Resumes Posted to
5 5 5 5 5
Employers
Resumes Posted to Job
5 4 3 2 1
Search Sites
Resumes Sent to
3 3 3 3 3
Advertised Positions
Search Firms Emailed 5 4 3 2 2
Set Your Own Goals – These Are Just My Suggestions
But When You Set Them – Don’t Make Excuses – Meet Them

52. Track Phone and in Person Contacts
52
Activity Actual Number Weekly Goals
Job Ad Contact 0 0 0 0 1
Search Firm Contact 0 0 0 0 1
Common Network
20 20 20 20 19
Contact
Target Employer
5 5 5 5 5
Ordinary Contact
Target Employer Peer
1 1 1 1 1
Contact
Target Employer Hiring
0 1 0 1 1
Manager
Target Employer Above
0 0 1 0 1
Hiring Manager
Follow-ups with Hiring
0 0 0 0 1
Manager or Above

53. Résumé Database
53
FOLDERS AND SUBFOLDERS

54. 54
Résumé
Folders
You should keep every
Résumé you send out in
an organized set of
folders and back them
up!
Use these folders of old
Résumés to cut and
paste into new
documents – saves time
and you will continually
improve the quality of
your Résumés.

55. Techniques
55
ANSWERING MACHINES
SOAR OR STAR STORIES
INTERVIEWING
S O A R
Obstacle:
Difficulty Action: Results:
Situation:
What You Did to Achievement or
Initial State
Task: Overcome Accomplishment
Problem

56. Answering Machines
56
USE AN ANSWERING TOOL THAT CAN BE
REMOTELY ACCESSED WITH A
PROFESSIONAL MESSAGE – NO FUNNY,
ANNOYING, OR LOUD MUSIC “LEAVE A
MESSAGE” MESSAGES

57. Interviewing
57

58. Preparation = Success!
58
 Research Employer, Department, & Interviewers
 Products and Services
 Philosophy
 Recent News and Publications
 Current Forecast
 Ask Questions before the interview
 Work with Recruiter, Admin, Coordinator
 Ask for Agenda and Job Description
 Directions, Attire, Culture/Personalities, Interview Style,
Special Instructions…

59. Types of Interviews
59
Format Tenor
 Phone  Screening You Out
 Video  Selling You the Job
 One on One  Get to Know You
 Two on One  Behavior-Based
 Panel  Case (Analytical Test)
 Presentation  Stress/Grill

60. Interview Basics
60
 Arrive early.
 Be well-groomed. Wear a suit. Wear sensible, well-polished shoes.
 Bring Résumés, reference sheets, and samples of your work, if
appropriate.
 Bring a zipper folder with pen and notepad with questions written third
page designed to trigger SOAR or STAR stories. Jot down information
on the top sheet, but don’t take excessive notes.
 Make eye contact. Shake hands firmly. Be confident.
 Try to relax.
 Be honest. Sell yourself, but don’t claim skills you don’t possess.
 Be aware of your body language. Be positive and try to make others
more comfortable.
 Listen attentively and ask clarification questions
 Inquire about next steps and request business card(s)
 Send a thank-you note within 24 hours and follow-up in 2 weeks if you
haven’t heard back.

61. Phone Interviews
61
 Control Who Answers Your Phone and How It Is Answered
  If you have kids, Give out your cell phone number rather than your
home phone number
 Have Appropriate Voice Mail Message - in Your Own Voice
 Get Names and Telephone Numbers of Interviewers and
Schedulers
 Set Time for Calls
 Find a Quiet Place to call or be called
 Avoid Using a Cell Phone or Speaker Phone for a Planned Call
 If You are Calling In: Give Yourself Time Beforehand for Call-in
Problems
 Give Yourself Time Afterwards for Over-runs
 Take Sparse Notes During, but Write Down Notes on
Everything Right After the Call Ends

62. Screening Interviews
62
 A Screening Interview (almost always by phone) occurs when
your paper (Résumé, online info, etc.) indicates your are
qualified – it’s about making sure your personality and
communication skills are on the mark as well
 Search Firms are Always Screening, and you should not read
too much into it
 But when you get a call from a Company HR Recruiter, you
can feel pretty confident that you’ve made it into a fairly elite
group, maybe 7 to 9 candidates, possibly less, will be phone
screened by someone inside the company
 Your main goal is to not put anyone off
 You want to sound enthusiastic, but not over the top
 You want to appear inquisitive, but not pushy
 You want to sound like someone who would be fun to work with

63. Video Interviews
63
 Video / Skype Interviews are fairly rare, but more and more
search firms are using them to get a look at more senior level
candidates before flying them in for a face to face interview.
 Even if you’re looking to stay in the area, many companies
with offices in your neighborhood are headquartered
elsewhere. The home office often wants input on senior
candidates, but it may be quicker and cheaper to do it by
video.
 The main rule is, treat it like a face to face interview – arrive
early, dress right, watch your body language.
 Most video conferencing has the capability to let you see
yourself (picture in picture) as the other party sees you. If this
feature is available, make sure it is turned on, so you can have
real time feedback on your appearance.
 Use Skype with a friend as a surrogate for practice.

64. Common Questions
64
 ―Tell me more about yourself…‖
 ―Tell me about your recent position(s)…‖
 ―What strengths can you offer?‖
 ―What are your weaknesses?‖
 ―What are your career goals?‖
 ―Tell me about a time when…‖
 ―Why should we hire you?‖

65. Prepare Your Questions
65
 For Each of the SOAR or STAR stories (10+) develop a
question that will trigger an opportunity to talk about that
story
Q S O A R
Obstacle:
Difficulty
Action: Results:
Situation:
Question What You Did to Achievement or
Initial State
Overcome Accomplishment
Task:
Problem

66. Structure of a Typical Interview
66
 Greeting
 Small talk
 Opening questions
 Probing specifics
 Interviewee’s questions
 Close

67. Your Questions for the Employer
67
 Review your list of SOAR or STAR stories
and corresponding questions to trigger
them
 Any stories you didn’t get to tell?
 Ask those questions
Q S O A R
Obstacle:
Difficulty
Action: Results:
Situation:
Question What You Did to Achievement or
Initial State
Overcome Accomplishment
Task:
Problem

68. Example Questions You Could Ask in an Interview
68
 How would you describe the culture of the company?
 Is this a new position? If not, what did the previous employee go on to do?
 What is the company's management style?
 Who does this position report to? If I am offered the position, can I meet him/her?
 How many people work in this office/department?
 How much travel is expected?
 What are the prospects for growth and advancement?
 What type of training programs does the company offer?
 How does one advance in the company?
 What do you like about working here?
 What don't you like about working here and what would you change?
At the End:
 Would you like a list of references?
 When can I expect to hear from you?

69. Questions to Avoid in the Initial Interview
69
 Salary
 Benefits
 Vacation/Leave time
 Perks

70. After the Interview
70
THANK-YOU LETTER
EVALUATION
FOLLOW-UP

71. Evaluate
71
 What would you do differently?
 Where can you improve?
 What were your impressions?
 What can you expect next?

72. Thank-You Letters
72
 Reaffirm interest
 Improve/Update
answers
 Mention points
overlooked in
interview

73. Make Sure to Follow Through
73
 Follow up with the employer within 1-2 weeks of
sending your Résumé
 Always send Thank You Letters after an interview—
within 24 hours
 Follow directions—send the information the
employer requests