Resume writing - What does an ideal resume look like? What are interviewers expecting from your resume?

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Goal of the resume

While it may seem straightforward, it's crucial to understand the true purpose of a resume. Many feel the purpose of the resume is to land a job. However, in reality , you are writing a resume to convince someone that you are capable of performing the job thats mentioned in that particular job description for which you are applying.

The person reviewing your resume is trying to fill a position with specific requirements and is likely very busy, possibly managing multiple roles or business tasks simultaneously. They typically only interview a few candidates out of many, so your resume needs to stand out quickly. Hiring professionals spend just a few seconds on each resume, scanning for key skills and requirements without making assumptions about your experience. Therefore, your goal is to clearly and concisely present your background and experience to convince the reader that you are capable of doing the job. But the question is how to stand out???

Applicant tracking system and how do they matter?

If an ATS doesn't identify your resume as a match for a job posting's requirements, you won't hear back. This could be the main issue if you’ve been sending out resumes without receiving responses. There are two primary reasons for this:

1. Your resume format is incompatible with the ATS.
2. Your resume lacks the appropriate content.

Formatting Tips to Ensure ATS Compatibility:

1. Use a One-Column Format: Two-column resumes often don't work well with ATS. Many candidates using two-column resumes saw significant improvements after switching to a one-column format with the right content

1. The ATS might not fully recognise or correctly categorise information presented in tables or columns, resulting in missed or misinterpreted data. Some ATS systems may completely ignore tables and columns, causing important qualifications or experiences to be overlooked or omitted. Tables and columns can also disrupt the logical flow of resume content, making it difficult for the ATS to extract and understand the candidate's qualifications cohesively. Additionally, keywords within tables or columns may not be properly indexed, reducing the resume's visibility and relevance for specific job searches
2. Use a Clean Design: Applicant Tracking Systems parse your information into an online database. Your resume should have a traditional structure with clear headings and formatting to ensure the system processes the data correctly. Now we all are looking for the answer that what is a clean design? Sharing the example of the clean design below

1. Traditional format has name the first followed by contact information. Start resume with summary. Highlight your competence and skills followed by work experience, education, achievements and other information. Use standard headings like "Work Experience," "Education," "Skills," and "Professional Summary." This helps the ATS easily identify and categorize the different sections of your resume. Don't use headers and footers. If you are using , avoid putting any information in header and footer.
2. Stick with Simple Fonts and Bullets: Use standard, simple fonts like Calibri, Cambria, Georgia, or Helvetica. Funky fonts and intricate bullet points can be incompatible with ATS and may scramble your key information. Stick with basic dots and squares for bullets.
3. Avoid Graphics or Images: Graphics, images, and charts are not ATS-compatible. Although charts might visually highlight your key skills, these important keywords might be missed entirely by the ATS.
4. Resume Content for ATS: Relevant Keywords: Incorporate keywords from the job description naturally into your resume. ATS systems search for these keywords to match candidates with job openings. Contextual Use: Ensure that keywords are used in context, not just listed out of context. For example, instead of just listing "project management," include it in a sentence like "Led project management initiatives that resulted in a 20% increase in efficiency."

Ideal format of a resume

The resume format I recommend is called Combination of – Chronological & Functional. This format includes a top-third section where you describe your most important skills, combined with a chronological list of your roles.

Sections Included:

• Top of Resume: Name & Contact Info
• Top Third of Resume: Headline, Summary & Core Competencies
• Professional Experience: List experience chronologically
• Education
• Optional Sections: Professional Development, Languages, Technical Skills, & Interests

Tip: I don't recommend a purely functional format (focuses on skills and experiences rather than a chronological work history) because it doesn't work well with ATS, and hiring professionals generally dislike functional resumes (starting with contact information, objectives, skills, experience, education). No need to write Objective when you start your resume.

Resume Style: Resumes adhere to a distinct style known as "first-person implied." This means they are written in the first person but omit personal pronouns such as “I,” “my,” and “me.”

Tip: Avoid using first or third-person narratives as they can be difficult to read and are not preferred by hiring professionals.

Tense:

Keep it straightforward with tense usage:

• Use present tense for current positions.
• Use past tense for previous positions.

Examples:

Present Tense (Current Job):

• First-person: "I develop marketing campaigns..."
• First-person implied: "Develop marketing campaigns..."

Past Tense (Previous Job):

• First-person: "I launched a marketing campaign..."
• First-person implied: "Launched a marketing campaign..."

This approach maintains clarity and professionalism in your resume content, aligning with industry standards and expectations.

Resume Length: The ideal length of a resume varies depending on your experience. While some resumes may be concise at one page and others may extend to two or more pages, a two-page resume is typically suitable for most cases.

For new graduates or those with less than 3 years of experience, aiming for a one-page resume is advisable. Starting your career may not yet provide enough content to fill two pages, which is perfectly understandable.

How to start Writing Resume

Step 1: Define your job target.  It's best to succinctly define your resume target in a single sentence, such as "My job target is Human Resources Manager," "Engineer," "Marketing Specialist," or "IT Specialist."

Tip: If you have multiple job targets, repeat this exercise for each one.

Links to Example Job Postings (Find at least 5, more if possible):

Find an answer to this

My Job Market is..........

Example job postings .............

Step 2: Review five of the job descriptions listed above for keywords.

Find an answer from each job posting for keywords, qualifications,abilities

Job Posting's

• Keywords/Skills
• Qualifications
• Abilities

Step 3: Are you able to notice any common keywords and/or themes between the job postings? List them.

Step 4: Are there differences between the postings? If so, list the differences

Step 5: Create a Position Profile of the ideal candidate what you got after observing different JD's using this structure:

"Your Position Profile" & "Themes for Your Resume" outline what you should convey about yourself to the hiring professional reading your resume.

The company is seeking a __________ (Job title) with approximately years of experience, focusing on expertise in __________________________. Ideally, this candidate will have a background in ____________________________. Desired personal qualities might include ____________________________. Additional qualifications should include ____________________________.

Write Your Position Profile & Themes for Your Resume matching the above.

Start Writing Resume now

1. Start with your name
2. Put contact details- address, phone no, email id
3. Headline/Title : Use a title that reflects your work in the past AS WELL AS your target job.  Examples of titles: Operations Manager, Sales & Marketing Manager, Human Resources Specialist, Business Analyst.
4. Professional Summary :a) Avoid Using an Objective: Instead of focusing on what you want the employer to do for you, emphasise what you can contribute to the employer by highlighting relevant skills, qualifications, and abilities. b) Incorporate Keywords: Integrate industry-specific keywords and phrases that align with the job description to enhance the visibility and relevance of your resume.c) Highlight Achievements and Results: Showcase the outcomes of your efforts as tangible benefits for the employer, demonstrating your capability to deliver results.
5. Core Competence: Next put competence . Core Competencies should prominently feature keywords relevant to the roles you are targeting. Customize your resume for each position by swiftly substituting keywords to align with the specific requirements outlined in each job description.

So far your top part of the resume will look like this

6. Professional experience : In next section put professional experience. Professional Experience sections are crafted to demonstrate your ability to perform the job. From the perspective of a hiring professional, they are seeking candidates who align with the job posting's requirements. This doesn't necessarily mean meeting every requirement verbatim; rather, your experience section should illustrate that you possess similar skills and responsibilities as outlined in the job posting. This reassures the hiring professional that you are capable of the role and prompts them to invite you for an interview.

Tips for the Experience Section:

• Avoid copying the job description word-for-word. Instead, describe your own experiences in a way that directly relates to the job posting.
• Be truthful about your experience. If you lack certain qualifications, highlight relevant experiences that showcase your capability to handle the job responsibilities.
• Begin with a concise summary of each role, typically at the top, followed by bullet points detailing your achievements and contributions in each position. Professional experience put chronologically ,recent job first followed by rest in descending order .

7. Achievements: Step One: Brainstorming Your Achievements

One of the initial hurdles is recalling your achievements. Often, we overlook significant accomplishments because we consider them part of our routine responsibilities. Here are some questions to help you identify your achievements:

• Going Above and Beyond
• What Did I Excel At?
• Career Advancement
• Problem Solving & Improvements
• Results & Positive Impact
• Recognition
• Achievements Outside of Work

Formula for Writing Achievements

Once you've brainstormed ideas, refine them into concise achievements using the Solution, Action, Result (SAR) formula:

1. Problem: Describe the situation or challenge you faced.
2. Solution + Actions: Outline the steps you took to address the issue.
3. Result: Highlight the outcomes of your actions, emphasizing the positive impact on the company. Quantify results with numbers or percentages whenever possible.

Tip: Focus on framing achievements positively and emphasize solutions rather than problems. Understanding the problem context is crucial for articulating your achievements effectively.

This approach will help you craft compelling achievements that showcase your capabilities and contributions effectively on your resume. Put achievements of that particular job there only in professional experience. But make it too complicated, make it simple

8. Education and other details

The education section of your resume can vary significantly based on several factors:

• Level of Education: If you have limited formal education, your education section may be brief. Conversely, if you've completed extensive education recently, it may be important to provide detailed information.
• Recentness of Education: Education completed more than 10 years ago may be less relevant if you've since focused on gaining experience rather than further education.
• Continuing Education: Including relevant certifications and courses can enhance your resume, particularly if they align with your career goals or are specified in job descriptions.
• Career Goals and Job Types: Your educational background should reflect the requirements and expectations of your target roles. Some positions prioritize relevant experience over extensive educational details, while others require ongoing education and advanced qualifications.

Additional Sections:

• Technical Skills: Relevant if the role demands specific technical expertise, such as software proficiency or project management methodologies.
• Additional Experience: Useful for highlighting earlier career achievements if you have significant experience spanning over a decade.
• Professional Development: Include if you've pursued leadership training, technical courses, or certifications that demonstrate industry knowledge and expertise.
• Languages: Highlight if you are proficient in multiple languages, either in a dedicated section or within the Education & Credentials section.
• Community Leadership: Valuable if your volunteer work aligns with your career goals or industry, otherwise keep it concise or exclude it.
• Interests: Include if they align with the company's values or if they can create a connection during the interview process. Skip if they are generic and unrelated to the role.

These sections should be tailored to emphasize your qualifications effectively based on your unique background and career aspirations.

Editing is a crucial part of crafting a resume, and it often involves refinement and multiple drafts to achieve the best results. Here are some tips to guide you through the editing process:

Tip #1: Start with Your First Draft

• Don't aim for perfection right away; focus on getting your ideas down.
• Editing is easier than writing, so begin by capturing all relevant information and refine it later.

Tip #2: Allow Time and Space

• While resumes often have deadlines, try to schedule time for editing.
• Taking breaks, even just a few hours, and returning with fresh eyes can significantly improve clarity and effectiveness. It's ideal to review the resume the next day for a more thorough edit.

Tip #3: Watch for Overused Words and Use a Thesaurus

• Beware of repeating words like "managed," "led," "various," or "projects."
• Utilize Microsoft Word's search function (CTRL + F) to identify repeated words and use a thesaurus to find suitable alternatives. Online resources can also provide synonyms if needed.

Tip #4: Maintain Grammar and Proofreading

• Typos and grammatical errors can detract from your professionalism.
• Tools like Grammarly can assist in identifying and correcting errors, ensuring your resume is polished and error-free.

Tip #5: Seek Feedback from Others

• Have someone you trust proofread your resume for typos and clarity.
• Consider the feedback you receive, ensuring it aligns with the goal of convincing hiring professionals of your suitability for the job.

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