Spring clean your CV! Part 2 of 'Creating the perfect CV'

Spring is the perfect time of the year to do some thorough cleaning, so while you are waiting for the rain to settle the dust, spend some quality time taking a new look at both yourself and your CV!

Start planning that move you have been threatening to make soon before the festive season starts (already only 4 months away). Don't start your job search in a panic when you find out about that perfect job, and your CV is still covered in dust and filled with aging cobwebs - or worse, packed away somewhere unknown. One can never be in a better position to find a new job, than when you are fully prepared and you can spend quality time preparing for the process. One of your most important, and most valuable, tools is a shiny clean and streamlined CV with no blocked air channels as a result of the accumulated dust.

Your CV needs to open minds and doors, as well as help you to put your best foot forward during your absence. Lasting impressions, and expectations, are created through the presentation of the Perfect CV.

But first, let's get to the dust-down! If any of the following headings and associated information is still in your CV - grab the stain remover, mix with a solid dose of sugar soap and scrub it away till it is all removed -

• Race.
• Religion.
• Political party.
• Unsubstantiated opinions about yourself (I am dynamic....).
• Historic references or family/friends given as references.
• Primary School information.
• Detailed information and job descriptions about jobs held at entry level or more than 10 years ago.
• Photographs.
• Clip art.
• Ornate framing and abuse of lines and table.
• Colour.
• Ornate and decorated front pages.
• Cover letters forming part of the actual CV.
• Outdated Computer Literacy no longer in use (Word Perfect, DOS, etc. - unless relevant to specialist technical knowledge and expertise)
• Explanations of the obvious (respect the intelligence of the reader)
• Any desperate plea or sympathy seeking information about personal circumstances, health, poverty, etc., even if applicable, it will scare employers as they could perceive to foresee problems that could interfere with your work attendance, present a potential financial risk or general emotional condition - only if they need to know, would you disclose this very discreetly, and then always offer a solution to the problem.

There is no easy solution or instant fix when writing a CV, nor is there a specific single template or format in which a CV should be presented, for the simple reason that no two people, companies or approaches are alike. However, there are a few basic rules you need to follow:

1. The presentation of your CV should be 'All Business'. (Including if you are a creative specialist - portfolios on the other hand should reflect your creativity and artistic talent).
2. The format must be conducive to easy reading, and transfer your message quickly as well as be substantiated with relevant data and proof of competencies.
3. Anchor information with correct dates, names, etc.
4. Your career history is to be provided in ‘reverse' order - thus most recent experience or qualifications always noted first.
5. The information captured is more important than fancy binding of the CV. Restrict binding to quality white paper, an original print-out and bind with a slide binder in order to ensure the receiver can scan, fax or file the CV easily (ring-binding can result in the CV being torn apart and leaving it very messy).
6. Whenever possible, distribute your CV in PDF format to avoid format changes on foreign computers or your CV being tampered with by parties with hidden agendas.

Here are some of the most important key elements that will contribute towards successfully creating the perfect CV.

It is important to remember that one cannot make an effective summary, if you have not ‘written the book'. Set aside some quality time to make relevant and comprehensive notes of whom and what you are. Now align your personal qualities, skills and competencies with examples (proof) from your career or personal experience, providing it demonstrates skills relevant to the working environment. Once completed, compact this information until you have a lean, punchy and relevant profile of what, and who, you are selling or marketing within the employment market. Now you are ready to commence with the actual writing of your Perfect CV.

Here is a brief example of some preparation notes made of an exemplary individual, an Accounts Clerk working in busy division of a large motor repair workshop or dealer:

• I am a very good leader because whenever there is a lot of work that needs to be done or lots of stuff to organise in the office, I either just start doing it, or the boss will usually ask me to make sure things get done and then I have to try and get everybody to work together so that we can finish on time and still go home at the close of business.
• I think I am successful in doing this because I know I display the following competencies: Leadership, use of initiative, hard working, planning, experienced and knowledgeable.
• Our office environment can be described as a busy and slightly chaotic client services division of large motor dealership where everybody is always shouting and complaining and wanted things done yesterday. This division is also responsible for all the month-end and ad-hoc daily invoicing, and as if we are not busy enough, we are also the point of call for difficult clients with complaints or queries.

In this exercise, we have used 169 words. Now, let's dust them off, rinse them with warm soapy water and vacuum pack the whole lot by rewriting the information:

• Application of expert motor dealer client services knowledge and experience while investigating and resolving client queries in busy workshop environment.
• Display of leadership and use of initiative while motivating and supervising a team of 4 while meeting tight deadlines in high pressure environment during month-end invoicing process.
• Reporting to management on behalf of division.

The word count is now down to 57, and each sentence contains those all important benefits that could be applicable to the needs of a potential new employer, as well as it being supported with examples of how and where the skills have been used (see underlined), thus creating an impact that could result in an interview. One is also left with an impression that the writer of the CV has well versed writing skills and use of language, communicates very well at multiple levels and has the maturity to liaise with, and to report to the executive management over and above being able to do the actual job.

This approach is far more effective than an introductory paragraph singing your unsubstantiated praises (and probably found on the internet or your sister's CV). This process will also contribute towards effective interview preparation.

Further important items to be included and information worth noting -

• Try not diverting too much from the ‘classic' CV style - Recruiters need to find information in standard locations and don't want to go hunting for key issues they need to know in order to screen candidates, e.g., specific qualifications, the area where you need to travel from, whether you have a driver's licence, references, contact details, etc.
• Insert your computer literacy and level of expertise. Don't claim programmes you are not efficient in - it could constitute as proof of dishonesty and get you fired! A one-day course in MS Word does not constitute as a background for an executive secretary, nor does an introduction to MS Excel qualify you for a senior accounts position.
• Preferably 2 recent references and remember to inform them that they are on your CV once you start marketing yourself (name, initials, title, landline plus mobile or e-mail).
• Personal information should match the destination - be wary of providing secure information and distributing it to unknown destinations or in response to vague adverts and non-secure internet sites
• Include an alternative contact should you not be available.
• Optional extras (if you've got it, flaunt it) - Driver's licence, health, willingness to work odd hours or weekends, travel or relocate (if appropriate to the position, etc.
• Create a Footer with your telephone number and name - Pages could get separated in busy offices and recruiters often leave a page with a colleague and then a wild hunt is launched to find the owner of the relevant expertise once a position becomes available.
• Record your qualifications accurately as displayed on the certificate, diploma or degree - it is unprofessional to change the name to your own liking and creates confusion or cannot be verified.
• If language is not your key strength, do ask a friend or relative to read through your CV and check grammar, spelling and punctuation.
• Personal interests, hobbies and sport contribute towards an overall impression and could display a diverse side of you - there is much debate about whether these should be included or not. My personal research indicates that one should include them, but not expand on it, e.g., if you have completed the Epic Mountain Bike challenge, you need not provide the route and your training programme, nor give the details of your creative party planning initiatives.
• Respect the intelligence of the reader.
• Use a professional font (Arial, Times Roman, etc.) and stick to one size (10) throughout the CV (only use larger font on cover). Never use creative font - it is a CV, not a menu!
• Use white space to promote reading.
• Be careful to not to display conflicting loyalties - you might be an expert accountant, but a company might frown upon your part-time business from home, nor would your week-end pole dancing or selling of soap products impress decision makers who expect you to be available 24/7.
• Be prepared to expand on when questioned about your skills and competencies during the course of an interview.

Now that spring is here, you don't want to be left out in the cold! It is time to wake up and actually smell the roses and make sure it is your turn to blossom!

Gail de Waal - www.cvwriter.co.za

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