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You might see a hurdle to leap over. Or a hoop to jump through. Or a barrier to knock down. That is how many people think of resumés, application forms, cover letters, and interviews. But you do not have to think of them that way. They are not ways to keep you from a job; they are ways for you to show an employer what you know and what you can do. After all, you are going to get a job. It is just a question of which one.

Employers want to hire people who can do the job. To learn who these people are, they use resumés, application forms, written tests, performance tests, medical examinations, and interviews. You can use each of these different evaluation procedures to your advantage. You might not be able to make a silk purse out of a sow's ear, but at least you can show what a good ear you have.

Resumés and application forms are two ways to achieve the same goal: To give the employer written evidence of your qualifications. When creating a resumé or completing an application form, you need two different kinds of information: Facts about yourself and facts about the job you want. With this information in hand, you can present the facts about yourself in terms of the job. You have more freedom with a resumé--you can put your best points first and avoid blanks. But, even on application forms, you can describe your qualifications in terms of the job's duties.

Know thyself. Begin by assembling information about yourself. Some items appear on virtually every resumé or application form, including the following:

· Current address and phone number--if you are rarely at home during business hours, try to give the phone number of a friend or relative who will take messages for you.

· Job sought or career goal.

· Experience (paid and volunteer)--date of employment, name and full address of the employer, job title, starting and finishing salary, and reason for leaving (moving, returning to school, and seeking a better position are among the readily accepted reasons)

· Education--the school's name, the city in which it is located, the years you attended it, the diploma or certificate you earned, and the course of studies you pursued.

· Other qualifications--hobbies, organizations you belong to, honors you have received, and leadership positions you have held.

· Office machines, tools, and equipment you have used and skills that you possess.

Other information, such as your Social Security number, is often asked for on application forms but is rarely presented on resumés. Application forms might also ask for a record of past addresses and for information that you would rather not reveal, such as a record of convictions. If asked for such information, you must be honest. Honesty does not, however, require that you reveal disabilities that do not affect your overall qualifications for a job.

Know your job. Next, gather specific information about the jobs you are applying for. You need to know the pay range (so you can make their top your bottom ), education and experience usually required, hours and shifts usually worked. Most importantly, you need to know the job duties (so that you can describe your experience in terms, of those duties) Study the job description. Some job announcements, especially those issued by a government, even have a checklist that assigns a numerical weight to different qualifications so that you can be certain as to which is the most important; looking at such announcements will give you an idea of what employers look for even if you do not wish to apply for a government job. If the announcement or ad is vague, call the employer to learn what is sought.

Once you have the information you need, you can prepare a resumé. You may need to prepare more than one master resumé if you are going to look for different kinds of jobs. Otherwise, your resumé will not fit the job you seek.

Two kinds of resumés. The way you arrange your resumé depends on how well your experience seems to prepare you for the position you want. Basically, you can either describe your most recent job first and work backwards (reverse chronology) or group similar skills together. No matter which format you use, the following advice applies generally.

· Use specifics. A vague description of your duties will make only a vague impression.

· Identify accomplishments. If you headed a project, improved productivity, reduced costs, increased membership, or achieved some other goal, say so.

· Type your resume, using a standard typeface. (Printed resumés are becoming more common, but employers do not indicate a preference for them.)

· Keep the length down to two pages at the most.

· Remember your mother's advice not to say anything if you cannot say something nice. Leave all embarrassing or negative information off the resumé--but be ready to deal with it in a positive fashion at the interview.

· Proofread the master copy carefully.

· Have someone else proofread the master copy carefully.

· Have a third person proofread the master copy carefully.

· Use the best quality photocopying machine and good white or off-white paper.

The following information appears on almost every resumé.

· Name.

· Phone number at which you can be reached or receive messages.

· Address.

· Job or career sought.

· References--often just a statement that references are available suffices. If your references are likely to be known by the person who reads the resumé, however, their names are worth listing.

· Experience.

· Education.

· Special talents.

Personal information-height, weight, marital status, physical condition. Although this information appears on virtually every sample resumé I have ever seen, it is not important according to recruiters. In fact, employers are prohibited by law from asking for some of it. If some of this information is directly job related--the height and weight of a bouncer is important to a disco owner, for example--list it. Otherwise, save space and put in more information about your skills.

Reverse chronology is the easiest method to use. It is also the least effective because it makes when you did something more important than what you can do. It is an especially poor format if you have gaps in your work history, if the job you seek is very different from the job you currently hold, or if you are just entering the job market. About the only time you would want to use such a resumé is when you have progressed up a clearly defined career ladder and want to move up a rung.

Resumés that are not chronological may be called functional, analytical, skill oriented, creative, or some other name. The differences are less important than the similarity, which is that all stress what you can do. The advantage to a potential employer--and, therefore, to your job campaign--should be obvious. The employer can see immediately how you will fit the job. This format also has advantages for many job hunters because it camouflages gaps in paid employment and avoids giving prominence to irrelevant jobs.

You begin writing a functional resumé by determining the skills the employer is looking for. Again, study the job description for this information. Next, review your experience and education to see when you demonstrated the ability sought. Then prepare the resumé itself, putting first the information that relates most obviously to the job. The result will be a resumé with headings such as "Engineering," "Computer Languages," "Communications Skills," or "Design Experience." These headings will have much more impact than the dates that you would use on a chronological resumé.

Fit yourself to a form. Some large employers, such as fast food restaurants and government agencies, make more use of application forms than of resumés. The forms suit the style of large organizations because people find information more quickly if it always appears in the same place. However, creating a resumé before filling out an application form will still benefit you. You can use the resumé when you send a letter inquiring about a position. You can submit a resumé even if an application is required; it will spotlight your qualifications. And the information on the resumé will serve as a handy reference if you must fill out an application form quickly. Application forms are really just resumés in disguise anyway. No matter how rigid the form appears to be, you can still use it to show why you are the person for the job being filled.

At first glance, application forms seem to give a job hunter no leeway. The forms certainly do not have the flexibility that a resumé does, but you can still use them to your best advantage. Remember that the attitude of the person reading the form is not, "Let's find out why this person is unqualified," but, "Maybe this is the person we want." Use all the parts of the form--experience blocks, education blocks, and others--to show that that person is you.

Here's some general advice on completing application forms.

· Request two copies of the form. If only one is provided, photocopy it before you make a mark on it. You'll need more than one copy to prepare rough drafts.

· Read the whole form before you start completing it.

· Prepare a master copy if the same form is used by several divisions within the same company or organization. Do not put the specific job applied for, date, and signature on the master copy. Fill in that information on the photocopies as you submit them.

· Type the form if possible. If it has lots of little lines that are hard to type within, type the information on a piece of blank paper that will fit in the space, paste the paper over the form, and photocopy the finished product. Such a procedure results in a much neater, easier to read page.

· Leave no blanks; enter N/A (for "not applicable") when the information requested does not apply to you; this tells people checking the form that you did not simply skip the question.

· Carry a resumé and a copy of other frequently asked information (such as previous addresses) with you when visiting potential employers in case you must fill out an application on the spot. Whenever possible, however, fill the form out at home and mail it in with a resumé and a cover letter that point up your strengths.

You want to apply for a job. Do you need a resumé? That depends on the kind of job you're applying for:

RESUMÉ REQUIRED

Professional, technical, administrative and managerial jobs. Sales positions, Secretarial, clerical, and other office jobs.

RESUMÉ SOMETIMES REQUIRED

Skilled jobs (Examples: Baker, Hotel Clerk, Electrician, Drafter, Welder)

RESUMÉ NOT REQUIRED

Unskilled, quick turnover jobs (Examples: Fast Food Server, Laborers, Machine Loader, Cannery Worker, etc.)

You need two types of information to prepare your resumé:

1. Self information. You need to know your job talents, work history, education and career goals. Did you complete your background and experience list on page four? If you did, you have the self information required to prepare your resumé.

2. Job information. Gather specific information on the job you're applying for. Here's what you need:

· Job duties (to match your skills to the skills needed for the job). Get your job duties from the job announcement. If the announcement or ad is vague, call the employer and ask for a description of job duties.

· Education and experience required (again, so you can match your education and experience with that required for the job).

· Hours and shifts usually worked.

· Pay range (make their top offer the minimum acceptable!)

With the information on yourself and the job you're applying for, you're ready to write your resume.

Reverse chronological resumés list jobs you've had. Your most recent job is listed first, your job before that is listed second, and so on. Each job has employment dates and job duties.

Functional resumes describe your skills, abilities and accomplishments that relate to the job you're applying for. Employment history is less detailed than chronological resumés.

With the two types of resumés that were discussed earlier you can decide which one suits your needs by answering the following questions:

· Have you progressed up a clearly defined career ladder, and you're looking for job advancement?

· Do you have recent job experience at one or more companies?

If your answer is yes, use a REVERSE CHRONOLOGICAL resumé.

· Are you a displaced homemaker?

· Are you a veteran and you want to relate your military training to civilian jobs?

· Do you have little or no job experience?

· Do you have gaps in your work history?

· Is the job you're applying for different from your present or recent job?

· Do you want to emphasize your work skills and accomplishments instead of describing your job duties?

If your answer to any of these questions is yes, use a FUNCTIONAL resumé.

The following pages have examples of both types of resumés and suggestions on how to prepare them.

· Study the duties for the job you're applying for. Identify 2 or 3 general skills that are important to the job.

· Review your background and experience list. Find talents and accomplishments that demonstrate your ability to perform the job skills.

· List your talents and accomplishments under the job skills they relate to.

· Use simple, short, active sentences.

This applicant is still in high school. He wants to work part time until he graduates.

ROBERT YEE

139 River Lane

Cedar OH 01234

OBJECTIVE: Part time entry level position in Bookkeeping

QUALIFICATIONS:

· Earned Exceptional Accomplishment raise at McDonald's.

· Excellent at thinking through problem situations.

· 1 year successful experience in Bookkeeping & Cashier at McDonalds.

· Finished business classes with high grades.

EXPERIENCE

Bookkeeping

· Accurately completed bookkeeping assignments at McDonald's in half the usual time required.

· Recorded daily sales

· computed total items sold and tallied total daily revenues

· assembled monthly reports showing cashiering errors and audited employee register records

· Verified accuracy of vendor invoices and helped compute employee hours on time cards.

· Balanced family checkbook and helped pay bills.

Administrative Support

· Assisted store manager in training and assigning employees

· prepared new employee personnel folders

· called substitutes to cover during illness or rush hours.

· Filed and retrieved personnel records.

· Posted and filed official documents.

· Word processed letters; answered telephone; scheduled interviews; made reservations.

WORK HISTORY

1990 Full time student Cedar High School

May 89- Present Cashier McDonalds

Dec. 88-May89 Bookkeeper McDonalds

Summer 1988 Clerk Cedar Recreation

Center

EDUCATION & TRAINING

Senior – Cedar High School

Business courses: Accounting, Word Processing, Journalism

President of school Business Club

Focus attention on strong points.

Most resumés do NOT include references.

This applicant is a high school dropout. She has some paid experience, so her resumé focuses on related experience and her hobby.

JENNIFER A. LONG

215 Amber Lane

Tuvax, CA 94321

(890) 651-2543

JOB OBJECTIVE: position as a Paralegal

QUALIFICATIONS & EXPERIENCE

I have a strong interest in the law; I spend much of my spare time:

· reading transcripts of old law cases [from law books at the library)

· watching legal/educational programs on TV

· Experience as a Legal Secretary:

· updated and maintained the filing system

· processed documents on the word processor

· processed and delivered the mail

· answered the phone and made appointments with clients

Skills

¨ word processing

¨ can take dictation

¨ have an investigative and curious nature

Academic

· Studied business law and legal principles in high school and community college.

EMPLOYMENT HISTORY

1987-Present Legal Secretary-- Kramer & Kramer, Truly, CA

1985-87 Receptionist -- Waiter Smyte, MD, Swiss, CA

1983-85 Food Server -- Burger King, Swiss, CA

EDUCATION

Moohey College -- Secretarial courses -- two semesters 1984

Lonemont Community College -- Business courses -- three semesters 1985

Lonemont Adult School -- Equivalency certificate 1983

Personal information that is not related to the job (age, height, weight, and marital status) is NOT included.

Describe specific skills and accomplishments, using short sentences. List special skills such as word processing or ability to operate special equipment.. Leave space between parts of the resume.

Tips for Preparing a Reverse Chronological Resumé:

· List your jobs starting with your present or most recent job. Give exact dates for each job.

· Briefly describe the main duties you performed in each job.

· Emphasize duties that are important for the job you're applying for.

· Use simple, short, active sentences.

This applicant has steady employment. Each new job has increased responsibility.

LOUISE JOHNSON

543 River Court

Nashville, Tennessee 37219

(516) 984-1000

EXPERIENCE

Since 1990 Personal secretary, Cotton Gin Inc. Nashville, Tennessee

Secretary to personal director. Duties included taking dictation, word processing and scheduling meetings.

1984-90 Secretary, Cotton Gin Inc. Nashville Tennessee

One of 13 word processors in legal department. Duties included entering correspondence and forms on the word processor, proof reading legal documents, and processing the mail.

1979-84 Clerk-typist , Raymond Sewing Factory, Memphis Tennessee.

Duties included typing forms, processing mail, establishing and maintaining filing systems.

1976-79 Receptionist, D.W. Meringue, D.D.S., Memphis Tennessee.

Duties included answering telephone, scheduling appointments, greeting patients and processing billings.

Skills Can take dictation

Wordprocessing

Typing

Good organizational skills

Education Underwood High School, Nashville, Tennessee.

High school diploma with emphasis in business education, 1975

Member National Honor Society

Avoid precise dates--just give years if possible

Include scholarships and honors and major school subjects if related to your job goal.

10 Tips for the Effective Resumé

The following rules apply to all resumé:

1. If possible, use a computer to prepare your resume. There are computer programs that make it easy to produce a professional looking resumé. Your local school, library, Employment Service local office or "quick print" shop can help.

2. Do not include irrelevant personal information (age, weight, height, marital status, etc.)

3. Do not include salary and wages.

4. Center or justify all headings. Don't use abbreviations.

5. Be positive. Identify accomplishments.

6. Use action verbs (see the list below).

7. Be specific. Use concise sentences. Keep it short (one page is best).

8. Make sure your resumé "looks good" (neat and readable).

9. Proofread the master copy carefully. Have someone else proofread the master copy carefully.

10. Inspect photocopies for clarity, smudges and marks.

Action Verbs

Action verbs give your resumé power and direction. Try to begin all skills statements with an action verb. Here is a sample of action verbs for different types of skills:

Management skills -administered -analyzed- coordinated -developed -directed -evaluated- improved -supervised

Technical skills -assembled -built -calculated- designed -operated -overhauled -remodeled -repaired

Clerical skills -arranged-catalogued -complied -generated -organized -processed -systematized

Creative skills -conceptualized- created -designed- established- fashioned -illustrated- invented -performed

Financial skills -administered -analyzed- balanced- budgeted- forecast- marketed -planned -projected

Helping skills -assessed -coached -counseled- diagnosed- facilitated- represented

Research Skills -clarified -evaluated -identified -inspected -organized -summarized

Communications skills -arranged -addressed- authored -drafted- formulated -persuaded

The Talent Bank

Once a resumé is completed, it can be fed into the Talent Bank, now available in many local Job Service offices. The "Bank" is an electronically searchable database of resumés or other statements of qualifications from job hunters seeking employment. Those searching for jobs or new opportunities can post their resumés/qualifications to the bank. Employers search the banks to select a group of resumés for further screening.

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