Short Paragraphs

Chapter_8_Employment_Communication.pdf

Home >Biology homework help >Short Paragraphs

CHAPTER 8

Employment Communication

Gone are the days of starting a career at a company and staying there until you retire. Today people change jobs between 10 and 15 times during their work lives.1 That means keeping your employment documents up to date is a must. Today job searchers must be versatile and savvy about not only locating hidden or unadvertised jobs, but in their approach to apply- ing to positions. This chapter will discuss the basic job search documents: cover letter, resume, reference list, thank-you note, and LinkedIn profile. Sample documents are also provided in Appendix B.

Cover Letters

A cover letter accompanies a resume and serves to introduce the job applicant, explain the candidate’s strongest selling points and reason for wanting the position, and to ask for an interview. Cover letters are as important as resumes and are meant to persuade the reader that your skills and abilities can be an asset to the organization. Through carefully crafted sentences and precise word choice, the cover letter not only illustrates your ability to communicate; it highlights your qualifications and explains why you are a good fit for the job. Even if a job advertisement doesn’t specifically ask for a cover letter, you show your professionalism by including one.

Today most cover letters are sent as an e-mail with the resume as an attachment. However, in some cases you may want to send a hard copy through the mail. In all cases, the cover letter must focus on the needs of the employer, not the job seeker. Speaking about how a job will help your career goals is hardly a good way to convince a potential employer (who is likely evaluating multiple candidates) of your ability to add value to the organization.

There are two types of cover letters: those for solicited jobs and those for unsolicited or unadvertised positions.

Mizrahi, Janet. Writing for the Workplace : Business Communication for Professionals, Business Expert Press, 2015. ProQuest Ebook Central, http://ebookcentral.proquest.com/lib/apus/detail.action?docID=2050916. Created from apus on 2021-08-10 22:55:34.

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

94 WRITING FOR THE WORKPLACE

Cover Letters for Solicited Positions

The purpose of the cover letter for solicited jobs is to introduce the candidate’s strongest qualifications and convince the reader to move to the resume. Job ads, whether found on a job board, an organization’s website, or through other means, contain the minimum requirements and duties the job searcher needs to meet to be considered for the position. Your cover letter should convince the reader that you meet those requirements.

Although many times job ads do not contain a contact name, it behooves the job searcher to do a bit of research and locate the individual who will actually read the letter and resume. Always try to address the letter to an actual human being rather than to a generic To Whom It May Concern or Dear Human Resources. Such industriousness will pay off by showing you to be eager and resourceful.

Letters for solicited jobs use the direct strategy and contain the following elements.

Opening

If you have been referred to the job or if you know someone highly regarded by the organization, begin your cover letter by using that person’s name. If not, begin by stating your interest in the position and how you heard about it. Include a statement of your strongest selling points for the position. Never write about how the job will benefit you; instead, provide evidence of how your skills and abilities will be of value to the company.

Malcolm Esteban, a recruiter I met at Ohio State University’s Career Day last month, suggested that I apply for the marketing internship at BC Industries. My experience with fundraising com- bined with my strong interpersonal skills and desire to enter the marketing field make me well suited for the summer internship.

Your posting for an associate actuary on CareerBuilder.com interests me greatly. My degree in actuarial science and past expe- rience working in risk assessment will be assets to Indiana Life.

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

EmPLOYmENT COmmUNICATION 95

Body

The body of the cover letter illustrates your suitability for the position in one or two paragraphs. Start body paragraphs with clear topic sentences, and provide actual examples rather than vague statements. For instance, if one of the job requirements is experience in customer relations, a good topic sentence might begin as follows: My two years’ experience as a customer relations representative at a busy department store has allowed me to use my positive attitude and tact in many challenging situations. More details could readily follow.

The body can also be a chance to highlight personal characteristics that may not be evident on a resume. It might refer to information you have learned through researching the organization. Always use actual words and phrases directly from the job posting to tip off the reader that you possess the qualifications necessary for the job. Doing so will encourage the reader to examine the attached resume. Because the cover letter is a prelude to the resume, it should not rehash its contents. Do, however, mention that the resume is attached in a body paragraph or the closing.

Closing

The final paragraph of the cover letter must accomplish several things. First, it must ask for an interview. Second, it must provide the best way to contact you for an interview. Avoid sounding too demanding when requesting an interview (Call me at XXX-XXXX to set up an interview.) Couch the request in respectful and gracious phrasing. (I would be grateful for the opportunity to discuss how my skills and experience could benefit Indiana Insurance in an interview� I am best reached after 3 PM at XXX-XXX-XXXX or anytime via e-mail at yourname@aol�com.)

Cover Letters for Unsolicited Positions

Because up to 80 percent of jobs are not advertised, many job searchers take a proactive approach and send unsolicited job queries to organiza- tions of interest. Such queries require conducting research about the orga- nization: its products, services, corporate philosophy, and news. Learn

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

96 WRITING FOR THE WORKPLACE

all you can about a company you wish to work for before sending an unsolicited job inquiry so you can weave the firm’s own branding and messaging into your letter.

The elements of unsolicited cover letters are as follows.

Opening

To prevent your letter from being summarily dismissed, grab the read- er’s attention quickly in your opening statement by including knowledge you’ve gained about the company’s mission, values, or culture. Show how your skills fill a need.

The recent news of AdWork’s acquisition of Holistic Healing as a client caught my eye because of my knowledge of the complementary medicine field and experience with social media�

You might also want to use a question to gain interest.

Now that Adworks has landed the Holistic Healing account, might you need an experienced social media planner with extensive knowledge of the complementary medicine field?

Body

The body of an unsolicited job application letter is much like that of the solicited cover letter with the exception of using words and phrases from an ad. Instead, discuss how your skills and experience can benefit the organization or help achieve its goals.

My background as the brand manager of a nutriceutical company has given me experience introducing new products to emerging markets�

Where possible, weave words and phrases the organization uses to describe itself into your letter. For example, if you were writing a letter to Nike, echo words from its mission statement (“to bring inspiration and innova- tion...”) into your letter.

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

EmPLOYmENT COmmUNICATION 97

As a team leader, I inspired my group to innovate and helped create a successful product line that now comprises 10 percent of company revenues.

Closing

The closing of the unsolicited and solicited cover letters is the same. Ask for an interview; make sure you refer specifically to an attached resume; avoid vague and clichéd statements such as “Thank you for your time” or “I hope to hear from you soon.”

document design

If sending the cover letter as an e-mail, make sure your subject line specifi- cally states the job to which you are applying. Begin the e-mail with a for- mal salutation and follow the document design for e-mails we discussed earlier. Make sure your complete contact information follows your name in the signature block at the end of the e-mail.

If sending a cover letter on paper, print it on the same letterhead you use for your resume. Balance the letter on the page so you don’t leave too much white space at the bottom. Remember to physically sign the letter and note Enclosure at the end to alert the reader that another piece of paper is part of the package. See Appendix B for a sample cover letter.

Resumes

A resume is a structured summary of your qualifications for a particular position. Many people think resumes need to include their entire work history, listing every job ever held and each commendation earned. This is not the case at all. Resumes must highlight your qualifications as they pertain to the job at hand. As your career advances, your resume will change, too. In other words, you will be rewriting your resume for the rest of your work life!

The most common type of resume is the chronological resume, which lists jobs in chronological order from the most current to the oldest. Recruiters are most familiar with this style of resume and prefer

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

98 WRITING FOR THE WORKPLACE

it because it quickly illustrates the candidate’s education and work back- ground. The functional resume includes the same mandatory elements of any resume (heading and education) and many of the same optional sections (objective, and awards, honors, or activities) but highlights skills and abilities instead of job experiences. This style of resume is used for those with gaps in employment or sometimes for new workers who have yet to gather significant on-the-job experience.

The length of resumes is not fixed. Many say a resume should be contained to one typed page; others say it should be as long as it needs to be. Whichever side you choose to believe, remember that experts say that hirers spend no more than five to 10 seconds looking over a resume, so it must be concise and easy to navigate.

Resume sections help your reader move through your information efficiently. Some sections, such as the heading, are mandatory. However, because the resume must introduce you to a potential employer, other sections on your resume may differ from someone else’s. The most common sections are shown in Table 8.1 and are further described here.

The heading includes the candidate’s name and contact information including mailing address, phone, and e-mail address. Some people today opt to omit the address or phone from the heading for privacy concerns. Others may include a website or e-portfolio link.

An objective or career objective is a statement of a person’s desired career trajectory. Experts say it should only be used if it can provide a good argument of how an individual will fit into an organization. This optional category is not a statement declaring one’s desire for a specific position and should answer certain questions:

• Is the candidate looking for part-time, full-time, or an internship position?

• Which type of position? • Which industry? • What qualifications or attributes does the candidate possess

that will help the organization meet its goals?

Notice how this example of an objective includes the prior elements without stating a desire for a particular job.

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

EmPLOYmENT COmmUNICATION 99

Table 8.1 Resume sections

Section Content Heading mandatory. Includes candidate’s name, usually in

slightly larger font; contact information that may contain address, phone, and e-mail

Objective or career objective

Optional. A sentence describing overall career goal rather than desire for a particular job

Skill summary or summary of qualifi- cations

Optional. Three to eight bulleted points illustrating specific skills either mentioned in job ad or character- istics mentioned in company literature

Education mandatory. Name(s) and location of colleges attended including date degree awarded or expected; degree earned (i.e., BA, BS, mA, etc.); major(s) and minor, if applicable; GPA if high or requested; academic honors. Separate subcategory (optional) of Relevant Coursework listing name of course(s) (i.e., Intermediate Accounting, Business Communication, Organic Chemistry, Genetics)

Experience (also referred to as work, professional, or employment experience)

mandatory in chronological resume; not used in functional resume. List of positions held starting with current job including name of organization, city or state, dates worked, name of position held and fol- lowed by list of accomplishments written in specific, terse resume style that omits all articles (a, an, the) and personal pronouns (I, we)

Skills or capabilities Optional in chronological resume; mandatory in functional resume. Names skills such as languages spoken, written, and understood, facility with specific computer applications, and personal characteristics illustrating qualities employers would value (i.e., Excellent collaboration skills; Strong verbal and writing skills). Not used if duplicates information in Skill Summary

Awards, honors, and activities

Optional. Names of awards making sure to explain what name alone may not convey (i.e., Kappa Kappa Kappa Sorority Outstanding Scholar Award; Scholar- ships; Honors or recognition of service; Certificates; memberships in professional organizations

Full-time sales position in retail clothing industry where my educa- tion in fashion merchandising and customer service skills will help an organization meet its sales goals�

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

100 WRITING FOR THE WORKPLACE

A skill summary or summary of qualifications is an increasingly popular and frequently used section in a resume. It lists, usually in bulleted form, hard skills or personal characteristics the candidate possesses that will immediately catch the reviewer’s eye. Pertinent experience, unique skills, accomplishments, or awards can be listed. Often the items included in this category are specific job requirements (such as Proficiency in Adobe Creative Suite) taken directly from a job ad.

The education category is mandatory for all resumes. However, where it is located changes as you gain more work experience. For students right out of college, the education section may be their most important selling point and therefore follow the heading. However, as people progress through their careers, the education section, though important, is no longer the most important qualification, so it typically is placed lower in the resume.

The education section must include several elements: the name of the institution granting the degree; its location; the date the degree was conferred (or the date the candidate expects to receive the degree); major and minor. GPA is optional and should only be included if it is exceptional (over 3.5).

Many students wonder if they need to include all the colleges they have attended. Again, there is no a rule dictating this choice. If a stu- dent attended a community college or studied abroad and took certain pertinent classes or obtained a specific certificate that relates to a job, it would be prudent to include that information in the resume. However, the institution that grants the degree is the one an employer will contact to verify that the degree was indeed conferred.

A subcategory under the education section is relevant coursework. For students with little work experience or who have taken courses in which they have practiced tasks specifically mentioned in the job adver- tisement, this section may be key. For example, if applying for a position that states “Ability to titrate preferred” and the student learned how to titrate in a chemistry class, listing the class and explaining that it required titrating would illustrate that the student possessed that knowledge. When listing courses, never list numbers (Accounting II or Business 145) but the actual name of a course (Intermediate Accounting or Administra- tive Business Practices).

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

EmPLOYmENT COmmUNICATION 101

By far the most important section of a chronological resume is the experience category, also referred to as work experience, employment experience, or professional experience. This section lists, in reverse chronological order, jobs held, with the most current job at the begin- ning. It is not necessary to list every job ever held, just those that relate to the job sought.

Include the following for each job listed:

• Name of employer • Location • Dates worked • Job title (last held or most important)

After that, use bullets (either vertically on separate lines or between phrases within a line) to list relevant job duties, highlighting accomplish- ments rather than responsibilities. Begin each experience statement with an action verb (wrote, researched, created, implemented ) in present tense for the current job and past tense for past jobs. Do not use complete sentences; instead, write in truncated, terse, and concise phrases that omit all articles (a, an, the). Quantify wherever possible, and weave keywords from the ad into your statements. Avoid personal pronouns (I, we) and vary verbs.

Notice how the first statement is vague and wordy.

I was responsible for answering the phones in a busy real estate office and making sure the agents turned in various reports

Rewritten using the truncated resume style, the previous statement would read:

Answered 24 phone lines and assured timely return of 16 real estate agents’ listings and contact reports

Use a category named skills and capabilities to catalog your specific strengths including languages spoken, written, and understood; math- ematics knowledge; computer program use; and expertise with social

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

102 WRITING FOR THE WORKPLACE

media, office equipment, or other technology. Also include hard-to- quantify qualities such as the ability to master skills quickly or verbal and written communication skills.

A section naming any Awards, Honors, and Activities that pertain to the job at hand or that shows you as a well-rounded individual can be another resume category. For example, if you have achieved a second degree black belt in Tae Kwon Do, you may want to list it as a way to show you have mastered a strenuous mental and physical activity. List scholarships, memberships in professional organizations, or certificates you have been awarded.

What not to include in a resume is just as important as what to avoid. Never include the following:

• False information • High school information • Information listed elsewhere on the resume (don’t duplicate

information) • References • Religious affiliation • Personal information such as age, race, or gender • Photograph • Salary history • Social security number

Resume Layout and Design

A resume must look as well as it reads. A reader should be able to scan the resume easily to locate sections and read specific items. Employ columns, white space, and clear, legible fonts to make reading your resume less of a chore. Avoid resumes that contain long blocks of dense type. Use graphical devices such as bullets (never use more than one style of bullet), bold face, and italics to highlight consistent categories like dates, locations, and names of organizations. Make sure your margins are at least one inch all around, and if your resume goes onto a second

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

EmPLOYmENT COmmUNICATION 103

page, provide a second page header with your first initial and last name and page number.

If you want to use color for headings or your name, be conservative. Know that bright colors (fuchsia, magenta, yellow, orange) do not trans- late well into type. Stick with darker, more conservative colors like green, blue, or maroon. If sending the resume via e-mail, save it as a PDF so your font and color choices are the ones you intend. If printing your resume, use good quality bond paper in ivory, white, or light gray.

Professionalism

Since your resume is your first contact with a potential employer, it is imperative that you show your professionalism. Make sure to proofread carefully; many recruiters and hiring managers say that finding a typo or misspelling on a resume is the single best way to eliminate a candidate. Never lie about an achievement or exaggerate your abilities. Assume a potential employer will check everything you say. (Imagine saying you are fluent in Mandarin when you only know a few words and phrases and having the interviewer begin speaking to you in Mandarin!) Exaggerating a claim is not worth the humiliation of being found out.

See Appendix B for samples of a chronological and a functional resume.

Thank-You Notes

Sending a thank-you note after an interview helps set you apart from other candidates. It is an excellent way to get your name in front of a hirer again and to show your professionalism and writing skills. A thank- you can be sent as a physical letter, either handwritten or typed, or in an e-mail. Never send a thank-you in a text message.

Send a thank-you to each person with whom you spoke at the inter- view and be sure to get the correct spelling of the name. Thank-you notes need not be long and should never go over one page. It’s best to send the thank-you within 24 to 48 hours after the interview.

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

104 WRITING FOR THE WORKPLACE

Use the direct organizational strategy as follows:

• Direct opening. Begin with thanking the individual for the opportunity of talking in person. Include a second sentence that mentions an aspect of the interview that stood out to you.

• Details in body. Include specifics about something you saw, learned, or omitted in the interview. For example, if you noticed employees collaborating in an open workspace and you work well in such an atmosphere, say so. You may also take this opportunity to bring up something you forgot to say in the interview.

• Polite close. Mention that you are excited about the possibil- ity of joining the organization and hope to hear you will be part of the team soon.

See Appendix B for an example of a thank-you letter.

Reference List

A list of people who can vouch about your work-related abilities and your character is an important element of anyone’s job search materials. A reference list is generally not included with an initial job query or resume submission. Rather, it is usually provided to a potential employer after an interview or upon request.

Since references speak to your value as an employee, it is best to provide work-related references. If you have not yet been in the work- force, ask professors who can attest to your character or your abilities as a student. Avoid including friends, relatives, or neighbors on a reference list; such people are likely to be ignored by hirers. Once you have had a job, it is wise to ask current supervisors whether they will give you a good reference. After you have determined that someone will offer a positive reference, you may use that individual’s name on your reference list. (If you haven’t seen or spoken to a reference in a while, notify the individual by e-mail or phone that he or she may be called upon soon to provide a reference for you.)

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

EmPLOYmENT COmmUNICATION 105

The reference list should be composed on the same personal letter- head used for the resume. It should include the heading references and include the names and contact information for three-to-five professionals. Provide a work phone number instead of a personal cell phone number.

See Appendix B for an example of a Reference List.

LinkedIn is a social networking site with over 300 million users designed to broaden professionals’ networks. Having a presence on LinkedIn is no longer an option for job seekers; it is a requirement. Although the networking site is free, many job seekers choose to pay to upgrade their profiles, which allows them greater access to individuals and to view those looking at their profiles.

When completing a LinkedIn profile, be sure to fill it out thoroughly so it illustrates your career history, education, interests, and other material relevant to the job search. Many suggest having a professional photograph taken to include in the profile.

Perhaps the most important portion of your LinkedIn page is the summary. A LinkedIn summary is a narrative biography that is some- times called personal branding.2 Limited to 2,000 characters (a letter, punctuation mark, or a space), this imperative piece of your job search materials can not only show off your writing skills but can also reach many potential employers.

As you compose your LinkedIn summary, isolate your purpose and whom you directly want to reach. Use words and phrases likely to speak to that individual. Structure the narrative so it starts with a strong hook and illustrates what makes you stand out. Consider these tips:

• Weave specifics to quantify accomplishments • Include testimonials to validate your statements3

• Compose in short paragraphs • Use headings to break up longer blocks of text

Many experts suggest including contact information in the summary section, too.

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .

106 WRITING FOR THE WORKPLACE

Conclusion

In the competitive arena of hiring today, it is crucial to write clear and effective job search materials. From cover letters that highlight your writing skills and demonstrate your suitability for a job, to a resume that is not only easy to read but also relevant and concise, to a thank-you note or a LinkedIn summary, composing well-written job search materials will be key throughout your professional life.

C o p yr

ig h t ©

2 0 1 5 . B

u si

n e ss

E xp

e rt

P re

ss . A

ll ri g h ts

r e se

rv e d .