Clarifying Resume Formats

There seems to be much confusion on the Web these days regarding the different resume file formats and when each should be used. You can present your resume to potential employers in multiple ways, including sending a copy via email, "pasting" its content into a form on their web site, faxing it to them, and hand-delivering a copy, as well as others. So, here's the quick guide, in the following format:

COMPUTER PROGRAM USED (file extension)- this refers to the software that the document is created with, either MS Word, Adobe Acrobat, or Windows Notepad (those who have Apple computers have a text editor similar to Notepad).

OTHER NAMES OR PROGRAMS- for example, the .txt format is usually not referred to as the Notepad resume, but instead it is called the Internet resume or Plain Text resume. Also, for MS Word, if you don't have this program, there are other word processing programs you can use.

PURPOSE OF THE RESUME- HOW IT IS USED- email, fax, hand-deliver, copy-and-paste are all options and they are covered below.

GUIDE TO RESUME FORMATS

1. Microsoft Word (.doc)

OTHER PROGRAMS: Microsoft Works, Corel WordPerfect, GoogleDocs, Windows WordPad

PURPOSE: This format is used when you asked to Upload your resume to a site, when you are Attaching your resume to an email message, or when you are Printing your resume for in-person distribution. You can also fax this version.

2. Adobe Acrobat (.pdf)

OTHER PROGRAMS: This is the only program that creates PDF files.

PURPOSE: This format is used when you asked to Upload your resume to a site, when you are Attaching your resume to an email message, or when you are Printing your resume for in-person distribution. You can also fax this version. ** The difference between the .doc and .pdf files is that recipients cannot alter the .pdf document, unlike the .doc (unless you password-protect it, which creates a whole different set of problems).

3. Windows Notepad (.txt)

OTHER NAMES: Internet Resume, Text-Only Resume, Email Resume, Plain Text Resume

PURPOSE: This format is used when you asked to copy-and-paste your resume into an online form, such as a form on a web site or the body of an email message. These documents have all formatting stripped out of them, so they are compatible on all systems (but they look plain, so it is not the document you want to print and hand to an interviewer).

OTHER NOTES:

** You can convert a .doc file into a .txt file. Just open up your file in Microsoft Word, click File, Save As, give it a different name (last name, first name INTERNET RESUME), scroll down to Plain Text, click Yes, and save in that format (you'll have to open it up again and make adjustments to ensure it looks proper).

** You can convert a .doc into an .html file for publishing on the Web, but I would recommend either creating a Career Folio if you are going to include multimedia in your Web resume, or simply copying-pasting your resume content into your LinkedIn Profile (I would recommend this for non-graphic arts and non-multimedia professionals).

NOTE ON PICTURE:

This is a picture of Leonardo DaVinci's resume/cover letter.

Continually on the Lookout for Work

Job search is an everyday, ongoing process. Obvious, right? Yet, is that true for many of us? Are we continually looking for work every day of our unemployment? Think of the New Year's Resolutions we make- quitting smoking, losing weight, and- yes- changing jobs/careers. How many of those do we maintain beyond a few weeks? It's difficult to break out of our routine and make a non-everyday habit a continual one.

But job search demands this. Are there strategies we can "employ" to keep us looking for jobs or working on our job search every day? Perhaps. The trick is to come up with visual, tangible reminders- Post-It Notes used to be the most popular form of a reminder (and they are still popular), but now you have technology as a valuable tool for reminding you that you have to work on job search- searching for jobs, applying for jobs, etc.- every single day.

Here are a few suggestions:

1. Sign up for a site like SimplyHired.com that will send you new job listings every day. As a test, I signed up with this site, and they have sent new listings every day for the past 7 months.

2. Set up in your Outlook Calendar a reminder for the morning, such as "Don't forget- work on your job search today!"

3. The Post-It note. Yep. Use them all over my desk. They can be overused (if you have too many, none will stand out), but they still serve as positive reminders.

4. Your mobile phone is obviously a very important tool for many things- so make it pertinent to your job search as well. Use reminder noises, messages, etc- whatever you can come up with.

5. Create a tangible, handheld symbol. Now, this sounds a bit goofy, but it's similar to the sobriety bracelets used by alcoholics. My personal handheld symbol is a penny that I've kept since 2001- it sits on my desk and reminds me every day that I need to continually seek opportunities to land new clients (as a business owner).


Those who invest the most time in their job search are typically the most successful. Investing more time starts with a commitment to everyday action. Everyday action for things that aren't always going to be everyday tasks requires reminders, and these reminders can be beneficial in keeping you continually on the lookout for work.

A Right-Brain and Left-Brain Approach to Job Search

Job search requires a combination of the creative and the logical. What I caution against, however, is following the extreme for either of these. For example, sending your resume to a potential employer inside a shoe with the note "Just wanted to get my foot in the door" is certain to generate some chuckles, but it will probably be deemed unprofessional and most likely won't get you the interview. At the same time, following the standard posting-your-resume-online-and-waiting-for-employers-to-call probably won't cut it, either. Here are the areas in which to use the right-brain and the left-brain approach:

Left Brain (Logical)
** Use a standard format for your resume- opening summary section, experience section in reverse chronological order, education/credential section. Only in rare instances should you use a functional or non-reverse-chronological format.
** Dress appropriately for the interview (see previous blog entry "Dressing for the Interview").
** Follow up with a thank-you letter.

Right Brain (Creative)
** Do some sleuthing and find out who the hiring manager is for the position you are applying for, and send your resume directly to him/her with a cover letter detailing how you can help them meet their goals.
** During the interview, provide a demonstration or visual illustration (chart, PowerPoint presentation) indicating a skill set that you would utilize for the position (e.g. sales professionals can provide an analysis of the company's competitors via a chart and include strategies for how they would outdistance them).
** Send thank-you letters to all you come in contact with, including the administrative assistant who greeted you and escorted you to the proper office.

As you'll notice, the Creative examples aren't outlandish; however, judging from the feedback of interviewers and recruiters, they are not standard practice and thus involve creative thought. The key is to think outside the box, but not outside the storage area.

Further reading:
http://www.escapefromcorporate.com/right-brain-left-brain-career/

Requirements for a Federal Resume

A federal resume requires additional information that is not needed for private industry resumes. The following is a basic list of the most important "data" requirements (it is also important to "mirror" the keywords mentioned in the ad):


1. HEADING AND ANNOUNCEMENT

Contact Information
Name:
Address:
Email:
Day Phone:
Evening Phone:
SSAN#:
Citizenship:
Current GS/Band:

Position Title Per Announcement
You MUST provide a job announcement:

Additional Heading Information
Do you have Veteran’s Preference?
Spouse of Military/Veteran?
Were you ever a Federal Civilian Employee?
Eligible for reinstatement based on career or federal status?

2. EDUCATION

High School
Diploma:
High School Name:
Year Completed:

Undergrad, Grad & Post-Grad Degrees
Degree:
Area (s) of Concentration:
Major:
Minor:
Name of School:
City/State:
Semester Credits Earned:
Dates Attended:
Date of Graduation:

Job-related training courses (give title and year).
Name of Course:
Date(s):
Organization:
City/State:
Certification:
Duration of Program:

Awards
Name of Award, Organization, Date:

Professional Affiliations/Memberships
Member:

Civic Affiliations/Memberships/Activities
Member:


3. PROFESSIONAL EXPERIENCE

(Information below is repeated for each position)

Name of Company or Federal Agency (include main organization, division and office/branch):
City, State, Zip:
Phone:
Hours Per Week:
Rank or GS/Pay Band (if federal):
Name/Title of Your Supervisor:
State “May contact supervisor” or “Supervisor cannot be contacted.”
Your Job Title: (If federal include series and grade):
Dates:
Beginning Salary:
Current Salary:

Functional Areas of Authority/Responsibility
Please list in order of importance – most important first

Accomplishments &/or Key Projects
Be sure to tell: “What” “How” “How Much” – Mention the “core” of the accomplishment (e.g., Leadership, Financial Discipline, Industry Expertise, Marketing Strategy)

A Rejection Denial Notice?

Herbert A. Millington
Chair – Search Committee
412A Clarkson Hall, Whitson University
College Hill, MA 34109

Dear Professor Millington,

Thank you for your letter of March 16. After careful consideration, I regret to inform you that I am unable to accept your refusal to offer me an assistant professor position in your department.

This year I have been particularly fortunate in receiving an unusually large number of rejection letters. With such a varied and promising field of candidates, it is impossible for me to accept all refusals.

Despite Whitson’s outstanding qualifications and previous experience in rejecting applicants, I find that your rejection does not meet my needs at this time. Therefore, I will assume the position of assistant professor in your department this August. I look forward to seeing you then.

Best of luck in rejecting future applicants.

Sincerely,
Chris L. Jensen

Read more at: http://jobmob.co.il/blog/funniest-rejection-letter-ever/#ixzz1SOpWmCL1

Dressing for the Interview

Here's a quick look at the basics (courtesy of JobSearch.com):

Women's Interview Attire

** Solid color, conservative suit
** Coordinated blouse
** Moderate shoes
** Limited jewelry
** Neat, professional hairstyle
** Tan or light hosiery
** Sparse make-up and perfume
** Manicured nails
** Portfolio or briefcase

Men's Interview Attire

** Solid color, conservative suit
** White, long-sleeve shirt
** Conservative tie
** Dark socks, professional shoes
** Very limited jewelry
** Neat, professional hairstyle
** Go easy on the aftershave
** Neatly trimmed nails
** Portfolio or briefcase

With all that being said, although it is appropriate in many instances to dress formally for an interview, it is not always recommended depending on the company and position. To be sure, contact the company and ask the person who set up the interview about the proper attire for their interview process.

Stop and Smell the Music

My friend Martin Yate, the author of the best-selling Knock 'Em Dead career guides, mentioned in a blog of his about a world-famous violinist who played in a Washington, D.C. subway for an hour to see who would stop and listen:

"The violinist was Joshua Bell, one of the greatest musicians in the world. He played Bach's D Minor Chaconne, one of the most beautiful and complex pieces ever written, with a violin worth $3.5 million dollars. Two days earlier, he had sold out a theater in Boston where it cost on average $100 to sit and listen to him play the same music." (courtesy of KnockEmDead.com).

The violinist was Joshua Bell, one of the greatest musicians in the world. He played Bach’s D Minor Chaconne, one of the most beautiful and complex pieces ever written, with a violin worth $3.5 million dollars. Two days earlier, he had sold out a theater in Boston where it cost on average $100 to sit and listen to him play the same music.

Courtesy, www.KnockEmDead,

According to Mr. Yate, only 6 people stopped to listen, mostly children. And although the entry is more of an overall commentary on thinking positive, I do think it applies directly to the 21st century job seeker. Job search can be very disheartening; it seems as though there are 1,000s of applicants for each position and that employers are only hiring individuals who have "perfect match" qualifications out of the range for many of us. So, it seems very reasonable that many job seekers may tend to look at the negatives.

But there is something to be said for taking the time to reflect on one's accomplishments, appreciating the "little things," and having an overall positive attitude. So, as you embark on your job search and encounter some of the possible setbacks, lack of responses, etc., take time to appreciate what you've already achieved and the many things that make life worthwhile, including music.ne of the greatest musicians in the world. He played Bach’s D Minor Chaconne, one of the most beautiful and complex pieces ever written, with a violin worth $3.5 million dollars. Two days earlier, he had sold out a theater in Boston where it cost on average $100 to sit and listen to him play the same music.

Courtesy, www.KnockEmDead,comne of the greatest musicians in the world. He played Bach’s D Minor Chaconne, one of the most beautiful and complex pieces ever written, with a violin worth $3.5 million dollars. Two days earlier, he had sold out a theater in Boston where it cost on average $100 to sit and listen to him play the same music.

Courtesy, www.KnockEmDead,com

Using the Internet for Job Search Listings

If you conduct a Google or Yahoo! search on Online Job Search, you will find numerous sources for assistance with finding job openings. The sheer quantity of information would seem to be beneficial; however, it can also have the reverse effect in that because there are so many options, we don't know where to start and thus suffer from "analysis paralysis." How does one overcome this? Here are a few suggestions:

1. Specify your region in the search engine. Instead of "Looking for a Job," type "Looking for a Job in Houston, Texas" or "Online Job Search North Dakota." You will find listings that may or may not be available on the major boards like Monster and Career Builder.

2. SimplyHired.com and Indeed.com come highly recommended. I can personally vouch for SimplyHired, which works as a job search engine in that it scours the Internet for job postings as opposed to other sites in which employers pay to be listed. I sought a position as a Writer as a test about 13 months ago, and SimplyHired emails several listings to me each day, some of which has led to contracts for services. I have heard the same about Indeed.

3. Don't forget the social networking sites like LinkedIn, Facebook, and Twitter. Use these sites as a way to connect with individuals and inquire if they know of any job opportunities. Be careful when referring potential employers to your Facebook and Twitter pages, though; they should only be referred to sites that do not contain a great deal of personal information. Sending them a resume or referring them to your LinkedIn profile (as long as it is professional and not personal) is the better option.

Perhaps these are obvious tips, but sometimes (as alluded to earlier) we get overwhelmed with the large volume of information and overlook the basics. Regional searches, job search engines, and social networking sites have been proven to be beneficial sources for finding listings.

Including Concurrent Employment on a Resume

Back in 1999 when I first started my business, I held two jobs at the same time in addition to my role as President of 100PercentResumes.com in order to "make ends meet." Like many of us in a similar position, I was very proud of my efforts in managing all 3 endeavors concurrently. When developing my resume, or if asked during an interview, I would certainly emphasize this achievement to demonstrate my multi-task management skills and work ethic.

Or should I?

It is important to note the difference between what we as job seekers perceive as important and what employers seek. In specific instances, the skill or achievement we wish to emphasize is not one that a potential employer will value. The abovementioned example of having 3 jobs at the same time (or 2, which is more frequent) is an accomplishment that is best kept "on the back burner." The reason? Employers do not want you to have another job on the side when you are working for THEIR company, so any indication of having concurrent positions in the past may be frowned upon, at least in the Screening stage of job search.

What to Do:

1. Leave off the less important position on your resume altogether. Remember, the resume is not an all-inclusive document- typically, we will not include jobs we've had in high school, temporary positions, etc. on a resume. So, you can leave off one of the concurrent positions, making sure to include the one that is more important or more relevant to your current job search.

2. Leave off the less important position- but mention it in a footnote format at the bottom of the Experience section. If you feel it is important to include a mention of this position, but you do not want to give the appearance of having two jobs at the same time, describe the position sans dates at the bottom of this section.

EX:

Sales Manager, 2003-2006
DEF Company, Location

(at the end of the Experience section:)

** Held additional position as Sales Representative with XYZ Company.

Note that we did not include a date nor a location description for the XYZ position. Also note that we described this as an "Additional position" rather than a "previous" one because a position held at the same time as another cannot be labeled as a "prior" position.

3. If the job titles for both concurrent positions are the same, include the date with the job title and put the company names under each. From a first glance, the reader cannot necessarily determine that the companies are not linked together (e.g. some employees may work for 2 companies at the same time that are partner companies, so this would not be perceived as holding two different jobs at the same time).

EX.:

Financial Analyst, 2001-2005
XYZ Company, Houston, TX / XYZ Company, Sugar Land, TX


Whether leaving information off or including it in a different format, your best bet is to avoid mentioning two employment positions (that you held concurrently) in the same format. It's all about perception: when developing and sending a resume, you want to create a first impression that leaves little to no room for red flags. You always have the interview to discuss the "two jobs at the same time" situation- and in this forum, the employer may actually be impressed with this aspect of your background, as long as you indicate this is a one-time occurrence and that you do not plan to moonlight if you are working for them!