Essential Functions of A Resume

In our industry, the resume is the single most important document. However, getting someone to read it for more than a few seconds is very difficult. MSN Career breaks down the four essential functions of a resume so you can put your very best foot forward.

4 Essential Functions of a Résumé
Sure it gets the interview, but what else does it do?
By Donald Asher, author of "The Overnight Résumé: The Fastest Way to Your Next Job"

Everybody knows that résumés are useful for getting interviews, but not everybody realizes the résumé's other, equally important, functions: It structures the interview process, reminds the interviewer of you after you are gone, and justifies the hiring decision to others. So a good résumé can do four things, each distinctly separate and distinctly important:

1. First, you gotta get that interview
The biggest challenge your résumé will ever face is direct competition. It needs to win the interview in the shoulder-to-shoulder battle with other résumés, many of which are from candidates with better qualifications than yours. Some glamour industries, such as the hottest and most successful tech companies, receive in excess of 1,000 unsolicited résumés per day. Following some smart guidelines, you can get interviews and jobs at odds well in excess of 1,000 to one.

Writing résumés that win interviews requires an understanding of what happens to your résumé when it hits XYZ Corp. It is usually screened by résumé-sorting software and then a human being. These different constituencies for your magnum opus require different strategies.

Software is patient, and it will read to the bottom of a résumé. You can take keywords from a job posting and mix them in anywhere and the software will find them. A smart résumé writer will find creative, truthful ways to insert all the words that the software might be programmed to seek. These can include major competitors to the hiring company, certain degrees, technical skills and even certain cities, zip codes or area codes. This is a skill that you can learn if you start to think hard about it. Always tell the truth, but find a way to get the sought-after words into your document. The software will find them wherever you put in them in your résumé.

But humans read differently. They spend only a few seconds before deciding to reject a résumé. With humans, you win or lose in the first 10 lines. Never make a human read more than a few lines to know what you can do for them.

2. The résumé will structure the interview
Most interviewers will go right down your employment history, asking questions about each job. Your résumé should not tell the whole story; it should pique curiosity, begging for a clarifying question. (It should not, however, be confusing or obtuse.)

Incidentally, you should take plenty of extra copies of your résumé to any interview. Your interviewer will often ask for one, and some interviewers ask for several as a ploy to get all of yours away from you. Then they can test your memory. Have plenty of copies and pass this test.

3. The résumé reminds the interviewer of you after you are gone
Research has shown that after you are gone, the résumé can overwhelm the interviewer's memory of you in person. A candidate with a good written presentation will be remembered as articulate, well groomed and intelligent; one with a poor written presentation will be remembered as unkempt, inarticulate and ill prepared, regardless of how the candidates actually performed in the interview. Few candidates realize how important this résumé function is.

The one major exception to the above occurs when an interviewer decides you are lying or grossly exaggerating. In this case all credibility is lost and your written presentation is discounted entirely. Don't cross that line.

4. Finally, your résumé can justify the hiring decision to others.
The hiring cycle is getting longer and longer. More people are involved, and everyone is afraid to make a mistake. If you are the wrong hire, it can be very difficult to get rid of you. There are people higher up in the organization who rubber stamp your hire decision without ever meeting you. The better you look on paper, the more comfortable they are with making a decision. Here the wrong résumé can undo every right thing about you.

Candidates who are referred by friends, or who are interviewing with people they know, may not realize how critical it is to write a winning résumé anyway. Your friend may love you, but somebody upstairs has to be fully satisfied. The résumé better live up to the rest of your presentation, or you could get nixed by someone who never even meets you.

As you are writing your résumé, keep in mind what you want it to do for you. If you understand what your goals are, and what you want your résumé to accomplish each time you use it, you will do a better job of achieving those goals.



Donald Asher is the author of 11 books on careers and higher education. His most recent titles include "The Overnight Résumé" from which this article is excerpted, "How to Get Any Job: Life Launch and Re-Launch for Everyone Under 30" and "Who Gets Promoted, Who Doesn't, and Why." He speaks at more than 100 colleges and universities every year.

"Tough Love" Advice on Why Your Job Search Isn't Working

MSN Careers, one of my favorite sites for career and job seeking advice, has this article from Careerbuilder posted today.

10 Reasons Your Job Search is Failing
By CareerBuilder.com writer

On paper, the prescription for unemployment is rather formulaic: send in résumé, go on interview, be your charming self, get hired.

The frustrating reality isn't nearly as simple. Getting an interview alone is an exercise in persistence and patience.

Here are 10 reasons for why you're not landing that interview and what you can do to reverse the trend.

Your résumé and cover letter are as articulate as Courtney Love's Web blog. If your application materials contain typos, grammatical errors and irrelevant or inconsistent information, employers will take notice -- in a bad way. Once you've looked over your résumé and cover letter to the point of dementia, take this advice from Joyce Gioia of the Herman Group: have three people, for whom English is a first language, review your résumé and cover letter before you send it.

Your cover letter is generic. Make it personal by tailoring it to the particular job and addressing it to a person, not "To Whom It May Concern." And include a sentence or two about how you are the right fit for that particular job. If no contact is listed, take the initiative to find out who the hiring manager is by searching the company's Web site or calling the reference desk.

Your letter is a CliffsNotes version of your résumé. Instead of simply restating what's on your résumé, include new information like how you found out about the job, why you want to work there and what you can do for them. Finally, close with something that will encourage a response, such as a request for an interview.

Your letter exudes self-consciousness, not self-confidence. If you don't feel qualified for a job, why are you applying for it? Don't call attention to your shortcomings in a letter; emphasize your strengths by focusing on your skills, experience and ability.

You cross the line from sounding confident to sounding cocky. Don't mistake selling yourself with bragging. Putting "I would be an asset to your company" in your cover letter catches the eye; writing "You would be crazy not to hire me" turns the stomach.

Your MySpace page lists "binge-drinking" as a favorite pastime. Don't post anything on a publicly accessible Web site that you wouldn't want a potential employer to see. Not all hiring managers run searches on job candidates, but some do, and it's better to err on the side of caution. Google yourself to see what comes up, because recruiters will see the same results.

You assume e-mail is enough. Hitting the send button on an online application is only the first step in landing an interview. For one thing, not every e-mail is received or read. Try following up your application by sending a paper résumé and cover letter via snail mail (indicating you've already applied online). After that, call the hiring manager to see that they've received your application and check on the status of the job in question.

You assume the Internet is enough. The majority of all employment opportunities aren't advertised, so be proactive: Contact human resources managers at companies you want to work for inquiring about positions available; register with a job recruitment agency; attend industry events to stay on top of news; and devote energy to meeting like-minded professionals who will be the keys to discovering more opportunities.

You misrepresent yourself. It may sound like a no-brainer, but misrepresenting yourself on a résumé is bound to catch up with you. Upon performing a reference check, Denise Moorehead, communications director of a non-profit service agency in Boston, once discovered a job candidate had left her previous job a year earlier than she'd admitted. It turned out that the candidate had gotten burned out and decided to take a year to temp and regroup, but thought the obvious employment gap would be held against her, so she simply lied about it. "I figured if she'd lie about something this easy to explain, she might lie about the deadline-driven work she would have to do with me," Moorehead says.

You give up. Remember that looking for a job is a full-time job. If you're not hearing back from employers, considering changing your strategy. Experiment with different cover letters, revise your résumé on a regular basis and look for opportunities to add to your experience even when you're not working (i.e. taking classes, participating in workshops, volunteering).