Employment Communication Assignment
Job Search, Letter of Application, Resumé, Interview
Questions, Follow – Up Letter
The red is the summary for the overview—the green link in
box (on overview page) is what is below not highlighted
Many people will submit their resumés in hopes of being
chosen to interview for a particular position; however, those few individuals
who are invited to interview are picked primarily on the basis of the content
and quality of their letter of application, their resumé, and their
professional references.
When you realize the competitive nature of a job search in
the United States, the quality of your communication with the employer acquires
added importance. Your resumé, cover letter, and thank you letter should be
personalized, concise and error free documents that you have designed to
reflect your particular accomplishments and academic and professional
credentials. This assignment consists of five related tasks: • Locate an
existing, advertised full – time, part – time, or internship that is
commensurate with your current skills. • Write a persuasive letter of
application. • Format and write a professional resumé that includes a
professional reference page. • Answer behavioral and situational employment interviews.
• Follow – up an interview with a properly drafted thank you letter. Task 1: Job Search and Position
Announcement Begin this first task as a
new document in MSWord.
Your first task is to find a position that is suitable with
your current education and experience level. This may be a full – time
position, part – time position, or an internship; however, this position must
actually exist and be verifiable.
Once you find a suitable position, copy and paste this
advertisement / job description into an MSWord file and underline or highlight
the specific job qualifications.
Tip 1: Review your Textbook
Tip 2: You may use any search engine you prefer; however,
you should also explore FIU’s Career Services Pantherlink.
• FIU’s Career Services • FIU’s Career Management
Services
Sample Advertisement And How to Highlight or Underline Job
Qualifications Administrative
Assistant
Disability Care Links requires and Administrative Assistant
to work in its central London office. The organization is a specialist in the
field of disability care services. The successful candidate will enjoy working
as part of a dedicated team, with the added satisfaction of working for an
organization committed to the care and support of disabled people.
The job involves a variety of administrative duties. These
will include filing, letter writing, sorting post, obtaining information from a
computer, photocopying and maintaining records. Training will be provided, if
necessary, to equip the job – holder with computer skills to enable them to use
the organization’s computer system.
Applicants are required to have completed at least 30
college credits at grade C or above.
This position is available on a full – time or part – time
basis.
Please write for an application form to:
Personnel Department 123 Main Street Miami, FL 33333
For further information contact Ms. Edna Smith at
smith@emailaddress.com
Task 2: Employment Letter of Application Begin this task on
a separate page in the same MSWord file. You can do this by using the Insert /
Break / Page Break function in MSWord.
Now that you have found a suitable position, it’s time to
apply by writing a one page, properly organized and formatted letter of
application. Tip 1: Review Your
Textbook and Sample Letters For Ideas Tip 2: Select The Correct Letter
Format • Be sure to include your email
address, return address, and signature block.
• Avoid addressing your letter to “Whom It May Concern,” Dear
Prospective Employer,” or “Dear Sir/Madame.” I realize your book
has an example of a letter addressed to Dear Hiring Manager; however, the
American Management Association recommends writers use the simplified letter
format (Simplified Letter Format can be found in Module 9) if you are uncertain
of a recipient’s name. If the name of the recipient is provided in the
advertisement or if you know the name of the recipient, you may use the
modified block format (The Modified Block Format can be found in Module
7). • If your job posting does not list
an address or a name, it is permissible to incorporate one of the addressees
listed above, such as “To Whom it May Concern,” “Dear Sir/Madam”, etc.
• Similarly, if there is no physical address to mail an
application, and you are left with no choice but to send an application via
email, search for the main address of the company headquarters in a search
engine and include it in your cover letter. Tip 3: Use Appropriate
Language Avoid repeated use of
“I” and abstract language such as “think”,
“feel”, “wish”, or “hope” in your letter. • I think I would make a great candidate… •
I hope you like my resumé…. • I wish I had more skills, but…..
Rather, adopt the you view (write from the reader’s point of
view), indicate how your skills and qualifications will benefit the
organization and its customers. and use courteous language. • Your position
advertised on your company’s website is an excellent fit with my
qualifications. • My background includes a bachelor’s degree in marketing and
three years of administrative experience that could be used to benefit your
organization. • Please contact me at your convenience to schedule an interview.
Additional Examples of Appropriate Language Tip 4: Proofread Your Letter Check for
format, content, grammar, and punctuation “mis-steaks.”
Organization of The Letter of Application For This
Assignment
• Heading/Date/Inside Address: If you are writing a
traditional (not email) letter, select a standard business-letter format such
as block style, modified block, or simplified. Your letter’s design should
match your resumé (See example below).
• Salutation: It’s best to address your letter to a specific person
(e.g., “Dear Ms. Jones:”). Avoid stale salutations such as “Dear
Sir/Madam:” and “To Whom it May Concern:” • Opening (One Paragraph): Hiring managers
are busy and do not care to wade through fluff. Your opening paragraph should
clearly state the position for which you’re applying. Include a reference code
if requested and the referral source (e.g., recommendation from a current
employee, Monster, etc.). Your opening may also include a synopsis of why you
are a top candidate for the position:
Your position advertised on Monster is an excellent fit with
my qualifications, as the enclosed resumé will attest. My background includes
10 years of success managing international sales programs, top-ranked regions
and Fortune 500 accounts. I offer particular expertise in the high tech sector,
with in-depth knowledge of networking technology…
• Body (One or Two Paragraphs): Your letter’s body contains
your sales pitch. In one or two paragraphs, this is your chance to outline the
top reasons why you’re worthy of an interview.
Before deciding what to include in the body of this letter,
review the job advertisement and the qualifications you highlighted and/or underlined. Weave these qualifications into
the body of your letter, perhaps as a bulleted list. Back up achievements with
specific examples of how your performance benefited current and former
employers. Precede your bulleted list with a statement such as “Highlights
of my credentials include:” or “Key strengths I offer include:.”
When writing the body text, keep in mind that hiring managers are self-centered
–they want to know what you can do for them, not learn about your life story.
Demonstrate how your credentials, motivation and track record would benefit
their operation. Keep your letter
positive and upbeat. This is not the place to write a sob story about your
employment situation. Put yourself in the hiring manager’s shoes — would you
call yourself in for an interview?
• Closing (One Paragraph): Your final paragraph should
generate a call for action, so express your strong interest in an interview and
request an interview. Do not establish parameters for when and how you can be
contacted such as. “Please contact me after 5:00pm but before 9:00pm on
June 3.” Would you hire this person?
• Signature Block:
Depending on the format of the letter you have selected (block, modified, or
simplified), create the signature block appropriately.
Task 3: Professional Resumé And Reference Page Begin each task on a separate page in the
same MSWord file you used to complete Task 1 and 2. You can do this by using
the Insert / Break / Page Break function in MSWord. Now that you have found a
suitable position and written a letter of application, it’s time to properly
organize and format your resumé and your professional reference page. Tip 1: Select the Correct Resumé Format
Depending on your current skills and qualifications, you will need select the
appropriate resumé type: Chronological
Resumé (Preferred By Most Employers)
The chronological approach is the most common way to
organize a resumé, and many employers prefer it. This approach has three key
advantages:
(1) Employers are familiar with it and can easily find the
information; (2) It highlights growth
and career progression; and (3) It
highlights employment continuity and stability.
The work experience section of the resumé dominates and is
placed at the most prominent slot., immediately after the name and address and
optional objective statement. You develop this section by listing your jobs
sequentially in reverse order, beginning with the most recent position and
working your way backward toward earlier jobs. Under each listing, describe
your responsibilities and accomplishments, giving the most space to the most
recent positions.
If you’re near graduation from college with limited work
experience, you can vary this chronological approach by putting your
educational qualifications before your experience, thereby focusing attention
on your academic credentials.
Functional Resumé
Sometimes called a skills resumé, the functional resumé
emphasizes your skills and capabilities, and identifies your employers and
academic experience in subordinate sections. This pattern stresses individual
areas of competence, so it’s useful for people who are just entering the job
market, want to redirect their careers, or have little continuous career
related experience. The functional
approach also has three advantages:
(1) Without having to read through job descriptions,
employers can see what you can do for them;
(2) You can emphasize early job experience; and (3) You can de-emphasize any lack of career
progress or lengthy employment.
You should be aware that not all employers like the
functional resumé, perhaps partly because it can obscure your work history and
partly because it’s less common. In fact, Monster.com lists the functional
resumé as one of employers’ Top 10 Pet Peeves.
Combination Resumé
The combination resumé is simply a functional resumé with a
brief employment history added. Skills and accomplishments are still listed
first; the employment history follows. You need to reveal where you worked,
when you worked, and what your job position was. This will allay an employer’s
worries about your experience, and it still allows you to emphasize your
talents and how you would use them for the job you are applying for.
While most employers might still prefer a chronological
resumé, this is a good alternative to the functional…… Tip 2: Review Your Textbook For Samples
and Guidelines Tip 3: Pay Attention To Details
Contact Information: Include your full legal name, complete
mailing address, a working email address, and no more than two telephone
numbers. Job Objective: A good job
objective statement is much like a thesis sentence in a paper; it ties the
resumé together, giving it focus and direction. Avoid vague, generic phrases
such as “challenging, responsible position,” “management
training,” “position dealing with people.” It is usually a good
idea to indicate the position you consider yourself best qualified for, and
also tie in related skills you can bring to bear on that position. Well
written, effective job objective statements should include several of the
following:
(1) The type of position (Management Trainee, Retail Buyer,
Sales Representative, Nurse, Credit Analyst, Teacher)
(2) The type of field (Public Affairs, Arts, Operations,
Public Administration, Engineering, Finance, Health, Higher Education); (3) The type of Industry (Communications,
Electronics);
(4) The type of organization (small vs. large; urban vs.
rural, public vs. private; local vs. international), and
(5) Your functional skills (public speaking, leadership,
organization, research, supervisory, computer).
Employment History: A listing in reverse chronological order
(most recent first) of your employment experience, including name and location
of employers, dates, job titles, and perhaps brief descriptions of your
accomplishments..
Educational Record: In this section list schools in reverse
chronological order (most recent first). Make sure you spell out the degree(s)
you received indicating dates, and the university where they were earned, your
grade point average, however, is optional. If you don’t include your GPA, be
prepared to explain why in your interview.
Relevant Course Work: Considered optional, it lists classes
in your field of concentration or course work relevant to your job objective.
Honors and Awards:
Although usually considered an optional section, it includes all
scholastic or outside recognition received (generally beginning with your
college career).
Skills/Experiences Related to Job Objective: This section is
usually found only on a functional resumé. Here you relate your experience,
whether it be through summer employment, activities, or special projects that
helps you qualify as the best candidate for the job.
Activities and Interests: A section that can be included in
all resumé types that provides the opportunity to set yourself apart from the
other applicants and to show you are a well-rounded and accomplishment-
oriented individual. Be cautious of including religious, social, political
affiliations
References: On a separate page of your resumé titled
Personal References, include the names, addresses, phone numbers, and email
addresses of three references that you have asked and have agreed to serve as a
reference. Attempt to find three people from different areas of your life, who
can professionally comment on your education, work history, and/or personal
character. Tip 4: Proofread Your Resumé
Check for format, content, grammar, and punctuation.
Resume “Musts” For
This Assignment
Include Your Email Address and Phone Number As Part Of Your
Contact Information
Include at least one telephone number in the contact
information of your resumé; however, you should avoid more than two telephone
numbers. In most cases, an employer isn’t going to track your down by making
several phone calls to different numbers. Obviously, don’t place a phone number
on your resumé that won’t be answered in a professional manner. Demonstrate
your technological skills by linking your email address in your contact
information at the top of your resumé.
Use Reverse Chronological
Order At All Times When Listing Education and Work History
When listing your work experience and education on your
resumé, begin with the most recent dates and work backwards in time. For
example, • May 2005 – present • June 2000 – April 2005 • March 1995 – May 2000
Indicate City and State For Employers and Educational Institutions
It isn’t necessary to provide a complete mailing address;
however, you should include the city and state for employers and education
institutions. If you worked or attended school outside of the United States,
include the city and the country rather than the city and the state. • Florida
International University, Miami, FL • United States Postal Service, Pittsburgh,
PA • Sorbonne, Paris, France
Include University, Degree(s), and Major(s)
Don’t forget to include your most recent education at
Florida International University. Even if you have only been attending FIU for
a brief time, it’s significant that you applied for admission and you were
accepted. Indicate the degrees you have completed (AA. AS, BA, BS, BBA) and the
degree you are currently pursuing (BBA, BA, BS, MA, MS, PHD) You should also
include your major or majors.
If you are not sure of the name of the degree you are
pursuing (Is it a BBA or a BA?) please ask your academic advisor. This
information is important to your potential employers; you don’t want to appear
as if you aren’t aware of the degree you are pursuing. You certainly don’t want
to provide them with incorrect information or have your ethics questioned.
Eliminate References
To High School
In most cases, it is advisable to eliminate all references
to your high school education, achievement and activities. If you are attending
a prestigious high school that has a large alumni base, you should consider
placing this information on your resumé.
However, by indicating your high school, your potential
employer will be able to determine your approximate age. Also, in most cases,
what you did in high school will have little impact on your employer’s
perception of your potential success in a professional occupation.
Use Action Verbs That
Emphasize Accomplishments Rather Than
Duties
Enhance your resumé by describing your accomplishments
powerfully using action verbs and avoid weak statements.
Review page 445 of your text for a list of appropriate
action verbs and examples of results oriented statements. • Generated 35 new
accounts last month. • Developed new accounting system that reduced paperwork
by 50 percent.
Eliminate All
Pronouns
I, Me, My, He, His, She, Her, It, You, Your, We, They, Our,
and Us do not belong on your resumé.
Create Full
Pages Rather Than Partial Pages
It is advisable to limit your resumé to one full page or two
full pages of text. Don’t forget to include a heading on the second page.
This may require that you make decisions regarding the
content and format of your resumé.
Include a
Separate Reference Page
On a separate page titled, “Professional References,” list
at least three references. Select references who can speak about your
education, work – related skills, accomplishments, and personality traits.
Avoid listing family members, neighbors, and casual acquaintances. It is
strongly recommended you request permission to include a person on your list of
references. Person’s Name Name of Position and/or Title Name of Organization
Mailing Address (If applicable) Email Address Phone Numbers
Task 4: Employment Interview Questions Begin this task on a
separate page in the same MSWord file you used to complete Task 1, 2, and 3.
You can do this by using the Insert / Break / Page Break function in MSWord.
Congratulations! Your potential employer liked your letter
of application and your resume and is interested in interviewing you for the
position.
Pretend you are being interviewed by Ms. Rosemary Ferguson
for the position you indicated in Task 1. Write your honest response each
question of the ten questions listed to the right. Tip 1: Create A Positive Impression
The initial impression you make on the others is, if not
indelible, certainly a huge determinant in how they will feel about you for
quite some time. This judgment is only magnified at job interviews — an
activity designed to make sure you fit within an organization both personally
and professionally. Tip 2: Review Your
Textbook For Interviewing Tips Tip 3: Proofread Your Answers Check for format,
content, grammar, and punctuation “mis-steaks.”
Employment Interview Questions For This Assignment When answering these questions, be certain to
refer to your relevant skills for the vacant position. Avoid being arrogant,
and don’t criticize current or previous employers, bosses, or peers Rather, be
confident, well spoken and answer each question as it relates to the position.
1.Tell me about yourself.
It seems like an easy interview question. It’s open ended. I
can talk about whatever I want from the birth canal forward. Right?
Wrong. What the hiring manager really wants is a quick, two-
to three-minute snapshot of who you are and why you’re the best candidate for
this position.
So as you answer this question, talk about what you’ve done
to prepare yourself to be the very best candidate for the position. Use an
example or two to back it up. Then ask if they would like more details. If they
do, keep giving them example after example of your background and experience.
Always point back to an example when you have the opportunity.
“Tell me about yourself” does not mean tell me everything.
Just tell me what makes you the best.
2. Why should I hire you?
The easy answer is that you are the best person for the job.
And don’t be afraid to say so. But then back it up with what specifically
differentiates you.
For example: “You should hire me because I’m the best person
for the job. I realize that there are likely other candidates who also have the
ability to do this job. Yet I bring an additional quality that makes me the
best person for the job–my passion for excellence. I am passionately committed
to producing truly world class results. For example . . .”
Are you the best person for the job? Show it by your
passionate examples. 3. What is your
long-range objective? Make my job easy for me. Make me want to hire you. The
key is to focus on your achievable objectives and what you are doing to reach
those objectives.
For example: “Within five years, I would like to become the
very best accountant your company has on staff. I want to work toward becoming
the expert that others rely upon. And in doing so, I feel I’ll be fully
prepared to take on any greater responsibilities which might be presented in
the long term. For example, here is what I’m presently doing to prepare myself
. . .”
Then go on to show by your examples what you are doing to
reach your goals and objectives. 4. How
has your education prepared you for your career?
This is a broad question and you need to focus on the
behavioral examples in your educational background which specifically align to
the required competencies for the career.
An example: “My education has focused on not only the
learning the fundamentals, but also on the practical application of the
information learned within those classes. For example, I played a lead role in
a class project where we gathered and analyzed best practice data from this
industry. Let me tell you more about the results . . .”
Focus on behavioral examples supporting the key competencies
for the career. Then ask if they would like to hear more examples. 5. Are you a team player?
Almost everyone says yes to this question. But it is not
just a yes/no question. You need to provide behavioral examples to back up your
answer.
A sample answer: “Yes, I’m very much a team player. In fact,
I’ve had opportunities in my work, school and athletics to develop my skills as
a team player. For example, on a recent project . . .”
Emphasize teamwork behavioral examples and focus on your
openness to diversity of backgrounds. Talk about the strength of the team above
the individual. And note that this question may be used as a lead in to
questions around how you handle conflict within a team, so be prepared. 6. Have you ever had a conflict with a boss
or professor? How was it resolved?
Note that if you say no, most interviewers will keep
drilling deeper to find a conflict. The key is how you behaviorally reacted to
conflict and what you did to resolve it.
For example: “Yes, I have had conflicts in the past. Never
major ones, but there have been disagreements that needed to be resolved. I’ve
found that when conflict occurs, it helps to fully understand the other
person’s perspective, so I take time to listen to their point of view, then I
seek to work out a collaborative solution. For example . . .”
Focus your answer on the behavioral process for resolving
the conflict and working collaboratively.
7. What is your greatest weakness?
Most career books tell you to select a strength and present
it as a weakness. Such as: “I work too much. I just work and work and work.”
Wrong. First of all, using a strength and presenting it as a weakness is
deceiving. Second, it misses the point of the question.
You should select a weakness that you have been actively
working to overcome. For example: “I have had trouble in the past with planning
and prioritization. However, I’m now taking steps to correct this. I just
started using a pocket planner . . .” then show them your planner and how you
are using it.
Talk about a true weakness and show what you are doing to
overcome it. Perhaps the fact you have not completed your degree but you are
working on it, would be the perfect answer to this question… 8. If I were to ask your professors to
describe you, what would they say?
This is a threat of reference check question. Do not wait
for the interview to know the answer. Ask any prior bosses or professors in
advance. And if they’re willing to provide a positive reference, ask them for a
letter of recommendation. Then you can answer the question like this:
“I believe she would say I’m a very energetic person, that
I’m results oriented and one of the best people she has ever worked with.
Actually, I know she would say that, because those are her very words. May I
show you her letter of recommendation?”
So be prepared in advance with your letters of
recommendation. 9. What qualities do
you feel a successful manager should have? Focus on two words: leadership and
vision.
Here is a sample of how to respond: “The key quality in a
successful manager should be leadership–the ability to be the visionary for
the people who are working under them. The person who can set the course and
direction for subordinates. The highest calling of a true leader is inspiring
others to reach the highest of their abilities. I’d like to tell you about a
person whom I consider to be a true leader . . .”
Then give an example of someone who has touched your life
and how their impact has helped in your personal development. 10. Do you have
any questions for us?
Of course you do. Refer your text for appropriate questions
to ask the employer.
Task 5: Thank You Follow – Up Letter Begin this task on a
separate page in the same MSWord file you used to complete Task 1, 2, and 3.
You can do this by using the Insert / Break / Page Break function in
MSWord.
The interview was a success, and the interviewer, Ms.
Rosemary Ferguson, was impressed with your skills and your interview style. Now it’s time to distinguish yourself from
the other candidates by sending your interviewer a well written thank you
letter that acknowledges the interviewer’s time and courtesy as well as
conveying your continued interest in the position. This letter should show the reader that you
are thorough, courteous, efficient, and sincerely interested in the job. On the
personal level, writing this letter allows you to wrap up your application for
the job; it is your last chance to tie up all the loose ends neatly. Tip 1: Review Your Textbook For Samples and
Guidelines What do you include in the thank you letter? Convey your gratitude
at being selected for an interview. • The tone of the letter is courteous and
thankful. • Consider including an analysis of your visit to the company or your
interview. • This may include impressions of the company itself, analysis of
the interview proceedings or new facts you learned about the company. • Include
any new information about your qualifications or education since your
interview. • This letter will show the interviewer that you are thorough and
sincerely interested in the job Tip 2: Select The Correct Letter Format Select
either the simplified letter format, the block format or the modified block
format for your letter. These Letter
Formats can be found in Module 7 and Module 9. Tip 3: Proofread Your Letter
Check for format, content, grammar, and punctuation
“mis-steaks.” Avoid Abstract
Language. Adopt More Professional Language I think I am qualified for the community
liaison position with your organization. As a recent graduate of ABC University
with a major in marketing, I offer solid academic credentials as well as
industry experience gained from an internship at GHI Company. If given the
chance, I know that my strong business and marketing foundation would benefit
your department, customers and bottom line. I am hoping to receive an interview
to discuss my qualifications. Please contact me at 555- 555-5555 or email.com
at your convenience to discuss my qualifications in more detail. I feel your
company has a lot to offer me. Your company is truly a leader in health care
information — you offer solutions that ultimately enhance the quality of
health care delivery. I am excited by your mission and would be able to
translate this excitement by providing top-notch administrative services to you
and your team members.
Organization of the Thank You Letter For This Assignment
Opening (One Paragraph) The purpose of the follow-up to an interview
is to convey your thankfulness at being given an interview.
In the opening paragraph, refer to the position, the date of
the interview, and thank the interviewer for allowing you to learn about the
position and the company. Body (One or
Two Paragraphs) Build on the strengths
of the interview and once again emphasize the match between your skills, the
position, and the organization.
In the body of your letter, present a personal analysis of
your interview and visit. It is important to avoid clichés and generalizations
such as, “My visit to your company was very informational and
interesting.” Write about your impressions of the company and your review
of the interview proceedings.
You may also want to point out any new information that you
learned about the company during your visit. If there is any new information
about your education or work experience that you believe would be increase your
chance of getting the position, present those as well. Closing (One Paragraph) Restate your understanding of the next step
in the process and your continued interest in the position. Close by thanking
your prospective employer for his/her time.
In your conclusion it is important to be positive and
reflect goodwill. The letter’s intent is to show the interviewer that you are
thorough, courteous, efficient and, most importantly, that you are sincerely
interested in the job. It is likely that sending this letter will set you apart
from the crowd.
Evaluation of the Employment Assignment
Your assignment will be evaluated for content, organization,
grammar, spelling, mechanics and your ability to follow instructions.
Incomplete assignments are not eligible for evaluation. Outstanding: You’re
hired! This assignment requires little
or no revision. All tasks have been completed and each task demonstrates
superior application of business communication concepts and principles outlined
in the readings and exercises. The assignment contains few errors in content,
grammar, spelling, punctuation, format, and/or typographical errors. 90-100%
Above Average: You’re a strong candidate.
This assignment needs some minor revisions. All tasks have been
completed and each task demonstrates above average application of business
communication concepts and principles outlined in the readings and exercises.
The assignment has a moderate number of minor errors in content, grammar,
spelling, punctuation, format, and/or typographical errors. 80-89%
Satisfactory: You’re one of a number of qualified candidates. This assignment needs moderate revision. All
tasks have been completed and each task demonstrates sat
