Work Experience Archives - Palladian Career Resources

Describing Employers on Your Resume

There are 20 million companies in the US. Although a hiring manager may recognize a few thousand of these, it is impossible to know what all 20 million do. For most job seekers, this offers a potential pitfall. Your past employers may be completely unknown to the hiring managers reading your resume.

When a hiring manager has not heard of a company, they will not do research. The hiring manager screens hundreds of resumes. Googling every unknown company would be an incredibly time consuming activity. The hiring manager will try to piece together what the company does from what you did at the company. This is difficult and often leaves a lot of ambiguity in your experience.

You want a hiring manager to understand the context of what you did. This requires giving background on the company. Despite this, few job seekers include details about their employers.

You can improve your resume by offering a few minor details on each employer. I like to get an estimate of the size of the company. For example, consider two production supervisors. One worked for a small job shop with fifteen employees. The other worked for a large Tier 1 automotive supplier with over 1,500 employees in the facility and more than 20,000 worldwide. Some of the responsibilities of the two people will be similar, but many will be different. The job shop will necessitate a wider range of challenges with the supervisor adapting to a lot of different roles on a daily or hourly basis. The auto supplier is likely to have much more structured procedures and a more limited range of responsibilities.

The differences between the two candidates do not make one candidate better than the other. They just show a difference in experience. Some companies will value one of the backgrounds more than the other. It is likely a small job shop will prefer a candidate coming from a similar type of organization, and an auto supplier will prefer a candidate from a similarly large organization.

The importance of the type of company offers you an opportunity to improve your resume. By clearly showing the type of organizations you have worked for, you can help the hiring manager screening your resume to better understand how you can fit into their company. To do this, you only need to add a sentence to each job listing.

I like to list work experience with the company name first and the job titles underneath. This highlights the time you spent with each organization and is most effective for people who held multiple positions with the same employer. With this structure, I put the details of the company right below the company name. Although it is important to describe an employer, I consider this lower priority information and will make the font size small. I want the reader to be able to learn about the company if they are interested, but will make a job seeker’s accomplishments stand out to be the first thing read.

Example

Work Experience

Widget, Inc., Capital City, State 1/2005 to Present

Tier 1 automotive supplier with $1 billion in revenues. The Capital City plant had 1,000 employees.

Production Supervisor

Bullet 1: An accomplishment
Bullet 2: An accomplishment

This structure gives an easy way to describe the employer without detracting from the most important information on your resume. It also takes up very little space as the description of the company is in a very small font.

Separating Accomplishments from Responsibilities

I’ve written a lot about the importance of accomplishments on a resume. Accomplishments show what you did, while responsibilities show what you’re supposed to do. Because accomplishments are so important to make a good impression, you should separate them from the list of responsibilities. The resume I read this morning did the opposite of this.

The resume had a chronological structure, with four sections: Objective, Work Experience, Education and Certifications. The structure works pretty well. I would have added a fifth section, Technical Skills, because the job seeker is in a very technical engineering role in the telecom industry. This isn’t the big problem, though. The work experience section does little to show whether the job seeker has been successful.

In the work experience section, each listing followed the same format:

Job Title, Employment Dates
Company Name, City and State
Responsibilities:
<A bulleted list of responsibilities and accomplishments>

By titling the text under each job as Responsibilities, the job seeker creates an expectation that there won’t be any accomplishments listed. It is unnecessary to say specifically “Responsibilities,” because anyone reading the resume is going to expect some description of the role.

I turns out the job seeker did list some accomplishments. There weren’t many, but each job had at least one. In each case, it was the last bullet listed under each job. This ensures someone reading the resume will find the accomplishments as one of the last items read.

An easy way to fix this would be to summarize the responsibilities in a paragraph and put the accomplishments in a bulleted list. This will draw the reader’s attention to the accomplishments ahead of the responsibilities and make a much stronger first impression.

How Many Jobs Should You List

Experienced professionals often struggle with deciding how many of their jobs to list and how much detail to provide for each. This can be a tough decision. On a two page resume, you won’t have enough room to write in detail about everything.

You should provide at least the last ten years in detail. Hiring managers will be much more interested in your recent experience, so you want to prioritize this. You can summarize your experience further back if you don’t go into detail. For example, you could include a line like:

Progressed from entry level production supervision to materials management, including roles as production controller and logistics manager.

This line would take the reader from the start of your career up to the place on the resume where the detail starts, a materials management position. In this example, the progression is fairly typically, starting in production and shifting over to materials through a serious of positions. Most materials professionals will recognize this career path and won’t need additional information.

If you have been with a single company for more than 10 years, you should show the entire progression with them. Stability with a single company is a very positive sign on a resume. It shows the person was successful through the progression of promotions. List the full progression, since it demonstrates a strong pattern of success. For positions a long time ago, you can summarize the experience by listing the jobs, for example:

Logistics Manager December 1992 to July 2000
Production Controller August 1988 to December 1992
Shipping Supervisor March 1985 to August 1988
Production Supervisor June 1980 to March 1985

This shows the progression without any detail, just the titles and dates. From this point forward, the resume would show the detail of the materials management experience. You could even consolidate the summary further:

Held production supervision, production control and logistics management positions from June 1980 to July 2000.

This is a short summary providing enough information for a hiring manager to understand how you got to the materials role.

Job seekers who return to school in the middle of their careers have a different challenge. Getting a degree can transform a career, allowing a person to switch paths completely. In this case, the experience prior to completing the degree may be irrelevant. For example, consider a person who worked in hourly production roles and completed an IT degree. The person upon graduation takes a job as a network administrator and moves along an IT career path from that point forward. In this case, there’s little benefit to the experience prior to completing the degree, and it can probably be omitted, especially if it is more than ten years ago.

For older workers, there is a lot of concern about age discrimination. Listing every job back to start of a career will help ensure hiring managers know exactly how old you are. There’s no reason to highlight this. List the last 15 to 20 years, giving significant detail to the last 10.

The main reason you want to omit or summarize your experience from more than 10 years ago is it allows you to focus on the last 10 years in much greater detail. Your recent accomplishments are your biggest selling points, and you want to focus on them.

Using Metrics to Write a Resume

One of the greatest job search challenges people struggle with is identifying a wide range of substantive accomplishments to include on their resume. Accomplishments show what you did. Part of the difficulty lies in how companies measure performance.

Every company uses metrics to measure performance. Some companies have comprehensive metric tracking, while others use only a few measures. In either case, the metrics show the performance of an aspect of the company. With a well designed metric system, improving the individual measures will improve the bottom line of the company.

For many people, showing how they directly improved a company’s bottom line can be difficult or impossible. This is where the metrics help. You can show how you improved key areas of the company that are recognized to be drivers of the organization’s success.

For example, in the NFL, how could you assess the performance of a running back? This is made difficult by the variance in the quality of the teams and the different offensive strategies used around the league. Although a running back can have a significant effect on the success of a team, he cannot win alone. So how would you decide who is successful and who isn’t? Football, like all sports, has a number of metrics used to judge a player’s performance. For a running back, this could be yards/game, yards/carry, total yards in a season, touchdowns scored, fumbles and a host of other stats. These metrics measure individual performance and help differentiate runners.

In your career, you should identify the key metrics for your job and track them. Typically, these will be a part of your performance evaluations. Some companies publish their metrics on a regular basis so employees know how the organization is performing. This makes it easier. If your company doesn’t do this, you may have to do a little more work, but you can still show you performance.

There are a tremendous number of metrics. The Supply Chain Council has a benchmarking program with over 400 metrics to choose from. The Performance Management Group is a consulting firm that helps companies improve their metrics. They list 95 metrics they routinely use with clients. For example, PMG lists seven metrics for order fulfillment lead times:

Customer Signature/Authorization to Order Receipt
Order Receipt to Order Entry Complete
Order Entry Complete to Start Manufacture
Start Manufacture to Order Complete Manufacture
Order Complete Manufacture to Customer Receipt of Order
Customer Receipt of Order to Installation Complete
Total Order Fulfillment Lead Time

If you are involved in order fulfillment in any way, you should have had an impact at least a few of these metrics. Show what you did and the effect it had on your resume. This will demonstrate your potential by showing you specific work performance.

As you review metrics and include them in your resume, you need give the reader a clear understanding of the magnitude of the impact. Going back to the NFL, a running back might talk about yards gained in a season. One running back might talk about gaining 1000 yards last season. For people unfamiliar with the NFL, this is meaningless stat. You need some context for the metric to know what it means. Adding one key piece of information, that only 16 players gained 1000 yards in the NFL last year, turns this metric into something significant.

On your resume, it is unlikely you can benchmark your performance against league stats. What you can do is benchmark yourself based on historic performance levels and the goals of the company. For example, if you work in manufacturing, you may want to highlight a fulfillment measure such as Start Manufacture to Order Complete Manufacture. You can show your performance level, perhaps three days. To make this stand out, you need to show what you did and the significance of the measure. For example:

Developed a cellular manufacturing station, a pull production system and a dedicated value stream for the highest volume product class, leading to reduced inventory and shorter manufacturing lead times, including a reduction in the Start Manufacturing to Order Complete Manufacture measure from 6 days to 3 days.

An accomplishment like this shows what the job seeker did and the tangible results they delivered. This type of bullet on a resume will help differentiate the job seeker from other manufacturing professionals. To really get the biggest impact out of this, the job seeker should put an accomplishment like this near the top of the resume. For example, the resume might start like this:

Experienced manufacturing manager with a track record of implementing process improvements and delivering cost savings.

Lean Manufacturing: Developed a cellular manufacturing station, a pull production system and a dedicated value stream for the highest volume product class, leading to reduced inventory and shorter manufacturing lead times, including a reduction in the Start Manufacturing to Order Complete Manufacture measure from 6 days to 3 days.

This presentation will be a good attention getter. On a real resume, I would have a slightly longer summary description before the bullet and would add a couple more bullets with other accomplishments.

Take a look at the metrics used in your company and the metrics common to your industry. These can help you identify the key areas of your company that you impacted. Recognizing the areas where you have had a significant impact is the critical first step.

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Resume Without Job Titles

Most jobs have well established titles and easy to understand responsibilities. Some, though, are unique. What do you do if you work in a role that has little or no equivalent at other companies? Do you list your job title, change the title to something more commonly used, or skip it entirely? The resume I read today struggled with this dilemma.

Most jobs have well established titles and easy to understand responsibilities. Some, though, are unique. What do you do if you work in a role that has little or no equivalence to jobs at other companies? Do you list your job title, change the title to something more commonly used, or skip it entirely? The resume I read today struggled with this dilemma.

The resume was from a manager who had worked as a strategic planning analyst and then as an operations manager. Those are my titles – the closest I can come up with for the positions after reading the resume closely. The job seeker decided to take a short cut. He didn’t list any job titles, just the functional areas of his jobs, operations and strategic planning.

Omitting the job titles was a mistake. It makes it very difficult to understand the background of a person quickly without some indicator of the type of role. The only way to understand the positions is to read the job descriptions closely. The job seeker was thorough. He described every aspect of his employment, from core responsibilities to minor details.

The thoroughness of the job seeker’s job description had an effect opposite to what he intended. By listing anything and everything he did, it’s very difficult to understand what role he had. The job seeker left out any description of the scope of his responsibilities or some statement as to what was typical. This puts the minor aspects of his role, tasks he might work on only a few times a year, on equal footing with the core of his job. It’s impossible to know what this guy really did.

Every job will eventually touch on every aspect of a company. If you have been somewhere for ten years or more, you can talk about any functional area in your resume. For example, a staff accountant might work closely with someone in marketing or sales on a specific project for a few days. This can be good experience and may show the versatility of your skills. What you don’t want to do is include this as some vague description. For example, “supported marketing with development of new product pricing.” This description may be completely accurate, but would not be representative of a lengthy career if you only did this for a few days.

The resume I received listed so many functions and never described what the core responsibility was. It’s a guess as to whether this individual was really an operations manager and strategic planning analyst. I could be completely wrong.

As a recruiter, what do I do with a resume like this? I receive a lot of resumes. I don’t have time to spend a significant amount of time on each. I have to make a quick assessment if I can place the person and move on if I can’t. To make this decision, I look for something showing how a person stands out in their field – why they are better than their competition. If I can’t find something with some “wow factor,” I’m likely to move on. The key to this is assessing the candidate’s capability quickly and comparing them to other candidates in the field I have assessed. If I can’t determine what field the candidate is in, I can’t even start this process.

After reviewing the resume for a minute, I don’t know what job the candidate has held. I can’t assess his performance relative to his peers, because I don’t know who his peers are. I can’t even tell if he’s been successful because I have no basis for determining the scope of his role. My final assessment is to move on to the next candidate. I will be able to screen several other candidates in the time it would take me to pick up the phone, call this candidate and ask the basic questions like “what job did you hold at your last employer?”

What Should You Do?

There are a lot of job seekers who create overly vague and confusing descriptions of their experience. This forces a hiring manager or recruiter to spend a lot more time figuring out what the person is capable of doing. Every second increases the odds the resume will be discarded. To avoid this, you need a quick to read, easy to understand and impressive description of your background and potential.

Print out your resume and sit it in front of you. Take a highlighter and highlight the phrases that best summarize your experience and accomplishments. Don’t highlight more than 50 words. I’m sure there is a lot of important info on your resume and 50 words won’t capture everything. Stick with only the most important 50 words.

Where on your resume are there 50 words? They need to be at the top if want them to be read. If they are buried deep in the resume, there is a good chance you will be rejected before they are read.

Are your most important two or three skills clearly presented in these fifty words? You probably possess dozens or hundreds of different skills. They are not all equal. There are a couple that will land you a job and the rest are supporting information. Make sure the essential skills stand out.

Do you show how you were successful? It is easy to write that you are highly successful. In fact, putting “highly successful” and a job title as the first few words in at the top of a resume are a common way to start. Anyone can write this. It is nothing but hype. What matters is what comes next. You need examples of your success that are clear and impressive. Without specific accomplishments, you will not measure up to your peers who list accomplishments on their resume. Even if you were successful, you are likely to be rejected before you get a chance to tell your story in an interview.

What is your specialty? Make sure you show a clear specialization on your resume. A non-descript generalist, with no specialization will appear very unimpressive. You need something that will differentiate you and specialization is critical. Make sure your fifty words show this specialization clearly.

If you complete this exercise and focus your resume to make your potential stand out in the first fifty words, you will dramatically improve your odds of getting an interview.

Describe Your Work Experience So a Child Can Understand It

One of the most common mistakes job seekers make is over complicating their background. Unless you are seeking the same job from a similar company, it unlikely the hiring manager will understand all the details of the job. This problem is magnified if the hiring manager is an individual outside your functional area.

It is common for a team of people to assess candidates. At least one will be in your functional area, but the others could be from completely different departments. They may understand the basics of the job being filled, but are unlikely to be experts in the career field you are pursuing.

Most people assessing your resume and interviewing you will not understand what you have done if you don’t explain it clearly. Surprisingly, some of the most confusing and difficult to comprehend resumes are also some of the longest resumes. The problem comes from the detail. Providing a ton of details, staying in the weeds so to speak, will make it difficult for a reader to understand your experience.

The solution is to keep it simple. Explain each role you have had in a sentence or two simple enough that a person with no familiarity with your career field could understand. How would you explain your job to a child in middle or high school? If you can explain your background very briefly in a way that is easy to understand, your resume will be much more effective.

Making your resume easy to digest for anyone requires you to explain very technical terms and to use few if any acronyms. Use terminology most people will understand and your resume will be easier to read.

Keeping your resume simple doesn’t mean you discard every technical detail. If you need to provide technical details of what you have done, explain them a little. If you provide a simple general explanation of what you did and then provide the technical details, most people will be able to understand the significance of what you wrote, even if they don’t understand every detail.

Bottom line: If you don’t write about it on your resume, it never happened, and if you write about it a complicated, confusing way that is difficult for most people to understand, it never happened. Make your resume accessible to as wide an audience as possible. If it can only be understood by the primary hiring manager, it is unlikely it will ever make it into that person’s hands. Resume screeners are likely to delete it before it ever gets to the person that can understand it.

Accomplishments that Hurt a Resume

I write a lot about how important accomplishments are to a resume. They provide the sales pitch to get a hiring manager interested and excited about your background. They also demonstrate your capability in a way that nothing else can.

The resume I read today showed me the rare example of when accomplishments actually hurt the overall impression. The problem wasn’t the individual accomplishments – each was good and impressive. The problem was they didn’t fit together. In fact, they seemed to contradict each other. Below are the two accomplishments from an operations manager within a distribution company:

Building up staff to eventually build in 2nd shift for production to accommodate increased volume.
Reduced warehouse staff 25% and increased production by 15% in shipping and receiving.

The candidate has been with this employer for around a year. In this short time, both increasing and decreasing staffing levels seems out of place. If the candidate had a five year track record with the company, it would be fine. The business cycle has changed and companies are adjusting.

Do I think the candidate is lying about his accomplishments? No. There is probably a good explanation for what he did. Despite this, I’m focused on whether he is telling the truth, how these two accomplishments could be reconciled and whether the accomplishments are credible. I’m not thinking about how the accomplishments demonstrate an ability to help an organization.

If the job seeker is coming for the exact role and type of company than the job being filed, this won’t be too much of a problem. A hiring manager is like to still give him a call. More often, a job seeker will be from a different job type or industry. If this is the case, the job seeker already has a strike against them. Adding even a little doubt or confusion about the accomplishments can be the deciding factor in rejecting the candidate.

There are a couple of solutions for this job seeker. The easiest is to delete the bullet related to adding 2nd shift. In a down economy, more companies are concerned about cutting costs, and few are worried about expanding. Dropping this will not hurt the resume.

Another option would be to explain the accomplishments better, so they make sense together. For example, the staff reduction might be in one department and adding 2nd shift could be in a completely different department. If this is the case, providing a little more detail would fix the inconsistency.

One of the greatest challenges when writing your resume is knowing how a reader, who knows nothing about you, will interpret what you write. You have the benefit of knowing your complete work history. This makes it difficult to see when key details are omitted. The solution is to have someone, who knows little to nothing about your review your resume, assess the content.

How Far Back Does My Work Experience Need to Go?

For most job seekers, the work experience section of the resume contains the meat and potatoes of their background. This is usually the biggest section on a resume, containing half to three quarters of the content. It is easy to add content to your work experience until it is too long. It is more difficult deciding what to delete.

Knowing how many years your resume should cover is a big question. Unfortunately, there isn’t a standard answer. There are some guidelines you can use. If you have been in the work force for less than ten years, you need to list everything. The last ten years of your work experience is required.

If you have been in the workforce for more ten years, you have some choices. You need to present the last ten years in detail. For many job seekers, presenting the last twenty years is a good idea. Any experience beyond twenty years is much less important.

Your most current experiences are the most significant to a hiring manager. If you haven’t worked in a field or used a skill for more than ten years, it is highly unlikely this background will help you. In my experience, I have found many job seekers don’t like hearing that a job they did very successfully more than ten years ago isn’t going to impress a hiring manager.

An easy way to picture how a hiring manager will look at your experience is to consider how you would assess a surgeon doing a complicated life-saving operation on you. Imagine this situation. You need a bypass operation. One of the doctors you talk to hasn’t performed a surgery in the last 15 years. In fact, he shifted 15 years ago into hospital administration and hasn’t practiced medicine since then. He now wants to get back into operating room and has told you he is confident he will be able to perform the surgery successfully.

The doctor may be capable of doing the surgery. Technology in the field has changed and his skills have gotten rusty, but that doesn’t guarantee he will fail. He might do a great job. Would you hire this doctor to save your life? Probably not. If he was the only doctor available and you would die if you didn’t hire him, I expect he would get the job, but not if there were any alternatives.

Hiring managers look at a job seeker’s background in a similar way. The skills used in the recent past – the last five to ten years – are the most significant. As you write your resume, you need to present this timeframe in detail. Beyond that, you can summarize your experience very briefly and even omit positions in the distant past.

Retiree Returning to the Workforce

Two weeks ago, I talked with an individual who retired several years ago. The job seeker had decided to return to the workforce to offset the impact of the financial markets. This individual had spent the last 25 years of his career with the same company and had not written a resume or gone on a job interview in more than 30 years.

I reviewed the first draft he wrote of his resume and it was terrible. The resume started with an objective statement listing the job seeker’s goals. It said something to the effect that the job seeker need to supplement his retirement income and is looking for a position to do that. This reminded me of the interview from the movie The Wedding Singer. In the scene, Adam Sandler’s character talks about he likes money and is looking for a job where he can get more money. Although his interest is probably the same as many job seekers, talking about how your only goal or concern is to get more money is not a good strategy.

The remainder of the resume wasn’t any better. It contained very little information about the experience of the job seeker. The information he provided was limited to basic responsibilities – the type of tasks anyone that held the job titles would have done. There was nothing to differentiate the job seeker from other candidates.

The bottom third of the resume focused on the hobbies of the job seeker in retirement.I understand why he did this. The hobbies show his current active lifestyle and are the most recent elements of his background. Unfortunately, they do little to show the candidate’s qualifications for the job he is pursuing.

Mistakes like this are extremely common. There are very few people who can sit down and write a great resume if they haven’t written a resume in more than 20 years. Even job seekers with more recent job search experience struggle. It is very difficult become really good at resume writing when it is a skills only used every few years.

The solution very few job seekers adopt is hiring a professional resume writer. The retiree asked me to rewrite his resume for him.It only took a few days and we developed an impressive presentation of his experience and accomplishments. The job seeker also asked for some one-on-one coaching to teach him how to search for jobs on the internet, how to apply and how to write an impressive cover letter.

I completed the resume and the coaching two weeks ago.Earlier this week, the candidate let me know he landed a job that was almost an ideal match to his goals and wrote “There is no question I could not have gotten a job so quickly without your help, thanks.”

It is very rare that a job seeker can land a job this quickly. Few companies have a hiring process this rapid and the economic situation has made it more difficult.The candidate had a couple advantages – he is in a part of the country that is holding up better than most and he was seeking a job a level or two below the last position he held. With these advantages, an impressive resume and a good job search plan, the candidate was able to capitalize on this opportunity immediately.

Whether you are returning to the workforce after years off, or are actively employed and looking for a change – get help with your search.

Resume with an Atypical Career Progression

The career progression of most job seekers follows a typical pattern. It starts with an entry level job and progresses to positions of increasing responsibility. At any point in time, the job seeker holds a single full time position. This progression is very common and easy to understand. So, what do you do if your career isn’t typical?

The resume I ran into today dealt with a non-traditional career in a very effective way. The job seeker had held a series of sales and sales management positions. Then, a couple years ago, he shifted into a consulting role. His resume shows five concurrent positions, with titles such as Director of Sales, Director of Business Development and Director of Fundraising.

This list of positions raised a number of questions immediately. Holding what appear to be five full time positions simultaneously doesn’t make sense. My initial reaction was confusion. I had no idea what the job seeker was doing.

One tactic the job seeker could have taken would be to describe each position in detail. This would make for a very long resume. The job seeker took a different approach. He provided one line that explained that these were consulting positions. He then offered an example. In the example, he described one of positions in detail. This showed the type of work the job seeker was doing. Because the positions were similar, it is easy to see how the other roles would have similar responsibilities and accomplishments.

The job seeker then provided a traditional description of each full time job he had held prior to moving into consulting. The approach turned out to be clear and easy to follow.

The key to the effectiveness of this resume was its clear presentation of what the job seeker did. The way it was written was unusual, but it made it clear, very quickly, what the job seeker did. Although I started out confused, it only took a few seconds to understand what was going on. There are other ways the job seeker could have presented their consulting experience without writing a long description of each position. The important thing is not providing every last detail – it is showing a clear picture of your overall experience. In this regard, the job seeker did a good job by describing just one of the five positions.

If you have a non-traditional career progression following a traditional chronological format may not work. If you are uncertain how to structure your resume, get help.