5 Standing out from the crowd: Knock-out applications
Now that you’ve been working on your own skills and getting yourself into promotable shape, the next thing you need to do is make a splash when you see a promotion opportunity that really appeals to you.
This is your chance to shine, so make sure you do yourself justice by conveying your skills and experience to the best possible advantage. There are two main ways of applying for a new job: CV with covering letter, and application form.
Step one: Get to grips with application forms
Some organisations, especially those in the public sector, often invite applicants to fill in an application form. They can put some people off, but remember, this is a chance to show your experience and skills, so don’t be put off by a prescriptive format.
There are things you can to do to make filling in the form less of a chore.
1 Give yourself plenty of time to complete the form: if you feel rushed, you’re more likely to make a mistake. If you only have a hard copy of the form, photocopy it and work on the copy rather than launch straight into the real thing.
2 Check the deadline!
3 Before you start, read through the entire form carefully so that you can plan where to place information and don’t end up repeating yourself.
4 Read the instructions and follow them! If you don’t, the person reading it may take a dim view of your application, despite your match of skills, and file it in the bin.
5 Answer every question accurately or at least write ‘not applicable’ so that the recruiter knows that you haven’t missed it by mistake. Remember that application forms and CVs are often checked to make sure the information is true, so don’t be tempted to embroider your work history.
6 Do proof-read your draft application form after a day or two: it’s amazing what you spot with a little distance. Even better, ask a trusted colleague, friend, or family member to read it as well as back-up. When you’re completely satisfied with what you’ve written, transfer it onto the original form.
7 Save the final version somewhere safe if you’re working electronically or photocopy it if you’re posting it back. It may be a month or more before you’re asked to attend an interview and you’ll need to remind yourself of what you wrote.
8 Make sure you return it in plenty of time.
Step two: Revitalise your CV
There are quite a few different types of CV, but a traditional chronological one is probably the best one to use for this occasion as it shows your track record of achievements.
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Do make an effort to update your CV when you apply for a new job—especially a promotion—and don’t just dust off an old one you have to hand. It’s a great opportunity to list new skills and experience you’ve gained, so don’t waste it.
Try to keep your CV short: one or two pages of A4 is fine. Any more, and the recruiter will lose interest. Remember that you don’t need to give a blow-by-blow account of everything you’ve ever done; if you’re applying for an internal promotion the potential interviewers are likely to know that anyway, but you can give additional information once you get to speak to them in person. The trick is to get the reader thinking of questions that they would like to ask you. For example, you could talk about an achievement and the impact that it had on your department but hold back the information about how you did it, leaving this as a ‘hook’.
Keep the structure of your CV clean so that the reader’s attention isn’t distracted from all your experience and achievements:
1 Write your name and contact details at the top. If you’re not applying for a vacancy at your current employer, don’t give your work e-mail address: it looks unprofessional and gives the impression that you’re misusing your current employer’s facilities. Use your home e-mail address, if you have one, or a Web-based e-mail provider such as Hotmail or Yahoo.
2 List your employment history. Start with your present or most recent position and work backwards.
3 For each position listed, describe your major duties and accomplishments, beginning with an action verb. Highlight your achievements.
4 Keep your career goals in mind as you write and, as you describe your duties and accomplishments, emphasise those which are most related to the job you’re hoping to get.
5 Include your education in a separate section at the bottom of your CV. If you have more than one degree, list them in reverse chronological order. Also list any professional qualifications or relevant training you’ve undertaken separately.
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Remember that you need to grab attention in the first half page of A4, so don’t waste this section listing your middle names, marital status, and date of birth. These items can be left out or put at the end of the second page. Make the most important information readily accessible, and remove irrelevant information. An hour carefully tailoring your CV can prove to be well spent.
Step three: Write a great covering letter
If you’re applying for your promotion with a CV, you’ll need a knock-out covering letter to go with it too. ‘Letter’ is a bit of a misnomer these days, as many applications are sent with a covering e-mail, but the principle is the same: whatever medium you use, the covering letter is the first thing a recruiter or manager will read, so it needs to make an impact. It’s your first chance to stand out from the crowd and make the reader want to meet you.
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Always make sure that your letter is addressed to someone in particular, rather than to a catch-all ‘Dear Sir/Madam’. Firstly, it will mean that your letter will arrive with the right person more quickly, and, secondly, it’ll show that you’ve bothered to find out who you need to contact. Most advertisements do give a contact name, but, if you’re not sure who to write to, do some investigation on your target company’s website or call their reception to find out.
1 Say why you’re writing
Most promotions are existing, advertised vacancies. Begin your letter by describing the position that interests you and explain in the first sentence why you’re writing. You could also say where you saw the vacancy. For example:
I am very interested in the position of Production Manager as described in your advertisement of 22 June on the Daily Post website.
Alternatively, if you’re writing following a recommendation from someone else working at or known to the company, make that clear:
I have been given your name by Ms Mary Robertson regarding the position of Human Resources manager.
2 Show you’re interested
Take time to show you’ve done your homework and that you understand what the company does and what its aims are. Even if you’re applying for a different job at your current employer, you can still do this. Show that you understand new challenges the business is facing or how it’s trying to break into new markets, for example.
You can find out this type of useful information by visiting the company’s website and reading any relevant press coverage. Press releases are a great source of information. Also read through the relevant trade press so that you can see how the company you’re interested in fits into the wider scene.
Finally, to get across the fact that you’ve read the job advertisement properly and have understood it, match the language you use in your letter to the advertisement itself. For example, if the job description refers to a ‘team leader’, repeat that job title in your correspondence rather than using the word ‘manager’ instead.
3 Tell them why they need you
Explain why you’re an excellent candidate for this job early in the letter so that you grab your reader’s interest. A good way of doing this is explaining how, in your current job, you’ve helped your company reach its goals. For example:
I understand that your company is planning to create a Web presence to support sales. In my current position as director of international sales for Speedy Sales Company, I have helped increase our market share by 13% in the past year.
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Be as accurate as you can! There’s no point embroidering your achievements, as, if you’re offered the job and your references are taken up, your new employer is bound to pick up on any discrepancies.
4 Suggest an interview
You can do this by telling your reader that you’ll be in his or her area at a particular time and that you’d be available for interview then. If you’re more comfortable with a less direct approach, you can simply say ‘I look forward to discussing how my experience can help your organisation to be more successful’.
5 Remember the essentials
Keep your covering letter short and to the point. An effective covering letter is usually only two or three paragraphs long.
Be yourself. CVs are factual records of your experiences and skills. A good covering letter is your chance to show your personality and stand out from the crowd of other applicants as the interview short-list is drawn up. Keep the letter professional, but don’t be afraid to show your enthusiasm, your willingness to work hard, and your interest in the position. Potential employers want job applicants who show an interest in them and who seem eager to be a part of their company.
Make sure your covering letter looks professional, check that there are no spelling or grammatical errors, and read it carefully before you send it off. If possible, ask someone else to read over it for you too.
As with your CV, if you’re posting it to a recruiter, use the best quality paper you can afford. Stick to white or ivory-coloured paper unless you’re applying for a creative post.
Use a standard or easily readable font such as Times New Roman or Arial.
If you’re posting your letter and CV, send them in a large flat envelope. You might want to send two copies in case the recruiter wants to show them to colleagues: photocopies or scans will be clearer if the originals haven’t been folded.
If you’re e-mailing your letter and CV, double-check that you have definitely attached the relevant files before you send the e-mail! Also be ready to send your files in a different format in case the recipient has difficulty opening them.
Common mistakes
You don’t read the application form properly
Do take time to read through an application form from beginning to end before you start to fill it in. Now that many application forms are e-mailed to candidates, the problem is not so much that you have only one to work from and might mess it up, but that you just don’t think carefully about how best to phrase your application and lose an excellent opportunity to shine.
You can’t be bothered to update your CV
If you want to get a promotion, you are going to have to put some effort in, and updating your CV is time very well spent. It’s one of the best ways of showcasing your talents and experience, so make sure you polish up your CV to show what you’ve achieved at work. Begin all the descriptions of your current and previous jobs with an action verb, such as ‘managed’, ‘achieved’, ‘secured’, or ‘improved’.
You use a covering letter template from a book
Reading through examples of covering letters from a book of templates can help you understand what to include and how to lay out and phrase your letter. Do remember to customise the basic format so that it fits your needs specifically. No manager or recruiter will want to hear the same tired old phrases that they’ve heard so often before.
STEPS TO SUCCESS
Apply for promotion opportunities in good time. If you leave things to the last minute, you’re much more likely to make a mistake, as you’ll have been rushing.
Whatever application method you’re asked to use, do your homework about the company you’re writing to so that you can show you understand their challenges and successes.
If you need to use an application form and are given a hard copy to fill in, take a photocopy before you start so that you can plan how best to fill it in.
If you’re applying with a CV and cover letter, make sure that both are tailored carefully to suit the needs of your target company: don’t just dig out old documents that you’ve used before.
Let your enthusiasm for the advertised job shine through.
Show how your experience and skills can help your target company or organisation achieve greater success.
Proof-read your letter and CV or application form before you send it in for consideration. Even better, ask someone else to read it over for you: we tend to ‘agree’ with ourselves, so someone else’s perspective will be very useful.
If you’re applying for an advertised vacancy, check that you’ve given all the information that the advertisement requested. If the recruiters want to know your current salary and notice period, make sure you’ve mentioned them.
Make sure you have a copy of your application so that you can refresh your memory before an interview.