Business Writing: Resume Writing, Cover Letters, Memos, E-mails, Letters

1. Business Writing: Resume Writing, Cover Letters, Memos, E-mails, Letters

2. First Objective To capture your skills and accomplishments for the creation of a high quality resume and cover letter.

3. What is a resume? • A resume is a summary of your employment history, skills and accomplishments. • A resume is your marketing piece. • A resume is usually the first impression you will make, so make it a good one!

4. Identification of Strengths Personal Accomplishments Professional Skills Community Interests Hobbies

5. Self Assessment Ask yourself: • What do I like to do? • What motivates me? • What are my interests? • What skills and abilities do I want to develop?

6. The 5 P’s of Resume Writing • Packaging • Positioning • Personality • Punch or Power • Professionalism

7. The5 P’s of Resume Writing • Packaging • It’s in the details! • Paper • Font • Graphic • Layout • “Stand out” by making a great first impression!

8. The5 P’s of Resume Writing • Positioning of information • Organize content to make key information available. • Make it easy for the reader to graspthe most significant information about you.

9. The 5 P’s of Resume Writing • Personality • Your resume is an extension of your personality. • Choose words that express the best you! • Accentuate your accomplishments. • Capture their attention & impress them with your skills!

10. The 5 P’s of Resume Writing • Punch or Power information • PUNCH is what your prospective employer will want to know about. • POWER INFORMATION matches your skills, abilities and qualifications to the prospective employer’s needs. • Demonstrate that you meet the hiring criteria.

11. The 5 P’s of Resume Writing • Professionalism • Will you represent the hiring company in a professional manner? • Make your resume & cover letter positive and professional. • Leave a positive and lasting impression!

12. Components of a Resume Introduction • Name, Address, contact telephone numbers • Objective /summary (optional) Employment • Name of organization • City, State • Dates of employment • Titles/positions held

13. Components of a Resume Education – College Names • Type Degree's • GPA (optional) • Internships / Research Projects • Relevant Coursework • Career-related Jobs / Activities

14. Components of a Resume Miscellaneous • Accomplishments • Military Service • Community Service, Special Project, Volunteer Work • Professional Affiliations • Awards, Honors • Licenses, Accreditations, Certifications • Languages

15. Uploading Resume to Web • Use a Word or a PDF format. • Optimal font size is 9 to 12 points. • Use simple fonts. Some examples are: Times New RomanArial Book AntiquaVerdana Tahoma Courier

16. Areas to Avoid Job History > 10 years Personal Information Misleading Information Unrelated Information

17. Components of a Cover Letter • Date/Heading • Individual’s Name/Title • Company/Address • Salutation • 1st Paragraph – Power Opening • 2nd Paragraph – Purpose of Letter • 3rd Paragraph – Your Potential Contribution • 4th Paragraph – Wrap-up • Closing

18. Final Review of Resume & Cover Letter • Style • Grammar • Spelling

19. Networking Networking is getting out and meeting and talking with people for a purpose. Competency-based networking, either by telephone or in person, helps you find out information about the position you are interested in and the competencies required to be successful on the job. 1. Network with a purpose/position in mind 2. Be persistent – but don’t be too aggressive 3. Remember that your network of people is much larger than you think. 4. Don’t hesitate to discuss your job search

20. Questions

21. Business Communication: E-mail, IM, Complaint Letters, Memos, Business Letter

22. Business Writing Three genres you will encounter most often in the workplace Reflects image of you and your company Often act as the “wrapper” to larger technical documents Résumés Proposals Reports

23. When you encounter a new genre, remember the two most important elements to technical communication: • Audience • 2. Purpose

24. E-mail Conventions Least formal of the three genres Replacing memos because of its technological advantages Always professional and free of errors

25. Memo Conventions Less formal and shorter than letters Used most often for communication within one organization

26. Letter Conventions Oldest, most formal of the three genres Addressed to someone in another organization Always concluded with a signature in ink

28. Types of Letters and Memos Inquiry Response Transmittal Claim Adjustment Refusal

29. writing strategies 9

30. 1: Pay Attention to Tone Always consider audience and purpose E-mail to an expert = respectful, friendly and professional Complaint letter = firm, formal, demanding, but not threatening

31. The word “YOU” really effects your tone. Vs. • Congratulate and thank with “you” • “Your company always provides the best service.” • Do NOT use “you” when giving bad or negative information • “Your shoddy work produced a bad toaster.” • “My toaster no longer works.”

32. Not Good. You must have dropped the engine. The housing is badly cracked.

33. Better The badly cracked housing suggests that your engine must have fallen onto a hard surface from some height.

34. 2: Brief, purposeful Introduction The first line should clarify topic & purpose No more than four or five lines Avoid diving into details too early or before the purpose of the communication is mentioned.

35. 3: Review the context We’re forgetful and busy people Your reader may not be familiar with the situation Image from: http:// www.mchenrycountyblog.com/uploaded_images/T-Shirt-Not%20Now,%20I'm%20Busy-705334.jpg

36. 4: Follow a good-news first strategy Image from: http://blog.1800dessert.com/2006/05/oreo_powered_rocket.html

37. 5. Use a reader-centered strategy Image from: http://www2.fileplanet.com/images/170000/170715ss_sm2.jpg

38. 6: Organize your paragraphs logically State the subject and purpose. Explain the problem in detail. Describe how the problem inconvenienced you. State what you would like the reader to do. Thank the reader for his or her response. Provide contact information. Claim Letters and Memos: from Johnson-Sheehan, Technical communication Today, 2nd ed., p. 482

39. 7: Keep your paragraphs short! No more information than necessary!

40. 8: Use headings, lists, and tables Lorem Ipsum Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Donec vel arcu. Sed urna. Nam ut leo at lorem sagittis porta. Quisque leo nisl, porttitor et, vulputate et, sodales a, risus. Vestibulum non sapien sodales nulla scelerisque suscipit. Aenean vel turpis. Etiam ultrices mollis eros. Aliquam congue, metus ut semper faucibus Curabitur accumsan elit sit amet magna. Class aptent taciti sociosqu ad litora torquent per conubia nostra, per inceptos hymenaeos. Pellentesque nibh. Curabitur dapibus bibendum orci. Fusce lacinia, massa eu volutpat feugiat, arcu purus semper diam, id rutrum urna ante id quam.

41. 9: Have an active conclusion Tell your reader what you want Give your contact information Image from: http://www.masshist.org/cabinet/november2002/hancocksignaturelg.jpg

42. Overview part I Pay attention to tone Have a brief “state-your-purpose” introduction Review the context If writing a response to some other communication, repeat the details of the context Follow a good-news-first, bad-news-last strategy Use a reader-centered strategy Reader and writer usually have a mutual goal – they both want something!! Both parties needs to feel they have gained something. Organize paragraphs logically Intro, Narration, Petition and Justification

43. Overview part II • Keep your paragraphs short • Fewer than 8 lines, and use11-point, readable font • Use headings, lists, and tables where appropriate • Headings indicate sections, bulleted lists for key points, numbered lists of sequential items, and tables to enable comparison information • Have an active conclusion • Make clear what you expect the recipient to do, avoid weak endings like “hoping to hear from you soon,” and give your contact information!

44. Image from: http://icanhascheezburger.files.wordpress.com/2007/06/hay-be-nice-emokitteh-is-sensitive.jpg

45. Objective: EmailWhy is email etiquette important? • We all interact with the printed word as though it has a personality and that personality makes positive and negative impressions upon us. • Without immediate feedback your document can easily be misinterpreted by your reader, so it is crucial that you follow the basic rules of etiquette to construct an appropriate tone.

46. Emails • Minutes a day - average worker? • 49 minutes • Hours a day - top managers? • 4 hours • Formats are still evolving • What % felt misunderstood (2000)? • 51% (tone)

47. Subject • Be specific, concise, and catchy. • 28 characters • Will Attend 3 pm Meeting EOM • Travel Plans for Sales Meeting • Your Funding Request Approved • ASAP, BTW, FYI, IMHO, TMOT • Smileys 

48. Mailing Lists • Your boss could be reading! • Posts are archived. • Avoid using company email address. • Avoid conversations (one liners). • Do not rush to lists.

49. Netiquette • Never flame. • Use FULL CAPS only to emphasize a word or two. • Send messages on a need basis. • Recipient’s work practice (one long or several short messages) • Quote briefly (B/A) while replying. • Attachments

50. Smart E-Mail Practices Reading and Replying to E-Mail • Scan all messages before replying to any • Print only when necessary • Acknowledge receipt • Don’t automatically return the sender’s message • Revise the subject line if the topic changes • Provide a clear, complete first sentence • Never respond when you’re angry • Check response before hitting “Send” • Assume that all emails are monitored