Memory
You know you’re crazy busy when, not one, but two British career sites (one of which offered to pay me!) send you content to post on your blog and you can’t even take the time to compose a short introductory paragraph to accompany said posts. The good news is that I survived a busy eight weeks of work and school, specifically six papers, six quizzes, three homework assignments, two final exams, and a whole slew of reading – not to mention weekly and sometimes bi-weekly career events on the campus where I work (in between serving an average of 50 students per week), several new clients, and a job club catering to transitioning job seekers. I also barely observed to major Jewish holidays and missed two friends’ 30th birthdays, a baby shower, a wedding shower, and a lot of social gatherings. Needless to say, I am happy to have my life back and happy to be writing to you! Thanks to those of you who kept me in your memory during my hiatus.
Now on to the post…Position Ignition, a U.K.-based career-coaching firm graciously provided the following entry related to resumes and getting yours noticed by an employer’s Applicant Tracking System (ATS). I think you will find that the advice is not all that different from what you might hear on this side of the pond. Speaking of sides of the pond, I am excited that the founders of Position Ignition offered to meet me when I’m in London next month. Career coaches uniting across the globe – how cool!
Post by Nisa Chitakasem of Position Ignition
The way that hiring companies and recruiters are storing, evaluating and shortlisting new graduates’ resumes is already drastically different than to when I was a new graduate. Before, a recruitment agent or an employer’s in-house HR professional would go through a whole pile of resumes that had been submitted to them for just one graduate position. As you can imagine, the individual sorting through these documents only had time to quickly scan each submission for the type of keywords they were looking for. The keywords they were looking for were those words and phrases that indicated a particular candidate was right for the position.
Manually skim-reading each application was never going to be the most scientific or sophisticated way of identifying these all-important keywords, so it’s little wonder that recruiters and employers have embraced new I.T. technology with open arms in order to digitize the process. Nowadays, anyone in the business of hiring and with sufficient resources uses a computerized Applicant Tracking System (ATS) to rank resumes in terms of how pertinent they are to the position they were submitted for. Whilst this is good news for the employer, it’s potentially bad news for you, the graduate job seeker, if you don’t know how to tailor your resume to get you the highest ranking possible. Help is at hand though, with these tips on ensuring your resume impresses any ATS.
- Start your resume with a concise summary that’s rich with keywords pertaining to the job you’re applying to.
- Follow up the summary with short, bulleted points detailing your qualifications and accomplishments, again including keywords that match up with the advertised position.
- If you’re not sure exactly what keywords are relevant to the role on offer, look at the job specification and candidate criteria and identify the words that seem the most integral to the text.
- Be warned that the most advanced ATS technology will take into account the context in which the keywords are used, not merely the actual keywords themselves. Surround keywords with content that actually describes your relevant experience and expertise.
- Don’t misspell words. Misspellings are bad, not because the ATS will pick up on them, but because it won’t. If you misspell a keyword, the ATS won’t notice that word and the word won’t contribute to your resume’s ranking.
- Similarly, it’s wise to avoid using abbreviations, because the ATS may not recognize them. For example, when talking about your degree, type out ‘honors’ instead of using the abbreviation ‘hons.’
- An ATS can also be confused by complicated formatting, so keep the format of your resume as clean and clear as possible.
- Including logos or, in fact, any kind of graphic on the resume is a big no-no for the same reason.
- How you send your resume is almost as important as what you put on it. Before your resume even gets stored on a company’s ATS, it still has to get pass the organization’s email security screening. Attachments may automatically be marked as suspicious so copy and paste the contents of your resume into the body of the email message instead of setting it as an attachment.
- Because of belligerent spam filters, it’s also important to watch what characters and letter-strings you include in the email. Do not, for example, include any exclamation marks or potentially spammy words/letter-strings in either the text of the resume or the rest of the email. For example, if you went to high school in Penistone, England it’s perhaps better to just say that you went to high school near Barnsley in England.
- If you have the option of uploading your resume directly to the company ATS through the employer’s website instead of emailing it, do so.
- Submitting your resume via the website may require you to fill in additional fields as part of the online submission. Fill these fields in even if they are optional. Recruiters often use these optional fields to initially filter out a percentage of the original applications. Make sure you survive this first cut by putting the relevant information into all the fields.
- As the resumes may get sorted out according to these optional fields before they are even opened and read, it’s worth including relevant information in the fields even if you’ve already put it in the actual body of the resume.
So what do you do once you’ve emailed or uploaded your resume to an ATS? Of course, it’s a case of playing the waiting game to some extent but don’t forget to keep an eye on your spam folders when you’re waiting for that email reply to come through. Often, an ATS will automatically generate an email reply to your submission and such an automated email may well end up being recognized by your email filter as spam, even if it’s legit. If you check your spam folder and find that there is indeed an email marked as coming from the organization but you’re not sure if it really has or if it’s a phishing scam, it’s always best to check before opening it. Call up the company to see if its ATS would have started automating replies by now.
Once you receive the email reply, attentively follow any instructions it gives you. If the company wants you to contact it to take your application further, contact the company using the method it has indicated and within the time frame it gives. You will not only be guaranteed a response by doing so; you’ll be guaranteed the fastest possible response.
By following these best practices from start to finish, you have the best chance of negotiating a recruiter’s or employer’s email screening system, spam filters and ATS with optimal success. With the ATS in particular, it’s important for first time job seekers to know that there really is no mystery to it. It’s as simple as giving the ATS what it wants and pushing its buttons—and if you’re applying for jobs you’re actually suited to, pushing all the right buttons is not that difficult at all.
About the author:
Nisa Chitakasem, created Position Ignition to help support professionals through their career challenges. She has co-authored a range of ebooks to help people through various career challenges including: How to Get the Job You Want, How to Ace the Interview, 125 Twitter Job Search Tips, 125 LinkedIn Job Search Tips and 135 Networking Career Tips.
You can also find more career articles from Nisa on their Job Search and Career Advice Blog.
I Feel Pretty
_04.jpg)
Songs from West Side Story always conjure up happy images for me since I walked down the aisle to “Maria”. Sentimentality aside, ladies – we don’t have it easy as it relates to our appearance and the workplace. Waxing, plucking, shaving, threading, tanning (not this girl), makeup, hosiery (or not, keep reading), spanx, camisoles, manis, pedis …the list goes on. Do you ever feel like you need a whole crew of people to work on you?
A wise woman stated at my Graduate Women in Business event last week, “You want to look attractive, but not hot.” I’m sure you’re asking yourself “what on earth does that mean, Joy???” I was also perplexed. Fortunately, our speakers and image consulting team from Buy Request were able to shed some light on looking “pretty” and not sexy at work.
Enjoy these tips and feel free to comment and add your own!
Grooming
- If you don’t have time to manicure your nails (or get them done), just get a “man”icure, i.e. have your nails buffed and filed – or buy the tools to do it on your own.
- More on nails: NO black or dark purple nail polish. Stick to clear or neutral shades or again, just buff them.
- Don’t shave your eyebrows – wax, thread or pluck them instead! Enlist a professional if possible or the first two might get ugly, literally.
Attire
- You can’t go wrong with a nice black pencil skirt (courtesy of Nordstrom).
- Get upscale resale finds at the right price at Clothes Circuit or Clotheshorse Anonymous if you’re in Dallas. I also like Revente (for those of us on a tighter budget).
- Apparently you are still supposed to wear hosiery when interviewing as a sign of respect. Try these Donna Karan nude fishnets on for size if you can’t fathom squeezing your legs into a regular pair.
- Men can’t get past your cleavage (if it is showing), so cover it up if you want them to hear what you and not your chest is saying.
- On casual/jeans Friday, stick with completely dark denim, preferably trouser style, without “cat whiskers” i.e. frayed edges. You also can’t go wrong if you pair jeans with a pressed white shirt.
- According to Klompus, “You can wear any price point, as long as it is tailored to you. Turn your into custom with the aid of a good tailor” like Park Cities Custom Tailors or John's Tailors (my favorite – tell Jane I sent you).
Accessories, etc.
- Men’s cologne tends to smell better at the end of the day on women. Who knew? Be judicious in your fragrance selection – ideally you should skip it, especially in Dallas a.k.a. allergen city.
- If you get the impression that people are treating you like a supermodel at work and not the brainiac you really are think about purchasing a pair of glasses.
- Keep your shoes polished and clean. BuyRequest recommends: Deno's and The Cobbler
- While on the subject of shoes…invest in some nice black pumps and repair them often. You won’t go wrong!
- When interviewing, less is more. A previous editor of Vogue used to say, “before you leave [for the day], take one piece off”. This is probably more applicable to Dallas women since we sometimes over accessorize!
- Bring a logo-free briefcase or hand bag to any interviews. Carrying Gucci says, “I don’t really need this job.”
Select wardrobe and accessory tips provided by: Nancy Klompus and Kristin Skilling, Buy Request Wardrobe Stylists and Personal Shoppers.
Happy Birthday Sweats to Suits! 
I’m so glad that the return of Sweats to Suits after a month-long study-induced hiatus coincides with my 52nd blog entry. Please join me in wishing Sweats to Suits a Happy 1st Birthday!
Career Blunder – Fight Club:
Our “model” for the evening was a Big Tomato in Private Wealth Management with a sense of humor and vocal filter fit for Queens rather than Dallas. What a breath of fresh air – and her stories were just as good as my recruiting horror stories! One in particular that stuck with me was a candidate who earned the name of “Fight Club” for going into a full-time interview with a black eye (from something sports-related). He was referred to the firm of the Big Tomato by a client and came highly regarded after engaging in a successful internship with said client. Instead of asking to reschedule the interview until after his eye healed, he waltzed right into the office with no explanation other than his shiner. Moral of the Story: If you are injured in any way (mentally or physically), come up with a GOOD story and ask to reschedule your interview. In case you were wondering, Fight Club did not get the job.
Somewhere over the Rainbow
Several recent events inspired me to write a blog entry focused on the LGBT community, not the least of which was the recent repeal of the “Don’t Ask, Don’t Tell” legislation. Hooray!!!
For those of you still familiarizing yourselves with the nuances of this community (which is most of us, myself included), please note that several acronyms are more widely accepted. Honestly, I was under the impression that GLBT (Gay, Lesbian, Bisexual, or Transgendered) was the most PC term to use these days, but I have since viewed or heard quite a few sources citing the acronym as LGBT. You may also see LGBTQ or LGBTQA, where the Q stands for questioning (or queer, which was the preferred term mentioned by a left-leaning friend I lunched with yesterday) and the A for Allied. Any of the four aforementioned acronyms will probably cover you when addressing members of this community.
I attended an Allies training a few weeks ago on my campus and in light of recent events I thought I would take advantage of the opportunity to share some of what I learned with you. To begin, the Allies group on my campus “was formed by faculty, staff, and students with the intention of providing visible, tangible support for the lesbian, gay, bisexual, transgendered, and questioning members of the [university] community. I now have a rainbow-hued placard proudly displayed on my office door to let students know that I am a safe and inclusive resource.
A Few Myths
One of the first exercises we covered in the training involved dispelling some myths and assumptions about LGBT individuals. Most of these seemed ridiculous to me, but I felt one was worth highlighting here: “Coming out is a one-time process.” Although I consider myself to be a culturally sensitive individual, this one was a wake up call for me – as in I previously (and naïvely) thought that when you’re out, you’re out. In our training we talked about how coming out is often a continuous life-long process, from doctor visits, to community meetings, to more challenging experiences like applying for jobs and starting new relationships. LGBT individuals must make a conscious effort to decide if they want to come out in every new situation. I can’t even fathom how challenging it would be for someone with a mouth even half as big as mine to conceal so much of his or her personal life in new social situations and at work. To learn more, read this 10 Anti-Gay Myths Debunked article published by the Southern Poverty Law Center, which addresses most of the myths covered by my training.
Changing Your Assumptions
Our leader challenged us to think about how we approach our interactions differently by not assuming that those with whom we are speaking are heterosexual. Instead of asking someone “what kind of guy are you looking for” (this assumes you already have some level of comfort interacting with this person) try asking “what do you look for in a partner/significant other”. Try not to assume that just because someone is “single” that he or she is not engaged in a committed life-long relationship with a same-sex partner. This person may very well be in such a relationship, but for obvious reasons may not acknowledge the relationship with co-workers. Other actions you can take to avoid alienating LGBT colleagues or fellow students include using general language when publicizing guests for events (e.g. not “special couples pricing”). I just received an email requesting volunteers for a “spouse panel” for my MBA program, and I intend to mention to the person coordinating the panel discussion that the title needs to be changed. We can also be sensitive to the fact that LGBT individuals of underrepresented racial or ethnic minority groups often struggle with which identity will take precedence. We are quick to box people into categories – resist the temptation to do so!
Supporting Others
What can you do to make sure that your LGBT colleagues know that you are a safe sounding board? Here’s a short list to get you started:
- Join any affinity groups your organization offers which support the LGBT community.
- DO NOT permit homophobic comments or jokes. Raise an objection and help build a safe environment for everyone.
- Use inclusive language, like partner or significant other, instead of wife or husband.
- Educate yourself by attending cultural events sponsored by the gay community in your area, by attending meetings and training sessions offered by your diversity task force or affinity groups, and by reading up on legislation changes which impact LGBT community members.
- If you don’t have a diversity task force – ask to start one! Perhaps you can be a voice for your colleagues.
- Take a RISK and a STAND. Meet openly gay individuals and ask questions. Then challenge the assumptions of others and seek to educate them.
So, how have things changed now that I have this newfound knowledge and placard on my door? Well… several students I work with regularly shared that they have directed LGBT business students to me for career guidance. While working on a project, some of my MBA classmates commented on the sign and it led to a lengthy conversation through which I challenged their assumptions about LGBT individuals. One of my colleagues, upon acknowledging my Ally certification, shared some information about organizations which made the Out for Work Hot List, a corporate employment index for LGBTQ college students, which I have since been sharing with the population I serve. I still have a lot to learn (and perhaps you do too), but I hope this is a good start.
A long, but good Career Blunder: Shortly after I started my job as a career counselor, I had a tough charge…an openly gay and very flamboyant student (let’s call him Joey) who was pursuing full-time opportunities with several large (and VERY conservative) employers after having been rejected from said employers as an intern candidate. Fortunately, one of these employers (X) lost its interview records (I know this because the recruiter told me – yikes!) and inadvertently gave Joey a second chance to interview. Joey emailed me on a Friday that I was out of the office on vacation to tell me that he had an interview that Monday with Employer X. He was ecstatic and totally freaked out at the same time since the same person would interview him who screened him for an internship.
Out of the goodness of my heart (I work in education now, not corporate America) I called him from my cell phone in between airport connections and gave him several stern pieces of advice including purchasing a conservative suit and shoes from the Men’s Warehouse after enlisting the support of a boring and conservatively dressed sales associate. I also suggested getting a friend who landed a job with X to conduct a serious mock interview with him over the weekend. I directed him toward several of my blog entries and told him to relax as he was practically hyperventilating with fear and excitement. I also offered to meet with Joey first thing Monday morning to prep him as much as I could on the spot.
You can imagine my utter frustration and disappointment when Joey walked into my office (45 minutes later than promised – I am not a morning person and was thoroughly P.O.’d that I came in extra early for him) wearing a skin tight cotton blend fitted designer suit with a flashy Gucci belt and pointed Italian leather shoes. To top it all off, he smelled like he bathed in Drakkar and appeared to have used enough hair gel to fill an 8 oz. measuring cup! I knew it was hopeless then, but wished him luck and prayed that the interviewer would be sick and that he could interview with the recruiter instead.
As expected, Joey did not make it through the Monday interview. He was devastated, but we worked together to help him seek out some unique opportunities where he could leverage his coursework and experience, but not have to pretend to be someone he is not. He is very excited about what lies ahead and I hope that he will seek out opportunities to mentor others in his [fine Italian leather] shoes down the road.
Take a Chance on Me
I had initially planned to call this week’s blog entry “Ode to Joy”. After hearing a different tune this week from Mamma Mia, I decided take a less narcissistic approach to presenting the joyous news of my sister-in-law’s impending employment. You may recall that the name of my blog, Sweats to Suits, was her invention. After coaching her through this process for several months, it certainly feels like things have come full circle. I asked Katie (my sister-in-law) to elaborate on key lessons she learned over the past few months for my readers. Happy reading!
Guest Blog from the recently employed, Katie Gaylord
Let’s face it, the job hunt can be an incredibly frustrating and time consuming experience. However, through my personal search I found several things that assisted me in this process. And in my personal opinion, helped me to land an internship after several weeks of searching, and then a full time job after three months of searching.
NETWORK 
I cannot impress upon how important this is. I became aware of both my internship and new full time position from individuals within my personal network. Knowing someone at a firm, or company, is a great way to get your “foot in the door” and make you be more than a name on a piece of paper. I spent a great deal of time networking with family friends, relatives, neighbors etc. I usually would ask if they could take time to speak with me about their current position, and just come prepared with a list of questions. I would advise not to go into this with the concept of “find me a job” but rather expressing an interest in what they do. Inevitably at the end of speaking with someone, they would reciprocate the questions and ask about my interests, and then to send them my resume and they would pass it along to those who could help. You’d be surprised at how willing people are to help you (i.e. “take a chance on you”), and truly extend a hand in anyway possible
PATIENCE AND PERSISTENCE
Searching for a job is a fulltime job, and I personally am not the best when it comes to patience. You have to remind yourself to be proactive on your end, but that at the end of the day, all of your hard work will also require patience. Know that in the end all of your effort WILL pay off.
ATTENTION TO DETAIL
I initially thought that I could just have one master resume and generic cover letter that I could send out in mass quantities. Looking back this was quite naïve, but I feel like I wanted to do this because the time and effort it took to adjust my resume and cover letters was in no way appealing. However, after I realized that this would not work I reluctantly, but dutifully, began. There were so many days where I would spend hours tweaking my resume, or formatting my cover letter for a specific position. At the time it seemed exhausting, but I truly feel like paying attention to such details, and making changes as needed made a huge difference. This attention to detail extends in so many ways more than this. Facebook: make sure your profile is such that there are no embarrassing pictures, or comments on it. In all correspondence emails: make sure you are thoughtful of the structure of the email. Make sure that you review your work for grammar errors, and that you express your professionalism in an eloquent, yet brief and concise manner.
DO YOUR HOMEWORK
When going into an interview, be sure to research the company to the MAX. With several of the interviews I had I tailored specific questions to my role within the firm, as well as doing research on those who interviewed me. I looked over their profiles on LinkedIn and addressed their educational background and how they wound up in their position. I was initially resistant to “stalk” my interviewers on LinkedIn, but Joy assured me that people put their profiles out there for a reason. Needless to say, most individuals were quite impressed that I took the time to become so familiar with them and the company. This shows effort, and a true interest in the position.
PREPARE YOURSELF FOR REJECTION
Following one interview I was crushed to receive word that I would not be extended an offer. At the time it came as such a blow. This is one position that I spent so much time working on from an application process, as well as preparing for my interview. However, looking back, my future position is a fit on both ends. I started to think about my “rejection” in a different light. Would I really want to work somewhere that I wasn’t a top candidate, or that the company wanted me? It has to be a mutual fit, or else in the long run, things will most likely result in the antithesis of a “happy ending.”
CELEBRATE
And when you do receive that phone call of a company extending an offer, I can tell you that you will be nothing short of delighted… I sure was! Take some time to recognize your accomplishment and thank others who helped you get there. Good luck, and happy job hunting!
Katie landed a Campus Recruiting Coordinator position at a professional services firm. She starts in two weeks and is currently accepting applications for roommate candidates.
Career Blunder of the Week: One of my classmates (let’s call him Peter) was particularly frustrated with the ambiguity of an assignment we received in one of our classes. In a moment of catharsis, he crafted a heated message to our professor, which he planned to revise and send after receiving the graded assignment. You know where this is going…Unfortunately, Peter accidentally (and prematurely) hit the send button. We have yet to hear of any implications of the message transmission, however, the lesson here is very clear. Moral of the story: DO NOT populate the TO field of an email until you are ready to hit the send button – to a professor, employer, or family member.
Getting to Know You
One of the perks of my MBA program is having the opportunity to select a mentor from an esteemed group of nearly 250 Dallas area business professionals. We attend several Meet and Greet sessions with a cross section of these individuals in order to narrow down the list and identify a few “candidates” who may be able to advise us in our future career pursuits.
Needless to say, I have been doing A LOT of schmoozing in the past two weeks. Between these interactions, the student follow up related to our campus career fair, and in coaching my sister-in-law through the tail end of her job search process, I have been writing my own thank you notes and helping others craft theirs. I thought you might also benefit from a review of what to include in a thank you letter.
THANK YOU LETTER WRITING TIPS 
Electronic vs. hand-written
Some employers prefer to receive a hand-written thank you letter/card. That said, it is completely appropriate to send the thank you letter via email if you have the person’s email address. Some employers may consider email less personal, but it may be your only option if a hiring decision will be made quickly. I have heard others advise that the email thank you letter should be written as if you were mailing the letter, but this really depends on the nature of the relationship and the reason for the letter. Personal story: as a recruiter, I probably checked my snail mail every other week because I was either on the road or busy. When in doubt, send an email thank you.
When should you send it?
Send your thank you within 24 hours of the interaction! Prompt follow up demonstrates your enthusiasm for the position (or appreciation for the guidance/assistance he or she has provided you) and your ability to follow-up on potential future tasks or assignments.
What type of paper or stationery should I use?
Use resume paper and matching envelopes or professional thank you notes if mailing. Keep a stock of high quality thank you cards on hand. The presentation of your letter or note demonstrates your professionalism. The same goes for an electronic letter – make sure your email signature and any headers look professional.
What if I have lousy penmanship?
If you write like a first-grader, then you should probably email your thank you message. This may seem like a crazy idea, but you could also locate a typewriter (they still exist – mostly in libraries and administration offices) and type on to the card itself.
To whom should I address the letter/card?
Always address your letters to a specific individual. Spell the name correctly, and make sure you have the correct title and business address. Collecting business cards (and noting email signatures) from all contacts throughout your job search or networking process is the best way to verify contact information.
Do I have to send a separate one to each person with whom I met?
Essentially, you should send a thank you to anyone who has assisted you with any step in your job search process. Write each thank you letter separately, even if you follow a similar format for each person involved in your interviewing process.
What should I include in the letters/cards?
The letter should specifically highlight what was discussed in your conversation and reiterate your interest and qualifications. Here’s an example: During our discussion, you impressed upon me that the person who takes on this role should be outgoing, organized, and possess strong attention to detail. Keeping this in mind, I feel that my ability to establish and maintain relationships, my goal and results-oriented attitude, my focus on the details, and my well-rounded personality are factors that differentiate me from other candidates, and make me well suited for the position. The writer provided examples of how he/she demonstrated these strengths in another part of the letter, but made sure to drive the points home in the end.
A few final thoughts:
· Be brief, (no more than 2 to 3 paragraphs) and make sure the letter is error-free. Have someone proofread it for you just to double check. If you plan to send a handwritten card it can be helpful to write or type your thoughts out before writing your message directly on to the card.
· Be honest and sincere. Always be able to support claims with evidence.
· Make an effort to personalize your thank you letter/note as much as possible.
· Express your appreciation for your contact’s time and consideration. Refer to the interview date (date you met) and the position for which you were interviewing if applicable.
· Reiterate how your qualifications and experiences match what the employer is seeking.
· Confirm your interest in the position and use the opportunity to provide or offer supplemental information that was not discussed, or anything you want to clarify.
· Even if you are applying for an internal position in your organization, you should still send a prompt thank you!
Other resources
Thank You Letter Samples and Guidance
How to Compose an Effective Cover Letter
Career Blunder (Thanks for Nothing): One of my out of state relatives (who we’ll refer to as Jessica) recently shared this story. Jessica was invited to a family friend’s wedding and bridal shower. Jessica was unable to attend the shower as she was attending another wedding that weekend, but she did send a nice gift that was beautifully wrapped (or so she said). The bride sent Jessica a thank you note after the shower, which read, “Thank you so much for the lovely gift. I can’t tell you how much I enjoyed visiting with you at my shower!” Yikes! While not a career blunder, this is DEFINITELY a thank you blunder since Jessica very clearly didn’t attend the wedding shower yet the bride acknowledged her non-existent presence. Moral of the Story: If you are sending job (or wedding) related thank you notes en masse, proofread them AND get a second set of eyes on those notes!