Chapter 3 Preparing for Your Employment. Office Procedures for the 21 st Century, 8e Burton and...

Chapter 3Preparing for Your Employment

Office Procedures for the 21st Century, 8eBurton and Shelton

© 2011 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights

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Preparing for Your Employment

Locating Job Prospects Ethical Issues in Job Search Preparing Employment Documents Interviewing for Position Testing



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Preparing for Your Employment (continued)

Composing Follow-up Letters Conducting Electronic Job Search Making Decisions Regarding Employment

Opportunities Considering International Employment



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Job Prospects—Networking

Exchange of information Discuss employment goals with instructors,

business friends, and family Keep in touch to learn about

employment opportunities Attend functions such as career fairs Participate in seminars



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Job Prospects—Networking (continued)

Share information to receive information Be a good listener Ways to improve networking skills:

Choose corporate mentor for information and advice about organization

Never limit your contacts Make yourself visible Increase your reading of business materials



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Job Prospects—Electronic Social Networks

Participate in social networks such as blogs and Facebook Consider visibility Consider image as viewed by potential

employers



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Watch for employment Schedule appointment to talk about

specific interests, to ask questions, and to seek guidance

Job Prospects—Campus Career Centers



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Attend job (career) fairs to learn about Potential employment opportunities Qualifications or requirements for available

positions Future employment opportunities

Job Prospects—Job Fairs



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Job Prospects—Business News Items

Read business news appearing in newspaper in area where you plan to work Learn about news such as

Opening another branch or relocating Any changes within organization that may indicate

career opportunities



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Job Prospects—Direct Application

Do not wait for job to be advertised Take initiative and apply

Be optimistic – give impressive application



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Job Prospects—Staffing Services

Jobs listed with public and private employment agencies State supported employment offices and U. S.

Employment Service list openings for all kinds of work

Private staffing agencies charge fees to prospective employer

Both administer skills test, locate job openings, and send you on interview



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Job Prospects—Federal Government Employment

Federal Employment Information Center for updated job vacancy listings http://www.usajobs.opm.gov Announcements of jobs List of local government agencies Application forms

http://www.usajobs.opm.gov/

http://www.usajobs.opm.gov/



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Job Prospects—Federal Government Employment (continued) Contact regional or local personnel offices;

request: Career opportunities brochures Job announcements and information

Obtain local government field offices in telephone book’s blue pages



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Job Prospects—Federal Government Employment (continued)

Visit local library for: United States Government Manual Federal Career Directory Occupational Outlook Quarterly Occupational

Handbook Test required for some jobs Thorough check on background, work

experience, and education



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Job Prospects—Newspaper Advertisements

Look for jobs listed under variety of headings Study ads for information concerning trends

in employment Answer ads promptly Follow instructions Submit stated qualifications with cover letter

and resume



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Job Prospects—Newspaper Advertisements (continued)

Blind advertisement Newspaper advertisement lists post office box

number or telephone number as contact When contacted:

Ask for company name and ask questions about job during phone conversation



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Job Prospects—In Other Geographic Areas

Use Internet to research city or company name

Ask career counselor at your school for help

Inquire at local public library for telephone directories and newspapers for city where you are seeking employment



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Prospects in Other Geographic Areas (continued)

Write, e-mail, or fax Chamber of Commerce in desired location State employment goals and ask about

opportunities in your field Understand list of prospective employers may

be limited only to Chamber of Commerce members



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Ethical Issues in Job Search

What are consequences of “stretching” truth or falsifying or misrepresenting information about your Skills? Experience? Education?



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Preparing Employment Documents—Resumes

Summary of applicant’s qualifications for job being sought

Must be Well written Well presented Well organized



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Resume should answer: Who you are Type of job you are seeking Qualifications Experience

Preparing Employment Documents—Resumes (continued)



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Preparing Employment Documents (continued)

Resume software Takes hassle out of creating from scratch Provides tips, examples, and action words Formats information in style of choice Helps you write application and follow-up

letters Submits resume to major career Web sites

in clear and readable format



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Applying for Jobs—Resumes (continued)

Resume styles Chronological Functional Targeted



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Purpose of resume To obtain interview

Self-appraisal inventory Details your educational background, work

experience, and personal qualities and interests



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Points of emphasis List qualifications in first line of each

section Get most essential data on first page Keep resume to two pages Decide which is most persuasive – work or

education, and place after objective



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Suggested outline for chronological resume Plan resume to present qualifications and

highlight strongest points Be consistent in verb usage Use lists to describe duties or skills



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Headings Name Address

Provide permanent address to ensure you will receive any documentation sent

Telephone number Use answering system to avoid missed calls

Fax number E-mail address



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Job objective State type of position you are seeking and

name of organization with which you are seeking employment



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Education List degree (certificate or license), major,

and name of college conferring latest degree

List skills Bilingual High keyboarding speed Software proficiency



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Experience List most recent position first and

employment experience If limited, include part-time, summer, and

volunteer work Use separate entry for each job



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Interests and activities Not required to add personal data

If you believe certain personal data may be to your benefit, include it

Add whatever you believe will support application, such as honors received, extracurricular activities, and professional associations



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References List three or more former employers

and teachers who can provide specific evaluation of competence, work habits, and attitude toward work

For character references – do not give name of relative

Ask permission of each person before including his or her name



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Appearance of resume Print with quality bond paper Use one-inch margins Use short phrases Explain any unfamiliar abbreviations or

acronyms



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Appearance of resume (continued) Print heading at top of first page, centered,

and in format that is eye-catching and easy to read

Use side headings Use heading on second page – your name

and page number



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Appearance of resume (continued) To ensure your resume is not filtered out:

Clearly state skills Follow instructions of how ad states company

wants to receive resume Concentrate on every detail – avoid errors Respect ads that request applicants not to

telephone company



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Faxing your resume Time spent printing on bond paper and/or using

color ink, and then faxing may be wasted effort Include cover letter with fax, just like resumes

mailed or delivered If resume is attractive enough to earn points, mail

original in addition to fax



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E-mailing your resume Keep it confidential No guarantee that recipient’s screen or

printer will maintain format Send backup copy in postal mail



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Applying for Jobs—ResumesScanning (continued)

Scanning your resume Recruiters use key words to search database of

resumes Within minutes list of applicants whose resumes

match stated criteria is brought to screen Saves lots of time Scanning can dramatically change appearance of

resume



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Applying for Jobs—Resumes Scanning (continued)

When submitting resume, use caution in preparing information

Omit special formats Don’t use bullets,

italics, underline, bold, center or indent, or include graphics

Use multiple pages Use white paper Use key words Include specific

software names Use common resume

headings: Objective, Education,

Experience, and Interests



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Resume reminders Before submitting resume, check following

to ensure Appearance Content Accuracy Delivery in appropriate/requested way



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Cover Letters—Prospecting Letter

Written by applicant who does not know job opening exists Represents initial effort at locating an

employer to consider qualifications Use interesting opening Focus on facts Make brief reference to enclosed resume Use closing that requests action



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Cover Letters—Solicited Letter

More specific than prospecting letter because applicant knows job opening exists First paragraph refers to job Ask to be considered for job Discuss every requirement mentioned Enclose resume and refer to it Close letter by requesting action



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Cover Letters— Appearance

Use good bond paper—8 1/2 by 11 inches Match paper with resume paper Address letter to specific person Limit letter to one page

Keep font and format conservative Keep appearance professional Keep information balanced on page Time its arrival – Tuesday, Wednesday, or

Thursday



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Cover Letters—Reminders

Cover letter is window to resume Provides best view of skills Serves as a marketing tool



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Application Forms

Complete form at company’s request Complete each section

Write “Not Applicable” (N/A) or “Does Not Apply” when area doesn’t apply—do not leave blank



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Application Forms (continued)

Follow instructions Use ink Know important dates, phone numbers,

and addresses for references Use exact title of position you are applying

for Complete form as requested

May staple resume to back of application form



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Portfolios

Decide whether to use paper or electronic Provide collection of best work

Organize samples into sections Include table of contents and title page Package attractively Introduce portfolio during interview



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Purpose of interview Gives interviewer opportunity to evaluate

application Personality, attitudes, professional appearance, and

communication skills Provides opportunity for applicant to appraise

position and organization

Interviewing for Position



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Applying for Jobs—Before the Interview—Prepare

Research organization Practice run to location Learn current salaries

for similar jobs in community

Summarize qualifications

Dress appropriately

Decide which qualification to emphasize

Anticipate questions Formulate answers to

questions Schedule ample time

for getting ready and arriving for interview



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Applying for Jobs—Before Interview—Research

Use Internet or library to study organization Products or services Profitability Number of employees Years in business Recent expansions Any mergers Competitive standing in industry Hiring practices



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Regarding Job objective and why you feel qualified Personal interests or opinion on latest current

events Questions to gain insight into your personality

Applying for Jobs—Before Interview—Research (continued)



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Applying for Jobs—Before Interview—Behavioral Questions

When question asked leads to next and probes deeper into experience or scenario described by applicant

Be honest if no experience in area asked about But, ask if you have related experience, see if

you can share situation



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Applying for Jobs—Before Interview—Legal Questions

Shouldn’t be asked about: Marital status, age, smoking habits, race, or

native tongue Can ask:

If you have valid driver’s license Been convicted of crime

Cannot ask if you’ve been arrested



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Applying for Jobs—Before Interview—Ask Intelligent Questions

Mention that you did research and have few questions. Refer to sheet of questions you brought into

interview Good questions you can ask:

To whom would I report? What personal qualities improve likelihood for success

in this position?



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Applying for Jobs—Before Interview– Appearance Makes Statement

Look professional Dress conservatively Whatever you decide will be your

image, consider strong nonverbal message your image will send



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Applying for Jobs—Before Interview—Be Punctual Know exact location Arrive 10 to 15 minutes early Never schedule two interviews in same

morning or afternoon You have no control over length of an

interview You cannot feel at ease if concerned about

time



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Applying for Jobs—Before Interview—What to Take to Interview Portfolio Pen and paper Extra copies of resume List of three of more references Job ad Typed list of questions Business card



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Applying for Jobs—During Interview

May be one interviewer or panel of interviewers

Interviewer controls interview May ask “Tell me about yourself” or ask

specific questions When asked question, give full answer Ask for clarification on questions not

understood



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Applying for Jobs—During Interview—What About Salary? Never ask during interview

Reserve these questions when offered job If interviewer asks,

Be prepared to state range Don’t sell yourself short when salary is

discussed



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Applying for Jobs—Closing the Interview

Watch for cues interview is coming to an end Offer firm hand shake Restate interest in position Check follow-up procedure Leave business card If offered position:

Say you want to take time to consider it, or If you have no doubt, accept at once



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Applying for Jobs—After Interview

Make each interview learning experience— Were qualifications presented well? Were qualifications overlooked? Was I tense or too aggressive? Did I talk too much? Did I ask enough

questions? How can I improve on next interview?



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Applying for Jobs—Campus Interview

Many organizations actively recruit postsecondary graduates –on campus Dress for interview – not class Stress strong points Listen attentively Respond to questions / ask questions Project your personality If asked for follow-up interview or to take test – get

necessary information



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Testing

May cover Software applications Written communication, including spelling and

punctuation Math Personality tests and mental ability tests

May have time limits



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Composing Follow-up Letters

Thank-you Courtesy letter restating interest in position

Reminder After few weeks, if you have not received response, remind

interviewer of interest Include another resume

Inquiry If you have not heard anything by time indicated, write or

call, indicating interest if position is still available



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Composing Follow-up Letters (continued)

Job acceptance Follow up even if you accept job, or are asked to call to accept Repeat report-to-work information about date, time, and place

Job refusal Be prompt in refusing Begin with favorable statement about contact with interviewer or

organization Indicate if accepted another job or if continuing search for

particular job Close with pleasant comment



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Conducting an Electronic Job Search

Use for job searching and sending resume to online career services

Use online resume builder or send resume



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Conducting an Electronic Job Search (continued)

Resume becomes part of database accessible to employers looking for employees with required skills Personal information is kept confidential When employer believes you have credentials

they need, you must give permission for information to be released to company



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To ensure resume is scanner friendly Describe personal traits in nouns, not verbs Use key words found in job ad Use common resume headings




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To keep resume clean and simple Don’t use italics or bullets Don’t use bold or underline Don’t use indents or centering Don’t use colored paper




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Making Decisions

What happens if you are offered several positions of which any one would be ideal for you? Which one do you choose?

How do you learn to make good decisions? Use decision-making steps (refer to

Chapter 2)



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Considering International Employment

Curriculum vitae (CV) used in international employment search May contain more than one page



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Considering International Employment (continued)

CV components Personal information section References Detailed information on all former positions held List of memberships in professional

organizations Overseas living and working experience Publication credits Detailed education information Recent picture



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Considering a CV for International Employment (continued)

When forwarding CV, include copies of: Diplomas Certificates Transcripts Passport

Organizations outside of U.S. may ask any information Under no legal restraints

Chapter 3 Preparing for Your Employment. Office Procedures for the 21 st Century, 8e Burton and...

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