Get organized: Why you need a simple system to track your job search

My advice is always to customize your resume for each job opportunity, but how can you keep track of everything?  Create a document folder for each position that you submit a resume for. In this folder include the resume version you submitted for that job plus a copy of the job description, cover letter, and any other related documentation or correspondence. Be sure to save a copy of the full job description rather than just the url to the online posting as the posting may be removed from the company’s web site at any time.

Name your documents in such a way that they can be clearly identified – by the company’s recruiter and/or hiring manager as well as by you. For the recruiter/hiring manager, document tiles should include your name and the type of document; ie resume or cover letter. Don’t overlook the fact that this simple title is a mini writing sample, and so you should make sure that there are no spelling errors. Even if you’re careful to keep the right resume version in the proper folder, you may want to add something that identifies the company and/or position. Here are some examples:

• Schwartz, Mauri – Resume (Google)
• Schwartz, Mauri – Cover (Google-VP, Finance)
• JD – Google VP, Finance [JD=job description]

You may add a date if you’d like but it’s much less important since you can always check the date the document was created and most recently modified using the Properties feature.

• Schwartz, Mauri – Resume (2015)
• Schwartz, Mauri – Cover (2015-0418)

Finally, you should create an Excel spreadsheet to track your job search progress and include the following information.  You can find a sample of what this may look like on the Career Insiders web site.

• Company Name
• Job Title
• Person Contacted/Person to Contact
• Contact Info
• Action Taken
• Date Action Taken
• Next Action to Take
• Date of Next Action to Take
• Notes/Comments

Sort the list according to Date of Next Action to Take.  It’s important to keep your tracking spreadsheet up to date. I’ve found that clients who do this make more progress in their search if only because they have a written plan which specifies what they need to do next and when. In this way, they keep themselves accountable.

Here’s a lagniappe: If you use Word’s Tracking feature to show changes you’ve made or those made by someone else whom you’ve asked to proofread your resume, don’t forget to turn tracking off before sending it out! (A lagniappe is a word use chiefly in Louisiana which means “a small gift given with a purchase to a customer, by way of compliment or for good measure; a bonus.”)

 

Mauri Schwartz, President and CEO of Career Insiders, is a leading figure in the San Francisco Bay Area career and talent management community. Career Insiders consults with companies and nonprofit organizations regarding executive recruitment as well as outplacement for all employee levels, and job seeker services for individual clients. In addition to her outstanding success rate in helping clients achieve their career goals, Mauri is a frequent speaker at conferences, job fairs, and career panels. She has served as Adjunct Advisor of Career Services at the Haas School of Business, University of California, Berkeley where she received her MBA and delivered seminars at other universities (Tulane, Mills, San Francisco State, others), nonprofits, and businesses.  Mauri’s motivational style uses techniques that combine old fashioned interpersonal relationship building skills with the latest technological tools.  Career Insiders has been certified by the City and County of San Francisco as a woman-owned business.

Interview Questions: Ask this…don’t ask that

 

There is advice everywhere you turn about how to prepare answers to questions you’ll be asked in an interview.  There is less said about questions you should ask…and not ask.

It is my contention that interviewers learn as much about you from the questions you ask as from the answers you give to their questions.  It is crucial that you have intelligent, well thought out questions to ask.  Never say no to Do you have any questions for me?

Your questions should indicate that you understand the role and are knowledgeable about the organization.  Picture yourself in the job – what would you want to know.  I like organizational questions.  Can you please tell me about your organization – how many employees and what are their roles?  You’re asking for a verbal org chart.  What would you say are the strengths of your team?  What’s working well?  Where are the weaknesses, areas where you can use some help?  Depending on the answer, this is a good time to explain how you may be able to help them in those functions.  What other departments does your team [or this role] interact with and how is that going?

Another excellent way to convey what you know about the organization is to preface your question with something you’ve learned from your research.  I understand that name-of-company has made a number of acquisitions in the past year. How have these impacted your team?  From what I understand, your leading competitors are X and Y but that you are gaining market share. What would you say is your competitive edge?

There are some questions that you should not ask, specifically something negative like, I’ve noticed that name-of-company’s stock has been declining steadily.  What’s wrong?  If you’ve received an offer or getting close to it, then you can do more due diligence prior to making a decision.  I advise my clients not to ask about company culture and I receive a lot of pushback.  I ask them what it is they really want to know.  Companies like Google that have distinct cultures they’re proud of have made it well known and/or will offer it to you without your asking.

Are you wondering about benefits and perks such as a game room and catered meals?  Are you wondering if working long hours is expected on a regular basis?  You already know that neither of these are questions you should ask in an interview. What’s more important is how the interviewer will interpret your question.  There’s too great a chance there will be a miscommunication.  Learn the culture by doing research, both online and talking with people who work or have worked there.  Even better, make it a point to pay attention to what’s going on in the office when you’re on site.  Ask the people you meet what they like/don’t like about working there.

Overall, you should stick with questions like those above that relate to the job and company.  You’ll come across intelligent and thoughtful.  Good luck!

 

Mauri Schwartz is President/CEO of Career Insiders, a career management and talent acquisition consulting firm. She speaks frequently at business and professional conferences and career panels. Her favorite client update is, “I did everything you told me to and I got the job!”

Career Insiders’ Talent Acquisition services are focused on executive and senior management level positions in sales/marketing, finance, technology, corporate legal, and HR.

Mauri has an MBA from the Haas School of Business, University of California, Berkeley and a BS in Mathematics from Tulane University. Career Insiders has been certified by the City and County of San Francisco as as a Small – Local – Woman-owned enterprise S/L/WBE.  Contact Mauri directly at Mauri@CareerInsiders.com.

Get Your Groove On!

Get Your Groove On and Ace That Interview!

Yes, I mean it.  After you’ve prepared as much as you think you can for that critical interview with the Executive Director, what can you do to calm down?  I propose two ways to eliminate the anxiety that creeps in and prevents you from performing at your best.  Music and comedy.  I’ve never seen these recommended anywhere else, but they work…trust me.

While on your way and/or while you wait in the coffee shop next door (remember my admonishments in previous postings not to arrive too early), listen to some of your favorite upbeat music, whatever makes you feel the best.

Most of us have experienced the incredible, mood-altering power of music.  Dozens of research studies have shown that listening to music can lower blood pressure and reduce anxiety.  One even found that listening to music works as well as a massage at lowering anxiety!

The Mayo Clinic points out that music can have effects ranging from reducing feelings of physical pain to boosting memory.  A doctoral thesis from the University of Gothenburg reveals that listening to music every day lowers stress. The thesis was based on the results of two studies which showed that people who listened to music also felt positive emotions.  Other studies show that listening to music improves cognitive performance and helps people execute better in high-pressure situations.

Personally, I like to listen to comedy because laughing always makes me feel exceptionally good about myself.  As the old saying goes, laughter is the best medicine.  “As a powerful antidote to stress, nothing works faster to bring your mind and body back into balance than a good laugh.  Humor… connects you to others and keeps you grounded, focused, and alert.”

These are all qualities that make for a strong interview performance.  Use one or both, but not simultaneously, before your next interview and revel in how much better the outcome is.

 

Mauri Schwartz is President/CEO of Career Insiders, a career management and talent acquisition consulting firm. She speaks frequently at business and professional conferences and career panels. Her favorite client update is, “I did everything you told me to and I got the job!”

Career Insiders’ Talent Acquisition services are focused on executive and senior management level positions in sales/marketing, finance, technology, corporate legal, and HR.

Mauri has an MBA from the Haas School of Business, University of California, Berkeley and a BS in Mathematics from Tulane University. Career Insiders has been certified by the City and County of San Francisco as as a Small – Local – Woman-owned enterprise S/L/WBE.

Contact Mauri directly at Mauri@CareerInsiders.com.

A Bird in the Hand: What to Do When Waiting on Multiple Offers

Recently, a client told me that her long, arduous job search was finally paying off. She was told by one nonprofit organization (organization A) that she would be receiving an offer the next morning. She was excited but was also very interested in another organization as well. She had already conducted several interviews with organization B that went well from her perspective, but she wasn’t told when they would be making a final decision.

She wanted to know what she should say to the hiring manager for organization A when she calls with the offer and if there were anything she could do regarding organization B to nudge them along.

Of course, the first thing I said was “Congratulations!” Receiving an offer for a job you like is great. Getting multiple offers is even better. But clearly she faced the dilemma of not wanting to lose the bird in hand and still desiring a choice of offers.

Here’s my advice: Assuming the offer from organization A is attractive, thank the hiring manager and respond with enthusiasm, and then ask for time to consider it. In fact, one should always ask for time to evaluate an offer even if not expecting another one. It is extremely rare that an organization would demand an answer on the spot. Unless they have a close #2 candidate, they can wait a bit for you to make a decision. They really don’t want to go out and start the search all over again.

Try to ask for as much time as possible up to a week. They may very well balk at this much time, and there may be some negotiation regarding your response time. Be prepared to give your answer at the agreed upon time.

Once armed with organization A’s offer in hand, contact organization B to notify them that another organization has made an offer, that you are still very interested in them, but need to respond to organization A very soon. Be careful that you are conveying only the facts and not being pushy. If organization B is leaning toward making an offer, this may act as a catalyst. It will let them know that others are interested in you, that you are sought after, which makes you even more attractive to them—just like dating. Hopefully organization B will be able to quicken its pace and move the process forward in time. If not, you still have your original offer.

Mauri Schwartz, President and CEO of Career Insiders, is a leading figure in the San Francisco Bay Area career and talent management community. Career Insiders consults with companies and nonprofit organizations regarding executive recruitment as well as outplacement for all employee levels, and job seeker services for individual clients. In addition to her outstanding success rate in helping clients achieve their career goals, Mauri is a frequent speaker at conferences, job fairs, and career panels. She has served as Adjunct Advisor of Career Services at the Haas School of Business, University of California, Berkeley where she received her MBA and delivered seminars at other universities (Tulane, Mills, San Francisco State, others), nonprofits, and businesses.  Mauri’s motivational style uses techniques that combine old fashioned interpersonal relationship building skills with the latest technological tools.  Career Insiders has been certified by the City and County of San Francisco as a woman-owned business.

What can you do about ageism in hiring?

It is quite often that a mid- to late-career client asks me how far back in their work experience should they go in writing their resume.  The person will say they have heard to put only the most recent 10 years, some say 15.  My most common answer to clients’ questions regarding resumes, interviews, etc. is “It depends.”  

I don’t believe there is one right number.  I think those who advise a set number of years, such as 10 or 15, do so because it is simpler to recommend a one-size-fits-all than to advise on an individual basis.  There are many guidelines that are common to nearly all job seekers, but everyone has something that calls for special attention.  In addition to these particulars, other variables include how much experience is deemed appropriate for a specific industry, company, function, or job level.

Unfortunately, age discrimination does exist, primarily against older workers, but often it is against younger employees.  If it is age discrimination, which we all know is illegal, it is usually nearly impossible to prove.  For older workers, I have found that in most cases, the issue is not tied to an age number.  It may be the expectation that a more senior candidate will require a higher compensation than someone earlier in their career.  Or, there is a concern that an older candidate may be approaching retirement, and so will only stay employed for a few years.  However, the average job tenure among employees of all ages is less than five years (last recorded in 2012 by the US Department of Labor), and just over three years for those younger than forty.

I think the primary reason may be that the employer assumes that someone who is older has tired, stale ideas and ways of performing the job and has less energy and enthusiasm. These are factors that you can and should eliminate with your actual behavior, body language and voice during an interview, even when it is on the phone.

But, you must first get the interview which means that you do not want to give them any reason for discarding your resume on first glance.

For those who have been out of college at the undergraduate level for 12-20 years or more, I would omit graduation dates.  In general, 12-18 years of experience is the time span I recommend, depending on the variables mentioned above (industry, company, function, job level) as well as how pertinent the particular experience is to the position you seek.  My advice is to include only achievements that are relevant to your targeted role, even in your more recent experience.

 

Hi my name is Mauri, and I am the President of Career Insiders, a career management and talent acquisition consulting firm. I speak frequently at conferences, job fairs, and career panels. I have been invited to speak at NCHRA’S Annual HR West Conference. I consult with career centers at universities including UC Berkeley’s Haas School of Business, Tulane University, Mills College, and others, and contribute regularly to publications such as TheLadders RecruitBlog. I am what some might consider a professional “people person.”

Unhappy with Your Job?

At some time in their careers, most people come to a point when they’re so unhappy with their jobs that they want to make drastic changes in their careers, “I don’t want to do this anymore. I need a change!”

It’s true that many aren’t cut out for their current careers or find they have a strong passion for another field, and should be making efforts to take on something new. However, most of the time, they can achieve change, and job satisfaction, without taking such drastic action.

It is essential for someone in this situation to dig deep to discover the real reason s/he is unhappy before proceeding down a path to change careers. Accordingly, a career coach or counselor should initiate such a conversation before proceeding to help her/his client pursue a new career path.

Keep in mind that organizations hire you because you’ve proven from your experience and achievements that you can be successful in their organization…not for what you think you can do. This is especially true today’s tight job market.

How do you know?

Ask yourself, “What is the primary reason you are unhappy?” ( “Burned out” is not a reason.)

• Are you not getting enough recognition/respect from your manager? Upper management? Your colleagues?
• Are you not getting paid enough…or what you think you should be getting?
• Are you working too many long days, nights, and weekends?
• Are you required to travel much more than you’d like?
• Are you commuting much more than you’d like?
• Do you have the necessary skills and/or tools to be successful?
• Are you spending too much of your time doing tasks that you hate?
• Do you have ethical or moral conflicts with your manager or the company?

Then ask yourself:

• If I could change anything about my job what would it be?
• Is there a realistic chance of getting this change made?

There are several options to take before giving up entirely on your current career.

• Have a conversation with your manager and ask if there is a way to get what you need.
• Look for other opportunities in the same company.
• Look for similar opportunities in a different company, industry, or location.

As Barbara Safani, owner of a NY career management firm, said in a New York Times article a while back, ’A lot of people who say that they hate what they do actually hate who they do it for.

If after doing this analysis, you still feel strongly about pursuing another career, perform your due diligence. Thoroughly research the field and talk to people in the field to learn what it’s really like.

• What education or skills do I need to acquire?
• What are the costs involved – financial, time, other?
• Can I afford these costs?
• Am I willing to start at the bottom again?

Hi I’m Mauri, President/CEO of Career Insiders, a career management and talent acquisition consulting firm. I speak frequently at conferences, job fairs, and career panels. My favorite client update is, “I did everything you told me to and I got the job!”

Career Insiders’ Talent Acquisition services are focused on executive and senior management level positions in sales/marketing, finance, corporate legal, and HR. Please contact me for more info.

What Shall I Wear

At a time when hardly anyone dresses for anything anymore, it’s hard to know how you should dress for an interview. The old rule used to be to wear a suit (men and women) for any business interview. We all know that’s not the case anymore.

Just the other day, I purchased tickets for an evening cabaret performance in San Francisco, and this is how they described their dress code: 

We ask that our guests do not wear shorts, baggy, torn or ripped jeans, athletic gear, sandals, ball caps, chains, or sweatshirts or shirts with hoods. Cocktail attire is recommended or nice denim.

Cocktail or nice denim? What a choice! And I can’t tell you the last time I wanted to go out dressed in athletic gear! For this venue, it seems that any reasonable outfit will be fine.

It’s a bit trickier when it comes to interview attire. And it totally depends on the situation, mostly the company and its industry. Most companies have adopted a casual dress code and you may see employees dressed in jeans, especially in the tech industry. However, you should not go to the interview in jeans or shorts. The best rule of thumb is to dress up one or two levels. Business casual clothes are most often appropriate – nice slacks/skirt, with a button-up shirt/blouse or an appropriate sweater. Add a nice jacket for an appropriate addition and in many cases, a tie, for men of course.

For most traditional business situations, you’ll want to dress up a notch, a jacket for sure and sometimes a suit. This is especially true for companies in finance, management consulting, and others with customer facing roles. Recently I delivered a presentation to a group of employees in a large financial services corporation, a very traditional, conservative environment. I was sure to wear my nicest suit and carefully observed attendees’ clothing.

All of them were dressed in “formal” business attire. The men wore dark suits with white or light blue shirts and fairly conservative ties. The women were also dressed in “formal” business attire, and it was noticeably fashionable, almost every one. Not trendy, but up to date and appropriate for the occasion. This included a few dresses, mostly with matching jackets.

As part of your research in preparing for the interview, conduct an investigation to determine their “dress code” by asking a friend if you know someone who works or has worked there, or by calling HR.

It is most important to wear clean, pressed clothes and freshly polished shoes. In deciding between two choices that meet these criteria, choose the outfit that you feel most comfortable in. I hope I don’t need to say that you must not wear anything that is sexy or shows skin between your neck (or a bit lower) and knees. Basically you want the interviewer’s attention to be focused on you and your qualifications, not your cleavage or clothes, jewelry, etc.

 Additional tip: Since many people have allergies/sensitivities to perfume, be careful with fragrances. Most body and hair care products are scented. Choose products that are fragrance free or have a very faint fragrance.

 

 

Hi I’m Mauri, President/CEO of Career Insiders, a career management and talent acquisition consulting firm. I speak frequently at conferences, job fairs, and career panels. My favorite client update is, “I did everything you told me to and I got the job!”

Career Insiders’ Talent Acquisition services are focused on executive and senior management level positions in sales/marketing, finance, corporate legal, and HR. Please contact me for more info.

 

How you recruit is a reflection of your brand

Most of my posts are directed at arming job seekers with the ammunition needed to conduct a successful search. This time, I set aim at the other side of the table. I hear the same complaints repeatedly from clients about how they were treated during the recruitment process.  So, to those in charge of recruiting for your organizations, here are some recommendations.

Branding

According to Dr. B Lynn Ware, President/CEO at Integral Talent Systems, organizations should do more to develop and hone their employment brands and then ensure that every touch point with targeted candidates consistently reflects that brand. Much attention is focused on the marketing of programs and services while employment branding and its execution are an afterthought. As a result, candidates may have misperceptions about what it is like to work there.

Evaluating

Read the entire resume.  You asked for it, so read it carefully.  With so many resumes to review, most recruiters are looking for a way to make that pile smaller and use the average 6-second scan to find a reason to reject. You could be eliminating some of the best candidates. The extra time up front is much shorter and less expensive than making a mistake.

In screening a resume, recruiters should focus on identifying the candidate’s achievements, whether for work or a side project, and should learn to read between the lines, watching for these factors.

Overselling:  In reading through her job descriptions, the candidate may look like she’s the greatest thing since sliced bread.  However, practically speaking, could all of the stated achievements been made in the specified timeframe?

Ambiguity:  Because only so much information can fit onto a resume, oftentimes responsibilities are described very generally. Recruiters should make sure they can ascertain the activities executed by this candidate specifically. It’s rare that an organization will be hiring the entire team at once.

Depth of Experience:  How long has the applicant been engaged in the pertinent experience?  How much a part of her role was it?  She may be able to truthfully say she has the knowledge, but is it strong enough?  Look for length and level of her participation.

Having said this, candidates need to be able to convey their achievements on “paper” articulately, based on educating themselves as to how their resume will be reviewed.

Annoying recruiting procedures

Lengthy application forms have got to go. Some go on for pages, and each must be completed before continuing to the next. There is no way to look ahead to see what more will be required. Who wants to fill them out? No one. Who wants to read them? No one. Fortunately, some smaller organizations are opting for a much simpler route with a simple upload of a resume or social media profile. Why insist on entering every job’s details when they’re already on the resume? There’s no reason to ask for all the candidate’s personal information unless and until she’s seriously being considered.

Make your entire process comfortable for candidates and as streamlined as possible. Treat them like guests in your home when they come in to interview, and provide clear feedback and status quickly. Lack of clear and timely communication is probably the #1 complaint of candidates.
Hi I’m Mauri, President/CEO of Career Insiders, a career management and talent acquisition consulting firm. I speak frequently at conferences, job fairs, and career panels.  Recently Career Insiders has increased its Talent Acquisition line of business and has successfully placed a VP Marketing at a rapidly growing company, and have another one on the way. Our recruiting focus is on executives in sales/marketing, finance, corporate legal, and HR.

 

Are you qualified?

Despite the fact that the recession has been declared over, many job seekers are still having trouble landing a new job. As a result of their frustration…and espousing the numbers game, many are applying for jobs for which they are only partially qualified, “There’s always something in the job description that doesn’t match with my experience, but that I know I can do if given the chance. How do I convince an employer to hire me in this situation?”

When applying for a job, it’s essential to put yourself in the shoes of the hiring manager. If you feel qualified for the position, you need to make it clear in every communication to her, including your cover letter, resume, emails, and interviews. With the hundreds of resumes a hiring manager receives, don’t expect her to figure it out.

First, assess the 4 or 5 key priorities of this position from the hiring manager’s side. If you don’t have demonstrable achievements in those specific priorities, don’t waste your time. If you were the hiring manager, what would you think of someone sending you a resume with a similar lack of qualifications? There will be plenty of candidates who are qualified, and adding your resume to the pile just makes the process move more slowly and doesn’t help you at all.

When you do feel that you possess the required skills but still aren’t making progress, what can you do to improve your odds? In my experience, most job seekers use the same resume for every job application, or at most will tweak it only slightly. They understand the need for customization but think it can be accomplished with the cover letter. This is a huge mistake. I’ve been coaching clients for many years, and continue to survey hiring managers. The vast majority of cover letters are never read. And most of those which are read are done so after the hiring manager has reviewed your resume, likes it, and reads the cover letter as additional information. The resume must stand alone! However, the cover letter must be written as if it will be read.

Write your resume so that it spells out what you’ve previously accomplished that solved the same or similar problems as outlined in the job posting. List your achievements and qualifications in order of the hiring manager’s priority, not yours. If you don’t have experience with a specific requirement in a paid position, but were successful doing it in a significant volunteer role, include it, but be sure to note that it was in an unpaid position.

In your resume, cover letter, and interview, present your case by drawing a parallel with each of the job’s stated requirements. You may have accomplishments of which you are proud, but if they aren’t directly relevant to the specific job, don’t share them. Don’t confuse the interviewer with extraneous information that muddies the picture you want to present.

And don’t waste time telling them how their job will round out your professional experience. To rephrase President John F. Kennedy’s quote in his 1961 inaugural address, it’s not what the employer can do for you; it’s what you can do for her!

Hi my name is Mauri, and I am the President of Career Insiders, a career management and talent acquisition consulting firm. I speak frequently at conferences, job fairs, and career panels. I have been invited to speak at NCHRA’S Annual HR West Conference. I consult with career centers at universities including UC Berkeley’s Haas School of Business, Tulane University, Mills College, and others, and contribute regularly to publications such as TheLadders RecruitBlog. I am what some might consider a professional “people person.”

Ace the Phone Interview

Congratulations on getting that interview!  These days it takes hard work to get even that far in the search process.  That is unless you have expertise in some esoteric programming stream processing framework like Storm, S4 or Samza.  Huh?

Anyway, back to the issue at hand.  First, consider a phone interview pretty much like a face-to-face meeting. Prepare in detail just as you would normally.  Dress the same too.  Create a private space without noise or distraction to take the call, one where you know you will get the best phone reception.  Be ready a few minutes ahead of time and operating on all cylinders – be at your best.

The nice thing about phone interviews (that are not Skyped) is that you can have some notes in front of you, but be very careful not to have too much. You don’t want to be in the position of making noise by shuffling papers or taking too much time to answer because you’re searching through your notes to find it.

Use your computer to help you, one with a big enough screen to be useful.  Not your phone; it’s not big enough. I highly recommend that you bring up the person’s LinkedIn profile so that you can talk to the person directly. It’s not ideal in that the facial expression is fixed and you won’t be able to read body language, but I believe you can still tell a great deal just from a photograph.

And don’t forget to prepare ahead.  You can download a free copy of my proven Interview Prep Guide from the Resources page of my web site.  Good luck!