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IE 497: System Analysis and Design

Lecture 4: Preparing Job-application Materials

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Do a self-inventory◦ What are your strengths and weaknesses?◦ What subjects do you like?◦ What kind of organization do you like to work

for?◦ What are your geographical preferences?

Learn about employers◦ Find out which organizations may hire you◦ Find out trends in your field◦ Research companies that interest you

Planning the Job Search

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Prepare a résumé and job-application letter◦ Job-application letter formally shows your interest

in a position◦ Résumé is a short list of your qualifications and

accomplishments Prepare a portfolio

◦ Portfolio is collection of best work◦ Can be paper or electronic◦ Portfolio should be updated constantly, not only

when you look for a new job

Planning the Job Search

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Professional placement bureau Published advertisement Organization’s website Online job boards Unsolicited letter to potential employer Connections

Where to Look for a Position

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Use generous margins and white space Organize information in a balanced and

clear manner Indent appropriately Paper résumé: use clear typeface, high

quality paper and printer Electronic résumé: Avoid using non-ASCII

characters

Résumé: Format

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Your résumé should provide accurate, specific and clear information.

Your résumé should be free of errors. For entry level positions, one page résumé

is standard. Important keywords should be included in

the résumé. Information is usually arranged in

chronological order.

Résumé: Content

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Identifying information:◦ Name and contact information◦ Should be complete and permanent◦ Avoid unprofessional e-mail addresses

Objectives or Summary of Qualifications:◦ State only goals or duties explicitly mentioned or

clearly implied in the advertisement◦ Focus on reader’s needs and expectations◦ Be specific

Chronological Résumé

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Education:◦ Include degree, institution, major and date of

competition◦ Include your GPA if it is substantially above

average◦ Include your honors, awards and

accomplishments if any Employment History:

◦ Include position and organization◦ Give figures of ppersonnel, clients, sales ◦ Include documents prepared, skills and tools used◦ Use active voice, but don’t use “I”

Chronological Résumé

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Interests and Activities:◦ Participation in community service organizations◦ Positions in NGOs or university clubs

References:◦ Do not include anyone’s name or contact

information without obtaining their permission◦ Chose people who know you and your work best

Other elements:◦ Computer and language skills◦ Military experience/status

Chronological Résumé

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Many applications call for a letter and résumé.

The letter shows you are genuinely interested in the position.

A poor letter may cause your application to be discarded

You should select two or three points of special interest and elaborate on them.

Usually a job-application letter consists of an introductory paragraph, two or three body paragraphs and a concluding paragraph.

Writing Job-application Letters

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Introductory Paragraph:◦ Identifies your source of information and the

position you are interested in◦ Forecasts the rest of the letter

Education Paragraph:◦ Explains how your education has prepared you to

the position you are applying to◦ Includes your university, degree and major if they

were not disclosed in the first paragraph

Writing Job-application Letters

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Employment paragraph:◦ Explains how your previous work experience

has prepared you to the position you are interested in

◦ Should include relevant positions, organizations and responsibilities

Concluding paragraph:◦ Aims to convince the reader to invite you to an

interview◦ Refers your résumé◦ Includes your contact information

Writing Job-application Letters

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Study the organization Think about what you can offer the

organization Study common interview questions

◦ Why did you apply to our company?◦ Where do you see yourself in five years?

Compile a list of questions you wish to ask Things to consider:

◦ When to arrive◦ What to wear◦ How to avoid traps◦ How to interpret body language

Preparing for the Job Interview

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Letter of appreciation after an interview:◦ Show your professionalism by thanking the

representative for their time◦ It restates your interest in the position

Letter accepting a job offer:◦ Express enthusiasm and repeat the major terms

of your employment

Follow-up Letters after the Interview

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Letter rejecting a job offer:◦ Politely inform that you will not be taking the

position offered and explain why◦ You might be offered another position in the

future Letter acknowledging a rejection:

◦ Shows professionalism and helps to maintain a good relationship with the potential employer

◦ You might get the job after all

Follow-up Letters after the Interview

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Markel, M. (2010) Technical Communication (9th ed.). Boston, MA: Bedford/St. Martin’s

Reference

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