NEWSRéSUMéS AND COVER LETTERS

Filling out a job application, on-line or on paper, may be trickier than it sounds. You need to be prepared. Many Human Resource Departments may require such a form in addition to your resume. I still recommend trying to find someone within the organization to discuss the position and your qualifications with, but you may need to jump through this hoop, so do it right. The application is a screening device; you want to make sure you are called in for an interview.

1.     Start by downloading a sample form (or a copy of the real one, if available) and gather the necessary information. Have an up-to-date resume, so you have easy access to data on your previous places of employment, social security number, dates, supervisors and their contact information. Make sure your references know what you’re applying for and that they may be contacted. Some places will want their own form filled out AND a copy of your resume and reference sheet. Make sure all information matches.

2.     Read the entire application first so you know how to divide up information from your resume to avoid duplication. Follow all directions exactly; if they ask for last name then first name, do it that way!  Be sure to tailor your information to the job at hand, highlighting what’s important for this particular job and employer, starting with most recent experience.

3.     If you’re filling it out by hand, use black or blue ink only, print neatly, and do not fold, wrinkle, or spill on the form.  No spelling errors. First impressions matter. Remember to sign and date it if asked.

4.     Do not leave anything blank. Write N/A (not applicable) if this is the case.

5.     Do not lie. If asked about a criminal record or whether you’ve ever been fired, write “will discuss at interview” if there’s room; if not, you must check “yes” if that’s the case. But this being said, do not volunteer such information. If asked why you left a previous job (and you were fired), simply write “job terminated” or “accepted new position” and explain only if asked.

6.     If you have employment gaps, try to fill them with real entries: “full-time family responsibilities”, “cared for sick family member/parents” “volunteer work”, “coursework.”

7.     If asked to state previous salary, you should, but if asked for salary range (and they have not stated one), write “negotiable” or “commensurate with scope of job and experience.” If they state a number, use it but add “range”: $40,000 range

8.     Make a copy of your completed application; if filling it out on line, see if you can save as a PDF or at least cut and paste answers into a file so you’ll know exactly what you sent if called for an interview. If you’re filling it out on paper on the spot, ask if you might pay for a Xeroxed copy.

I heard an interesting story today about a non-native English-speaking academic who was applying for jobs and insisted on punctuating many phrases in his cover letter with exclamation points.

What's wrong with that, you may ask? They convey enthusiasm and excitement for the position, right?

Wrong. Exclamation points have no place in your cover letter, with very few exceptions. This is a matter of tone, formality and convention. Using a lot of exclamation points makes a letter look like it was written by someone in elementary or middle school. 

Use anecdotes to convey your passion for the field and the job, not punctuation. Pack in as many specific details as you can muster. Remember to frame the letter in terms of what you can do for the employer, not what he can do for you.  Don't write "This is the job of my dreams!!!" but rather "My experience planting daisies for 15 years has given me a solid grasp of the ins and outs of daisy-planting, from planting the seeds to tending the growing plants."

Isn't that better? Or at least, objectively, more specific?

Pay attention to all your punctuation; it matters!!! (if you get my point...)

I'm in Chicago doing a book signing tomorrow at the American Library Association (ALA) Conference. My mom, Joan Ress Reeves, a public library advocate from Providence, RI is here, too. She's not a librarian but rather a lay advocate, lobbying to keep public libraries open and able to serve their communities. (Boy, did we laugh growing up when she got mail addressed to "Joan Reeves, Regional Lay" or "Joan Reeves, National Lay." Did my dad really know what this was all about?)

Libraries were always the bees knees, but in this economy, it really pays to remember your local library.

Libraries provide amazing resources to non-profits and job-hunters alike. Many non-profits obviously cannot afford to have private libraries the way many corporate firms do, and although so much information is available on line, your local library can be a great source for periodicals and books you may not be able to access. Good librarians are phenomenal guides to whatever you're looking for.

For job-hunters, you should know that many libraries have extensive career offerings. In addition to offering computer usage, many libraries have career centers, offer resume and cover letter advice, and often bring in experts to talk on a variety of career-related topics.

Libraries in New York State, for example, offers these services (not in every location, unfortunately):

• Specialized web resources developed by libraries and links to job search web resources
• Information on career development
• Education and training
• Résumé assistance and other job hunt strategies
• Workforce development services (Literacy instruction, GED assistance, citizenship information and referral)

In February, New York State did a poll and found that 80% of libraries in the state had helped someone job-hunt in the previous three months. Unfortunately, much funding for libraries is being cut.

"As the state faces its most difficult economic crisis in decades, public library usage has rapidly increased, particularly with people seeking help in finding employment," said Michael Borges, NYLA's Executive Director. "Libraries provide people not only with help in finding jobs, but also with accessing public assistance programs, with basic computer training, with résumé building and career development."

"When the neediest among us are looking for help, now is not the time to be cutting the very services and assistance New Yorkers rely on the most" Borges said. "When folks lose jobs or cut back on spending for fear of losing their jobs, people turn to libraries for free internet access and books, cds, videos and literacy programs for their families. Libraries have become part of society's safety net for the neediest in our communities."

Check out this short video from TODAY on ways libraries can serve you--and the challenges libraries are facing along with their patrons in this economy.

Why not plan a trip to your local library this weekend or this week? You may be surprised at what you'll find!

It never hurts to brush up on your spelling and grammar rules. Here are a few common errors to avoid in any writing you're doing--all the more important if you're sending out resumes and cover letters.

1) Among vs. between

Among should be used to describe situations involving more than two people or things; between when only two are involved.  My colleague and I split the work between us. Bonuses were divided among the LA, Boston, and Chicago offices.

2) Its vs. it’s  

Its is the possessive form of it; it’s is a contraction of it is. The interview had its ups and downs, but at least it’s over.

3) They’re, their, there

They’re is a contraction of they are; there is an adverb specifying place (or a subject place-holder called an expletive: there is a line stretching around the corner); their is the possessive form of they.

They’re going over there to make their deposits because the line is shorter.

4) Me, Myself and I

I  is the subject form of the first person singular pronoun; me is the object form. Myself is an intensive pronoun and should be used only for emphasis when you’ve already used I: I prefer blue, myself or as a direct or indirect object: I hit myself or I never buy myself flowers.  Don’t say Me and him went to the store or Please RSVP to Karen or myself or The form had to be filled out by my father and I. The correct sentences are He and I went to the store;  Please RSVP to Karen or me,  and The form had to be signed by my father and me. (better yet, avoid the passive voice and use the active voice: My father and I had to sign the form.)

5) Dangling or misplaced modifiers

Keep modifiers near the word or words they are modifying to avoid confusion:

As an intern, my boss gave me a great deal of responsibility.

This sentence implies that your boss was the intern, because the phrase “as an intern” appears to be modifying (describing) the noun it’s next to: my boss. As an intern, I had a great deal of responsibility; my boss trusted me to fill in for her. or My boss gave me a great deal of responsibility when I was an intern.

And last but not least…

6) Can vs. May

Can refers to ability; may refers to permission: Can you dance without stepping on my toes? May I go to the dance? Can is rapidly replacing may in everyday speech, but technically “Can I wear my nose ring to the interview” should be “May I wear my nose ring to the interview?” We know you can…but is it advisable?

I have such a sinking feeling I've probably made mistakes here...please let me know and have a good weekend!

To be captain of the job-hunting universe, you first need to become Master of the Anecdote. You need to be able to tell stories in the interview, on the phone, and as part of your elevator spiel.

Here’s why and how.

1)     People remember stories and specifics. Don’t tell me you’re a good communicator. Why should I believe you, anyway? Instead, tell me you how raised $1000 as a volunteer for your community center. Now I know you’re a fundraiser and an organizer. Show, don’t tell. Give concrete examples that an interviewer will remember.

2)     Every Line on Your Resume Should be Associated with an Anecdote.

Every line on your resume is code for “I can do this.” So make sure you have a brief (30-second-1 minute) anecdote to share about every single entry on your resume. If you have no story and nothing to say about an entry, take it off the resume!

3)     If you can tell a good story, particularly about yourself, you look good.

The ability to tell a good story, especially one about yourself, is a real skill.  You will appear confident, engaging, and able to communicate with clients.

So start packaging your skills and experiences as concrete anecdotes that show what you can do for your prospective employer. Practice telling them to friends and to the mirror. Time them. When the interview rolls around, you'll be more than ready! 

Yes, the not-for-profit sector may be more casual and relaxed than a corporate setting, but you’ve still got to be professional, particularly in terms of your communications tools. As you go about your job search, you must start off on the right foot with a professional e-mail address and phone message. I’m not hiring hotmama@hotmail or justlaidoff@gmail. Yes, I will remember your e-mail address, but I’m not going to use it! Your name will do just fine: susansmith@verizon.net. If you are volunteering or on a volunteer board, check with the organization, and then create an account or forwarding address with the name of the group you are representing. I was trying to retrieve the e-mail address of someone I met through a community service project but couldn’t find it, because she had used her personal e-mail account; when we connected, we agreed that an address created with her name and “careergear” embedded somewhere in it would help.

The message on your phone is equally important.Choose one number (home or cell) to use as your job-hunting number and create a professional message: “This is Ellen Reeves. Please leave me your name and number and I’ll be glad to call you back as soon as possible.” No music, elevator or otherwise; no “hey, what’s up?,” or messages in which every one of your children says his or her name. “Please leave a message for John or Susan or …pause…. (voice of parent) go ahead… (baby voice) Tommy …. (voice of parent whispering) your turn(little voice) Cindy….”

If you change your message to note days you’ll be away or other numbers where you may be reached temporarily, be sure to keep the message current. It’s frustrating to hear old outgoing messages with the dates of a vacation you took two weeks ago every time we call. Don’t forget: everything is an act of self-presentation. Make sure your act is as professional and impeccable as possible.

Fundraising may be the magic word for a résumé in the non-profit sector, but what if you truly have no experience in this area? I’d suggest getting some right away. The easiest way is to volunteer. Find out if you can have an informational interview with or shadow a fundraising professional in your community for part of a day, or be trained as a volunteer by your college, if they recruit volunteers to solicit classmates.  This way you’ll acquire the background and general knowledge of key issues and the vocabulary of the fundraising field. Read the websites of the foundations or sponsors who fund the non-profit you’re interested in. Check out the Foundation Center (www.foundationcenter.org) or the Council on Foundations (www. Cof.org). Consider signing up for a webinar or local seminar. Even a one-day or evening seminar can be listed right on top of your most recent educational experience so it stands out: Certificate in Fundraising Basics, City University, Spring 2009. This shows great initiative and interest on your part.  “Fundraising is basically all we think about right now,” says the head of a New York City-based settlement house. So before you start sending out your résumé, think again: make sure you’ve got the magic word on there.

What fundraising skills do you have? Off the top of your head, you might not think you have any. But let me ask you a few questions.

If you’re a recent graduate, have you ever sold girl scout cookies, donuts for a soccer team to raise money for uniforms, participated in a bake sale for your class or cause,  sold tickets to a school play, concert, or event, or  sold advertising space for a year book or campus paper?  If you’re more established in your field, have you had to cold-call for your job? Consider community and volunteer experience. Have you solicited classmates for money for a high school or college reunion? Sought corporate or local business sponsorship for an athletic or cultural event? Served as treasurer or on the finance committee of a religious or other organization? Served on a board? Sought in-kind donations, donations for a silent auction for a school or other fundraiser, served on a benefit committee? These are all fundraising experiences, even if you don’t think of them right off the bat this way.  Any of these should be listed under the FUNDRAISING EXPERIENCE category you will create on your résumé.   What matters is how you frame, group, and talk about these experiences so that you can convince your target organization that you understand the importance of and strategies involved in securing funding for the organization—again, whether this is part of the job you’re applying for or not.  You probably have more experience than you think; and if you really have none, it’s time to get some! 

Fundraising is a vital aspect in the life of any non-profit  --and in these times, the most crucial. When you’re applying for jobs in the non-profit sector, a category on your résumé called FUNDRAISING EXPERIENCE is a flashing neon sign that can make the difference between your application being read or dead. If you can demonstrate fundraising and financial management experience on your résumé, even if you’re not applying for a job fundraising, and even if it’s not what you want to do, your candidacy will be greatly enhanced. Even showing your understanding of the importance of funding and how the work you’re applying for would intersect with the work of the development director is important.

First things first.  Do enough research about the organizations you’re applying to on line, by reading their annual reports, and with personal contacts if you have any to understand where their funding is coming from. Are they funded by foundations, individuals, corporations, and/or benefit events or revenue from books and other products? Identify their revenue streams so you can tailor how you present your skills to their needs.  Fundraising is a skill set that cuts across professions. Foundation funding involves writing grant proposals; you need research and writing skills, presumably skills you have acquired in college, depending on your major. Corporate sponsorship involves cold-calling, persuasion and the ability to help a company understand what’s in it for them if they sponsor an event or donate to a non-profit. You need to know how to pitch a product (in this case, the organization’s cause) and posit a value-added, win-win scenario based on mutual interests. Fundraising from individuals requires strong interpersonal skills and a passion and commitment to the cause so you can convey your enthusiasm to a prospective donor. All fundraising requires good follow-up, knowing your cause and organization inside and out, and researching and understanding the interests and needs of your prospects, whether it’s an individual, foundation, or company. Nothing happens in the non-profit world without funding, so the more you know and can show the better!

The surge of layoffs, coupled with Obama’s inspiring call to service, has unleashed an unprecedented interest in volunteerism. Non-profits are turning volunteers away in droves. “The irony is that sometimes it’s almost more work to find something for a volunteer to do than to just turn them away,” says a senior vice president at The United Way in NYC. 

This is your opportunity. Re-vamp your résumé to stress management skills-- organizing, leading, coordinating-- and prepare anecdotes revealing how you’ve created teams or systems in any domain: college activities, work responsibilities, running a household.

Find out as much as you can about a non-profit you’re interested in and call to make an appointment with the Executive Director, Volunteer Manager or HR person (chances are they don’t have the latter two; this is your opening.) Offer to help manage volunteers.  Demonstrate enough knowledge about the organization to make the leadership understand you are willing to be part of their team and can quickly become an ambassador.

Learn what volunteers usually do and create a plan for handling increased numbers. Volunteer to schedule and manage shifts. Offer to be trained yourself and then train volunteers. Find other organizations/ sites that need volunteers and funnel people there. Suggest helping with the office itself: cleaning, organizing, painting—things staff are too busy to do.

Offer to make a wish list with staff about goods and services the organization needs: fundraising skills, writing a business plan, pro-bono legal work, graphic design, organizational profile raising, marketing and PR, new space or equipment.  Offer to screen volunteers to find out what else they have to offer besides what they came to do. You may find that volunteers have skills and connections that could be useful to the organization apart from direct service volunteering. If there’s no space for a lawyer to ladle soup at a soup kitchen, let her dish out free legal advice instead!