Welcome to JVS Toronto’s Career Voice

This blog is a collaborative effort of JVS Toronto‘s expert employment and program staff, to share insights, ideas, opinions and experience with our clients, community and colleagues.  We hope to give you a fresh take on the world of work, especially as it affects our community in the Greater Toronto Area, as well as share our favourite resources and Useful Links.  

For questions or comments about the blog, email Karin Lewis, the Editor, at klewis@jvstoronto.org.

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Any questions about job search and career decision-making? Submit your questions in confidence to our Employment Specialist, Joanna, at dearjoanna@jvstoronto.org, to be answered in our Ask the Employment Specialist column.

Ask the Employment Specialist: Why isn’t my Performance Review about my Actual Performance?

Dear Joanna:

I have been working so hard lately in my role as a receptionist in a small company. I believe that I am doing an amazing job as I am getting great feedback from the customers and co-workers.

I recently had my bi-annual performance review with my supervisor and was shocked to learn that she regarded me as below many of the standards required for some of the duties and responsibilities. This was news to me. This document influences my salary, my position, my career path and standing with the company.

I do not understand this review. Please could you shed some light on this worrisome situation.

Signed,

Bad Reviews (BR)

______________________________________________________________________________
Dear BR,

Unfortunately, many of us rely on these annual or bi-annual performance reviews to reflect our performance and a year’s worth of hard work. Sometimes, the employee feels that it is inaccurate and is subjective, and that the information on the form is merely the personal reflections of the supervisor.

Although many human resources department rely heavily on this document as a tool to manage the work and behaviour of an employee (and even the manager, sometimes), as Lisa Quast points out in Forbes.com, many managers see performance appraisals as nothing more than an empty, bureaucratic exercise forced on them by the Human Resources department. She points to many sites on the internet (search online for “performance appraisal”), where you’ll find polls revealing the high percentage of employees who feel appraisals are pointless.

The employment counsellors at JVS recommend that it is important for employees to understand that in performance reviews, it doesn’t matter what you think you are doing at work; what matters is how your boss thinks you are doing. They recommend the following tips to help you avoid getting a surprising negative review, and to ensure your manager’s perceptions are the same as yours.

1. Meet with your manager regularly, to make sure that you both are one the same page with shared expectations. The focus is on doing your work that meets the her standards and preferences.

2. Prepare for the review. You will probably be told in advance that you will have meeting to discuss your performance review. In some organizations, the employee is given the document prior to the meeting to reflect and review. List all of your accomplishments over the time building up the review. Make sure you have facts and figures as much as possible to demonstrate your work, and your successes. List your areas of improvement as well. Be ready to discuss this information in a clear, professional and articulate manner just in case you need to present your work.

3. Don’t talk about your review. Focus on your manager’s expectations, priorities and preferences. Ask her to identify areas she wants you to do differently in, and what you can improve on.

4. When getting feedback, don’t point fingers, blame others, blame the manager or tell her that you are doing it already. You need to show your manager that you are actually doing it, rather than just talking about it. Actions always speak louder than words. Remember, the manager doesn’t have to adapt to you; it’s your responsibility to adapt to her preferences and work around them.

5. Complaining to the Human Resources department is a waste of time, and usually too late. Once the review is complete, your manager’s opinion is how you have been performing. You will have to start again and build toward your next review. Even if she avoids conflicts and problems, and has trouble giving you constructive feedback, it’s still important that you find out what you need to do along the way till your next review to improve.

As our job developers warn, getting a good performance review doesn’t necessarily have all that much to do with your actual work and everything to do with the manager’s expectations and perceptions. Don’t just work harder, in hopes of getting a good review; work smarter by clarifying as much as you can with your boss. Also, a poor performance review might be a red flag that you could be in the wrong job, in the wrong place, or at the wrong time. If you are surprised to get a negative review, and the review doesn’t help you with ways to improve your performance, maybe it’s time to reflect on your workplace and whether you want to stay there, especially if you continue to believe that you are doing a good job.

Joanna

To submit your questions for this column IN CONFIDENCE, please email dearjoanna@jvstoronto.org.

Ask the Employment Specialist: Adapting your Elevator Pitch to Introduce Yourself to Employers more Effectively

Dear Joanna:

I was at a party last week and was introduced to a Fortune 500 Chief Executive Officer of a food manufacturing company by the host. I am looking for work in supply chain management as a SAP analyst, and know that this company is always hiring for this type of role.

I chatted with the CEO about everything under the sun, from cars, to the weather to golf games. When he asked me about my work and career (“what do I do?”), much to my chagrin, I was speechless. I fumbled a bit, and then was direct in saying that I am unemployed and looking for work. Further, I asked him if he was hiring at this time. I blew a great networking opportunity as he politely excused himself from our conversation to go get something to drink.

Do you have any suggestions as to how to present myself to potential employers so that I will be able to get their help?

Signed: Fumbling and Speechless (FS)

_______________________________________________________________________________________________

Dear FS,

You may not have done as badly as you think. The direct approach sometimes works. However, for this case, I would have recommended preparing a professional introduction of yourself (this is often called an “elevator pitch“) and adapting it to the occasion, as required.

I was impressed by the advice of Andrew Klappholz of The Ladders, an excellent employment advice site. In a post about this topic, He posits that in the job search, candidates face a make it or break it moment when they have an opportunity to use a couple of sentences to describe themselves to an interviewer or a new network contact. At JVS, we teach this in our Networking workshops. An elevator pitch is “a quick statement about who you are and why you should be hired. It should be so brief that you can sell yourself while sharing an elevator with the hiring manager”, says Klappholz, who suggests that “Practice makes perfect, but be sure to tweak your pitch to keep it effective.”

Employment Counsellors at JVS warn clients that it is important to memorize the pitch, but not to sound like it’s too rehearsed or unnatural. “Walk up to the CEO, introduce yourself and let him know that you are impressed with and interested in his company“, they advise. Everyone likes to talk about their job and, even more so, about themselves! If you find yourself at a party or casual setting, it’s a great idea to socialize – be personable and friendly — this setting is perfect for networking. For example, when the CEO brings up the topic of work, continue to be engaging and asking him about himself and his work. And then if he asks about you, it’s a good time to present your brief elevator pitch, customized to the occasion. Keep it casual though. ”If you are in an office setting, then you should make it more formal“, add the JVS Counsellors.

In an article in Forbes Magazine, titled How To Craft A Job Search Elevator Pitch, a Career Coach recommends that job seekers prepare a 15- to 30- second elevator pitch, which sums up a job seeker’s experience and job ambitions. It should be clear and appropriately detailed, but not “a laundry list”. In social situations, the pitch can double as a networking opportunity and in a job interview it can be used to respond to the question “Tell me about yourself”. Also, in a social setting, the Coach recommends mixing in some personal details with the professional ones. Here’s an example: “I worked as a SAP analyst for over 10 years in the food industry. I handled lots of projects dealing with inventory of the hundreds of raw materials that we used in the manufacturing and I loved it. I recently took up golf. Do you play golf?”  Then see where the conversation goes. The Coach notes that the pitch is “no substitute for developing a relationship with a person” — when you’re selling yourself, it is important to pay attention to the audience and context.

FS: Consider asking your host to connect you again with the CEO from the party and see if you can have an information interview with him. This is another technique for networking and looking for hidden job opportunities, which I have covered in a previous post.

Best of wishes in your job search,

Joanna

To submit your questions for this column IN CONFIDENCE, please email dearjoanna@jvstoronto.org.

How Volunteering Can Build Your Career and Help Find a Job

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To be considered for any job in today’s tough economy, even the most basic entry-level position, job seekers are finding that employers are demanding seemingly perfect candidates. As a result, common barriers such as a lack of Canadian experience, inadequate experience in a specific field, a lack of references or network contacts, or gaps in recent work experience, can really present serious challenges for re-entering the workforce. This leads to many job seekers becoming discouraged, losing their confidence and feeling isolated from the world of work, which can make it even harder to stay motivated and positive through the gruelling process of job search.

One of the most effective ways for job seekers to overcome these barriers is to volunteer a small portion of their job search time, offering help to a meaningful cause. This can be very effective way to break away from the routine of job search and do something new in the world of work. It can also help to close experience gaps, gain new skills, make new contacts and generally rebuild confidence. In addition, it may even be a source of jobs in the non-profit sector; many employers prefer to recruit new employees from among their volunteers.

However, many job seekers are surprised to discover that finding volunteer work isn’t as easy as they might expect. It requires efforts similar to job search, including preparing a good updated resume, searching for a suitable position online and in person, as well as self marketing skills (such as knowing what to say about oneself in an informal or formal interview). As such, can also be an opportunity for job seekers to sharpen their job search skills.

Some suggestions for sites to find volunteer postings:

• Volunteer Toronto has an excellent service which posts openings, which are can be browsed through by types of activity, types of organisation, clients served, location or even languages
• Volunteer positions in York Region are posted on the Community Information and Volunteer Centre board, divided by organisations or areas of interest
• Charity Village, a job board in the non-profit sector,  has a specific part of the site dedicated to volunteering, where candidates can search for postings by a range of criteria

Otherwise, job seekers can seek out a specific charity of interest, using a service such as 211 Toronto, which is an online directory of tens of thousands of community, health, social and government services. They can check their websites and approach them to offer to volunteer. Community organisations use a range of ways to recruit volunteers. Many, such as JVS Toronto, actively seek out volunteers on their website. Others, such as Sick Kids Hospital, post specific volunteer positions. Some, like St John’s Ambulance (Peel) even offer regular Volunteer Information Sessions where candidates can learn about volunteering at that agency.

Some tips:

1. Make sure to volunteer in a meaningful role, where you can gain new skills
2. Don’t commit too much time to the volunteer work – you still need to spend time actively job seeking
3. Try to find a position which will allow you to interact with other people, so you can work on building a new network of contacts
4. Try new tasks and take on opportunities which will challenge you and show employers that you are an eager and quick learner
5. After having spent some time volunteering, add your experience to your resume and LinkedIn profile, and ask for a reference from your supervisor.

Ask the Employment Specialist: Dealing with a Criminal Record

Dear Joanna:

I’m ashamed to tell you that I have a criminal record. About three years ago, I was hanging around with the wrong people, and engaged in some illegal activity, for which I now have a criminal record.

After much soul-searching, I have begun the process of turning my life around. As part of my “recovery”, I am looking for work in the short-term; and, in the long-term plan, I am looking to build a career as an addictions and mental health counsellor.

Please could you help me figure out how I will be able to secure employment with this record as I know it is a barrier to employment.

Signed, Recovering Convict (RC)

_______________________________________________________________________________________________

Dear RC,

Congratulations on your efforts to build your career and a new life. I am impressed. You are strong and courageous. This is not an easy process.

Karin Lewis, JVS Toronto’s expert employment counsellor and social media specialist, recommends that you consider starting volunteering and registering in training programs/courses that are relevant to your employment or career goal. These initiatives can build your confidence and give you something positive to talk about as you build your network, as well as when you meet employers. This can also take the pressure off finding work and help to increase your network, experience and may even improve your chances of being offered work by word of mouth.

Lewis adds that Social media can be a useful tool for job seekers with a record who are looking to re-invent themselves in the labour market. Consider posting a profile on LinkedIn and other sites including Facebook and Twitter, to showcase all your new achievements. When employers check you out on LinkedIn or simply Google your name, your updated profile will appear at the top of the list and will display all of your positive attributes and activities, including volunteering, education, and contributions to the community. Your record history will be bumped down the google search list –  and this part of your history will no longer be the first link to appear!

It is illegal for employers to ask candidates at a job interview if they have a criminal record, unless they have a justifiable reason to do so, However, at the interview, if you know that they will ask, be upfront, recommends Lewis. You might say something like this: “I’d like to tell you something important before we begin: I have a criminal record. I have been out for 2 years. I want you to know this. I don’t want any surprises. SInce my release, I have been rebuilding my professional life by volunteering in the community (be specific), returning to school to gain skills (specify which courses)”. Describe other positive activities you might be engaged in, which indicate the efforts you’ve been making to turn around. Try to not discuss the specifics of your convictions, unless asked, and don’t allow yourself to get drawn into a discussion about your guilt or innocence. If the employer insists on discussing the issue, simply accept responsibility for your part, express regret and move forward.

In terms of your interest in a job in the social service field, Karin Lewis cautions you to get all the information needed to get into that field before starting a course, because police pre-screening might be required if you want to volunteer or work with what is defined as the ”vulnerable sector”. According to the OPP website, people are defined as “vulnerable”  if they are under 18 years of age, and/or ”because of their age, a disability or other circumstances (…) (a) are in a position of dependence on others; or (b) are otherwise at a greater risk than the general population of being harmed by persons in a position of authority or trust relative to them”. Perhaps speak to someone who hires people who do the work you want to do and find out what they require, or check a website such as Charity Village to read what employers are asking for in their job postings.

You may also start to explore removing your record through Pardons Canada, if you are eligible (contact them to find out). You can also add that you are seeking a pardon in your interview, if this is the case. JVS Employment Counsellor Fern Silver, points out that you should be aware that even if charges have been dropped, you might still have a criminal file. In that case, it is even more important to apply for a pardon and have your record expunged.

The National Career Services (a British government site) lists a number of good tips for job searchers with criminal records, including suggesting that you do not sending out too many rushed applications — apply for fewer jobs but spend longer on them.  Make sure to follow the instructions on the postings and show how you meet the job specifications. Only apply for the jobs you’re likely to get — don’t waste time on jobs for which you haven’t got the right skills and experience. Once you get your first job, if you’re a good employee, you’ll find it easier to get the next job.

I wish you much success in reaching your career goal and building your new life.

Joanna

To submit your questions for this column IN CONFIDENCE, please email dearjoanna@jvstoronto.org.

Ask the Employment Specialist: Email Signatures

Dear Joanna,

Every day I receive a flood of emails at work without a complete signature of the sender. Sometimes the person just signs with a name. On occasion, the email signature is missing a telephone number, a job title or location. Because of the nature of the inquiry, I am supposed to call these people, but if I have to start looking up their phone number, chances are that this request will go to the bottom of the pile.

Why do people leave their signature off their emails? This is one of my pet peeves regarding emails. Am I being too picky?

Signed: Picky Professional (PP)

___________________________________________________________________________

Dear PP,

I too share your impatience and annoyance with this poor email communication etiquette at work. It is professional policy and good business writing behaviour to always complete your email with a full signature, whether you are writing an email as part of your job search or in your workplace.

I suggest that emails include a name, job title, department, company name, telephone(s), email and, even LinkedIn and Twitter links. If you wish to be more casual, then you can sign your first name above this full signature. The point is that it is good practice to make the reader’s life and workload as easy as possible. It is a burden on your co-worker to have to start searching for your contact details and what your job is (especially when there are new employees) amidst the tons of emails or cards received and filed away daily. This is obvious and so often overlooked explains, Matthew Levy in his article Enhance Your Job Search by Creating a Professional Email Signature.

Moving this concept into the world of job search, a competent, professional and intelligent email address for personal and professional purposes is highly recommended, adds Levy. Create an email address that is in line with what you would see in a work setting. For example, Firstname-lastname@yahoo.com. Your personal email account is really your work email account and a critical strategy for your job search.

The email signature is important, explains Levy, as this is the time when job seekers need to make an effort to convey a professional image. Lead with your name, consider a larger point size and a simple, user-friendly, with an attractive font and colour so it’s easy to read. Give yourself a job title as you had in your last full-time job and on your calling/business card. Much of the same idea applies as with the calling/business card – make it simple and easy for the recruiters or hiring managers to contact you. The hiring process happens very quickly and if a recruiter has to look you up, chances are that you will not be contacted and lose the opportunity.

Having a phone and email address on every new, forward, or reply email can support the efforts of all professionals, especially a job seekers, and make a difference to their outcome.

Joanna

To submit your questions for this column IN CONFIDENCE, please email dearjoanna@jvstoronto.org.

Dressing for a Job Interview

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The surprising request from an employer regarding interview clothing made me realise how much the world of work has changed over the last couple of decades. A client showed me an email he received from Apple Canada in reply to his application for an in-store sales position, which inviting him to an interview; the email specifically recommended that he dress casually, in a pair of “neat jeans” and a “collared shirt”. This is a sharp contrast to interview dress recommendations I have heard from other, even similar, employers over the years, who often expected a suit and tie, even from the applicants for the most basic entry positions.

While this simply reflects on an increasingly casual culture in many large companies, it also reveals how interviewing is changing. In an attempt to sort through a growing number of applicants for each advertised job, employers are trying a range of creative techniques to get to know their candidates better, including a more chatty, relaxed approach, which encourages candidates to be more honest. But, don’t be fooled, employers still expect a certain standard of dress and behaviour, and may judge candidates harshly if they do not conform.

So, what are the principles of dressing for an interview?

The basic principle for choosing clothes for an interview is that candidates should dress slightly better than the general dress code of the company. They can figure out the dress code in the company by either visiting the location, or speaking to employees in the company (or in similar companies). The bottom line is that job seekers need to know their target sector, and aim to look like insiders.

If candidates are unsure, rather dress too formally than too casually. If candidates realise that they are overdressed in the interview, it’s always possible to disarm the issue by pointing it out in a confident, yet self-effacing way (“I realise now that I’m dressed too formally — I’m quite glad to see that the dress code is more relaxed than I expected!“). Candidates who are too casual risk being regarded as not taking the interview seriously enough.

Different fields have different dress codes: banks and law firms tend to be more conservative and so a suit may be necessary, whereas the more creative fields and non profits may be more casual. But, this isn’t always the case — a fundraising foundation in a hospital setting, for example, can be quite corporate in its appearance.

If the sector is casual, unless indicated by the employers, it may still be better to avoid jeans and sneakers. Also, avoid too much jewellery and don’t use perfume/cologne (some companies have a scent free policy). For more detail, read How to dress for a job interview, in Canadian Living magazine, which offers some good basic recommendations regarding the standard expectations of employers for women. Some good tips for men can be found on Monster.com: Dress Appropriately for Interviews.

Ask the Employment Specialist: Body Language in the Job Interview

Dear Joanna,

In my efforts to prepare for an upcoming interview as a Marketing Specialist at a Fortune 500 advertising firm, I met with an Employment Counsellor at JVS Toronto. She gave me feedback that was painful to hear, saying that my body language gave the impression that I was not interested in the position. She said I slouched in my chair, kept fidgeting with my pen and did not smile. I was shocked to hear this feedback.

I thought my countless strengths, in-depth experience and expertise would qualify me for the interview, especially if I was able to answer the questions in a professional and clear manner. Please let me know what you think about body language in an interview.

Signed, Bad Body Language (BBL)
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Dear BBL

Did you know that 87% of messages pertaining to feelings and attitudes is in the words that are spoken,  38% of messages pertaining to feelings and attitudes is paralinguistic (the way that the words are said), and 55% of messages pertaining to feelings and attitudes is in facial expression. Did you know that communication is 7% verbal and 93% non-verbal?

According to Amy Levin-Epstein, in her CBS MoneyWatch article, Job interview posture: Body language power tips, how you present yourself in an interview (how you sit, stand, walk, dress) is as important as what you say, if not more. She quotes Amanda Haddaway, Director of HR for Folcomer Equipment Corporation: “There’s an old adage that communication is 7% verbal and 93% non-verbal. If you’re not projecting confidence and competence through your body language, the interviewer may not feel that you’re the right fit for the position”.

Creating a positive impression on an interview goes beyond what you say: it’s how you say it. Based on research, Dr. Albert Mehrabian’s Communications Model offers tips as to how to create a positive impression, including:

• always smiling when greeting the other person
• using the interviewer’s name
• shaking each person’s hand
• speaking with confidence and enthusiasm in your voice

Your gestures and how you sit at the table can demonstrate confidence; the hiring person will mostly evaluate your performance on this critical non-verbal communication, rather than only on your qualifications. In the end, it’s about building relationships. The interviewer will ask himself/herself – do I want to work with this person or do I want this person on my team?

Amy Levin-Epstein, in her article Job interview posture: Body language power tips, interviews Lisa Panarello, founder of Careers Advance and a finalist in the Toastmasters 2010 World Championship of Public Speaking, and provides these fantastic tips to make sure your body language is at its best on the interview day and that you make a great impression:

1.     Sit and stand up straight and avoid fidgeting. Slumping and fidgeting tells the interviewer that you don’t care about the interview and the  job. To demonstrate professional behaviour, keep your back straight and lean in slightly when spoken to, to demonstrate interest in the speaker.

2.     Practice and prepare. I am impressed that you are practising with your employment counsellor. Take the feedback seriously; your counsellor is correct to tell you the truth, because there is a big difference between how we feel we’re presenting ourselves and reality. Remember that JVS also offers Mock Interviews, where we use a camera to film your performance, so you can judge it for yourself.

3.     Dress appropriately. Make sure you look neat and professional, including making sure you have proper footwear and fitting outfits so it’s easy for you to walk with the interviewer. Stay away from too much jewellery and don’t wear any perfume or aftershave lotion. Many offices have scent-free policies, which you don’t want to contravene.

4.     Show some emotion. Try to remember to smile throughout your conversation; stress can cause you to frown, so be aware of your facial expression. Also, try to maintain eye contact (without staring) with the interviewer. If you are in front of a panel, try to have eye contact with each individual as best as possible. Tell stories as if you are reliving them –that will help the interviewer relive it with you.

5.     Walk with the interviewer. Follow the interviewer to or from the room, and make sure to keep their pace. Don’t fall back behind them or go ahead — but always make sure you leave enough room when walking (you don’t want to be stepping on their heels or tripping them up).

6.     Stand strong. If you find yourself standing for long periods of time, whether it’s presenting during a group interview or introducing yourself to potential co-workers at their desks, keep your footing stable. The best strategy is to be sure to stand on two flat feet. “Do not lean on one hip (too casual) or rock back and forth (this shows nervousness and will be distracting). Also, keep your legs and feet in line with your waist — too close together and you will teeter, too far apart and you will naturally want to cross your arms for balance, and you’ll look overconfident or closed off.”, suggests Panerello.

I would recommend practising again with the counsellor, friends and family to get their feedback. If you follow these tips, I have full confidence that you will do well in the interview and hopefully be closer to the job offer.

Joanna

To submit your questions for this column IN CONFIDENCE, please email dearjoanna@jvstoronto.org.

Ask the Employment Specialist: The Secrets of Using Keywords on the Resume

Dear Joanna,

Each day, I’ve been applying to hundreds of jobs in administration, bookkeeping and customer service. Most of my applications are online through websites such as Monster and Workopolis and all of the company websites. I tirelessly post my profile and resumes as requested by the various organizations. I follow the application instructions to the ninth degree.

How come I haven’t received one phone call for an interview? What am I doing wrong? I am completely qualified for the positions, and would at least be grateful for any feedback from those who are reading my resume. Any insights would be greatly appreciated. I’m desperate to find work. Nothing is working.

Signed: Online Applicant

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Dear Online Applicant,

Applying for jobs online is definitely one strategy; although I would strongly recommend that you limit your web surfing and applying for jobs to less than 10 percent of your job search time.

Since you are spending so much time applying for work online, it’s important that you understand how the Internet job boards work, as well as how recruiters review your application through their “Applicant Tracking System” or ATS. This is a software system purchased by large companies and sites such as Monster. Employers use it to manage their job openings and screen incoming resumes from job seekers through keywords that could be qualifications, skills, experience and education required for their position. The problem with the ATS is that if job seeker’s resume is not formatted the right way and doesn’t contain the right keywords and phrases, the ATS will misread it and rank the resume and candidate as a bad match with the job opening, regardless of the candidate’s qualifications, explains Meridith Levinson in “5 Insider Secrets to Beating Applicant Tracking Systems”.

Nix Prabhu, is a Client Relations & Business Operations Specialist at CareerEdge, a national non-profit organisation which describes itself as facilitating “the creation of meaningful work experiences to achieve business objectives and launch careers”, by offering paid internships to diverse communities including people with disabilities and internationally trained newcomers, all through online applications, using ATS. She offers some critical recommendations for all online job seekers.

1. Analyse the job posting: Recruiters will distinguish between “must have” mandatory qualifications and “nice to have” assets. Identify the skills, qualifications, experience, education and requirements in the posting, and count how often those key words appear on your application. The more the word appears, the more likely your resume will be picked up by the ATS software and be sent to the pre-screening team of recruiters.
2. Customizing your resume: Use the exact words and language in the posting. Do not use your own words. Don’t try to be fancy. Save it for the interview. Don’t use synonyms or acronyms, use the same words and phrases from the job posting. For example, if you are applying for a “Business Development Specialist”, and phrases such as “relationship management”, “analytical skills” and a “bachelors degree”, appear in the job description, these are mandatory qualifications. If you have this experience and requirements, then make sure these exact words are in your resume. Don’t substitute “relationship manager” for “account executive” even though the essence of the role is the same. Put in your resume what the recruiters put in their job description. The hiring people have programmed the ATS to pick up those three keywords in their search. And if you want your resume to be considered, then make sure you have all (or at least 90%) of the mandatory qualifications in your resume, or you will be dropped from the competition.
3. Know the buzzwords. All organizations use different words to describe the same position or role. Each bank for example has their own keywords and will call a “teller” something different. So, if you are applying to a teller position at TD Bank – use the words and phrases from the TD posting, but DO NOT try to apply for a teller position at CIBC with the same application. You will NOT get past the ATS, because CIBC uses different and organization specific words in their postings. It is a skill to be able to understand what the keywords are and how they are used by the different companies.

Some other suggestions on how to make sure you leverage your applications online and with the ATS are presented by Levinson in her article. Often resumes are lost because the date was listed before the employer name. The ATS failed to read the educational degrees that the candidate held which was a requirement of the position. Needless to say, the resume never made it to the recruiter. Although there are plenty of weaknesses with the ATS, it does save recruiters lots of initial pre-screening time, especially when the competition is steep within certain industries. It helps the recruiter to narrow down the candidate pool to the top 10 candidates whose resumes the system ranks as the most relevant. Levinson warns that “as long as employers rely on the ATS to screen resumes, qualified job seekers’ only hope for passing through them successfully is to understand exactly how the system works”.

As highly recommended by Karin Lewis, The Editor of this blog and JVS Employment Counsellor and Social Media Specialist, in her recent blog, face to face contact remains the most effective job search activity. If an employer knows a candidate, or they have been referred by someone they know, the likelihood of that candidate being hired is much higher. A recent New York Times article stated that referrals are important both for being called for interviews as well as in making the ultimate hiring decision, suggesting that “Referred candidates are twice as likely to land an interview as other applicants (…) For those who make it to the interview stage, the referred candidates had a 40 percent better chance of being hired than other applicant.”

My advice to you is to limit your online applications, and start increasing your job search efforts by using the plenty of other effective tools out there, as described on this blog.

Joanna

To submit your questions for this column IN CONFIDENCE, please email dearjoanna@jvstoronto.org.

Tapping into the Hidden Job Market

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One of the biggest frustrations expressed by my job-seeking clients is how to convince employers to consider them for jobs for which their experience and skills are not a perfect match (“I know I don’t have every qualification listed on that job posting, but why can’t the employer just give me a chance? I learn quickly and am very motivated!”).  Many talented candidates tell me that trying to match their background to the qualifications listed on jobs posted online is a very frustrating exercise, often resulting in them being either over- or under-qualified for most positions.

Employers also express such a frustration — saying that despite the high unemployment levels and the reports of many highly qualified candidates — they often struggle to fill their open positions with suitably qualified candidates. Last year, the Wall Street Journal reported that as many as 40% of the companies they surveyed struggle to fill positions with suitable candidates. One employer admitted that “In some cases, like an open administrative assistant position, many applicants are overqualified”, expressing reluctance to hire such candidates because he believes they “won’t like the job—at least for very long.”.

In a recent article, Lou Adler, a Headhunter and Author, argued that the job market is divided into two markets — one that is effective at building careers and filling job needs, and one that does not work at all. The ineffective market is the one job seekers often look at first — where jobs are posted and qualifications are listed. The effective job market — the one that works — is hidden. Hidden, but “in plain sight”, he says.

 

What is the Hidden Job Market?

Even in this age of the Internet, when posting jobs on a company website is easy and does not have to cost much, most meaningful career moves happen away from public sight, through what Adler describes as “internal moves and networking”. In fact, he suggests that most candidates (almost 60%) find work through networks and recommendations from people who know them.

This means that job seekers who spend all of their job search reading through online job postings, and submitting their carefully composed cover letters and suitably targeted resumes, are missing out on the most efficient and effective way of finding meaningful work: networking.

The fact is that many jobs become available and are quickly filled, even before getting to the stage of being described and posted online. So much so, that these jobs do not even get counted in unemployment figures (which often rely only on counting advertised positions).

 

Where are these “hidden” jobs?

The truth about the job market is that employers also prefer candidates who are highly motivated and have potential to contribute to their company in the long-term. The problem is, that unless a personal recommendation can be made about these qualities in a candidate, employers do not have any objective way to assess motivation and future potential. The best they can do is ask staff, colleagues or friends if they know someone who might be suitable, based on their past performance.

When a position becomes available in a company, employers tend to go through the following steps, according to Lou Adler:

They start by considering past and present employees. They may informally ask around, to find out if any staff would like to take on the new opportunity, or whether they can recommend someone who might be interested, using “general criteria”, which are not rigid, and may be even be adaptable to the candidate’s fit to the position. If this is unsuccessful, employers will begin to network and ask around for suggested candidates from people whom they trust, still being flexible in terms of the criteria and nature of the job, depending on the potential of the candidate.

Only if the networking is unsuccessful, hiring managers will feel obligated to prepare a formal job description and advertise the job. The process of detailing skills and qualifications forced employers into becoming less flexible in deciding who they will have to hire. It also makes the process cumbersome and expensive, for both the job seeker and the employer.

Most job seekers have already experienced this in their work history. When I survey my clients about their previous jobs, most have stories of finding jobs — often the best, and most important jobs in their work history — informally, or through someone they knew.

 

How to access the ‘Hidden Job Market’

Throughout this blog, we have shared ideas about ways of networking so that job seekers can become known by as many influential people as possible. These include volunteering, as well as using LinkedIn, Facebook and Twitter to meet new potential employment contacts. I have also listed strategies for becoming the person who others think of when they have a job opening.

Most importantly, job seekers need to invest job search time to meet people and build trusting relationships which result in potential employers thinking of them when a job comes their way. This requires an investment of time and effort, and a rethinking of what many job seekers consider the usual ways of looking for work, to favour networking.

Ask the Employment Specialist: Dealing with the Receptionist

Dear Joanna,

I went on a job interview yesterday, and as I was instructed at a JVS Job Interview Workshop, I showed up 15 minutes earlier, to stake out the business first. I was greeted by the Receptionist who, quite frankly, was annoying. She kept asking me questions. Who am I here to meet? What was the job I was applying for? She was so nosy. It was none of her business as to my reasons for being at this company yesterday. What business did she have prying into my business?

I was wondering how to handle this situation with the Receptionist should I find myself in another interview with another busy-body Receptionist?

Annoyed Interviewee (AI)

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Dear AI,

That is great that you arrived early to become familiar with the company who was going to interview you. But you made a huge mistake by underestimating the power of the Receptionist in organizations. Receptionists’ opinions are highly valued at companies; often, they act as gatekeeper, and they deliberately assesses the candidate from the beginning. A company’s Receptionist can make or break the hiring decision, based on their experience with the candidate.

Kwoh and Weber (2012) from the Wall Street Journal write a fantastic piece (The Receptionist is Watching You) on this issue. Be nice to the Receptionist, they warn, because the interview begins the moment you walk through the doors of the company. So make sure your best behaviour should start immediately – don’t save it for the interviewers or managers! Do not assume that the receptionist or administrative assistants don’t matter. It’s just the opposite, add Kwoh and Weber; these frontline workers are “sharp observers who can instantly sense whether someone will fit in with the company culture.” Fitting into the company culture is often considered more important than technical skills.

Many bloggers write on this topic. Kwoh and Weber quote one Executive Assistant who explained how a bad first impression can ruin one’s chance of getting past even the front desk. When Hiring Managers are unsure about a candidate, they will ask the Receptionist who often can have the final say in the hiring. In another case, the Receptionist didn’t even pass on the resume to the appropriate managers because she was offended by the candidate who gave her the envelope with an attitude, treating her as if she was his slave. So, beware of your behaviour. Everyone you meet in your efforts to look for work or even after you have a job, deserves to be treated with respect and dignity. It could be the security guard, the office clearer and, in your case, the Receptionist.

Cathy Vandewater, a former Administrative Assistant, responded to Kwoh and Weber’s article in her post Impress the Receptionist: 5 Tips for Your Next Interview, with some useful guidelines for dealing with the receptionist at your next interview:

1. Don’t just be ”kind”; be professional and respectful.  It’s great to be friendly, but remember that the front desk person isn’t just a “hi and bye” character in your prospective working world. Very likely, you’ll need to interact with them every day, and you may need to rely on their support to get your work done. Be collegial and showcase your professionalism too.

2. Remember that the Receptionist is not on your side. Vandewater recalls the many times an interviewee politely greeted her, then, moments later, leaned in and whispered a question about what the boss is really like to work for. This was tactless. Treat the Receptionist just like you would your interviewer.

3. Keep in mind that the Receptionist is watching you. Make sure you dress and act professionally at all times in the office where you are having an interview or even if you are simply dropping off a resume. Pretending office staff is invisible to the point where you’re behaving inappropriately is insulting and damaging to your reputation as a professional.

4. Don’t flirt; it isn’t cute. Sure, you’ll very likely make a fun, light-hearted impression in the moment by complimenting the Receptionist. They might give you their number, but they won’t refer you for the job. While flirting might be fun, sexual harassment or tension in the workplace is not. Don’t cutesy your way out of a job opportunity by forgetting where you are.

5. Don’t let the Receptionist do more work than necessary. If you need help with directions, or dialing in to a conference call, consult with the administrative staff in a patient and respectful manner. Don’t assume they are there to serve you. Be thankful when you get help, and linger to have some light conversation, to show some genuine gratitude.

Remember that the Receptionist is in a powerful position, which — if you are respectful – can serve you well.

All the best with your job search,

Joanna

To submit your questions for this column IN CONFIDENCE, please email dearjoanna@jvstoronto.org.