Practical models for technical communication - Shannon Kelley 2021
Steps for creating job materials
Job materials
A plan with a side of research will save you time in the long run and likely result in a more successful job hunt. Start by thinking about your work experience, and then research the potential employer. After taking these steps, you can begin creating your job materials.
Step One: Assess Your Background
Brainstorm all the relevant skills and traits you possess that make you qualified for the job:
” Experience: What jobs have you held that show your knowledge in the field and demonstrate a solid work ethic? Did you complete any internships or practicums?
” Education: What degrees, professional licenses, or certifications do you hold? Do you have additional college credits or partial degrees? Does any of your coursework show a specific focus in the field?
” Skills and abilities: Do you understand how to use computers and various software programs? Are you fluent in a language or languages other than English? Are there field or trade-specific skills you possess?
” Activities: Are you part of any professional organizations or clubs? Have you volunteered anywhere that would show knowledge in the field, work ethic, or character?
” Personal attributes: What traits make you a good fit for the position? Are you levelheaded? Organized? Good at time management? Do you work well with a team?
Your audience wants to know what makes you qualified, not what makes you interesting. For example, Connor is fluent in Spanish. He highlights his bilingual skills and notes his international travel experience. Connor also likes to hike and considers himself a tea connoisseur. Should he include the latter information? Probably not. Is his experience as a lifeguard relevant? If Connor highlights the skills he acquired during his time at the community pool, it could be. His lifeguard position required an eye for detail, constant vigilance, and calm reactions to potentially life-threatening situations. Those qualities could definitely set him apart.
Step Two: Consider the Employer
Job materials, like the other technical documents, require research, audience awareness, and thoughtful design. If possible, call the Human Resource (HR) department to find out more about the position. In a few minutes, you could learn valuable information about the hiring process for the job. You might gain other valuable information, such as the correct spelling of a manager’s name or the closing date for the position.
The hiring process typically has several stages. The first stage of the application might be reviewed by a recruitment manager in the company’s HR department. From there, applications may be narrowed and turned over to the department hiring for the position. Your resumé may go through many hands before it reaches the person who interviews you. The more you can learn about a company’s hiring process, the more prepared you will be. Does the company do phone interviews or in person? Are you prepared for both? A few minutes of primary research will better prepare you and save you time down the road.
Here are some questions to consider:
” Research the position: What are the minimum and preferred qualifications? What are the job duties?
” Research the company: How does the company describe itself? Are they local, national, or global?
” Research the field/industry: What are the trends in the field? What are the latest industry developments?
Connor looks at Eco-Thrive’s job posting and finds that he barely meets the minimum qualifications. He checks out Eco-Thrive’s website, reads their mission statement, learns about their recent expansion into California, and finds out that they are a nonprofit supported by government grants. He discovers comparable jobs online to determine what the salary might be. With a little digging, Connor gains valuable knowledge to tailor his job materials and prepare for a possible interview.
Step Three: Prepare Your Materials
From the point you see a job posting that fits your qualifications, you may not have much time to prepare and submit your materials. It pays to think ahead. Connor has taken stock of his relevant qualifications and done his homework. He now has a good feel for the company, the position, and the type of person Eco-Thrive may be looking to hire. The job posting asks applicants to submit a résumé, cover letter, references, and a college transcript online.
The following list provides concrete steps you can take to prepare for a job search:
” Reach out to current and former employers and volunteer organizations who might be contacted during your job search.
” Contact college professors to ask if they would serve as a reference.
” Request official transcripts from all colleges you attended.
Once Connor has completed these preliminary tasks, he begins the process of drafting his materials. As you prepare your own job materials, refer to the three steps in this chapter. Remember the important attributes for all job documents are clarity, simplicity, organization, and concision.