Tips for Improving Your Resume

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May be reproduced with copyright and attribution to www.yourofficecoach.com.

Some say too much importance is placed on a resume, but I don’t think so.  A resume summarizes what you’ve done, highlights what you’re capable of doing, and, if it meets its objective, entices the reader enough to want to know more.  After all, the primary goal of a resume is to get an interview.  In a 20-35 second scan, your resume needs to show enough promise to a potential employer without giving them a reason to knock you out of the running.  To further complicate things, each individual employer uses a different method to sort through their pile of resumes. 

But don’t panic - there are hundreds of resources available to help with resume writing and just as many services that will prepare a resume on your behalf.  Regardless of who creates your resume, however, it’s up to you to check the details.  The experts may be top-notch, but things stay status-quo for them whether you get the job or not.  Likewise, your friends and relatives may really want to help – and that’s great (especially in the proofreading department), but you are the one with the vested interest.  To start fine-tuning your resume, see how it stacks up in these areas:

Are the Right Keywords Included? 

Resume keywords are primarily nouns and noun phrases that relate to a particular job or position.  Most companies and recruiters search for qualified applicants using keywords.  The resumes they receive are cataloged in a computer and filtered using industry-specific keywords based on the position they are seeking to fill.  If your resume contains these keywords, it will show up in their search.  And if not, you may well be out of luck.  That’s how important keywords are.  Even if computers aren’t used, the person scanning your resume will be looking for words and phrases that directly relate to their needs. 

So, whether your resume is being dumped into a database or viewed by a human, it should include 25-35 keywords relative to the type of position you are applying for.  While some experts suggest having a “Key Characteristics” or even a “Keywords” Section in your resume, most feel keywords should be placed throughout your resume – in the job history, professional summary, skills, education and/or accomplishment sections.

Keywords commonly reference:

• Technical and professional areas of expertise

• Job titles

• Job descriptions

• Projects, achievements, skillsets

• Buzzwords and technical jargon

• Licenses, Credentials, Affiliations

• Tools, software programs, machines, and equipment integral to the job.

Keywords can be found in:

• The classified ad or job posting you are answering.

• Classified ads and job boards in general, where you can see what employers are looking for in your particular area of interest.

• The standard job description for the advertised position.  This information can be found in the Occupational Outlook Handbook or by searching online.  Two websites that might be of help include Salarysource.com, which offers a free listing of basic job descriptions (job descriptions at Salarysource.com) and Monster.com, which has a lot of helpful job search advice, including a list of over 120 free job profiles (job profiles at Monster.com).

• Trade Journals and magazines related to the occupation.

• Organizations, affiliations, and websites associated with the position or field.

For example, if you are applying for a job as an administrative assistant, some keywords and phrases you might use include: administrative assistant, secretary, typist, transcription, dictation, Word, MS Office, Excel, Access, multi-tasking, organized, capable, excellent communication skills, ability to problem solve, flexible, office manager, meeting planning, switchboard, multi-line phones, purchasing, document preparation, etc.

A resume for an environmental engineer might contain the following keywords and phrases: environmental engineer, environment, regulations, federal, state, and local statutes, compliance, inspections, wastewater, Excel, hazards, hazardous waste, AutoCAD, project management, groundwater sampling, soil sampling, remediation, analysis, communication skills, Superfund Site, petroleum, etc.

Resume keywords are an absolute necessity in today’s job market.  And while using them does not guarantee employment, not using them will most likely stop you in your tracks. 

Does Your Resume Zero In on a Potential Employer?

When it comes to resumes, one size does not fit all.  Does your resume mirror the needs of this particular job opening?  In a quick review, can an employer tell that you have the skills and experience they are looking for?  Your resume should be revised or at least tweaked each time you use it – you’ll find the extra work is definitely worth the trouble. Fine-tuning your resume to contain the words and phrases that match the job posting will definitely help you move toward your immediate goal: an interview.

It is also necessary to sort through your work experience and accomplishments.  Try to highlight skills and achievements that directly relate to the job at hand and remember: an employer is looking for ways you can meet their needs.  After all, it doesn’t much matter if you type 100 words a minute if you’re applying for a job as a football coach.

It may help to have a master document that lists all of your experience, achievements, and skills in a resume format.  You can then revise this master document to fit your current prospect.  It can also serve as an excellent resource for completing job applications.  You should update your master document along the way to reflect changes in your experience, mastering a new skill, getting a promotion, attending a workshop, meeting a specific goal, or receiving praise for a job well done.  That way it’s ready when you need it.

**Keep in mind the 15-year rule for work experience.  In general, you should not include any job history past 15 years to avoid potential age discrimination issues.

How Does Your Resume Travel?

There are many avenues by which you can apply for a job – you can apply online, post your resume on a website, answer an ad via snail mail or e-mail, or hand your resume to someone in person.  And, for every avenue, there is an appropriate vehicle or format for your resume. 

The various formats are:

• A Print format,

• A Scannable format,  

• A ASCII or Plain Text format for posting online

• An ASCII or Plain Text format for sending within the body of an email message (similar to the plain text format above, but uses shorter text lines and breaks in between sections for readability)

• A RTF (Rich Text Format) format for sending as an email attachment

There are numerous books and online resources for creating resumes, both hard-copy and electronic, so if you are doing this yourself, be sure to do your research! 

The three things I would emphasize in regard to electronic resumes are: 1) Try to find out how the hiring person or organization would like to receive the information (as an attachment or in the body of an email message) and send accordingly, 2) Edit your resume carefully to remove any symbols or unnecessary words, and 3) Send a “test” message to several friends who may have different computer setups to see how your resume travels before sending it to a potential employer.  

Also, whether you are using a hard copy of your resume or an electronic copy, a cover letter is still required.  In an electronic version, the cover letter should be the beginning of your email message, followed by your resume.

And believe it or not, we still have to ask: Is Your Resume Error-Free?

All that time spent going over your resume, adding keywords, fine-tuning skills and achievements, only to find that it never made it past the front door because of a typo.  Talk about a heartbreaker.  This cannot be overemphasized – Typos, misspellings, and grammatical errors are a sure fire way to get nixed and are completely preventable.  Don’t rely on spellcheck.  Words can be spelled correctly and still be misused: there, their, they’re; to, too, two; public, pubic; the possibilities are endless!  So, read your resume from top to bottom, then bottom to top; read it aloud, and then read it again.  Ask a trustworthy friend or relative to go over it with a fine-tooth comb.  Spelling and grammar might not be part of your next job, but they can prevent you from getting it in the first place!

For more advice on the various aspects of the job searching process, check out the topics in our Job Search Skills category

Other Helpful Resources:

Quintessential Careers www.quintcareers.com

Monster.com www.monster.com

SalarySource.com www.salarysource.com

Job Search Magic by Susan Britton Whitcomb (available on www.amazon.com)

The Job Search Solution by Tony Beshara (available on www.amazon.com)

Copyright Marie G. McIntyre.  All rights reserved. May be reproduced with copyright and attribution to www.yourofficecoach.com .

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