Job Hunt

How to Email About a Job – 7 Best Practices

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The days of using snail mail for job search are pretty much over. Most recruiters and hiring managers received hundreds of emails each day from potential job applicants. How can you may your email stand out?

  1. Use a business appropriate email address and account. This means an email address with your name (and no birth year); it also means Gmail or, if you have one, a personal domain. If you do not have a Gmail account, you may want to establish one—even if you just use it for your job search. Make sure your “display name” is appropriate as well. If you are still using AOL, that’s fine—just do not use it for your job search. And don’t use your work email either.
  2. Use a precise subject line; do not leave the subject line blank or simply say “resume” or “job application.” Without clarity, the recipient of your email may delete it without reading or it may end up in spam. You can use a subject line of Budget Manager position / announcement 1234 / Jerome Brown or something similar.
  3. Label your attachments properly. Again, any attachments you include should be labeled for clarity. If you are attaching a resume, your document name should not just say “resume;” include your name. Consider naming your resume Angelina Lopez-Budget Manager Resume; that way, the reader knows what they are opening. And, make it a real attachment, not Dropbox, Google Docs, or other document sharing service. If you do have Word, use PDF.
  4. Use a standard, easy-to-read font. Most employers use Microsoft Word and Outlook. Make sure whatever you are using is truly compatible. Fonts should be standard (Arial, Times New Roman, Calibri, etc., and text should be black. Do not use “stationery” or other backgrounds in your email.
  5. Create a signature block for your email. Your signature block should contain your name, email, and phone. You can also include active links to your professional social media accounts such as LinkedIn. Be sure to customize your LinkedIn URL.
  6. Keep your message short. Most people do not read long emails so keep your message to a paragraph or two (perhaps between 90-120 words) and get to the point as quickly as possible.
  7. Review, review, and review again. Ask someone else to proof your email (and attachments, if you’re using them) for you. Spelling and grammar mistakes are as problematic in an email as they are in traditional letters.

No, You Should Not Have References on Your Resume

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You read that right, references do not belong on your resume! I know that many of us grew up learning to include “References Available Upon Request” on our resumes. Those days, however, are over. Hiring managers know that you will provide references if you are asked. Do not waste your resume “real estate” with this information (unless the job posting specifically requires that you include references—and by the way, this is not a requirement of USAJOBS).

Instead of noting references on your resume, you should have a separate reference page ready to go. Your reference page does not get submitted with your resume when you apply (unless explicitly requested); instead, you should bring your reference page with you to your interview. Then, if the hiring manager asks for references, you’ll have your reference page ready to provide.

Here’s how to put together a reference page:

• Match the formatting of your reference page to the formatting of your resume (and cover letter) in terms of font, color, and any graphics.

• Include your name and contact information (professional-sounding email address—not your work email and phone number) at the top of your reference page. You may want to include your customized LinkedIn URL and any other social media links as well.

• List 3 to 5 professional references. Each reference listing should include the reference name, their title, organization, City, ST, email, phone number, and relationship to you. You may want to consider to consider listing projects or skills that they reference can attest to.

• Make sure the first reference is the most important one. Be sure to ask permission before listing a reference. And, provide your references with a copy of your latest resume so that know what you have been doing.

• If you are including references on USAJOBS (even though they are not typically required), make sure your references are different than the supervisor names you have provided for each of your jobs.

If you are asked to provide references for a particular job, contact everyone on your reference page right away to let them know. Let your references know the name of company / organization that asked for the information, the position you are seeking, and the name, title, email address, and phone number for the person who may be calling. You should also share some of the critical challenges and responsibilities of the position so your references will be prepared to discuss specific skills, experience, and achievements from their work with you.
And, don’t forget to thank your references!

How to Start a New Job

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Congratulations, you did it! You decided that it was time for a move and you took the necessary steps to make it happen. Now that you’re ready for your new job, its time to put your best foot forward. While most of these ideas are obvious, it doesn’t hurt to remind yourself of these good practices. You only get one first impression—make it a good one!

Employer Expectations:
• Having a positive attitude is one of the most important factors in achieving job success. Don’t carry negative feelings into your new workplace– resolve them elsewhere.
• Always be on time. How long will it take to get to work? Allow a few extra minutes for traffic problems and getting children to daycare. Set an alarm clock to help you get up. Being reliable and dependable gains the trust and respect of your new employer.
• Try for good attendance. If you’re going to be out sick, ask your supervisor the proper method of notification.
• Know and follow all office rules, policies and procedures. Read the employee manuals.
• Listen and learn. Be open to new ways of doing things, even if you were taught differently in school or on a different job. Resist temptation to find fault, criticize or complain until you can prove you can do something a better way.
• Meet and exceed your employer’s expectations.
• Learn all you can about the job you were hired to do before thinking about moving up.

Communication:
• When you need to talk with your supervisor, ask when would be a good time to meet.
• Take advantage of your performance reviews. Stay calm. Learn from them. Ask how you can improve. Show job-related classes you’ve taken. Most supervisors appreciate employees who are concerned about performance and finding ways to improve. Your job success is also their success.
• Ask for help when you need it. If you make a mistake, let your supervisor know immediately. Find out how you can fix it.
• Follow the proper chain of command. Discuss items with your supervisor first.

Personal:
• Prior to starting the job, have all of your appointments with doctors, dentists, etc., out of the way. Have your transportation and daycare lined up so you don’t immediately have to take time off. Have an emergency plan for daycare and transportation.
• Be willing to learn new skills. Keep a record of classes you’re taking that relate to the job. Review this with your supervisor at an appropriate time.
• Take time in making new friends. Find positive and upbeat coworkers. Avoid negative, critical and gossiping people.
• Be clean and well-groomed. Wear clean and job-appropriate clothes. Pay attention to how your coworkers are dressed.
• Keep your personal life and problems at home. Don’t use the employer’s equipment and time to do personal things like making personal phone calls, using the copy machine or resolving your personal problems on the job. If you’re having trouble resolving personal problems, counseling, support groups or employee assistance programs may be useful.
• Create the image. Dress for the job you want next.
• Be patient with yourself and your employer. It takes time to get used to, learn and like a new job.
• Volunteer for projects and committees if your work is completed and your supervisor approves.

Getting Along With Others:
• Don’t express your opinions, biases or prejudices about others while you’re at work. Diversity is a priority in the workplace.
• Accept criticism as constructive. Don’t become defensive or take criticism personally. Thank people for their input. Consider changing if it’s warranted. If you’re unsure how to handle the situation, check with your supervisor.
• Always be friendly to everyone. Be willing to go the extra mile. This creates goodwill with employers, coworkers and customers.
• Notice who your boss relies on and model yourself after them.
• Find a mentor, someone who knows the employer and the job well enough to coach you or show you the ropes.
• Realize playing politics or power games could be dangerous and backfire on you.
• Treat everyone with courtesy and respect. Remember, as you climb the career ladder, you may meet the same people on your way down the ladder.
• Keep your emotions under control. The job isn’t the place to let your feelings get out of control.
• Show appreciation. Let your supervisor(s) know you appreciate their training, support, input, feedback, etc.
• Strive to be positively recognized. Be friendly and helpful to everyone at all levels.
• Be a team player. Be willing to help. Know the goals of your job and how your job fits into the overall organization. Avoid a “know-it-all attitude.” Try to fit in with the team. Keep your sense of humor.

Preparing a Private Sector Resume

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If you have made a decision to leave the federal government for the private sector, you’ll need a private sector resume. A private sector or corporate resume is much different than the resumes you may be used to seeing in the federal government.

Here are some of the more significant differences:

  • Resume length – Private employers are not under the same type of obligation to review your credentials as are Federal agencies. You can be sure that a ten-page resume will quickly find its way to the nearest waste basket. Therefore, resumes should be concise; just long enough to tell your story but not too long. Two pages is the maximum for private sector resumes.
  • Level of detail – Unlike federal resumes, private sector resumes do not require the name of your supervisor, the number of hours worked per week, or the detailed descriptions typically found in federal resumes.
  • Formatting – While federal resumes are typically devoid of most formatting, private sector resumes can effectively use color and other formatting tools.
  • Applicant Tracking Software (ATS) – The vast majority of private sector companies use ATS. While there are currently more than 50 kinds of ATS in use at the present time, there are a few standard features.

In addition to the above, most private sector employers are looking to understand how you can help them—what is called your value proposition. Who are you and what do you bring to the table? The content of your resume should point to that goal. Without this focus, your resume will be mediocre at best. Great resumes are ones in which every piece of information supports your professional value. If you’ve already established your value (in writing, not just in your head), you’re prepared to write your resume. If not, you need to spend some time establishing your goals.

As you write your resume, keep your value proposition in mind. This will help you decide what to include, what to leave out and will help target your resume. You may want to write your goal on a separate piece of paper and weigh each item in your resume against your goal. If it isn’t clear how the item relates to your goal, then strongly consider eliminating it.

A resume is not a literary document, it is marketing one. The rules of grammar are different from formal writing. Complete sentences aren’t necessary. Avoid the use of “I,” as the subject of the resume is assumed to be the person named in the heading of the resume. Resumes are written in what is called “telegraphic style;” this means that articles such as “the” are typically not used. Avoid long narratives; remember that your resume may be one of the dozens, hundreds, or even thousands that are submitted to an employer.

10 Questions to Help Decide if It’s Time to Leave a Job

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All of us fantasize about leaving our jobs at some point. Before doing anything rash, it’s a good idea to think why you want to make a change. Here are 10 things to think about before deciding to call it quits:

  1. Is it really our job that’s the problem or something else? There are ways to improve your relationships and/or situation at work that do not require you to up and leave.
  2. Are you required to do something you can no longer do? For example, traveling 3 weeks out of 4 might have been fine when you were younger, but it’s wearing on you now
  3. Can you see yourself still doing your job for the next several years? Or does it fill you with dread?
  4. Is the job making you physically ill? Are you being bullied? Harassed? Something else? Yes, you could stay and fight but there is definitely a psychic cost to that.
  5. Are you overwhelmed all the time? Can you no longer handle the responsibilities or volume of work expected? Is this a temporary situation or one likely to go on for the foreseeable future? No job is worth making yourself sick over.
  6. Are you appreciated by your bosses and/or peers at least some of the time? Do you like the people you work with? Or is your work thankless? This is not just about money…thank you’s are nice too!
  7. Are you staying in the job because you’re afraid to change? If so you may want to discuss this with someone you trust.
  8. Are your skills being used? If not, is there the potential for your skills to be used at some point? Is that possibility enough?
  9. Is there new leadership or a new boss? Are you aligned with their vision? Have you given it time to actually decide?
  10. Do you have a Plan B? If you need to work, do you have another job? Are your career documents up to date? Its always better to look for a new job when you have one.

If any of the above apply to you, its time to think about your next steps; you need to update your career documents and start networking! Begin to think about what you want in your next job or career. Write it down and hold yourself accountable. Make sure that you moving toward something better and not just running away from your current situation.