Seven Tools HR Uses to Cut You

Donna Shannon720-341-8229

donna@personaltouchcareerservices.com

Presenter: Donna Shannon

• Background: 8 years of HR/ Recruiting• Currently: President, Coyote Visions Employment

SolutionsResumes Interview coaching Job search strategy development Group classes Get a Job Without Going Crazy

AGENDAOverview of today’s presentation

Agenda

• Great Truths of the HR Department

• Three simple rules for dealing with HR

• Seven tools HR uses to cut you

• Questions and answers

GREAT TRUTHS OF THE HR DEPARTMENT

One view of HR…

Reality is more like this…

The Facts:

• HR must cut 95% or more of all applicants…

• To do this, they all rely on simple tricks to thin the herd– Qualified applicants are often CUT– Learn the Rules to avoid this fate

Great Truth #1

• Lower level HR staff conducts the screening– Must rely on key words– Won’t fully understand technical terms– Same is true for computerized screening

Trap of an ATS:

• Applicant Tracking Systems (ATS) are only as good as the user…

Great Truth #2

• HR will judge your resume in 30 seconds – or less

– Just see how much you can catch in this time frame…

The Functional Resume

FUNCTIONAL RESUME CANDIDATE

5555 M. Drive Some City, USA

Executive and Financial Management

As Executive Director of the Community Action Agency I managed this multi-program non-profit agency with a budget of $1.6 million and 65 regular employees having operations in a five county service area. Developed grant applications for funding from state, Federal and private sources.

As Senior Budget Analyst for the Volunteer Group was responsible for budget and program planning for this international program of $19.2 million in 13 countries (Latin America / Caribbean). I processed budget requests for the country programs, reviewed and monitored expenditures, and conducted budget and program reviews.

As Director of Administration for the successful re-election campaign for State Governor So Nso, I was responsible for political campaign financial contributions and expenditures of $1.2 million including a fiscal tracking system and campaign financials. I was also responsible for purchasing, personnel administration and payroll.

As Budget Analyst and Program Planning and Budget officer for the US and the River Basins Commission, used my water resources background to expedite program funding and administration at the state and Federal level. As Grant Writer for American Private Enterprises, Somecity, I wrote a successful grant for the Job Training Incentive Program (JTIP) to the Department of Economic Development of the State.

General Management and Team Building

As Coordinator of the Someplace 2000 Communities Initiative in the Governor’s office, I was responsible for providing information, guidance and technical assistance to statewide teams, school districts and local groups.

As Program Coordinator in the Center for Management Development, University of City, I coordinated training for executives from China. This included the planning for housing, meals, training, travel and other administrative details for a three-month summer course for 90-120 Chinese executives. I administered a Masters program in Strategic Planning for executives from Taiwan.

As Career Services Advisor for AAA College, Some City, developed contacts in local and statewide medical and dental community for student externships and job placements.

Perform consulting and intermittent management services for Bed and Breakfast Inns.

Public Relations and Marketing As Executive Director, developed community relations programs to publicize Community Action Agency Programs. Promoted statewide education initiative through mailings, community meetings and technical assistance. Marketed executive education programs in the Denver business community. Performed extensive telephone work for Events Planner and PR firm.

EDUCATIONAL BACKGROUND

Home College, Sometown, WI - Bachelor of Science, Majors: Art, Political Science

State University, Sometown, CI Masters program in Public Administration

A functional resume is designed to highlight past performance or duties, without regard for the chronological order. For this reason, it is frequently used by people trying to break into a new industry or to re-establish themselves in an old industry.

Advantages:•Can emphasize otherwise buried experience

Disadvantages:•HR and hiring managers distrust it•Difficult to match achievements with experience

The Functional Resume: a Warning

In December 2009, USA Today conducted a survey of hiring managers across the country. Of those surveyed, an overwhelming 75% preferred chronological resumes.

If you know that there is a good chance that the hiring authority would dislike your format, why would you use a functional resume?

Great Truth #3

• 50% of the time, your resume will lose it’s formatting…– Anytime you upload your resume into an ATS,

you run this risk

(But don’t let that drive you crazy)

Wordy resume conversion

Original resume Text conversionJoe Schmoe123 Fake St, Faketown, USA303-555-1212 bogusemail@yahoo.com

Career SummaryResults-oriented business professional with over 10 years

experience in business development, project management, business analysis and vendor relationships. Expertise spans multiple industries including retail, financial services, healthcare and distribution. Key ability to communicate across business function and all level in an organization to achieve organizational goals.

Key AchievementsBusiness Development:Senior Director of Sales and Strategy for a consulting

services company with several service lines. Developed new business, including partner relationships, lead generation and follow-up, contract negotiations and client transfer of services to the delivery teams.

Program/ Project Management:Performed manager responsibilities for multiple projects

concurrently including project budget development and review, personnel issues, project plan management, and executive communications. Effectively delegated appropriate responsibility to project team and elevated issues to the project executive team.

Control with Capitals

Resume formatSKILLS:Proficient in Microsoft OfficeExcellent communication skillsTeam-oriented and dependable EDUCATION: Bachelor of Arts, 2008Some City College, USA EXPERIENCE:Administrative Assistant, 2008 - PresentXYQ Company, Some City, USAAssisted with a variety of research projects, including document organization and draftingAnswered eight incoming phone linesResponsible for office supplies

Text ConversionSKILLS:•Proficient in Microsoft Office•Excellent communication skills•Team-oriented and dependable

EDUCATION: Bachelor of Arts, 2008Some City College, USA

EXPERIENCE:Administrative Assistant, 2008 - PresentXYQ Company, Some City, USA•Assisted with a variety of research projects, including document organization and drafting•Answered eight incoming phone lines•Responsible for office supplies

Great Truth #4

• Job descriptions are not absolutes– HR will always add some criteria to the job

posting– Hiring Managers just want someone who can do

the job

Warning:

Beware of Purple Squirrels!

3 SIMPLE RULES FOR DEALING WITH HR

The Three Rules

1. Don’t let them assume

2. Don’t be annoying

3. Don’t create extra work

Rule #1 – Don’t let them Assume

• Anytime HR has to assume, we will assume against you.

– Simple exercise: add up the years…

Common error• How many years of experience does this

candidate have:Jan. 2010- PresentAccountant, XYZ Company, Denver, COHandled all AP/AR for a company with revenues exceeding $10M annually. Processed payroll for 20+ employees. Conducted Month-end financial close.

March 2008 – November 2010Accountant, ABC Company, Denver, COHandled all AP/AR for a company with revenues exceeding $10M annuallyProcessed payroll for 20+ employees. Conducted Month-end financial close.

July 2003 – December 2007Accountant, LMNO Company, Denver, COHandled all AP/AR for a company with revenues exceeding $10M annually. Processed payroll for 20+ employees. Conducted Month-end financial close.

Common error

• Answer: 8.5 years January 2010- June 2011 1.5 yearsAccountant, XYZ Company, Denver, COHandled all AP/AR for a company with revenues exceeding $10M annually. Processed payroll for 20+ employees. Conducted Month-end financial close.

March 2008 – November 2010 2.5 yearsAccountant, ABC Company, Denver, COHandled all AP/AR for a company with revenues exceeding $10M annuallyProcessed payroll for 20+ employees. Conducted Month-end financial close.

July 2003 – December 2007 4.5 yearsAccountant, LMNO Company, Denver, COHandled all AP/AR for a company with revenues exceeding $10M annually. Processed payroll for 20+ employees. Conducted Month-end financial close.

Easy solution:• Total your years of experience at the top of

your resume…SUMMARY: Seasoned accountant with 8+ years experience in large and complex organizations

WORK HISTORY:January 2010- June 2011Accountant, XYZ Company, Denver, COHandled all AP/AR for a company with revenues exceeding $10M annually. Processed payroll for 20+ employees. Conducted Month-end financial close.

March 2008 – November 2010Accountant, ABC Company, Denver, COHandled all AP/AR for a company with revenues exceeding $10M annuallyProcessed payroll for 20+ employees. Conducted Month-end financial close.

July 2003 – December 2007Accountant, LMNO Company, Denver, COHandled all AP/AR for a company with revenues exceeding $10M annually. Processed payroll for 20+ employees. Conducted Month-end financial close.

Rule #2: Don’t be annoying

• If you are annoying, HR can find an excuse to cut you.

Annoying Habits

• Not following HR procedure• Asking for favors• Applying after the deadline• Calling 5 minutes after you submit your

resume• Asking for the interview too soon

Positive contact

• It IS ok to call and ask:– Did they receive the resume?– How many applicants did they receive?– When do they anticipate setting up interviews?

Tips for Voice Mail

• Write a script beforehand• Be professional and clear• Repeat your name and phone number at the

end• Above all… be nice to the receptionist

Rule #3 – Don’t create extra work

• Phrase that destroys:“Please consider me for anything that you feel is a

good fit for my skills.”

– Always ask for what you want…

Helpful information to HR

• What job you are applying for• Where you saw the job advertised• Contact information in the cover letter• Include your name in your Word document

7 TOOLS HR USES TO CUT YOUUniversal tricks and traps

The Seven Tools:

1. Clear, written instructions2. Yes/No factor3. Industry knowledge4. Annoyance5. Relevance6. Difficult communication7. Gut reaction

1: Clear, written instructions

• What it is:– A long list of very specific instructions on

how to apply for the job• Why they do this:

– If you can’t follow clear, written instructions, HR is not interested

1: Clear, written instructions

• How to pass:– Send them everything they ask for, in exactly the

way they request

• Kill rate:– More than 50%

1: Clear, written instructions• Tip - always send a cover letter

• Never pass up a marketing opportunity

• Use to focus and customize to the individual or the company

• Persuade and engage a jaded audience

• PLUS: HR will cut you if you don’t send one!

Repeat after me:

• I will always send a cover letter, no matter what!

(c) Donna Shannon, 2010

The Salary Issue

• Don’t give out a salary history…

• Instead, give a salary range, customized to the job in your cover letter:

“My salary range is $47,000 – 52,000, with some flexibility considering benefits.”

The Salary Issue

• Sources for current salary data:– Salary.com– Glassdoor.com

• Don’t be scared to ask their salary range during the interview

References

• If they ask for references, send them

2: the Yes/ No factor

• What it is:– Specific criteria essential for the job

• Why they do it:– Need a specific skill, education or experience to

do the job

2:The Yes / No Factor

• How to pass:– Use the right key words– Keep critical information easy-to-find

• Kill rate:– Around 20%

2: The Yes / No Factor

• Tip – you can’t tell what the yes/no criteria is by reading the job description

– Don’t screen yourself out– Apply to ANY job you feel is a good match!

2: The Yes / No Factor

• All criteria is weighted:Points Traffic Technician20 2 years of Broadcast industry experience

5 Must be available on-call during station broadcast hours

25 Ability to work with figures, especially on timing information

15 College Graduate

20 Ability to deal with a variety people with tact and efficiency

5 Must possess valid driver’s license and be insurable through the company’s insurance

10 Familiarity with broadcasting operations and procedures

3:Industry Knowledge • What it is:

– Check for proper jargon, language, acronyms– Includes spelling and grammar

• Why they do it:– First test on if you know what you’re doing

3:Industry Knowledge • How to pass:

– Check your work before sending– Read it out loud to check grammar and

language

• Kill rate:– 5 – 10%

4: Annoyance

• What it is:– If you’re annoying, they will find a way to cut

you

• Why they do it:– Power trip– Need an easy cut– Don’t want to work with jerks

4: Annoyance

• How to pass:– Be clear and concise– Respect their time– Be professional

• Kill Rate:– 5 – 10%

Don’t annoy me!

5: Relevance• What it is:

– FINALLY Reading your resume for content

• Why they do it:– NOW they are looking for the right fit

5: Relevance

• How to pass:– Relevance is more than just the job– Research the company – Emphasize your strengths

• Acceptance Rate:– 10%

Key to Relevance

• It is NOT about YOU – it is about their needs– What challenges are in the industry?– What problems can you solve?– How can you generate revenue OR save money?

The Personal Touch

• Research the Hiring Manager – Send a copy of your resume– Custom cover letter

• The Hiring Manager can resurrect a cut candidate

Research the Hiring Manager

• LinkedIn• Google the executives• Denver Business Journal• ZoomInfo.com• Manta.com

Caution:

• You MUST apply to HR at the same time

– Or you get cut because you didn’t follow the rules

6: Difficult Communication

• What it is:– If they have trouble reaching you, you may get

cut

• Why they do it:– Too many other applicants– Too busy to wait– Short deadlines

6: Difficult Communication

• How to pass:– Be available– Be responsive– Be professional

• Kill Rate:– Depends on how good the competition is

Communication Breakdown

• Problems before they call:– Incomplete contact information– Contact information missing from cover letter– Unprofessional email address

• You are not ladiesman626@someemail.com

Communication Problems

• Odd voice mail messages:– Your personal radio station– “Hey Dude…”– The VM lady

7: Gut Reaction

• What it is:– Before sending to Hiring Manager, they weigh all the

factors– Those who have a positive experience with HR move

forward

• Why they do it:– Every forwarded candidate is a reflection of their

work

7: Gut Reaction

• How to pass:– Be professional– Be relevant– Be passionate

• Pass Rate:– Only 3-5%

How to build a positive impression

• Do your homework• Ask relevant questions• Show your passion for the job

Keep Contact Going

• Send thank you notes to HR – VERY few people do this!

QUESTIONS?

Questions?

FINAL WORDS

A vision for you…

WANT MORE?

Liked what you learned today?

• All of these tactics and more are in my book:

Get a Job Without Going Crazy

Available on Amazon.com and the Tattered Cover Bookstores

(c) Donna Shannon, 2010

The Personal Touch Career Services

Donna Shannon, President & CEO

www.PersonalTouchCareerServices.comdonna@PersonalTouchCareerServices.com720-341-8229

www.LinkedIn.com/donnashannonTwitter: @DLShannonNetworking Groups on Meetup.com (Denver/ Lakewood area):

The Personal Touch Job Search GroupThe Brown Bag Job Search Group