How to Write a Resume

Imagine for a moment that you are a Hiring Manager at XYZ Corporation.  Yesterday you posted an ad online for an open Administrator position and today you find 200 resumes and cover letters strewn across your desk, and your voicemail reports that you have 75 new messages.  You only have time to interview 10 candidates over the next few days, in which time you know that you will receive another several rounds of calls and resumes.  How do you decide who to call?

This scenario is happening right now all over the country.  As the job market dwindles and unemployment is on the rise, competition for available jobs is getting more aggressive and it is becoming more and more difficult to stand out from the pack.  Although it may not have seemed that important a few years ago, having a resume that stands out from the other stacks of paper is often the only way to get your foot in the door.

Chances are that the resumes the Hiring Manager receives that take too long to read, that have grammatical errors in the first 1/3 of the page and that don’t include enough information related to the industry will all end up filed in a big folder marked “NO”.  What is left for them to look over then?  A much smaller number of resumes to review from people who might actually be a good fit.  As the candidate, it is your job to make sure that your resume fits into the small pile of possibilities.  So, how do you do that?

Tell them who you are

This may seem like a no-brainer, but as someone who has been on the hiring side of this process before I can honestly say that there are people out there who forget to put their name on their resume.  Or maybe it’s there, but they put it on the back-side or bottom of the page – regardless, if someone has to hunt for your name and number then they probably won’t look at your resume long enough to find it.

Make sure that your name is in bold at the top of the page.  Follow this with your address, phone number and e-mail address so that the person booking the interviews knows how to find you.  But, don’t overdo it.  If you have a home phone line and a cell phone, only list the one number that you are most likely to be reached at. Invest in voicemail for when you aren’t there so that you can give someone a call back if you miss them.

Summarize your skills and what you’re looking for

Before you begin listing your work-history, write a paragraph that displays your strengths as they relate to the field you are applying for and what type of work-environment makes you shine.  Are you a detail oriented leader?  Perhaps you are a positive and resourceful person who loves to support a driven team.  Maybe you are looking to work in an executive office; or does a casual ideas-centered environment work better for you?  Whoever it is that you are, and whatever it is that you are looking for, the opening paragraph of your resume will help the person doing the hiring to see that you might be the right fit for their team.

List any skills that you have that are universal or specialized abilities that other candidates might not have

Sandwiched between your introductory paragraph and your work history should be a short list of skills that you have that can be used most anywhere.  Are you good with certain computer applications or programs?  Have you had experience handling cash?  Are you familiar with how to use basic office equipment?  Are you able to repair commonly used equipment when it’s off-line?  This small addition to your resume will scream to the Hiring Manager, “Look!  Here’s a bunch of stuff that I’ll need little to no training on!” 

Briefly list your last 3 jobs, or your last 5 years of employment

Hiring managers aren’t generally interested in hearing about every single job that you’ve ever had.  Most of them want to know what you’ve been up to most recently, and how your experience relates to their open position(s).  If you have had several long-running jobs, list the last three and your most impressive responsibilities and achievements.  If you’ve had several shorter-term jobs, list those you’ve had in the last 5 years.  Most employers aren’t really going to be fascinated by what you were doing in 1985.

List the last school you graduated from or the school that you are currently attending

Education may or may not be a requirement for the position you are applying for, but regardless you should list your educational accomplishments.  If you are currently attending, make sure you have that listed also.  This will open the door for conversations about what career you are ultimately working towards, your schedule requirements to maintain your classes and how they can help you meet your educational goals.  Already graduated?  Make sure you list that as well as it may give you a one-up on someone else, or make you qualified for other open positions in the company as well.

List a handful of your best professional accomplishments

If you are one who has worked with a group that has received recognition for a job well done, or worked hard enough to earn your own individual awards, make sure that you give yourself a little pat on the back.  Don’t toot your own horn too much about it, but make sure that the person doing the hiring can see that you are a person who enjoys success both individually and as a part of a team.

Keep it short and sweet

The general rule of thumb is to have a finished product that is 1-2 pages long.  Generally, shorter is better.  Remember, you aren’t writing an essay on “Why You Should Hire Me,” you are presenting a summary of why you are the best candidate.

Have someone proofread it

Even if you are a master weaver of words, have a friend or better yet a colleague proof your resume.  Ask them to not only check for spelling and grammatical errors, but to also make note of anything that they feel can be removed and add any skills or personality traits that they think may be important.  You may end up with a completely different resume in the end, but it may be one that better shows your true self.

Make more than one

If you are submitting your resume to multiple companies in different base-industries, edit your original resume to personalize it for each one.  A retail hiring manager isn’t going to be impressed by your knowledge of JAVA script, but will want to know if you have customer service skills and know how to handle cash properly.  A technology company probably won’t be interested in your experience as a cook, but may greatly value your bilingual abilities.  Save each version of your resume until you have a catalog of them to choose from as you are applying.  Always send the employer the information that best relates to their field.

Don’t be afraid to send it out

In the end, having a great resume won’t do you much good if you fail to send it to anyone.  Join a business networking site like Monster.com or Linkedin.com and spread the word around.  You will have a much better chance of finding the perfect job if you also make it possible for the perfect job to find you.  Never lose hope in your hunt – you never know if it will be the first resume that you send out or the thousandth that gets you the interview that will change your life.

Read More Denise Kawaii:
What To Do When You Are Being Downsized
The Positive Recession
Avoiding Cavity Probes: How To Tell If Your Boss Is An Alien