Category: Uncategorized

Job Description: Why is it an Essential Document

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Hiring someone is a process. One of the first things an employer does and should do is to chart out a job description. It helps the candidates know what the company is looking for. It helps the recruiters know what they are to look for.

 

What is a Job Description?

Briefly put, a job description lists out the main duties and responsibilities expected from a potential applicant.

 

Not so Simple and Static:

Writing a job description is not as simple as it sounds. And it is not to be taken for granted. Recruiters often face problems while creating a shortlist because of a lack of specificity in job descriptions. Sometimes, there is an absence of a job description altogether.

And by no means it is a fixed document which can be used again and again. It could be that the employee who previously occupied the position worked very efficiently. As a result, a new set of skills, capabilities may get added in. The job description which was there when this employee had applied will undergo a change.

On the other extreme, if the employee who previously occupied the position didn’t do the job too well, the job description to be brought out for that position may undergo a change. The employers would want to specify or perhaps reword certain competencies so that the same set of problems isn’t faced again.

Thus, a job description, even of an older position is not static.

On the other hand, there can be an instance where a new position has been created recently.

It could be due to numerous reasons: technological innovation, change in the scope of the company, moderation in the mission and culture, etc. In such a situation, a job description from the scratch has to be created.

Whatever be the context, a job description is an important document that needs to have a certain specificity.

 

What are some Benefits of a Job Description?

The obvious benefits:

  • Helps the person on a job search in screening the places worth applying at.
  • The applicant knows the exact skills and capabilities needed.
  • The applicant knows the expectations of the employer.
  • The applicant knows when (not) to say “that’s not my job”.

 

There are a few other not so obvious benefits of a job description:

  • Helps recruiters screen candidates with much ease.
  • A reference which helps in developing interview questions.
  • A reference to formulate training plans, employee reviews, salary increases, goal setting and training plans.
  • As a way of ensuring there is legal documentation.

Moreover, it tells a lot about the company/firm, and how seriously are they taking the hiring process.

 

What to Include in a Job description?

What are the key points one should include in a job description?

The job title: It should include the name of position, the rank if any.

The purpose: In a clear language, the job description should summarise the purpose and objectives of the position.

The desired professional experience and the desired educational qualifications. It should also include, obviously, the core skills needed. The necessary certificates, licenses and registrations (if any). One might also specify the physical requirements if the job demands.

Reporting: This will include who the applicant will be reporting to, and who all are to report to them.

The location, the schedule and the work environment and condition.

So, the structure of a job description would generally include:

  • Job title
  • Location
  • Reports to
  • Job purpose
  • Responsibilities/ duties in a detailed way
  • Essential and ideal criteria
  • Company/firm/team overview
  • Application information

 

A job description is thus in fact a sign to the applicant that the company/firm is serious about hiring, and knows what it wants from potential employees.

All About the Cover Letter

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You were looking for a job since some time now, and finally, you have found a position to apply for. You have perfected your resume. What you need now is a cover-letter.

Is it a task you have been dreading? Worry not, we are here with some tips on creating a good cover letter!

 

First things first, what is a cover letter?

A cover letter is a document that is typically sent along with your resume. To say it very basically, the cover letter gives additional information about your skills and experience.

 

Does it Matter These Days?

Some people might think in the tech-driven world where LinkedIn is available, there is no need for a cover letter.

It is actually pretty important.

A cover letter is probably the first written interaction you have with a potential employer. Resume gives information. A cover letter speaks. It is a document which will help you stand out: CVs can look similar since people can have similar qualifications.

So, there comes the cover letter! Employers and hiring managers may often screen cover letters to shortlist candidates out of a pool of applicants.

Some job postings will actually mention that they want a cover letter.

Even if it has not been said, sending in a cover letter anyway is still a good idea.

Cover letters, along with a resume, provide your first impression.

 

What to Include:

Before you begin constructing a cover letter:

  • Make sure you go through the job description and the skills required. Try to think of instances where you have applied those skills in the past.
  • Try to find out whom to address.
  • Find out more about the company and their vision.

Now, the structure! Dividing the following in two to three paragraphs is ideal. Keep it concise yet with a personal touch.

 

The Introduction/Greeting:

The cover letter should address the appropriate person, and the appropriate company. Make sure you get the names right!

 

The Body:

It is a good idea to begin a cover letter by mentioning the specific post/job you are applying for.

Talk about your skills and experience. Here your attention to the job description and the advertisement will come to aid. You will find certain “keywords”. Include those which they have asked for, but you don’t need to stick to just those, but they have to be there.

One needs a hook now.

Since this is not a resume that we are constructing, you also have to talk about how you have applied those skills before. Talk about instances which show why your experience is relevant to the position.

Make sure to keep this personable, brief (no excessive storytelling!) and with substance. There should be no fluff or generic statements.

To sidle past fluff and generic statements, it is important to make sure the company feels like the letter has been addressed to them and isn’t a document that has been photocopied and sent in bulk.

Knowing the company’s mission and vision comes to aid here. You can talk how you can fit into the culture, and how you can contribute to the company with your skills and experience. Again, remember, substance is what we want. A well-researched cover letter will be appreciated.

 

The Close:

The conclusion has to be you asking them to contact you for the interview. Convey them you are ready for the next step! Don’t forget to thank them too.

 

Word of Caution:

  • Don’t forget to proof-read the cover letter thoroughly. You can also ask a friend or a family member to go through to get an external perspective.
  • Don’t just repeat plainly what’s on your resume, because then what will be the purpose of the resume? Try to complement it rather than duplicating it.
  • Make sure you get the company and personnel names right.
  • Try not to use “I” too much. While we understand you are trying to sell your brand, it has to be about how you can contribute to the company.
  • Don’t forget to write your name and contact details! And sign! Either at the beginning or at the end, depending on the format you choose to write in.

 

Remember, the structure and content differs according to the industry. Make sure you adhere to any formatting specifications in case the employers have asked for.

 

Jargon: When to (Not) Use it

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In our article about the thirty-second intro, we mentioned how unnecessary jargon is something which shouldn’t be used if we want to be clear and concise with our communication. Now, we delve deeper into the nitty-gritty of jargon, and when it should and shouldn’t be used.

Firstly, what does it mean?

Jargon, as defined by a simple Google search is “special words or expressions used by a profession or group that are difficult for others to understand.”

We can have business jargon, legal jargon, literary jargon among others.

And it is no surprise then that the word “unnecessary” gets attached to the word “jargon” way too often.

But is it that unnecessary?

Let us think about it.

The right, good kind of jargon can actually communicate something really complex quite easily.

Not using the specific terminology can dramatically oversimplify a concept, leading to miscommunication, misunderstanding and perhaps even misinformation.

And the way communication takes place nowadays, we use jargon often unknowingly.

Take for example:

“Keep me in the loop.”

“What is your package?”

“The notice period ends in a couple of days.”

“It’s a win-win situation.”

Imagine explaining these in a simpler language. Not that it is impossible; it certainly is. But would it have the same weight?

 

So, what are the things you can keep in mind to make sure your jargon doesn’t come across as unnecessary? Clear communication is the goal.

  • Look who you are talking to:

If you are talking to someone who is at a managerial/executive position, basically someone who is in a senior position, chances are they are experienced with the jargon.

But if you are talking to, say a person who clearly doesn’t belong to your “department”, then chances are they won’t understand you as well as you think they should.

Take your audience into consideration before using jargon, because you don’t want people to feel excluded, talked down to, or just simply confused.

It’s okay to use it for convenience in meetings and conferences where there are going to be people of your profession, who will understand exactly what you mean. But even here, you have to be careful. Read on.

 

  • Convenience :

See if you are using the jargon for the sake of convenience or because you want to create an “impression.”

Are you conveying a complex idea in a few words by using the jargon? Or are you complicating an idea by using over-the-top, pompous language? The former should be the case if the jargon has to be used.

 

  • Know the Time and Place:

It is important to make sure it is the appropriate jargon, for appropriate place and the setting.

Imagine using inappropriate Internet jargon in a corporate setting with an audience of CEOs and COOs. Saying something like TTYL is not the way to end that meeting, even if it “conveys” what you wanted to say.

Again, the point about keeping your audience in mind is to be remembered.

 

  • Know Well What You Are Saying:

Use idioms, proverbs, abbreviations and everything “jargon” only if you are absolutely sure about the meaning.

If you aren’t sure about the meaning of a terminology, don’t use it. Say the statement in the way you understand it, without the jargon, so that people don’t misunderstand it.

One way to gauge how much you know is to ask yourself:” if someone asks me its meaning, would I be able to explain it in simple language?”  If the answer is yes, go ahead, and use the expression. If no, then you may want to rethink what you want to say.

 

The key in using jargon is to not over-use anything. Remember, over-use leads to clichés. Clichés bore people. Bored people won’t have good attention spans. Low attention span means low information retention.

Jargon in itself is not unusable. It can convey something with surprising clarity and brevity, if used in the right sense, in the right place, at the right time in front of right people. It is up to us how we choose to use it. We have to be mindful about when it may become unnecessary.

 

Enter the Professional World with Confidence

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Interviews, networking events, meetings, gatherings could be daunting for a fresher.

A way to feel at ease in such situations is to practice good body language. Postures determine our state of mind. A good posture reflecting confidence, approachability and professionalism would help you reach a similar mindset.

Practicing good, confident body language is a great way to ease the anxiety one might experience in professional situations that one is not accustomed to handling, yet. Read on.

 

-What exactly does one mean by “body language”?

An online search will bring forth a list of definitions. An easy, comprehensive definition being, ” the conscious and unconscious movements and postures by which attitudes and feelings are communicated.”

 

-Why Make it A Habit?

Because it shows when you are trying too hard to achieve a posture. Effortlessness is the key.

Although, it is not a very big deal if it is apparent that you are trying to maintain a good body language.

Not a problem. After all, people do appreciate efforts.

The danger lies in trying so hard in paying attention on your postures that you ignore everything else: your words, your listener, and their responses, the situation.

 

-So, what are some general postures/gestures that are considered to be “good body language”?

In other words, what are some good habits to cultivate?

These habits can come in handy when you want to be an engaging speaker, a good interviewee, a presenter who holds the audience’s attention and overall, a clear communicator.

  • Posture:

A relaxed but a stable, erect posture is something we are going for.

Too erect looks too authoritative, and too hunched looks under-confident.

It is equally important to pay attention to the placing of your hands and feet. If you are to sit in a chair, don’t slouch. Remember, you are in a professional setting.

In a networking event where you will have to socialise, make sure you aren’t standing too close or too far. Respect the personal space.

Crossed hands and feet signal defensiveness; fidgety, shaky ones signal anxiety.

Hands stuck rigidly on the sides look like someone just shouted “attention!” to you.

Read on to know more about the gestures of your hands.

 

  • Hands and Gestures:

Imagine the writer of this article wants to communicate these exact points to you, in person.

Which one would be more effective? a) Keeping the hands rigidly in one place, or b) Using gestures and motions to divide the points. Obviously b) would be a better option.

Using simple natural gestures while talking can help you appear at ease, clear and demonstrative.

Again, make sure you don’t go overboard with the gestures. We don’t want to hit someone or look like we are dancing.

 

  • Movement:

-One-to-One Interactions:

The way you sit, walk, shake hands makes a huge difference.

While sitting, have the posture that we talked about; make sure you don’t cross your legs or you don’t shake them constantly. You don’t want to appear defensive or too anxious.

Your gait towards and from the chair should be confident.

A nice strong handshake is something you should aim for. But make sure you don’t squeeze the hand too hard. On the other extreme, make sure you don’t offer a limp hand. Don’t shake hands with both hands unless the other person does so. Under no circumstances should the handshake make someone uncomfortable.

 

-Public Speaking:

Events of public speaking are inevitable: onstage, presentations, meetings, etc.

Pacing a little while on the stage is a good idea. It gives you the opportunity to involve different sections of the audience.

Again, make sure to not overdo it: we don’t want you running around the place!

In a meeting or presentation, where pacing isn’t really an option, you can still be an active speaker. You don’t need to stand as if your feet are stuck to a spot. Read on to understand the importance of eye contact!

 

  • Eye Contact:

It is necessary to maintain eye contact, whether you are in an interview, or addressing a gathering.

Eyes that look down indicate a lack of confidence. It makes one look less trustworthy.

But what about gatherings and meetings? You can’t look at everyone, right?

Here, a technique called the “eye-line division” can be used. In this, you divide the audiences in sections of three (in your mind), and then glance over those sections every once in a while. This gives the impression that you are talking to everyone in the audience. You can even do this while standing at a podium if you must.

Again, don’t overdo it. Non-stop eye contact makes people uncomfortable. Nor do you want to appear patronising, looking down at the ones you are addressing.

It is not staring contest. Please blink!

 

  • Smile:

You are not fully dressed unless you wear a smile. This little curve is necessary to humanise the speaker. It helps you as well as the person listening to you feel at ease.

A very simple way to appear as a genuine, warm person, as opposed to a robotic straight-faced arrogant speaker that looks like they will scold someone who asks a question!

But make sure you look at the situation. Don’t overdo it.  A plastered fake looking smile is not something we are going for.

 

Good body language consists of postures and gestures that feel normal: to you and to the person(s) you are speaking to. It makes your words clearer. The language and the language of the body, both are necessary to make sure interviews, networking events, meetings, presentations, speeches go smoothly. Whether you are a fresher, researching the Internet to know more about how to go about professional interactions, or you are someone who just wants know more, these tips will go a long way in helping you achieve a confident bearing.

 

“Can you Walk Me Through Your CV?”: Acing the Answer

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Talking about the details and nuances of an interview is never enough. Perhaps that is the reason why we talk about that dreaded and coveted I-word so often. This time we are going to talk about how to be prepared to answer this frequently asked question in interviews.

There is a high chance your interviewer or the hiring manager would ask you something along these lines:

“Can you walk me through your CV?”

Now, the ball is in your court, and you have the chance to construct your CV-tory in the perfect way possible. This is that moment in the interview when you have complete control. It is that one moment which can help you stand out from others. It is one thing to hand over your CV, and it is another thing to talk about your CV, essentially giving a complete summary.

So, what are the things to keep in mind when you are asked to walk through your CV? You are going to talk about your CV, and you are going to talk well!

 

Know What You Are Going To Say:

Like the elevator pitch, it is almost like preparing a script. You have to know what you are supposed to say but also keep the context in mind.

You have to be prepared to talk about the following things:

  • Your education
  • Your skills and competencies
  • Skills include soft skills as well as hard skills
  • Work experience
  • What role did you have in your previous work experience
  • What drew you to that job, or/and the job you are interviewing for
  • Why did you leave your previous job
  • Any particularly special or motivating achievement of yours in your work experience, especially if you think it will add to the firm’s culture
  • Any additional qualifications

 

Relevance:

We cannot stress enough the need for spontaneity and not parroting anything.

You will have to keep the role in mind while talking about your skills and certifications.

What you say or at least what you say first should be relevant to the position you are applying for. It often happens that people are so busy recalling and in listing out each and every achievement that they forget about relevant achievements.

If a position requires you to have great computer literacy and you have a certificate in, say, Programming, you must mention it. The need to mention that is greater than the need to mention that you have certificate in, say, Calligraphy.

You must prepare a mental structure where you sift out and prioritise all the achievements and skills according to the role you are interviewing for.

The skills would measure differently on the ‘relevance meter’ as per the job role.

 

Time:

You nor the interviewer/hiring manager have all the time in the world. Your walk-through of the CV should be concise, clear, engaging and to the point.

You can ask whether they want a short version or a longer history. And then begin talking accordingly.

A short version has to be around 3-5 minutes. Not more than that, unless you are asked to elaborate more on something.

This is the reason why you need to have a basic (but flexible) script in mind. The words should flow out. This is why you must remember and be prepared beforehand.

It is not a bad idea to rehearse the outline before the interview. Practice will make you perfect.

Practice will help you time yourself, work on your enunciation, the chronology and the sorting out of relevance.

 

Does this not sound like writing a CV? That is the point.

A basic, obvious but nevertheless a good idea to structure your CV walk-through is to keep the structure of the written document in mind. You are indeed being asked to walk someone through your CV. It is in your hands to make that walk a pleasant and an engaging one, the kind that lands you the job!