Practical models for technical communication - Shannon Kelley 2021
Be competitive
Job materials
Let’s take a look at how Connor pulls together his final résumé. He makes several attempts to strike the right note, but after some research and revision, Connor is prepared to make a good case for himself.
Look closely at how these documents change and how you can apply these principles to job materials and other technical documents you may create (figures 6.19 and 6.20).
Figure 6.19. Draft Résumé. Think about how you could incorporate consistent design features to improve this résumé.
Figure 6.20. Final Résumé. It may take a few attempts, but a solid résumé is worth the effort.
Business Etiquette
Every career field has a certain level of etiquette, an agreed upon set of behaviors. You may not know what is typical in your field yet, but there are general guidelines to follow.
” Use standard written English: Your written communication should always consider your audience and be proofread. Even when a potential employer seems a bit more relaxed, maintain a professional tone. Avoid slang, abbreviations, shortcuts (LOL), politically incorrect terms, and emoji. You never know when you are being reviewed.
” Be polite: You may not like that the HR manager does not respond promptly to your calls or emails or is a bit of a know-it-all. Right now, your focus should be on getting the job. Brush it off and always use please and thank you.
” Don’t go overboard: Too many colors or fancy fonts, scented or colored paper, and unnecessary images or graphics can be tacky and make your documents hard to read. You want your materials to stand out for the right reasons.
” Avoid assumptions: If you don’t know how someone identifies, don’t assume. Don’t assume the hiring manager is male. Additionally, don’t assume all females are married. To avoid making a misstep, you can use their full name instead.
” Follow up: If you receive an interview, send a brief thank-you note or email immediately after the interview. Like all job materials, this communication should be targeted. Be specific and thank the person by name who interviewed you. If multiple people interviewed you, then send thank-you notes or emails to each.
Case Study
Business Etiquette
This case study is an opportunity for you to put into practice what you’ve learned. Part of this chapter focuses on developing professional-looking job materials and understanding how you build your reputation every step of the way. Look at the following case study to consider how etiquette and ethics relate to each other within the context of a job search:
While Connor has his eye on the position at Eco-Thrive, he decided to apply to a position at another company. He was offered an interview at a company called In Dive, which he accepted.
However, after the interview, Connor realizes that the job at In Dive is not at all what he wants. Should he wait to see if they offer him the job before he declines, or should he write a thank-you email after the interview and let them know he has decided the job is not for him? He wants to be respectful of everyone’s time. After all, he was impressed with the company, but felt the position didn’t fit his goals. Take a look at Connor’s email drafts to see which one you think he should send (figures 6.21a and 6.21b).
Figure 6.21a. Thank-You Email Draft A. In this first draft of his email, Connor thanks his interviewers and keeps his options open.
Figure 6.21b. Thank-You Email Draft B. In this first draft of his email, Connor thanks his interviewers and explains that the job is not for him.
Discussion
” Which email would you send? Why?
” What changes would you make? Why?
” Write an email that expresses interest in the job at In Dive. Consider tone, clarity, and organization.
Checklist for Job Searches
Planning
Have you researched the company or organization to learn more about them?
Have you looked into what type of résumé is most effective for the field?
Do you have a list of key terms to use?
Are there any other requested documents to submit with your résumé?
Writing
Have you addressed the cover letter to the correct person?
What organizational pattern will work best for your résumé?
Are your headings, fonts, and layout consistent?
Did you proofread your cover letter and résumé?
Follow Up
Have you written a thank-you letter or email to the hiring manager?
Do you know the next steps in the hiring process?
Are your references ready to send, if requested?