Employment Process Notes Career Prep

In this tutorial, we'll discuss everything you need to complete a job application. This includes gathering your personal information, obtaining references, and finally, tips for completing a job application.

A job application is a tool that allows potential employers to learn more about your work experience, skills, background, and education. Because employers will use the application to assess your qualifications—and compare you to other applicants—it's important to make a good impression. You can start by organizing your information in advance, so you know you have everything you need.

Whenever you apply for a professional-level position, you will likely be asked to submit a resume.

A resume is a document that tells prospective employers exactly what you want them to know about you and why you would be a good fit for their open position. It should advertise your skills in an easy-to-read, logical, and concise format.

Spell check, spell check, spell check!

Almost every recruiter and hiring manager has a story about the resume they threw out because of a misspelled word. Typos and misspelled words show that you are not detail oriented or conscientious about your work. Do not rely on your spell-checking software alone. Look at the following example to see how easy it is for your spell-checker to miss mistakes (as seen in bold).

Applying for jobs online

Although some companies still use paper applications, most modern businesses require you to complete an application online—including national brands like Walmart, Bank of America, Ford Motor Co., and millions of others. When you apply for a job online, you may be asked to create an account for the website, fill out a form, and/or attach your resume. Each online application is different. If you know what to expect, however, you'll be prepared for almost anything.

How to ask for a reference

Always ask potential candidates if they'll provide a reference for you. If you've chosen correctly, they should be happy to talk to potential employers about you and your skills. Better yet, when contacted, they'll be fully prepared because you've spoken to them ahead of time and have made the proper arrangements.

Providing references to employers

Because your list contains your references' personal information, it's common practice NOT to give your references to potential employers unless you are asked. Employers may ask for your references during or after an interview, or when you are completing an application. References available upon request is a phrase that's commonly used at the bottom of a resume. Because hiring managers expect that you have references, you can omit this phrase if you wish.

There are several reasons hiring managers consistently put resumes in the "no" pile. You want to avoid these common mistakes.

Don't submit your resume for a position for which you are not qualified. This was cited as the No. 1 pet peeve among HR professionals on a recent LinkedIn discussion. Make sure you meet at least the basic requirements. Think creatively, though, because sometimes the work you have performed outside of the field may help you meet job requirements. Don't lie. Whether intentional or not, including false, inaccurate, or misleading information brings your ethics into question and can be illegal! Keep in mind that hiring managers are much more likely to Google and/or conduct background checks to eliminate dishonest candidates. Don't disregard references. While you do not need to post your reference information on your resume, you should at least have them listed on a separate document that can be easily supplied if requested. Make sure your references are willing and ready to discuss your skills and abilities with a potential employer. Don't use more than two fonts. More than two fonts can make a document difficult to read. The reader's eye needs familiar and easy-to-read fonts, like Times New Roman or Tahoma. Don't use clip art on your resume. Generally clip art is not considered professional, and any style or formatting design should be minimal. However, if you are applying for a job in a creative industry, then showcasing your design abilities on your resume may be more acceptable and appealing. Don't include pictures. Unless it is required for the position, your photo is not necessary. Don't include personal or health-related information. This includes your birth date, height/weight, health or marital status, religion, or affiliations in clubs that are not related to your career. While it may be appropriate in other cultures and for certain jobs, personal information should generally not be included if you are submitting a resume for a job in the United States. Don't include salary information unless you are specifically asked to include it. Don't misspell anything. Misspelling words, especially words about the position, make you appear careless and unreliable. Use a spell checker, and have at least two other people proofread your resume for typos and errors.

Common job application questions

Each application is different, but many have certain questions in common. We've compiled a list of some of these questions and answers in the example below.

Resources

For more help filling out job applications, visit the resources below. • How to Apply for a Job at an In-Store Kiosk (Monster) • How Do I Explain Getting Fired? (Monster) • Who's Most Likely to Fail the Background Check? (Monster) • How to Conduct a Job Search with a Criminal Record (CareerBuilder) • How to Get a Job with a Criminal Record (wikiHow)

List your past work accomplishments (not just your responsibilities) using some form of measures.

Hiring managers want to compare your skills and abilities to the other candidates they are considering. For example, tell them what percentage you increased sales or the number of staff that you managed or the specific scope of a project.

Use white space and bullet points to help emphasize what you want the hiring manager to know about you.

If the hiring manager is scanning to see if you meet the requirements but can't easily spot the information, you may get overlooked.

• Use your cell phone, smartphone, or tablet

If you need help keeping track of names, addresses, phone numbers, and other important details, store this information on your mobile device (in your contacts or address book), and you'll be able to access it whenever you need it. This is especially useful if you ever have to fill out an application in person. You might want to try something like Jibber Jobber, a feature-rich app that can help you keep track of your business contacts and organize your job search, among other things. If you've compiled your information in a Google Document, you can even use the free Google Drive app to access your document on the go. Learn more about the app here: o Google Drive for Android o Google Drive for iPhone and iPad Every job application is different, but they all have one thing in common: You'll need to gather a range of personal information in order to complete the application successfully. This includes facts about your work history and education, as well as your current contact information.

For you, a resume is a tool designed to get you to the next step in the employment process—the interview.

It can even help you prepare for that interview by giving you specific items to practice talking about. Did you know that some hiring managers may scan more than 100 resumes to fill just one position? This means a hiring manager will likely spend less than 15 seconds scanning each one. Obviously, you'll want to make your resume worth a closer look!

The combination resume format combines the functional and chronological formats.

It includes functional skill categories, but also lists the dates of previous employment.

• Keep an electronic copy

Let's imagine that you're applying for a job online. If you have your information saved in a Word or Google document, all you have to do is copy and paste it from one location to another, and you'll be done with your application in no time. Storing your information in a Word or Google document can be a great time saver. It will also make it possible to update your information quickly and easily in the future, as well as print a hard copy whenever you need one. If you'd like to learn more about Google Documents, a free alternative to Microsoft Word), visit our Google Docs tutorial.

Searching for jobs

Many company career pages begin with a job search. This gives you an opportunity to search for a specific position or see if the company has any job openings. You can also narrow it down to your city and state if the company is a national brand.

Filling out forms

Many online applications use forms that look similar to paper applications. They provide a place for you to enter your personal information and answer questions about your background. If you saved your information in a document (for example, our Personal Information Worksheet), try copying and pasting your answers from the document into the form. This way, you don't have to retype the same information each time you apply for a job online.

The most commonly used resume format is the chronological resume.

On a chronological resume, your work history is listed by job title beginning with your current or most recent job.

Creating a list

Once you've secured at least three references (or up to six for higher-level jobs), prepare a list of names and contact information you can give to potential employers. For help, review the tips below. • Use a word processing program such as Microsoft Word or Google Docs. Presenting your references in a neatly typed list will make a much better impression than writing them by hand. • Use a conservative font. For a consistent, professional look, use the same font that's on your resume. Don't use clip art, pictures, or other decoration. Unless you're applying for a job in a creative field, it's considered unprofessional. • Include your personal information, including your name, address, phone number, and email address. This way, a hiring manager will know the references belong to you if they become separated from your job application or resume. • List your references in order. In other words, list them in the order you want potential employers to contact them. If you have no preference, list them alphabetically.

Basic advice

People who make hiring decisions often must read many applications in order to fill a position. Applications that are not filled out correctly are often rejected. To increase your chances of being considered, follow these basic guidelines. • Follow directions. Be sure to read through the application completely before filling it out. Gauge how much space is allotted for each answer, and phrase your answers accordingly. • Fill out the application completely. You may be required to fill out a job application on site, so be prepared to respond to all questions. If a section doesn't apply to you, enter N/A (not applicable) instead of leaving it blank. This shows the employer that you didn't overlook anything. • Be neat. When filling out paper applications, your answers should be clearly written in blue or black ink, and most importantly, free of errors. • Be honest. Surveys show that 90 percent of employers conduct some type of background check during the hiring process. If you give false information, it could cost you an important job offer—or worse, lead to termination if you get caught later. It's important that you tell the truth about everything on the application, including your employment history, education, and criminal background. Stretching the truth, even just a little bit, isn't worth the risk. Did you download our Personal Information Worksheet (Word, Google Doc, PDF) in Lesson 1of this tutorial? Remember that you can bring it with you to fill out job applications in person. You can also copy and paste from it to apply for jobs online.

Providing your resume

Some companies ask you to provide a resume in addition to your application. If this happens, don't panic. Here are some tips and resources to help you prepare. • Follow instructions carefully. Does the company want you to copy and paste your resume into a form, upload it as an attachment, or send it in an email? There are several different possibilities, so it's important to show the employer that you know how to follow directions. Pay particular attention to any file size limits on resumes if you're asked to upload documents. If your file is larger than the accepted size, you may have to compress it before uploading. • Double-check your resume. Make sure it's in the correct format, if necessary, and ready to be sent electronically. Visit our lesson on Preparing Your Resume for the Internet for more information. • Create a resume if you don't have one yet. You'll be glad you did, even if you need it only once or twice during your job search. For help, try our comprehensive Resume Writing tutorial.

Difficult job application questions

Some questions are more difficult than others to answer. There are many reasons this might be the case—maybe you don't know what to say, or perhaps you're afraid the answer will hurt your chances of getting hired. For help completing the more difficult parts of a job application, review the questions and answers below.

A less popular resume format among recruiters and hiring staff, the functional resume highlights your skills without revealing the dates associated with your job history.

The functional resume minimizes specific job titles and eliminates dates of employment, while emphasizing your abilities and skills by placing them in functional skill categories.

Each resume has its own layout, format, look, and feel. However, every resume should contain the same basic types of information.

The same basic information should be included on each resume, regardless of which resume format is used. The information you should include is: o Your Contact Information, so a hiring manager can easily get in touch with you if needed. o A Professional Summary, sometimes called a profile, that gives the hiring manager a glimpse of your skills and accomplishments. o Your Employment History, which should provide specific details about the accomplishments and successes you've had in your previous jobs. It always includes the names and locations of the employer, and should include a job title that is generally understandable. Dates are often included in this section, although you may want to omit them if you have gaps in your employment history. o Your Education information, which should include the certifications or degrees you have earned, the institutions from which you earned them, and the dates they were awarded. o Any Additional Skills and Information that highlight any technical or specialized skills you have that are applicable to the position.

Hiring managers use resumes to screen potential employees.

They typically look at a resume for less than 15 seconds before deciding which pile to put it in. The "No" pile ends up in the recycle bin. The "Yes" pile gets a second look, and possibly an interview.

Creating an account

To apply for a job online, you typically have to create an account first. Because every company has its own website (and its own application system), you can expect to have to do this several times during your job search. Your online application will contain a good amount of personal information (including your Social Security Number). Therefore, it's important to create a strong password to protect your account. For help, check out our lesson on Password Tips.

Resources

To learn more about securing and providing professional references, check out the resources below. • 10 Steps to Preparing Top-Notch References (Careerealism) • What are Employers Asking Your References? (CareerBuilder) • Avoid These Reference Mistakes (The Write Solution)

Make it easy to read. Some ways to make sure your resume is easy to read include:

Using verb tense consistently. For your present job, you can use the present tense, such as "design and oversee production of building additions". For previous employment, use the past tense (designed and oversaw). Varying your word choice. Even though you are trying to include key words, don't overdo it. If the key phrase you are trying to include is strategic planning, use a thesaurus to find alternative words, like defined program goals and measures. Using bold and italics to emphasize key words or skills. Be careful to not overuse this technique, though. If there are too many things in bold or italics, the emphasis is lost. Using a larger point font for the headings and subheadings. This can help direct attention to certain areas of your resume and also demonstrates a strong level of organization. Using a conservative font, like Times New Roman, Arial, or Tahoma. If the font is difficult to read, your resume may not get past the first look. Including adequate white space. This can be done around your headings, blocks of text, and with margins. Hiring managers can use this area to take notes before, during, or after an interview.

With the growth of social media, blogs, and personal webpages, it is now becoming more common to see these links on resumes. Webpage portfolios, LinkedIn profiles, and blogs have the capacity to showcase more about who you are and what type of work you have done. Some believe links can enhance a resume by allowing a potential employer to go online and find out more about a candidate. However, there are some drawbacks to putting these links on your resume, especially if your webpage or profile is not perfectly polished and professional. Here are a few things to consider:

Webpage portfolios are great for showcasing your work, especially if you are in a technical or creative industry. They can be especially beneficial for college graduates and entry-level job hunters who may not have the work experience to prove their abilities. Blogs are another way to highlight your personality and expertise. They are a good alternative for those whose careers may not produce actual physical work samples to showcase. However, keep in mind that blogs are very opinion-oriented and can open you up to negative comments or feedback that potential employers can read. Online professional profiles, such as LinkedIn, offer the advantages of highlighting your expertise, posting related links, and offering recommendations from colleagues all conveniently located in one spot. However, you should once again consider that the social interactive nature of profiles make it difficult to control all content on your page, which may make you vulnerable to content you would not like a potential employer to read. Online social media sites, such as Twitter or Facebook, should only be linked if you use them for professional branding and networking and not for personal social interaction. Also, if you do not have much of a following on these sites, then it will not be advantageous to include them. Only a professional profile with a strong following will portray you as an expert in your field. Maintain an updated, professional, and polished site if you are going to use one of these links on your resume. Make sure all content is grammatically correct. Create design and formatting that is professional and appealing. Remove all content that may be considered personal and/or inappropriate in nature. Photos are commonly expected on profile sites, which is a great advantage for potential employers but may make you vulnerable to discrimination based on your physical appearance.

Equal Employment Opportunity

When filling out job applications, you may notice that a company is an Equal Employment Opportunity/Affirmative Action (EEO/AA) employer. What does this mean? As a result of the civil rights movement, organizations and institutions with affirmative action policies promote diversity by recruiting minorities and women, as well as giving them special consideration in hiring, contracting, and admissions decisions. Equal Employment Opportunity laws are designed to prevent the opposite from happening. They prohibit discrimination or mistreatment based on race, color, religion, sex (including pregnancy), national origin, age (40 and older), disability, and genetic information. If you're faced with questions about race, religion, or something similar on a job application, it's up to you how you choose to respond. Employers are prohibited from using this information to make unfair hiring decisions, but they sometimes ask for their records.

In this lesson, you'll learn how to choose a reference and what contact information you'll need to get from each of them. In addition, we'll show you how to write and format a list of references to give to potential employers.

When it comes to references, choosing the right person is often just as important as the reference itself. The best candidates are people who are familiar with your talents, skills, and performance in the workplace. Alternatively, you can choose someone who isn't familiar with your work but who can speak to other important qualities you may have, such as honesty, dependability, creativity, or strength of character. Candidates to avoid generally include close friends and family members because they're less likely to be objective. Employers expect them to give you a positive review no matter what, so they have a more difficult time taking them seriously.

• Keep a hard copy

You might want to keep a hard copy of your information in addition to an electronic copy (or instead of an electronic copy, depending on your preferences). Keep it somewhere safe in a clearly labeled folder. You should also take a hard copy of your information to interviews, in case you have to fill out an application on site.

Networking and keeping in touch

You should keep the need for references in mind throughout your career, not just when you're applying for a new job. If you take the time to build relationships and consistently use networking strategies, you'll have plenty of candidates to choose from. To learn more about networking, visit Networking Basics in our Job Search tutorial. It also helps to keep in touch with old bosses, supervisors, and coworkers. If they leave the company where you met, it can be difficult to track them down. Those who still work for the company may be able to give you their information, but you'll probably have better luck searching for them online. Try reconnecting on social networking sites like LinkedIn, Facebook, and Twitter.

Personal Information Worksheet:

o Word Document o Google Document o PDF

Hiring managers want to know more about your work history because it can help them determine if you're right for the position, as well as if you have the experience they're seeking. They might also use this information to contact your former employers so they can confirm details such as your former job title and salary.

• Company name • Company address • Company phone (main line or supervisor's number) • Name of supervisor (first and last name) and title • Your title or position • Dates of employment • How many hours per week (full-time or part-time) • Salary (hourly, weekly, or yearly) • Reason for leaving We'll talk about how to share sensitive information (such as reason for leaving) in Lesson 3 of this tutorial, Completing a Job Application. We'll also discuss what to do if you're currently employed while filling out job applications.

Ideal reference candidates

• Current or former boss, manager, or supervisor • Current or former coworkers • Teachers or professors • Fellow volunteer or program coordinator • Other authority figures Ideal references should also be well-spoken so they can talk about your best qualities in detail. When a potential employer asks, "What can you tell me about so-and-so?" this person wants to hear more than "She's very nice".

Sample questions and answers

• Have you ever been convicted of a violation of law other than minor traffic violations? If yes, explain. Here, indicate whether you've been convicted of a crime other than minor traffic violations in civil or military court. If you have not been convicted, enter no. If you have a conviction on your record, enter yes, and supply a typed explanation. Include the nature of the offense, the date of conviction, location where convicted, and disposition (sentence, probation, etc.). Depending on the nature of your offense, how long ago it took place, and what state you live in, you may have the option to expunge your record or receive a Certificate of Good Conduct. It's a good idea to research these options before applying for a job. • Why are you interested in working for us? To stand out from the rest of the applicant pool, do a little research before you start filling out the application. Find out more about the position, the company, its philosophy, and its work environment, then explain why you think you'd be a good fit for the team. Avoid answers that may sound self-involved, such as, "I heard the company pays well". Here's a much better example: o "As a Humane Society volunteer since the age of 16, I strongly believe in your organization's mission to provide low-cost vet care, vaccinations, spay/neuter, and other services to pet owners. I'm hard-working and experienced, and think I'd be a great asset." • What skills and abilities qualify you for the position? If you're responding to a job posting or advertisement, take a closer look at the job description it contains. What skills can you list that would demonstrate you can not only do the job, but do it well? This is the key to answering this question effectively. For example, qualifications for an administrative assistant may include greeting customers and guests, managing an administrator's schedule, and proficiency in Microsoft Word and Excel. If you have these skills, list them by name, and highlight them on your application. Don't forget to include other relevant skills, such as words per minute (WPM) typing, foreign languages, software, and office management experience. • Reason for leaving your last position? Avoid terms that may reflect poorly on you or make you seem unreliable, such as illness, quit, personal reasons, fired, or didn't like my supervisor. Never criticize a former employer. Instead, use positive terms to explain your reason for leaving, such as: o "Pursuing degree" o "Seeking advancement" o "Relocated" o "Resigned" o "Career change" • If you were terminated from your last job, you may want to contact your former employer before you begin filling out applications. Politely explain the situation, and ask what they'll say in response to reference checks. Often, they'll agree to use the term resigned instead to save themselves the trouble (and even a potential lawsuit). If they don't agree, it's best to tell the truth on your application. Use the expression involuntary termination, and look for an opportunity to explain the circumstances to potential employers, especially if you were terminated without cause. • What are your salary requirements? Employers often use this question to screen applicants. Even if you know how much you'd like to make, leave your answer open-ended. List a salary range instead rather than a specific amount, or say negotiable. This will give you more room to negotiate if you're offered the job.

In order to hire you, potential employers need to be able to contact you! That's why it's important to come prepared with your most recent contact information. Make sure you have all of the details below before filling out an application.

• Name (first, middle, and last) • Address (street address, city, state, and zip code) • Phone number, including area code (home, work, and cell if you have one) • Email address (if you don't have one, visit our Email 101 tutorial for more information) • Driver's license number, including state and expiration • Social Security number, also known as SSN Your driver's license number and SSN are sensitive pieces of information. They should not be included on applications that are not stored on a secure website or kept safe by human resources.

Hiring managers are also interested in your educational history. This can include many different things—not just the schools you've attended. Do you have any on-the-job training, Armed Forces training, or some other type of certification? You can list those accomplishments as well, especially if they're relevant to the job. Here's what you'll need for each institution or training program:

• School name • School address (or web address if the program is operated exclusively online) • School phone number (main line) • Course of study • Graduation date, or the type of diploma, degree, certification, or credit received

Candidates to avoid

• Spouse or significant other • Family members • Close friends • Anyone who might seem personally biased to a potential employer

Most people can't remember details about their former employers (for example, exact address), particularly if it was more than a few years ago. Even if you have all of your information in order, you might want to take this opportunity to double-check it for accuracy. For help with locating and checking your information, try the strategies below.

• The Internet Use your Internet skills to locate former employers online. Find information such as names, phone numbers, job titles, and the company's mailing address. • Former employer If you left your job on good terms, consider contacting your former employer to get the full name or phone number of your supervisor. If that person is no longer employed there, you can list the company's main line on your application (or the number for human resources). We'll discuss obtaining references from former employers in Lesson 2 of this tutorial, Obtaining References. • Former coworker If you do contact a former coworker, make sure the information this person is giving you is current and accurate. • Old resume Old resumes are a great resource for information, particularly regarding dates of employment. If you have an electronic copy saved to your computer, even better! • Old pay stub Old pay stubs may include how much money you made, the company's address, and dates of employment. • Phone book If you still can't find the information you need, the phone book is a great resource for locating addresses, phone numbers, and correct spellings.

Tips for organizing your information

• Write it down (or type it up) As you begin putting your information together, plan to write it down in one place—like in a notebook or file folder—or take notes on your computer. Either way, we recommend downloading our Personal Information Worksheet, which gives you a list of everything you need, plus plenty of room to document it. If you want, you can even fill it out as you progress through this lesson.