Nancy

Did YOU Know September is a Great Time to Update Your Resume?

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This is a September like none other. Despite the stress of the past several months with changes to our routines, work location, and, for many of us, home schooling, we should not neglect our careers.

September is International Update Your Resume Month and a great time to think about yourself and your accomplishments over the past 12 months. For those of you who are federal employees, International Update Your Resume Month coincides with the end of the fiscal year—a perfect time for reflection and setting yourself up for future possibilities.

Even if you are not currently in the job market, you should always have an updated resume. And, for my federal readers, with the potential change of leadership at the federal level, regardless of who wins the upcoming election, you are likely to be asked for your resume.

Here are some easy ways to ensure you’re ready—regardless of what comes to pass!

  • Be sure your accomplishments are up to date. For those of you whose performance evaluation is coming due (or recently completed), use that process to reflect on your accomplishments in the past year—and add them to your resume.
  • Check for action verbs. Make sure your resume is full of action verbs. What is an action verb? Lead, create, oversee, analyze, communicate, etc. Action verbs do NOT have an “s” on the end.
  • Banish “responsible for.” Just because you’re responsible for something doesn’t mean you actually did it—it just means you should have done it!
  • Add numbers to your resume. Numbers give your work context so that readers of your resume understand the full scope of your work. If you just say that you “track a budget,” readers don’t know how large that budget is, from how many funding sources, or anything else.
  • Remove old content. Does your resume still mention MultiMate? Y2K? Hurricane Rita? Or something equally dated? The standard for resumes these days is 10 years or so. Employers want to know what you have done recently—not what you accomplished 15, 20 or even more years ago.
  • Update your professional certifications, speaking engagements, awards, and professional development. This information shows that you are active in your field and a continuous learner.

These are just some of the easy ways to update your resume, be prepared for the future, and honor International Update Your Resume Month!

Are Your ECQs QRB-Ready?

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Before you may be officially appointed to the Senior Executive Service (SES), your Executive Core Qualifications (ECQ) must be approved by an Office of Personnel Management (OPM) Qualifications Review Board (QRB). What do you have to do to ensure that your ECQs are ready? Follow these tips for a winning package:

  • Follow all formatting rules: 1-inch margins, 12-point font, and 10-page narrative limit. Number pages and don’t forget to include your name. There is no reason to include the competency definition.
  • Spell out your acronyms. Each time. Each ECQ should be readable as a standalone document.
  • Adhere to the CCAR model. Your ECQs should be written using the Challenge, Context, Actions, Results rubric. The focus should be on your executive actions and results.
  • No more than 2 stories per ECQ. Do not repeat stories. And make sure that your stories showcase your leadership achievements, not your technical acumen.
  • Use “I” throughout. Minimize the use of “we,” passive language, and third person.
  • Adhere to the time limits. All stories must be from the past 10 years; if possible, try to use stories from the past 5 years.
  • Do not name names. ECQs should name reference specific people.
  • Keep your personal philosophy, favorite leaders, and information about your “journey” to yourself.
  • Include all underlying competencies in your stories. For example, leading change should evidence vision, strategic thinking, innovation, flexibility, resiliency, and strategic thinking.
  • Be sure to align your stories to the ECQ definitions. And make sure that your examples demonstrate executive leadership, not managerial skills.
  • Remember that readers of your ECQs will not be from your agency. Be sure to make your ECQ stories understandable to people who do not know your agency or work.
  • Proofread, proofread, and proofread again.

Writing a strong set of ECQs takes time. Be prepared to spend 40-80 hours writing yours. And be sure to follow the rules! More information on ECQ writing can be found at: https://www.opm.gov/policy-data-oversight/senior-executive-service/reference-materials/guidetosesquals_2012.pdf.

Let’s Talk Cover Letters

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In the old days when resumes were mailed using the US Postal Service, the cover letter was ubiquitous and almost always started with some variation of, “enclosed please find my resume for…” Since that time, cover letters have evolved; here’s how:

  • Not every application requires a cover letter. If a job posting asks for a cover letter, then you certainly need one. Most federal applications do not require cover letters; they are typically optional. Unless required, I do not generally recommend adding a cover letter to a federal application. Cover letters are much more standard in the private sector.
  • If you do decide to prepare a cover letter, make sure the formatting, including font, margins, and any design elements, match your resume. Your documents should look like one cohesive package. This helps reinforce your brand.
  • Your cover letter should be more than just forwarding your resume. Make your opening paragraph attention getting—and use the key words of the job posting to the extent possible. Share you can add value to the organization—rather than what you want / need.
  • Include real relevant achievements. What have you done that makes you a good fit for the job? Be specific and include measurable accomplishments that relate to what the job is asking for.
  • Address your cover letter to a real person—no “To Whom it may Concern.” With all the online tools available, there is no excuse for not using an individual’s name—and be sure to spell it correctly! Don’t forget to change the name and company for different positions.
  • Keep your cover letter to one page, use personal pronouns, and include a “call to action.” Tell the reader what you want them to do—invite you for an interview? Something else? Here are 1 ideas, “I appreciate your time and consideration; please contact me at 123-456-7890 or name@mail.com to discuss what I can do for your organization.” OR “I look forward to an opportunity to meet with you to discuss…”
  • Ask a third party to review your letter before sending; you do not want your letter to include typos or other mistakes.

Again, while not all job applications require the use of a cover letter, if you do prepare one, make it worth the reader’s time!

Rules of the Road for Good Virtual Meeting Behavior

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Many of us are spending hours on virtual meetings. And some of the behaviors witnessed during those virtual events are laughable—and do nothing for our professional credibility. Whether it is hearing toilet flushing during meetings or simply hearing dogs bark or children (or partners!) scream, a few common sense rules for good behavior are worth remembering:

  1. Wear clothes This includes bottoms as well as tops. Being dressed is not just good for our moods, it shows respect for others. Don’t forget your personal grooming as well. We all need haircuts but that’s no reason to look like you just got out of bed; you can brush your hair—or at least tie it back!
  2. Identify yourself when you sign-on. Everyone can hear the “ping;” be sure to say your name when you sign on or put your name in the chat box.
  3. Don’t eat while you’re on a meeting. If you wouldn’t eat during a meeting in the office, you shouldn’t eat during a virtual meeting either. And the noise that eating can generate may cause the camera to switch to you. Having a bottle of water or coffee is fine. Again, treat your virtual meeting like one you would hold in your office.
  4. Look behind you; no one wants to see your unmade bed, your bathroom, or 30 year band posters.
  5. Minimize distractions from pets, partners, and children. This is often easier said than done. And of course, some workplaces and work meetings are more formal than others. Be cognizant of who is on the call and the purpose of the meeting.
  6. Learn how to use the mute button! Mute yourself if you are not talking. That will not only help with call quality but also eliminate background noise. If you’re typing during the meeting, without the mute button, you’ll be heard. Many organizations want participation through the chat feature (or by “raising your hand” first). The leader of the meeting should make expectations clear at the beginning of the meeting. If they don’t, you may want to ask.
  7. Remember that communication is not instantaneous. Most virtual systems have a slight delay before someone can be heard. Or someone may be trying to unmute themselves. Take that into account and try not to interrupt while others are speaking.
  8. Be on time and pay attention. It is disrespectful to be late for virtual meetings. Make eye contact – with the camera, not the screen. And if your mind starts to wander, or you start to multitask, it will be clear to everyone watching.

Being able to work remotely is an advantage but they are not an excuse to ignore common courtesies. Be respectful of your colleagues’ time and professionalism. Following these simple rules will help ensure that we can continue to leverage their advantages going forward.

Virtual Interviews—10 Ideas to Ace Them!

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While the government and many companies are still hiring, the chance to have an in-person interview is slim at the moment. We all need to be prepared to ace our virtual ones! Here are 10 tips to do so:

  1. Make sure you have a camera. Even though the process itself is virtual, most employers will want to see you “face-to-face.” To accommodate this expectation, you should have a camera. The camera should be set a eye height (you may need to put your laptop on some books to raise it to the appropriate height) and your light should be on your face and not behind you.
  2. Make sure your cellphone is charged; or even better, use a landline for maximum sound quality. Or, if the interview is taking place on the computer, you should use a microphone to make sure you can be heard.
  3. Know how to use the technology ahead of time. What platform will the interviewer be using? Be sure to ask and plan accordingly. Download the technology before the interview. It’s never a bad idea to practice. While most of the common platforms work in a similar way, there are some subtle differences.
  4. Clean up the area where you will be interviewed; clear your desk / table and look at what’s behind you to make sure the image is clean and professional. If necessary; hang up a sheet behind you to cover things you do not want the interviews to see.
  5. Prepare. Just because the interview is virtual doesn’t mean you should “wing it.” You should prepare for your virtual interview the same way you should prepare for an in-person one; do your research on the organization, have your stories ready, and be ready with questions to ask the interviewers. And, you may even want to prepare more—you won’t have the advantage of establishing that face-to-face connection.
  6. Put your interview clothes on—even pants. Not only do cameras stray sometimes, you may move around. You don’t want to be caught in your sweatpants (or worse).
  7. A glass of water is OK, food is not.
  8. Minimize distractions. Close the door, banish your pets and children. Turn off any other phones, alerts, etc.
  9. Pay attention to your body language during the interview. You should sit up, and be slightly forward. Try not to play with your hair, twist your rings, or engage in other distracting behaviors. Maintain eye contact (well, camera contact!) and smile.
  10. Follow-up. After the interview, be sure to send a thank you email to your interviews; keep it short, thank him / her for their time, and add any point you want to emphasize or that you forgot.

While a virtual interview may feel different than what you’re used to, by following these tips, you can set yourself up to ace the interview!

How do YOU Look on Camera? Tips for Video/Web Conferences

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While we’re telecommuting and social distancing, we’re all doing more videoconferencing now. This can be challenging as many of us have seen as members of the media—and the rest of us—are doing more of it. Here are some things you can do to up your game while videoconferencing.

  • Check out your space. Find a private place for the call or use headphones. Talk to anyone who lives with you to let them know you’ll be on a call. Turn off distractions. Consider creating a virtual background if your space is messy—many videoconferencing applications allow this.
  • Aim your camera at your face and look at the webcam (it should be at eye height). When you look into the camera, it appears to the other participants that you are looking at them directly. Don’t forget to check the lighting—natural light is best. If the light source is behind you, you may appear as a dark silhouette on the screen. Position a lamp or other light source in front of you. Sit a bit forward, not back. You want the closet thing to the camera to be your face, not your stomach!
  • Check the tech. Test your setup before the video conference starts. Make sure you have Internet connectivity and that your webcam and microphone are working. You may also have to download the software if it is the first time you are using the application. Consider using a USB-connected headset for an interview instead of using the computer’s speakers. Headsets are inexpensive and can provide a much clearer experience. And, if possible, use a wired Internet connection (plug directly into the Ethernet port) instead of using a wireless connection. If you’re also using your phone to call in, use a landline if at all possible. If using a cell phone, make sure the phone is charged (or plugged in) and has a strong cell signal in the area you are taking the call. If you are using a cordless phone, make sure the battery is charged. If you are using a laptop for the session, plug it in so you have plenty of “juice” (battery life) for the call. You do not want to have to dig for a cord to keep the computer from shutting down.
  • Keep your clothing color choice in mind. Check how the colors of your clothing appear on camera. Just like TV news anchors avoid some colors — and most small patterns, pick colors that will show up well on video. Jewel tones or pastel colors work best. Do not wear white or black. Dress from head-to-toe. You may think you do not need to wear pants since the other people on the conference call are only going to see the top half of your outfit. But you should always expect the unexpected. You never know when you might need to stand up. Pajama pants or shorts with a dress shirt, tie, and jacket just do not work.
  • Take care of the personal; use the restroom, grab a glass of water
  • Be focused; this includes being on time. Turn off notifications on your computer and close your other software programs. You do not want to be distracted by beeps every time you receive an email. It is easy to tell on a video if you are not paying attention, so keep your focus on the conference. Participate, but don’t be too quick to answer. With video, there is sometimes a delay or interference, so make sure you pause before answering a question to avoid overtalking the other participants. When talking, keep your answers brief and to the point. One of the biggest mistakes you can make on a video conference is not knowing when to stop talking.

When you’re not talking, be aware of your facial expression. Most of the time, when we are listening to someone else, we have a blank expression on our face. But on a video conference, a blank expression comes across as a frown. Keep a slight smile on your face.