resume your resume writing

by David Clark
<[email protected]>

Dave Clark is president and founder of MindSource Software Engineers, a technical-talent company devoted to staffing for system and network administration. Dave is a former UNIX systems engineer and administrator.


Of all the stumbling blocks for techies in search of a career change, writing a resume is high on the list of possible points of procrastination. Fortunately, unlike many software professionals, I've always enjoyed writing and formatting resumes; it presents a challenge to me, and I enjoy the results. Over the past seven years as president of a technical-staffing company, I've written many thousands of resumes, most of them for UNIX system administrators. I'll share a few tips and some useful anecdotes that may make writing yours a more palatable, and profitable, proposition.

The primary purpose of a resume is to land an interview. However, the resume, or curriculum vitae (CV), is a part of an overall marketing plan that will assist you in renavigating the waters as your job demands. Resumes are also maintained by human-resources (HR) staff as a credential for your claimed abilities after you are hired. Resumes of prominent individuals in corporations are often provided for contractual purposes such as engaging in a service-level agreement. You'll need a resume for many purposes as you proceed along your career path, so make it a good one.

Writing a resume is pretty straightforward. First, figure out who your target audience is and what they need to know, and then aim it towards them. For most of us, the target audience is someone who can bring us in for an interview. Avoid HR people and resume mills as your target interview audience, unless you are desperate. Instead, I advise creating resumes for hiring managers and finding ways to get your resume directly into their hands.

In my mind, HR stands for Huge Roadblock. The following anecdote backs this up. A friend of mine, who was as a manager at a large database vendor, was discouraged because she wasn't getting any candidates for her open positions. Another friend of mine was looking for work as a database administrator and was a perfect fit for the position. It turned out that he had sent his resume to her company almost a dozen times in the past year, mentioning the applicable job numbers in his cover letters, with no response. When he was referred through word of mouth, the hiring manager screened and hired him on the spot. HR people are generally capable of producing swank holiday parties and finding a dentist in your HMO group, but don't count on them to help you find a job. So, if possible, always aim for the hiring manager.

System administrators should focus their resumes on two criteria: first, whether you are looking for contract or full-time permanent employment and second, your level of seniority. Resumes are typically no longer than two pages. Try to focus what you really need to say in that amount of space.

Cover Letters and Packaging

Make your presentation clean and to the point. Include a very brief cover letter. Don't create a point of objection by mentioning your gun collection or religious beliefs. The cover letter is only an introduction; it will probably get tossed or stapled to the back of the resume.

 <date>

 Greetings,

 In response to your ad in the Washington Post for a Senior UNIX Analyst I am including my resume for your consideration. I may be reached after hours at my home number or via email to my personal account.

 <at this point, if you have a brief item that warrants special attention, set it out as a hook, but don't give too much away>

 I have worked at your competitor, Xylkorp, for three years and was responsible for architecting their entire facility.

 Thank you,

 <sign here>

Remember that your resume will probably be "processed"; try to anticipate the clerical person on the receiving end and avoid folding the resume more than twice. For another 32 cents you can send the resume in a 9x12 envelope with no folds; this stands out.

Distribution

I've heard of people sending over 500 resumes out at a time in a mass marketing effort. This is a great big mistake. People who receive resumes don't want to feel that you have disseminated the document widely. In fact, the hiring staff wants the impression that this is a special overture for them alone. Instead, plan your career moves, select specific companies that interest you and find ways to get the attention of the right people inside that company. Do a little shopping while you are still happily employed; peruse the want ads or newsgroups. Poke around. You're better being selective in your job hunt. It's a better use of your time and everyone else's.

Format

It's always easiest to start from an example, so I'll include one of mine. Historically, resumes were sent in a #10 envelope and folded twice into three sections. Because of this, the top third of the resume is considered the place to catch the reader's attention.

I'd avoid using an "objectives" header. It can be too limiting and provide a good excuse not to read the rest of the resume. Throughout, use specifics, depth, and consistency to catch the eye of the hiring manager. For a particular position, I start with the job requirements and follow them as an outline, insuring I've addressed as many applicable points as possible.

Dave's Resume Format

NAME

CONTACT INFO

CRITICAL SKILLS

A complete paragraph that concisely explains your abilities and interests. This section can easily be changed to tailor the resume to specific jobs. Move the most relevant material to the first few sentences.

 >> fewer than ten sentences <<

Highlights, optional acronyms, buzz words supporting critical skills, e.g.,

 OS: Solaris 2.6, HP/UX 9.x, Irix 6, Linux, FreeBSD, NT
 Hardware: Sparc, board level and FRUs
 Scripting: Perl 5.x, Ksh, light TCL
 Facilities: DNS, Sendmail, RADIUS

 >> five lines max <<

EDUCATION

College degree and recent germane technical training

 >> three lines max; don't list your graduation date <<

PROFESSIONAL WORK EXPERIENCE

 >> HEADING <<

 Company_Name  (6 months) 
 Senior Unix System Administrator. Responsible for ...  

OR

 Company_Name  
 Sept '98 to present  
 Operations Engineer. Provided back-line support for ...

 >> Use parallel construction. <<

There are three or four forms of listing job experience, just use one of them consistently.

 >> NEVER refer to yourself in the third person, e.g., "Mr. Jones created a backup system to handle." <<

 >> Unless you are in a management role, it's generally advisable not to toot your horn about cutting costs, increasing efficiency by a multiple, etc. <<

 >> Weave a thread. Show that the previous job led to your taking on new and different responsibilities. <<

 >> Show lots of details. Managers love specifics, e.g.,

 WRONG: "Worked at way big site with big, cool computers."
 CORRECT: "Served in a team which managed a 7x24 site with over 500 Solaris 2.6 desktop systems and 24 servers."

  WRONG: "Wrote backup systems."
  CORRECT: "Modified existing Perl 4.x backup systems to interface Legato version 2 software with HP, and Solaris file systems totaling 700 gigabytes." <<

 >> Put the most bulk in the most recent job. For sysadmins I can usually fit the two most recent jobs on the front page together with critical skills and education. <<

 >> Older jobs should be pared down to shorter paragraphs. If the job is over 10 years old, consider leaving it off or doing an honorable mention with a modest sentence. No one really cares about how many lines of CPM assembler you wrote in 1982.<<

OTHER TRAINING, CERTIFICATIONS, AND ASSOCIATIONS

 Noncollege work
 Historical training classes
 USENIX, IEEE Membership

COURSEWORK

Avoid listing coursework on a resume unless this is your first job out of school. Refer only to coursework that is specific to the job field you are applying for, e.g., "Thesis: 3D rendering algorithms for multi-tasking operating systems."

HOBBIES / PERSONAL INTERESTS

 National Rifle Association
 US Postal Workers Support Group
 Tai-Kwak-Wo Kick Boxing Champions of Gilroy
 Abott Labs Pharmaceutical Research Volunteer

 >>Consider what you want to tell the reader in this section of your resume. If you must show personal information, limit it.<<

If you have been out of school for more than five years, avoid this section. Hobbies and personal interests do not belong on the resume of a consultant.

Tips and Observations

If you are surface-mailing your resume, avoid using extra-fancy paper stocks; most of the time it will be photocopied. Use a serif font between 11 and 14 point. Unless you are an inventor or marketing whiz, avoid gimmicks like rubber gloves, petuli oil, pictures, fancy images, unusual designs, or excessive colors. Leave a sufficient amount of white space and borders.

Unless you speak French, don't put the acute accent marks over the word "resume," even if you did have to write a PostScript subroutine to make it perfect. It's an affectation and a distraction.

Be warned that an emailed resume can be altered easily. Ditto the resumes posted via URL. Don't send your references until you have talked to a human, there is a strong interest in that company, and that company has explicitly asked for them.

Finally, be particular about quality details, spelling, formatting, copy quality, and legibility.