Writing a CV-Communication in Business-Lecture Handout, Exercises of Effective Business Communication

Download Writing a CV-Communication in Business-Lecture Handout and more Exercises Effective Business Communication in PDF only on Docsity! Communication Skills ________________________________________________________________________ 1 WRITING A CV If you are looking for a job, then it is very important that you understand how to offer yourself in the best way to an employer. This is done by writing a 'CV' (curriculum vitae - Latin for 'life story'), called in some countries a 'resume'. Different countries may have different requirements and styles for CV resumes. So you must follow the correct practice for your culture and country. However, we will try to give you important principles and advice. What is a CV resume for? A CV resume is quite simply an 'advert' to sell yourself to an employer. You should send a CV to an employer when they ask for one in a job advert, or when you are enquiring if any jobs are available. So the purpose of your CV is to make you attractive, interesting, worth considering to the company and so receive a job interview. An employer may have several hundred enquiries about a single job; he or she will only choose a few people who appear suitable for interview. Therefore, your CV must be as good as you can make it. General Advice If you are a student, there is probably a career advice office in your place of study. They are there to help. They may have fact-sheets of advice on how to prepare a CV. Make full use of them. However, employers do not want to see CVs which are all written in exactly the same way. Therefore, do not just copy standard CV samples! Your CV should be your own, personal, and a little bit different. A CV should be constructed on a word-processor (or at least typed), well laid out and printed on a good quality printer. Do use bold and/or underline print for headings? Do not use lots of different font types and sizes. You are not designing a magazine cover! Do use plenty of white space, and a good border round the page. Do use the spell-check on your computer! (Or check that the spelling is correct in some way) Consider using 'bullets' to start sub-sections or lists. Docsity.com Communication Skills ________________________________________________________________________ 2 Because you are using a computer or word-processor, you can easily 'customize' your CV if necessary, and change the layout and the way you write your CV for different employers. Picture yourself to be a busy manager in the employer's office. He (or she) may have to read through 100 CVs in half an hour, and will have two piles - 'possible' and 'waste-bin'. So yours must be easy to read, short and attractive. There are two communication principles to remember:  'KISS' - 'keep it simple, stupid'.  'If they didn't hear it, you didn't say it'. So, when you have written a first attempt at your CV, get someone else to look at it, and tell you how to make it better. Ask your friends, your tutors or teachers, your career office, family friends in business. What you have written may seem simple and obvious to you, but not to an employer! Go through it again and again with a red pen, making it shorter, more readable, and more understandable! Before you start Sit down with a piece of paper. Look at the job(s) that you are applying for. Consider how your skills, education, and experience compare with the skills that the job requires. How much information do you have about the job description? Sometimes employers do not give enough information. Ask for more detail if needed. Spend time researching detail about the job(s) that interest you and information about the employer - their structure, products, successes, and approach - from: Their own publicity, reports and publications  A library (business reports, trade papers)  College career office  Newspaper reports Docsity.com Communication Skills ________________________________________________________________________ 5 Optional extras It can be good to start with a Personal Profile/Objective statement. This is a two or three sentence overview of your skills, qualities, hopes, and plans. It should encourage the employer to read the rest. You could add a photo of yourself - either scanned in by computer, or stuck on. But make sure it is a good one. Get a friend (or a working photographer) to take a good portrait. The pictures that come out from automatic photo- machines usually make you look ill, like a prisoner, or a little "devil" or all of them! Presentation You may vary the style according to the type of job, and what is accepted in your country and culture. So a big company would normally expect a formal CV on white paper. But, just perhaps, a CV applying for a television production job, or graphic designer, could be less formal - coloured paper, unusual design, etc! Consider using a two column table to list your educational qualifications and courses taken. Covering letter When sending in a CV or job application form, you must include a covering letter. The purpose of the letter is: To make sure that the CV arrives on the desk of the correct person. Take the trouble to telephone, and find the name of the person who will be dealing with applications or CVs, and address your letter, and envelope, to that person by name. (In a small company, it may be the managing director. In a medium size company, it may be the head of section/department. Only in a large company will there be a Personnel or Human Resource Department.) To persuade the person to read your CV. So it must be relevant to the company, interesting, and well produced. Docsity.com Communication Skills ________________________________________________________________________ 6 To clearly say what job you are interested in. If you are sending in a 'speculative' CV hoping that they may have work for you, explain what sort of work you are interested in. Do not say, 'I would be interested in working for Widgets Ltd', but say 'I believe my skills equip me to work in the product development department/accounts office/whatever'. When sending a speculative CV, you may try telephoning later to push your enquiry further. To say why you want that particular job with that particular employer. To draw attention to one or two key points in the CV which you feel make you suited to that particular job with that particular employer. Start your letter with an underline heading giving the job title you are interested in. (If you saw the job advertised, say where you saw it.) Use the style and pattern of a business letter suited to your culture and country. Ask for advice about this. Try to find sample business letters so that you can follow style and layout. Your career office may have a sheet about this, or show you a sample. The letter should only be on one side of A4 paper. It must be polite and easy to read. Also mention when you are available for an interview. Ending your letter with a request for specific extra information may give a positive response. Application forms To apply for some jobs, the employer will send you an application form. You should still use a covering letter, and send your CV also unless told not to. Application forms need as much care to write as CVs. Remember the lessons earlier on this page. Here are some short guidelines: Docsity.com Communication Skills ________________________________________________________________________ 7 Plan everything you will say on a separate piece of paper. Or make a photocopy of the form, and practice completing it first. Only complete the real form when you are exactly sure what the best thing to say is. It must be very neat and clear, and in black pen so that it can be easily photocopied. You should 'angle' your answers to the company, in the same way as explained for your CV. Do not say in answer to any question - 'see my CV'. They do not want to try to read both at the same time. Take a photocopy to keep, so that you can remember exactly what you said. If you are called to interview, take this copy with you into the interview. Other points Keep copies of all letters, applications forms, and CVs sent, and records of telephone calls and names of those you spoke to. The interview Learning how to handle an interview is also very important. Your college career office or library may have a sheet or booklet on interview technique. Take as much advice as you can. Try and 'practice' an interview. Ask a friend, or college teacher, to pretend to interview you. Be positive, and confident (if you can!) but not over-confident. Be well- informed about the company, its record and achievements, about the job and why you want it. Have questions ready to ask about the company and the job. If you are not accepted, some employers may be kind enough to look at your interview notes, and explain to you how you could improve your CV and interview technique. Ask - you can only be refused, and it shows you are prepared to develop and learn; they may make a note about you for future reference. There is also a good book which may help you: Docsity.com