Interview Tip 4045.9 - It's never JUST a phone interview

Phone interviews can certainly make or break your progress in the hiring process.
Over the years, I've discovered that some folks don't take the calls as seriously as they do for "in person" interviews - or they have no clue as to how to approach a phone interview.

It's never JUST a phone interview. This is a key element in the search process for employers. Thus, it's just as important to know WHAT NOT TO DO for phone interviews as it is for those one might have "in person."

Several years ago, I was working as a Career Services Consultant for some Technical Training centers. One of my students, who had several years of professional work experience, asked me the following: "I have a phone interview with the XYZ company on Tuesday. Should I sit in a dark room?"

Avoiding any one liners, insults or quips (tempting though it was with such a question,) I passed along some basic suggestions re: phone interviews and how to give them a better chance of working.
1. Choose a comfortable, though not too relaxing, well lit location. If your choice is the easy chair you fall asleep in, you'll wind up losing energy. If you don't have good lighting, you won't be able to use your resume and references list; you should have both with you during the interview.
2. Make certain this location is reasonably quiet. If you are taking this call at home, pick a spot where your family isn't - or ask them to move to another part of the apartment or home while you are on the call.
3. Let them know what you are doing, too! It's less likely for someone to come up to ask you where the can of olives is if that person knows you are on an important call!
4. Your resume and list of references are good to have for a phone interview - especially the resume. At an in person interview, I suggest people bring an extra copy of their resume for themselves. The biggest reason is simple; you don't have to just rely on memory to answer questions, or try to remember what you put on your resume. In that regard, the phone interview is no different!
5. Here's where some folks make an error; they'll have a video game or movie or tv on in the background (even w/o volume) during the phone interview. If your focus is on the screen, or your attempt to defend the empire against Darth Vader's cousin, how much attention are you paying to the interview? Turn off ALL electronic distractions.
6. Energy matters! Speak in a natural voice and speak clearly. Next, use an old "radio" trick I learned as a dj; smile as you are speaking. This way, your voice sounds more upbeat and friendly and it's all very natural!
7. Questions matter. Prepare 3-5 questions that matter to you about the job BEFORE the interview. Next, write them down on your resume. If the topics aren't covered during the course of the interview, you have an answer to that sometimes tricky "final" question of "Do you have any questions."
8. Closing strong. Should the final question be "Do you have any questions?" and you've DISCUSSED the questions on your list, you can always respond by restating YOUR written questions as follows:

-We discussed your training process, plans for growth and expectations for a new member of the staff. I think we've covered all the questions I have for now - but I would like your number or email address in the event that something additional comes to mind.

Notice how professional this closing is.
1. You go over the topics of importance; that shows the interviewer you've been an ACTIVE PARTICIPANT.
2. "I think we've covered" is actually stronger than "we've covered everything I would need." Simply, because you are leaving the door open for future conversation.
Besides, at this juncture, don't you think it's possible that some additional question may come up?
3. Further, you indicate that you would like contact information (which is always good to have.)
4. Finally, you state "something additional..." showcasing that you aren't just asking for contact information - but have purpose for doing so.

Whether the call is a "screening interview" or something more final, be certain to give it your best. If you take the call as seriously as you would an "in person" interview and are prepared, you'll give yourself the best chance to showcase the good things you have to offer!

Tales from the Resume Reef.....Re "Voiceover" Mode

For about 10 years, I worked in a number of small radio stations as a part time disc jockey. And during that time, part of my job was often to write and produce 30 and 60 second commercial spots. In most of those situations, I was ending copy with such creative gems as "plenty of free parking" or "sale ends Saturday."

There is indeed a connection to resumes in this column: one thing "stuck" with me since that time. Whenever I write something, I can "hear" what it sounds like. As I write this, I can "hear" me reading it as if I was doing another 30 second commercial for Bob's Taxidermy and Screen Door Repair.

However, resumes are WRITTEN presentations.

It's a shame that some people write them in "voiceover" mode.

What I refer to is the "3rd person" style of resume writing:
Mr. Jackson received a promotion after a 300% sales increase from 2002 to 2003.
Ms. Sloan worked on several key projects while on contract.
Mr. Ramirez led the upgrade from Windows 2000 to 2003 Server across the network.

Or something like the following:
Mr. Smith is an experienced technical professional with over 10 years of IT experience. He has worked with networks and network configuration during that time. In addition, Mr. Smith has upgraded systems and led teams of technical professionals.
He has an MCSE and is working towards a CCNA certification.

That's "voiceover" mode. And it looks pompous, reads artificially and looks like someone is trying to write advertising copy instead of a resume. When I read it, I default to my old dj mode and have a harder time taking the work seriously. Put a little music underneath it and it's like I'm doing another radio commercial.

A personal preference. Yes.
A practical matter. Possibly.

In speaking with recruiters and in dealing with employers, I've found that they generally don't like such a format. If you are writing about yourself, you can use first person.

After all, you ARE describing yourself!

"Voiceover" mode, or 3rd person, can come across as impersonal. Perhaps even pompous.

Pomp and circumstance is great for graduation ceremonies, but there's no circumstance where pomp is really that helpful in your resume.

3rd person, "voiceover" mode is NOT more professional; it's less effective.
When it reads as though someone should be announcing it, your resume is focused less on what you've done. And can distract the reader. Even distance that person from you.
Put enough of yourself in 3rd person, as some do for the WHOLE resume, and it's almost as though someone else is being described instead of you!

With the good skills and experience you have to offer, take credit for what you can do. You don't need to use "I" overly much, either. Simply put your statements as follows:
Received a promotion after a 300% sales increase from 2002 to 2003.
Worked on several key projects while on contract.
Led the upgrade from Windows 2000 to 2003 Server across the network.

It's simple and more direct that way.
Remember, the simpler you make things for employers, the easier your resume is to read. And the more easy for them to find the good things you have to offer!

Tales from the Resume Reef - Dating Advice (for Employment History)

It's time for a blunt statement about dating - dates for your employment history:

You need to have them!
They need to be in reverse chronological order!
They need to "line up" with the jobs and accomplishments/skills you list!

1. You need to have dates of employment on your resume. In 10+ years of recruiting and career services, I've yet to run into the employer who says "I don't want to know ANYTHING about how long that person was at any job." Truth is, it's necessary for the employer to get a clearer picture of your work history. As we've stated, the easier you make it for the employer to read your resume, the better for you!

2 examples
1/01-2/08 Supervisor, Helpdesk Department Interfake Tampa, FL
2001-Present Supervisor, Helpdesk Department Interfake Tampa, FL

Some folks may say you need month and date (it's my preference,) while others may say that years are enough. Be certain you choose one format and use it the WHOLE way through your resume.

2. You need to list employment dates in reverse chronological order, which is a fancy way of saying to put your most recent job first. Next, list the one before that, etc.
What you have done most recently is usually the most important issue for hiring folks, but not always. However, this style is what employers tend to find easiest to read. Essentially, they can "track" your work history from now to the start.

And that's a whole lot easier than starting with your first job and then working your way "back" to your current job. Yes, I've seen resumes that start in 1981 - and I get way down the second page before this century's work experience makes an appearance. Bluntly, it's a waste of the reader's time to lay out a resume this way, and does NOTHING to help you market yourself.

Plus, keep in mind that employers normally spend 15-30 seconds on their first view of a resume; thus, you make it easier for them to see your RECENT accomplishments by listing your most RECENT jobs first!

3. The dates need to "line up" with the jobs and accomplishments/skills you have. Here's where I may create controversy, but write this I must. "Functional" resumes are sometimes very good for career transitions; however, employers STILL want to know where you worked and when, as well as what you did there. If you list a bunch of skills or accomplishments, that's great. If you leave them at the top of the resume, and don't tie them to specific jobs or volunteer efforts, that's a mess.

The result: the functional resume that doesn't function.

Look at the difference below:
10/05 – 5/06-Staffing Specialist/Recruiter-Amtran Services Tampa, FL
-Assisted in creation of start up staffing firm.
-Provided ALL Placement services, from recruiting to sales to placement
-Inside sales (75-100 outbound calls per day.)
-Created initial policies, procedures and forms and bill rates for Contract and Direct Hire.
-Recruiting and placement for Contract and Direct Hire positions.
-Concepted company website and wrote copy.
-Wrote all recruiting ads for Monster.Com and Tampa Tribune.
-Placement in IT, Graphics, Marketing/Sales.

VERSUS

10/05 – 5/06-Staffing Specialist/Recruiter-Amtran Services Tampa, FL

Of the two, which gives more information? Which one tells an employer more? Which one gives a more complete picture of skills, duties and accomplishments?

The answer is easy, and easier for an employer to read.

Important, yet not difficult at all!

Tales from the Resume Reef- A Picture Can Paint a Thousand Rejections

If you are thinking of putting your photo on your resume for jobs in the US, save that picture for friends and family.

Take it OFF your resume!

Over the years in my recruiting work, I've come across resumes submitted with someone's picture on them. In fact, quite recently, I spoke to a very "high end" technical professional who had sent out a resume for a year with picture on the front page. And it was only after this person was told not to do so that employers began to respond.

A decade ago, in a smaller staffing firm, I was working with graphic artists; in that field, there's a need to balance a resume's "creative touch" with basic resume information. Some would put a rendering/drawing of themselves on the resume, and I'd have to ask them to go into Quarkxpress or Pagemaker or InDesign and remove that element.

In some cultures, a picture is EXPECTED on a resume; however, that's not true in the US. In fact, it creates potential difficulties for employers: thus, they don't look at the resume at all!

Here's what a good friend in corporate recruiting told me about this. If someone puts a picture on a resume (or information about marital status, religion or age,) and isn't hired, that individual can make a case that he/she wasn't hired because of that personal information. Further, that case could become a legal one. Thus, these resumes are simply set aside so that employers don't put themselves in such a position. It's information ignored, which means your chances of getting that opportunity are null and void.

Keep the personal stuff out. Keep the pictures out.

So that you have a chance to stay "in the picture" as a viable candidate.

How Can We Be of Service?

Back in '98-00, I wrote a column called "The Resume Dolphin" for an online newspaper.
At that time, one of my "keys" was to always invite questions as part of the column.
Some of the questions I received would inspire column topics -- and hopefully provided some assistance in the process.

Since this blog is about job search as a whole, I would enjoy the opportunity to provide assistance in posts that respond to your question. Resumes, Interviewing, Job Search, etc. - Whatever concerns you may have!

Plus, I figure your questions are going to be of more value here than to simply have a blog where I always pick the topic! The idea behind "Job Search Dolphin" is to be a free, helpful source of good and useful job search information.

So, what could I be of help with in your job search? What questions would you like to see answered?

Write me at jobsearchdolphin@yahoo.com

We're here to help, and happy to post what we hope will be helpful responses to the questions YOU NEED to have answered.

Tales from the Resume Reef...Life Begins at the Top (apologies to XTC, the legendary English band)

Employers look at resumes initially from 15 to 30 seconds.

If your resume doesn't "GRAB" attention for the right reasons in that short time, you are doing yourself a tremendous disservice. With the skills, experience, accomplishments and education you can offer, you have the chance to sell yourself quickly and effectively - if you start at the top (of your resume.)

Here are 5 simple steps:
1. Make certain that your name, address and all contact information is provided in a 10 point or larger font. Consider 12-14 points the maximum size. Note: MS Word templates often default here to 8 point fonts, and that's simply too small for many readers to get through.

2. Follow that with a SUMMARY STATEMENT - like the examples below-
Summary: An experienced inside sales professional with a 10 year history of success
Summary: A 15 year HR Manager with leadership experience and SPHR Certification
Summary: An MCSE Network Engineer with extensive architecture experience

Each of the above focuses on strength, experience, and certifications/talent.
Each is a short introduction that says "This is what you are getting in me."
And each is MUCH better than the lame objectives we've addressed before.

3. Follow that with a PROFESSIONAL HIGHLIGHTS section. Here's where bulleted items can help showcase your "good stuff." Pick about 8-12 of your "best" work history successes/talents/abilities and list them! Look at the example below-

Professional Highlights:
-Recruiting/Placement for Information Technology, Engineering, Allied Health, Administration, Clerical, HR, Graphic/Web Design, Marketing and Finance.
-“Phone Warrior” – regularly and successfully making 100+ outbound sales calls per day.
-Led Gerard-Phillips through a 250% increase in gross billing between 1998 and 2000.
-Successful placements in Direct Hire, Contract and Contract to Hire.
-Developed new business relationships with Cox Target Media. Achieva Credit Union, Eckerd, Hillsboro Printing, FKQ Advertising, Pinch a Penny, Special Data Processing, among others.
-Business Development through Inside Sales Calls and Networking.
-Professional and Effective Sales Techniques: Sandler Sales Institute Graduate, 1998.
-Successful “Cold call” recruiting into businesses to build pool of Engineering Candidates.
-Strong internet research skills including search engines and cross referencing of professional organizations.
-Well versed in MS Office and ACT software.
-Dedicated and proven methods through Career Assistance to provide STRONG matches based on upgrading candidate resumes and interview skills.
-Active database of professional contacts going back to 1997/1998.

In these, note how SPECIFIC abilities and accomplishments are provided. In some cases, even quantified. If you have "numbers" re: percentages of increase or people supervised or amount of money saved, use them! Employers ENJOY reading about success; let them see yours.

Also, note that terms such as "hard working," "team player" and other such generic "junk" is absent. No one puts "goofs off," "comes in late frequently" or "argues with others for no reason" on a resume. Stay away from the world of "generic junk!" To be perfectly blunt, employers give NO credence to such statements; thus, they waste space and time.

4. Add a "Software Proficiency" or "Technical Skills" section next.
These should also be bulleted items. You succeed with bulleted items because they are short and easy to read. If you are in IT, for example, this is where you replace a paragraph of description of your technical abilities with a bulleted list of what you know well. You are making things easier for the reader in the first 15-30 seconds this way!

5. The "Funnel Factor"
If you consider that you've provided good contact information, summary statement, professional highlights and your technical/software skills in the beginning of your resume, you DRAW the reader in. He or she can see very quickly what you have to offer. Moreover, your strengths and accomplishments are set in a position where they are hard to miss. Best of all, it's been put in a simple, easy to read format.

It creates what I have called the "funnel factor."
If employer can easily see qualifications of interest, they are drawn in to read further. Thus, they will more likely go to the Work History section (which should be the next section of your resume) to find out more about what you achieved where.

You've given employers a very "reader friendly" way to see your best and want to read the rest! If they only look for 15-30 seconds, they'll see enough "good information" to either set your resume aside for further consideration, or they will read further to get an even more detailed look at what you bring to the table!

Keep in mind that MOST people don't use resume formats like this, and those folks are your competition. With this 5 step process, you can be certain that your resume jumps ahead of many others.

Start at the top - and give yourself a better chance to finish there!