Resume Writing Tips

"Resume Writing Tips

by: Wayne M. Gonyea

Key Words!

In order to satisfy the idiosyncrasies of the scanning process, a new resume style, using "Key Words", has developed. Key Words refer to those words or phrases that are used for searches of databases for resumes that match. This match is called a "hit" and occurs when one or more resumes are selected as matching the various criteria (Key Words) used in the search.

Key Words tend to be more of the noun or noun phrase type (Total Quality Management, UNIX, Bio-Chemist) as opposed to power action verbs often found in traditional resumes (Developed, Coordinated, Empowered, Organized).

"Key Word resumes are the integral ingredient of the job seeking process." James C. Gonyea, author of The Online Job Search Companion released by McGraw-Hill in November 1994, goes on to say, "Key Words are the billboards that you can place on the Information Superhighway to draw the attention of employers to your employment availability."

Another way to look at Key Word phrases is to think in terms of job duties. Detailing your job duties may require a modified mind set for those of you accustomed to traditional resume writing. However, the words and phrases that detail your job duties are the phrases--the Key Words-- that provide your resumes with "hits".

Traditional vs. Key Word Resumes!
Deborah Wilson, a Texas based resume writer who specializes in Key Word resumes, states, "The average job seeker or career planner has not been fully informed about the extent of computer scanning of their resumes or the pronounced need for properly prepared Key Word resumes." Further, Wilson notes that she has found, from her teaching classes in Key Word Resume Preparation that, "The Key Word resumes can be best understood by observation." Therefore, Deborah has prepared the following Key Word Resume for your perusal:

JANE E. DOE- MANAGEMENT - GENERALIST
1234 Elm Street
Anywhere, USA 95959
101-456-1234

ADMINISTRATIVE MANAGER, OPERATIONS MANAGER, DIRECTOR OF ADMINISTRATION, CHIEF OPERATING OFFICER COO, RETAIL MANAGER, PUBLIC ADMINISTRATION DEPARTMENT HEAD, GENERAL MANAGER, MANAGEMENT CONSULTANT.

Summary:
Results-oriented professional with administration, operations, and management experience with companies in start-up, reorganization, or expansion, in small to mid-sized companies.

Supervising: operations; accounting; accounts receivable; accounts payable; payroll; budgeting and forecasting; cost accounting; collections; facilities management; employee development; marketing and product positioning; advertising; merchandising; inventory control; public relations; customer support; new business development; strategic planning; materials management; administration.

Excellent interpersonal skills, team player and ability to work well with all levels of an organization. Effective presentation, verbal and written communication skills. Well-developed organizational, project management, trouble-shooting and problem-solving abilities.

Computer literate. Proficient in WordPerfect 5.1, 6.0, Word for Windows, Lotus 123, and PC File. Working knowledge of Microsoft Works, Excel, Quattro Pro, MAC programs and DOS.

BBA, University of Anywhere, Management, Accounting and Human Resources, 1973.

Career History:
1991 - Present
BRANCH ADMINISTRATOR, Acme Widget Manufacturer, Somewhere, IL

• Largest widget manufacturer with revenues of more than $32 million, over 350 employees and seven branches in Illinois.
• Supervise 46 employees in administration; accounts receivable/payable; sales support; human resources; employee development; quality control; customer service.
• Directs the daily operations of the branch and increased profitability.
• Developed a self-directed management team to implement progressive changes. In 1993 moved to 1st place in customer service, profitability, overall performance, and realized a 44% growth.
• In collections decreased the days outstanding for delinquent accounts. The days outstanding dropped from 49 days to 36 days in 3 months, and the branch was No. 1 in collections in 1992.
• Wrote a Sales Coordinator Training Manual, after evaluating all of the procedures required for tracking new business from sales to installation. The manual was adopted company-wide.
• Implemented a customer driven program that follows TQM standards and has reduced the number of customer complaints and increased customer satisfaction.

1988- 1991
MANAGEMENT CONSULTANT, Jane Doe Consulting - New York area; Dallas, TX; and Portland, OR.

• Provided consulting to companies that were in start-up situations, reorganization or that needed computer and new business development assistance.
• As COO, managed a potentially $2 million company and developed the client tracking process for a start-up career marketing company. Had the business operational in six weeks.
• Reorganized an executive suites company in Dallas, TX, as CENTER MANAGER.
• Rehired and trained 16 employees, developed the budget, and increased revenues by 45% in the first 5 months of 1990.
• Expanded a major party linen company in Queens, as GENERAL MANAGER. Set up the northern Virginia distribution facility. Hired and trained all personnel, developed the budget and all accounting systems, set up all office procedures and delivery schedules which allowed for the center to be up and running in 20 days, and attained revenues within 2% of goal.
• Created Courthouse Square Association in History, OR, as volunteer DIRECTOR in 1988. Developed goals, directed public relations and fund raising for the square, hereby increasing the public knowledge of the availability of the facility for private functions. Worked with the City Council, Redevelopment Agency, private investors, and venture capitalists.

1983 - 1987
OWNER, GENERAL MANAGER in New York City, of two specialty retail toy stores, and three department stores specializing in seasonal and Christmas items.

• Directed advertising; public relations; accounting and tax compliance; merchandising; inventory control; sales supervision; budgeting and forecasting.
• Supervised 100 employees.

1977 - 1983
DIRECTOR, Police Administrative Services Bureau, Any Police Department, Middle City, NY.

• Supervised 146 employees; the day-to-day operations; Accounting Division; Property Management; Evidence Management; Building Services Division; $30 million budget; Human Resources.

Additional Training:

• Re-engineering the Corporation - 1994
• Conflict Management - 1994 Training the Trainer - 1993
• Self-Directed Team management by Blanchard - 1993
• Managing Negativity in the Work place - 1993
• Total Quality Management, TQM, courses - 1993
• Criminal Justice System and Civil Service - management courses from 1977 until 1983.

Note that the Key Word resume must contain an adequate description of the job seeker's characteristics and industry specific experience presented in Key Word terms in order to accommodate the electronic/computer search process. These are the words and phrases that employers and recruiters use to search the databases for "hits"!

Also observe that the following guidelines are followed in order to enhance the processing of Key Word resumes through the electronic system:

• Left justify the entire document.
• Use a sans serif font in size 10-14.
• Avoid tabs.
• Avoid hard returns whenever possible.
• Avoid italic text, script, underlining, graphics, bold and shading.
• Avoid horizontal and vertical lines
• Avoid parentheses and brackets.
• Avoid compressed line of print.
• Avoid faxed copies, which become fuzzy.

As Joyce Lain Kennedy recommends in her "Electronic Resume Revolution", "The name of the game for OCR software is distinctive edges to each character." Key Word resumes should be clean, neat and detailed. Remember, they are designed to be scanned, to be computer friendly, to produce "hits", not necessarily for visual appearance or to be read by humans. The more of the above suggestions that are incorporated into the processing, the better the chances of the resume moving through the entire computer scanned system without corruption. Success on the Information Superhighway!

This writer suggests, therefore, that successful job seekers will prepare two versions of their resumes. The traditional market driven resumes will continue to be designed to be read by "real people" in "20 seconds or less" and will follow the various formats presented by untold numbers of resume writers and resume writing programs. The Key Word resume, however, should be developed, added to the successful job seeker's arsenal and utilized in any situation where computer scanning might possibly be involved."

<Note from JobFairy.com: As you can tell by the date on this article (1996), it comes from the early ages of the Internet. For jobs within the IT industry, which is the focus of this website, the most effective form of resume is the keyword resume. As for the formatting tips and advice on avoiding having to fax your resume, these have mostly been rendered obsolete by advances in technology. Since resumes are submitted electronically these days (no one on The Job Fairy staff has submitted their resume other than electronically since 1996), it is best to load your resume with keywords and always have it available in ASCII text (flat file) format. The only other mistake made here regards the college credentials. Note that a date of graduation is listed; this is a NO-NO!!! Age discrimination is rampant in the IT industry; follow the resume template to the letter, providing dates ONLY where specified.>