Professional Documents
Culture Documents
A key word index that represents your knowledge base, skills set, brand
names companies, university, degrees, software experience.
A unique art form that combines font-work, layout and design principles
to create definitive visual appeal.
2. Understand that it’s often the Perception, not Reality that Determines Your
Job Search Success
You have heard of this too often - HR managers can form a perception of you
within a few seconds of your interview process.
How can they form perception of you so quickly ? It’s usually through the visuals
and the non-verbals. Much to the horrors of engineering students like you, your
application could be rejected because of seemingly trivial reasons :
- I think she doesn’t know how to present herself, did you see how she
coordinates her dressing?
- Did you look at his hair, it’s so unkempt, how can I trust him with our work ?
- I don’t think this candidate is confident, he didn’t give me a firm grasp on my
hands.
So, in the initial few seconds of your encounter with the HR person, he/she has
already formed a first impression/perception of you. This perception can be
improved if you answer sensibly and come across as being personable and
proactive in the interview. Again, this earlier made positive perception can be
negated by you not answering intelligently in your interview.
This brings me to the first point that I want to make about resumes. Many of you
do not quite how to make an initial good impression of your resumes.
How do you impress employers before they ever read your resume ? Just like the
marketing wizards and advertising gurus do – Use VISUAL APPEAL.
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Visual appeal is critical, yet some novice and even experienced writers often
disregard it. This visual artistry is frequently the missing link in a resume
evolution from average to outstanding.
We also like a format where we can find information easily. Yes, your tutors are
also facing stacks and stacks of resumes, so we appreciate resumes that help us to
read easily. You may ask, what then is the first thing that comes to my mind when
I pick up my students’ resume to mark ? I look at the visual appeal of the letter
and resume first. If a student has taken the time and effort with the looks of
his/her work, I can tell it within a few seconds.
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Be perfect in all your alignments. A word out of alignment is akin to a hair
out of place at a job interview. Make sure that you don’t add an extra
space before a word or phrase, and vice versa.
Add white space. Avoid having margins that are too narrow; somehow,
the look is “unclean” if students do not pay attention to the margins. Also,
balance is beautiful. Make sure that your left and right margins are
almost identical in width.
Use consistent tab sets and bullet styles for all bulleted items within a
category heading. To create a pleasing visual pattern, limit your use of tab
stops. Depending on the design you choose, you might need only two or
three. Excessive tab stops erodes the sense of patterns.
Use one font style, possibly two. You could reserve the second font for,
say your name, or category headings.
6. Consistency Counts
Design consistency can make a resume more visually palatable and give your
reader a sense of order, logic and purpose. Although readers are primarily
looking at the content of your resume, they also can tell certain things about
you from the appearance of your resume.
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Sample One
Michael Heng
BLK 111, East Terrace #02-22
Singapore 133357
HP : 9055 7899
E-mail : Michael@ntu.edu.sg
Sample Two
MICHAEL HENG
Blk 111, East Terrace #02-22, Singapore 133357
9055 7899, Michael@ntu.edu.sg
___________________________________________________________________________
Notice that though minor changes have been made in sample two, it looks
significantly more professional than sample one. Sample two provides a visual
focus, which is your name. It looks more visually appealing to your eyes
because of the hierarchy of font sizes. In addition, the line in sample two,
which is know as the rule line, both sets off your name and guides your
readers’ eyes to start reading the resume. Notice for those of you who have
earlier adopted something like sample one, without a rule line, your eyes will
meander. There is no visual focus.
8. Conclusion
Do not underestimate the importance of visual artistry of your cover letters
and resumes. It is exactly the same logic as people telling you to dress
carefully for your job interviews. As I have mentioned, the first thing people
judge you at an interview are your visuals. Similarly, the first thing that HR
managers will notice about your resumes and cover letters before they read is
the visual artistry of your work. You have done many assignments and
project work in NTU. In fact, your resume and cover letter should represent
your best piece of work in your entire educational career in NTU. This is
because the quality of this piece of work affects whether it stays in the “to be
interview” pile or “reject” pile.
Your resume is akin to your interview suit. While one needs to be careful
with the interview attire, one also needs to pay attention to the visual
appearance of his/her resume; because it is a paper interview.
--- Ms
Pang
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WRITING A PROFESSIONAL RESUME
(MARKETING YOURSELF) – PART II
-Pang Su Woon, Oct 2007
Employers use resumes as a screening device to deal with the deluge of responses to job
postings. The slightest “error” – skills missing, disorganized content, a wrong use of
punctuation, a tiny typo – may be cause to disqualify and discard you. I know this may
sound very discouraging, but their mentality is to weed and winnow, until they get the
pile down to a manageable size. A mediocre or even average resume can knock you out
of running for positions for which you are wholly qualified.
I would like to remind you of the essence of what I said in part I – on how the hiring
process is usually based on perception, not on reality. In reality, you may be the smartest
and most capable engineering student, and you are wondering why you are not called for
interviews. As what I have mentioned the last time, there are HR managers who have
admitted that they don’t read resumes word-for-word, rather, they like the look of a
resume, or are able to locate key information important for the position being filled.
When you ask real estate agents what determines the prices of a property. It’s not
surprising that they will tell you, it “location, location and location”. In writing resumes,
we following the same concept, and remember that “position, position and position” is
very critical.
Just as the Singapore government wouldn’t waste our prime land and build a big Changi
prison on Orchard Road, you should learn to use prime space in your resumes
efficiently. Where exactly is your prime space ?
Visual Centre
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I have highlighted the visual centre for you in grey. You should put the most important
information about you in the visual centre. After reading your header, it’s naturally where
the eyes will be directed to next.
When marking some of my students’ resumes, I feel that many of you don’t understand
the concept of prime space. Some of you “wasted” your prime space by telling me your
personal particulars there, this to me is quite akin to the S’pore government building a
gigantic parking lot right in the middle of Orchard road. [At this juncture, I better type in
a statement to talk about exceptional cases]. There are some cases where it is critical for
students to tell me about their age, height, weight and so on. For instance, I do have some
students who want to be pilots – in cases like these, you should even put talk about your
vision in your prime space – simply because this is critical information for your
customers.
Why do you purchase a hamburger during your break ? Why do you buy a calculator?
Why do you buy a certain model of mobile phone? For us to part with our money, we
definitely have “buying motivators”. We may have different reasons why we buy certain
things – the need to eat? the need to use the calculator for my engineering exams ? the
need to communicate with my friends ? or the need for prestige?
Along the same line, we need to understand that companies will have “buying
motivators”. Below could be some reasons why companies would like to hire you :-
- to make money
built sales for a start-up company from zero to $2 million
promoted new products to customers by …
prepared proposals for tender
- to save money
cut purchasing cost through vendor partnership programme
identified obsolete inventory on contractual service agreements to cut equipment
maintenance costs by 28%
- to save time
introduced a new device to streamline manufacturing process
performed the work previously required of two full-time employees
introduced technology that took data transfer from two-day process to “real
time” mode
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Other buying motivators …
- To help the company be more competitive
- Build Relationships/ Image with Internal & External Customers, Vendors &
the Public
- Expand Business
- Attract New Customers
- Retain Existing Customers
In general, HR managers are impressed with candidates who are market savvy,
customer-focused and who care about the bottom-line.
What do I mean by adopting a mental model of an art director? An art director will
know how to use space efficiently. In asking ourselves whether we are using space
efficiently, we have to ask ourselves basic questions like, “is it necessary for me to
include this piece of information”, “should I position this piece of information
about me in front or at the back? “ and also, “have I used space efficiently by being
concise with my words?”.
Why don’t I want you to write your resume like an autobiographer? In business, we
need to respect people’s time. A resume that tells your entire life story is boring.
Avoid boring the HR managers to tears by telling them your job descriptions, your
education from primary school to NTU.
Some students have asked me, Is a summary of qualification really necessary? What
exactly is this mysterious thing called a “summary of qualifications”?
I will come back to the Summary of Qualifications later. I feel that it is important at
this point to tell you how I grade the students in my tutorial classes. Go back to my
comments in part I and refer to my 4 definitions of a resume. If a student understand
that a cover letter and a resume is a marketing tool, then he/she will understand that a
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resume is a “a multidimensional marketing piece”. I would like to recapitulate the
4 definitions of a resume.
They are :
A key word index that represents your knowledge base, skills set, brand
names companies, university, degrees, software experience.
A unique art form that combines font-work, layout and design principles
to create definitive visual appeal.
In the talk by the Career & Attachment Office, Mr. Ng has told you about the
importance of packaging yourself and about using a summary of qualifications. I
would like to talk about this section by telling you first what a summary of
qualifications shouldn’t be :-
1) Some of you wrote a long list of skills and traits in your summary of
qualifications. Some of you have ignored the fact that a summary SHOULD BE
a summary. It should just be the highlights of your USPs. Please don’t wear out
HR managers’ patience.
2) Some students failed to back up their unique selling points with evidences (either
within the summary or in the body of the resume later). This shouldn’t be the
case. A resume is a persuasive document. For you to be able to convince the other
party that you are a worthy candidate, it is critical that you back up with
evidences. (e.g. through your IA, FYP, DIP, hostel activities, NTU education etc.)
A common employer pet peeve is baseless personality attributes. Common and
overused phrases such as “good oral and written communication skills”,
“excellent problem solving skills” create silent skepticism among employers,
accompanied by the thought, “right, what else is new?”. It is critical that you
substantiate ownership of important competencies/personality traits by backing up
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with hard, cold facts – just another secret to set you apart, and above the
competition.
3) If your summary of qualifications is simply a copy and paste job of your resume
body, that indicates to the reader that you are not doing your resume with utmost
care. Most likely, your tutor will tell you that you are better off without a
summary of qualifications.
- core competencies
- highlights of accomplishments
- advanced degree, certification, licenses
- language skills, international business skills, communication skills
- technical/computer skills
- personal profile
- employers or colleges with name recognition
I would like to highlight to you that it is NOT necessary for you to include all the
ingredients. I kept mentioning about your Unique Selling Points.
For a fresh grad, you can go heavy on your education or project experience because
we understand that you don’t have much working experience. In this case, it is
acceptable if you spend your “prime space” talking about your education, or project
experience.
But a few years later, when you have garnered much more working experience than
now, then we don’t expect you to dedicate your “prime space” to your education or
project experience [exceptional cases : universities and research institutes]. In this
case, a summary of qualifications of your working experience, competencies and
profile would be very important.
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WRITING A PROFESSIONAL RESUME (PART III)
- THE LINGUISTICS OF WRITING
Pang Su Woon, Oct 2007
Words, like eyeglasses, blur everything that they do not make clear.
- Joseph Joubert
1. GENERAL COMMENTS
I would like to highlight some common mistakes first before I talk about what
good writing entails.
You may then think, “It’s not my fault. It’s my tutors’ or the HR persons’
fault for being “engineering idiots”. I would like to tell you that this is an
area that is within your control.
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These 2 persons I have just mentioned show that they possess good
communication skills and also, intelligence. Some of my students who
have scored well for Assignment One have managed to talk about their IA,
FYP and DIP projects in a very succinct and clear manner that I can
understand.
E-mail address
I “chided” some students for giving me “whacky” e-mail addresses in their
assignment one, like surferboy@hotmail.com & blursotong@yahoo.com.
Do understand that HR manager can perceive that you are not a mature
and serious person simply by looking at your e-mail address. For your job
search, do create a more neutral e-mail address.
Contracted forms
Be more conservative in your use of English for your cover letter and
resume. Avoid contracted forms like “I’ve”, “I’m etc. Worse still, some of
you absent-mindedly used SMS languages in your assignment one.
Remember that the tone you want to adopt is a professional business tone.
Take all the words that project a very casual tone.
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“I” and “my” should not appear at all in your resume. Please avoid a
narrative style in your resume. Use sentence fragments, and start with
action verbs. Some students are unsure of whether you should be using the
plural or singular verb. For instance, in your summary of qualifications, if
you were to take out your first person pronouns, should you say “Possess
interpersonal skills”, or “possesses interpersonal skills”? Please use the
first version. You should be using the plural verb [1st person verb].
In both your cover letter and resume, avoid the use of passive voice [e.g.
investigation on xxx was done and measures to address the issue were
suggested]. I understand that the use of passive voice is a convention in
Engineering and scientific writing. But in business writing, use the active
voice [exception: use the passive voice in negative situations to avoid
sounding personal].
Why the active voice? First, it’s shorter and hence, takes up less space.
Second, it’s punchier and projects more vibrancy and confidence in
writing.
Compare:
How do you make an average resume outstanding? Edit, edit, edit. Conversely,
when you disregard the details of style and punctuation, you can make the average
resume mediocre. Proper punctuation and word usage are akin to good grooming.
If you discount the importance of them, you’ll probably make quite a poor
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impression on your employer-to-be. If you have “mechanical offenses”,
intelligent readers will spot them and think less of you for not knowing better.
Print out the resume (It’s easier to spot typos on a piece of paper than
it is on a computer screen.
Read it slowly, one word at a time. Give special attention to these
items :
- dates of employment
- phone numbers and e-mail addresses
- spelling of names, employers, course names etc
- headings (if one category heading is boldfaced and underlines, are
all boldfaced and underlines?
- consistency of formatting (if one employer entry is indented by
half an inch, are all indented half an inch?
mark any changes on the proof with a coloured pen
make the changes of the document on the computer
print it out again
read it again
compare the proof version with pen marks to the new
proof. Check that each correction was made.
let it sit overnight (looking at it with fresh eyes can make
all the difference)
ask one or two capable proof reader(s) to read it with a critical eye.
Parallel Construction
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uniformity in grammatical patterns, it makes the processing of meaning more
complicated; hence, slowing down the sentence processing time.
Example 1
Example 2
Incorrect parallel adjectives (adjective and noun)
The company’s new products are exciting and a sensation.
Example 3
Incorrect parallel nouns (nouns and progressive verb)
Colleagues describe me as an advocate of action and innovating.
Compare the before & after version. The “before” version is unsettling to read
because each line begins with a different form of verb or noun.
Before
Contributions
Planned marketing strategies to increase market share.
Securing new business with high-net-worth clients.
Enhancement of asset value and revenue stream.
After
Contributions
Planned marketing strategies to increase market share.
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Secured new business with high-net-worth clients.
Enhanced asset value and revenue stream.
Before
Job responsibilities included liaison with people about new contracts and after
sales service.
After
Liaised with customers regarding new contracts and provided after sales
service by resolving clients’ problems and answering their queries.
Notice that the “after” action statement sounds more proactive and confident.
Use of Tenses
---The End---
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