As part of my Seminars "How to prepare CV, How to write covering letter and How to face interviews" to Final Year students at SQU- ECE, Oman, yearly from 2000 to 2005. Annual Report, SQU-COE-ECE, 2004/2005, p.56.
CAREER GUIDANCE- HOW TO DESIGN CURRICULAM VITAE (CV)HOW TO WRITE COVERING LETTER AND HOW TO FACE INTERVIEWS Afaq Ahmad Associate Professor Department of Electrical and Computer Engineering College of Engineering, Sultan Qaboos University P. 0 . Box 33, Postal code 123; Muscat, Sultanate of Oman Telephone: 00968-24415327 (office) Fax: 00968-24413454 I 00968-24413416 E-mail:
[email protected]
ABSTRACT You are probably now standing in the doorway of adult life. Choices you make now will affect your whole future. Here are some questions to consider: How can I choose the best career for my life? What are the best ways of making choices and decisions? What is the real purpose of my life, and what do I want to achieve? Do I have the inner resources to handle these things? This paper presents an orientation to this direction.
many points come to the mind and some times a candidate gets frustrated. This thinking can be viewed as is depicted in Picture 2.
KEYWORDS Career Guidance, CV, Interview, Education, Skills, Experience
Covering Letter,
1.0 WHAT SHOULD I DO NOW? When a student is about to earn a Certificate or Diploma or Degree his I her status more or less could be prevailing a situation like the one as shown in Picture 1 below.
Picture 2 2.0 WHAT SHOULD BE ACTION POINTS NOW? Mind it that: "The Destiny is not a matter of Chance; But a matter of Choice: It is not a thing to be Waited for; It is a thing to be Achieved:"
Picture 1 How to get employment? How to fit for a particular job requirement? How to earn the work experience? Many-
Therefore, • Show commitment/ enthusiasm for your field • Identify and give evidence of relevant skills shall naturally increase the chances of gaining employment. Now, start assessing yourself and analyse •
"'
what you have done in the past. Generate ideas and gather information. Find out what past students have done (Destination surveys, how your earned Certificate or Diploma or Degree matches with of the similar alumni and start thinking what to do his next?). Some times job requirement forces the candidate • • •
To obtain relevant work experience To develop other interests/ responsibilities To attend additional short courses
DON'T BE PANIC - AND START ORGANISING YOURSELF
• • • • • • • • • •
Focus on your studies. Start the process of choosing a career if not decided yet. Ifyou have an idea in mind, research it. Think how do I find work experience? How do I approach job hunting? Where are the vacancies? How can I increase my chances of going onto further studies? Prepare a model CV and a model covering letter. Make a list of potential contacts and vacancy sources. Start applying with appropriate CV and covering letter.
Know about your abilities, interests, values, personality, qualifications, grades, and academic achievements In order to get the job you must get an interview. To do this you need to impress the recruiter by: Offering what she/he is looking for and sending out the right signals. Your CV should speak about all. Your CV must impress by being: 0 0 0 0
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Accurate Interesting Up-to-date Presentable Relevant Review & revised regularly
To prepare and plan a CY you must abide with the following guide points o
o
o o o
. Investigate - employer and position; know what the employer is looking for the company Reflect- have you got what selectors want? Skills requirement. The job and it's requirements Plan- content and style and check referees Draft- and seek feedback Produce final version
3.0 BASIC TACTICS - PREPERATION REFLECT
4.0 CURRICULAM VITAE- DESIGN FORMAT
A CV resume is quite simply an 'advert' to sell oneself to an employer. One should send a CV to an employer when the employers ask for CV through in a job advertisement, or when one is enquiring if any jobs are available. So the purpose of the CV is to make the one attractive, interesting, worth considering to the company and so receive a job interview.
A CY must consist of the following information in formats detailed in the respective ensuing subsections.
An employer may have several hundred enquiries about a single job; he or she will only choose a few people who appear suitable for interview. If you are looking for a job, then it is very important that you understand how to offer yourself in the best way to an employer. This is done by writing a 'CV' (curriculum vitae - Latin for 'life story'), called in ·some countries a 'resume'. Different countries may have different requirements and styles for CV resumes. So you must follow the correct practice for your culture and country. However, we will try to give you important principles and advice.
I. 2. 3. 4. 5. 6. 7.
4.1 Format for Personal Details 0 0
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Selector's purpose is to decide whether or not to interview you. And, your purpose is to demonstrate your confidence/ enthusiasm! achievement/ adaptability/ potentiality. Thus, put confidence in knowing yourself.
Personal Details Career Objective (optional) Education & Qualifications Employment History Interests & Achievements Skills Profile (optional) Referees
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Name Address - both term and home Telephone number - where you can be contacted Email Date of birth - optional Nationality - if appropriate (Passport details) I Visa Martial Status
4.2 Career Objective The career objective's slot in a CV is provided to let the employer know about you. Your abilities, interests, values, personality, qualifications, grades, and academic achievements should be highlighted in a very-very precise manner. A short and clear statement outlining what you are aiming for at this stage & what skills you have to offer in relation to your objective; This information should be accommodated in few lines precisely not more than three or four lines. As an example: To obtain a marketing position where demonstrated ability in sales and marketing and an enthusiasm for innovation can be used to expand the business profitably.
Chronological Lists your employment history. Reverse fhronological order
Functional Highlights your principal skiDs and strengths rather than our career history
Combination
4.3 Format for Education & Qualifications Information o o o o o o o o o
Place most recent first Profile your course and it's relevance to the job: Full Title e.g. Bachelor of Arts, Psychology NOT BA Psy. Length & structure Relevant subjects taken Grades attained and awards Title of relevant Projects I Dissertations I Thesis Placements abroad Skills obtained
o o o o o
Always present your work experience in a positive light, emphasising what you learned Elaborate on the most appropriate and relevant experiences Emphasise the skills gained in each job Begin with the most recent job Include all relevant jobs - casual, vacation, voluntary & unpaid Use positive language & avoid repetition
The information can be put in Chronological or Functional or Combinational format see Picture 3 to understand the basic differences of these three.
o
Give a bigger picture of who you are Mention positions of responsibility held e.g. Societies I Clubs in College or any organisations outside Emphasise skills, experience and achievements gained from extra-curricular activities e.g. Teamwork, Leadership, Organisational, etc.
For those who wish to combine features of tbe chronological CV with an emphasis on skills
4.6 Skills Profile Highlight skills and give examples of how you applied & developed these skills. For example: o o o o o o o
Communication skills Skills developed through work experience in a large multinational company Developed good presentation skills used when doing project work in college Demonstrate a proof of teamwork Worked as part of a team on many projects in college and on the hockey club committee or etc. Proficiency language Give details of foreign languages abilities in reading, writing & speaking
You may take help of Table 1 in expanding out your list of personal skills. The table shows some examples of skills but there are many more possible skills.
4.6.1 Some Additional Information o
If you are applying for a post where your degree is not relevant you may wish to add some further information detailing what qualities you have that are suitable for the job
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List SKILLS: Computer Languages I Computer Programmes I Foreign Languages - state level of competence I Driving Licence etc
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Any other awards, mentioned earlier
4.5 Interests I Activities o o
For career changes or those r~ntering the job market. Emphasis is not on career history but on transferable \!kills
Picture 3
4.4 Format for Employment History o
.. .. ..
For those applying for jobs which are directly in line with your work history /experience /studies & CV shows clear record of career progression
qualifications
not
4. 7 Referees o o o o
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Get permission before you use someone as a referee. Two referees are usually given. Include one academic referee. Give complete addresses of the referees.
o o o
Check out the site: How current is the information? Is the site run by a legitimate, wellestablished organisation? Who has access to your CV? Update your CV regularly Know how your personal details will be held & used
Table 1: Some Possible Skills Skill Advising Individuals Calculating Numerical Data Classifying Records Compiling Figures Co-ordinating Events
Skill Arranging Social Events Checking for Accuracy
Coaching Individuals Constructing Buildings Correspondence with Customers Delegating Responsibility Drafting Reports Handling Customers' Complaints Interpreting Data Managing Staff Mediating between People Operating Equipment Persuading Others
Counselling People Dispensing Information Editing Documents Inspecting Interviewing People Maintaining Records Motivating Others Organising People and Work Planning Agendas Programming Microcomputers Protecting Property Recording Data Reviewing Selling Products Setting up Demonstrations Supervising Staff Using Computers
.
Table 2: Prompt List 'Work History' Positive I Action Words to use Word
Word
Word
Achieved Capable Coordinated Directed Engineered Guided Managed Positive Qualified Stable Versatile
Administered Competent Created
Analysed Consistent Designed
Built Controlled Developed
Economical Established Improved Monitored Processed Repaired Successful Wide Background
Effective Expanded Initiated Organised Productive Sold Supervised
Efficient Experienced Instructed Participated Proficient Specialised Trained
Word
Preparing Charts or Diagrams Promoting Events
5.3 Applying over the Internet
Raising Funds Repairing Mechanical Equipment Running Meetings Serving the Public Speaking in Public Teaching
Try to follow the advice listed below: o E-mailing your CV directly to a potential employer o Always send your CV as an attachment o Ensure the word processing package you are using can be opened by the recipient o Use standard font e.g. Times New Roman or Aria! o Follow-up by 'snail-mailing' a hard copy
. . . . .. ... . .. .
5.0 MORE TIPS 5.1 Use of Positive Action Words Consider the following words (given in Table 2) when preparing your CV or completing your application. They will help you make a positive, favourable impression on the potential employer
5.2 Posting CV on Website Before posting your CV on a recruitment website or a resume bank try to ensure the followings:
6.0 SOME TIPS 6.1 Don't Do... 0
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Don't cram details Don't lie Don't include salary details Don't leave gaps Don't include political references
6.2 Take Care Take care of the following points noted in Pictures 4 - 6 below:
Use good-quality paper & a clear, concise layout
Shows .thatyou are a business-like & Organised candidate
Write in an easily Readable business style
Shows that you have' good commnnication . and wridng'skills
Communicate complicated subjects simply & clearl
a condse thinker
person by name. (In a small company, it may be the managing director. In a medium size company, it may be the head of section/department. Only in a large company will there be a Personnel or Human Resource Department.) To persuade the person to read your CV; So it must be relevant to the company, interesting, and well produced.
Shows that you are ,'i''
Picture 4
1
To clearly say what job you are interested in. If you are sending in a 'speculative' CV hoping that they may have work for you, explain what sort of work you are interested in. Do not say, 'I would be interested in working for Widgets Ltd', but say 'I believe my skills equip me to work in the product development department/accounts office/whatever'. When sending a speculative CV, you may try telephoning later to push your enquiry further.
Make sure that there are no spelling mistakes
Shows tbat you have good attention to detail ·•
Select relevant personal, educational & career details
Shows that you have good judgement
To draw attention to one or two key points in the CV which you feel make you suited to that particular job with that particular employer.
Shows that you are qualified to do the job
Start your letter with an underline heading giving the job title you are interested in. (If you saw the job advertised, say where you saw it.)
Include appropriate qualifications & employment history
Picture 5
Do adjust your CV to different situations
Do read your CV again before each interview
Shows that you are Interested in the application
This is the agenda you have set for the
To say why you want that particular job with that particular employer
Use the style and pattern of a business letter suited to your culture and country. Ask for advice about this. Try to find sample business letters so that you can follow style and layout. Follow the following format for drafting the covering letter. To: From: Date: Subject:
Employers address Your correspondence address Mention the date Reference to the enclosed CV
Body:
Your current situation Suitability- why you? Why this job? Why this company?
interview
Conclude
Picture 6 7.0 COVERING LETTER FORMAT When sending in a CV or job application form, you must include a covering letter. The purpose of the letter is: To make sure that the CV arrives on the desk of the correct person. Take the trouble to telephone, and find the name of the person who will be dealing with applications or CVs, and address your letter, and envelope, to that
Put thanks I regards I sincerity
Regards:
Remember ... 0 0 0
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Address it to a particular person by name Communicate something personal Answer the question "Why should I see you?" Print your name under your signature
8.0 EFFECTIVE INTERVIEWS PREPERATION Learning how to handle an interview is also very important. Your college career office or library may have a sheet or booklet on interview technique. Take as much advice as you can. Try and 'practice' an interview. Ask a friend, or college teacher, to pretend to interview you. Be pos1t1ve, and confident (if you can!) but not overconfident. Be well-informed about the company, its record and achievements, about the job and why you want it. Have questions ready to ask about the company and the job. If you are not accepted, some employers may be kind enough to look at your interview notes, and explain to you how you could improve your CV and interview technique. Ask - you can only be refused, and it shows you are prepared to develop and learn; they may make a note about you for future reference. There is also a good book which may help you:
8.1 Questions to Expect and to Ask For example: Employer: Can you do the job? How will you fit into the organisation? You: What does this position offer me? How does it fit with my career plans? Review own skills, experiences and qualities; Check CV, Identify relevant strengths & weaknesses, Consider your motivation and interest in job
8.2 Pre Inten-iew Checklist 0 0
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What is format of interview? Where is the interview? What are you taking with you? What are you going to wear What questions will you ask? Bring copy of CV or application Be confident and positive You've succeeded so far They want to fill the position
8.3 Non-Verbal Communication o 0 0
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First impressions very powerful Allow time to relax Dress appropriately Entrance and introductions Smile and make eye contact Be aware of own movements Watch body language of employer
9.0 CONCLUSION
The purpose of Curriculum Vitae is to summarise your skills, abilities and work history. Ideally your CV will convince the employer that they should meet you. The goal of the CV is, after all, to gain an opportunity to sell yourself in person. Your CV is basically a summary of the 'story so far'. It's a sort of marketing document, which needs to make a big impact on prospective employers.
10.0 ACKNOWLEDGEMENT The acknowledgements are due to authorities of Sultan Qaboos University (Sultanate of Oman) for providing excellent research environment and support. A c..._tlv• s.rah'IJ)' fat• ChoosiRf and 'lndlnta IMJitlcflt klb
Student Guide to Career Planning and Job Search
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11.0 REFERENCE
Dedication: IT IS DEDICATED TO ALL THOSE YOUNG CANDIDATES WHO JUST STARTED TO THINK ABOUT THEIR CAREER PROSPECTS.
Author's Biographical sketch Afaq Ahmad is an Associate Professor of computer engineering at Sultan Qaboos University (College of Engineering, Department of Electrical and Computer Engineering), Sultanate of Oman. He holds B.Sc. Eng., M.Sc. Eng., DLLR and Ph.D. Degrees. Before joining Sultan Qaboos University, Dr. Ahmad was Associate Professor at Aligarh Muslim University, India. Prior to starting carrier at Aligarh, he also worked as consultant engineer with Light & Co., lecturer with REC Srinagar and senior research fellow with CSIR, India.
Dr. Ahmad is Fellow member of JETE (India), IEEE (USA) and life member of SSI (India). He has published over 60 technical papers. He has undertaken and satisfactorily completed many highly reputed and challenging consultancy and project works. His research interests are: fault diagnosis and digital system testing, data security, graph theoretic approach, microprocessor based systems and computer programming.
