Good advice

Dear candidate,

We recommend the following common sense advice to you in order to strengthen your application and facilitate the hiring process. With many years of experience behind us, we have seen some strong candidates not get hired due to errors and omissions rather than not having the profile for the position they seek. We would be happy to have any questions you may have. You can see previously-asked questions in the FAQ section.

While the following may be old news to some, we have also found that common sense is often the least common of all the senses.

AIM Talent

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The following topics are covered below:

• Costs and expenses
• About the hiring process
• Labeling your documents
• Abbreviations and acronyms
• Personal information
• Professional photo
• Style and content of the résumé
• Blind résumé
• Keyword summary
• Interview
• Terminology
• Relocation
• Travel
• Documents, paperwork
• Salary
• References
• Applying for positions for which you are not fully qualified

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Costs and expenses

There is no cost to candidates to apply for jobs. The candidate may incur the following costs in the hiring process. Those costs will be made known to the applicant.

• Getting documents, paperwork in order, such as a criminal record check or a medical exam
• An expanded applicant profile, we may recommend, suggest or request skill testing, such as personality profiles, software, etc. to strengthen your application, at your cost
• If an employer requests such tests be done, the employer should pay for the tests
• Travel expenses or phone expenses to be interviewed (you can always suggest a phone or video interview, but may be requested to travel at your own expense)
• Professional development or networking opportunities
• Other incidental expenses

About the hiring process

AIM Talent is an executive search company. As such, we do not charge any fee to candidates. When you apply to a general call for résumés, you enter into our database of candidates. If you are selected for an interview, we will contact you. You may update your profile at any time. A general call for résumés means that we do not have current job postings or clients seeking people in your specific area of experience but that we anticipate having such openings soon.

When you apply for a specific opening for a specific company, you will receive notification that we received your application. You will then be contacted if you are among the short list of candidates selected for interviewing. Sometimes you will not hear from us if you are not selected for the interview. At times, the process can take a long time as the client companies wait until the position closes and the candidate packages are prepared before moving on to the decision-making process. If you are not short-listed for an interview or are not successful in the placement and we consider your profile as eligible for anticipated future positions, your résumé will be filed in one of the general sections for future consideration.

Labeling your documents

It is important to name your documents completely and correctly before submitting them. Some samples of correct names are below.

Considerations:

• Don’t use generic filenames like Resume.doc (you can imagine how many of those we have that just get lost in the computer’s memory and have no meaning when you come across the file without having to open it)
• Make sure your documents are saved in a format lower than Office 2007, so .doc, not .docx
• Name all your filenames starting with your name (this helps them be found together when saved on someone’s computer)
• If including any images, ensure they are in low resolution, no files should exceed 100 kb in size, ideally
• Do not use any uncommon formats for your documents

Examples of suggested filenames:

• Michael Smith industrial engineer CV.pdf
• Michael Smith senior VP finance cover letter.doc
• Michael Smith references.rtf

Abbreviations and acronyms

While it is useful to let a potential employer know that you understand industry jargon and that you know the major companies, it is important to assume that the person reading your application is not familiar with the terms that you know and handle frequently. If using an abbreviation (shortened word) or an acronym (letters of a titled pronounced as if it were a word), ensure that you include the full definition in the first instance. It is best to avoid them if at all possible. Do not assume, for example, that an employer will know your university by its acronym, nor that the employer will even know where that university is. It is best to use the long form. It has been proven that it is also easier on the reader’s eye if they have the words spelled out.

Example of correct usage of term: USC (University of Southern California, Los Angeles, CA)

Personal information

On your résumé, you should not reveal personal information such as address (only include city, state and country) gender, health status (unless it is important to disclose a disability that would imply a limitation to perform the duties required for the job), marital status, children, age, height, weight, etc.

Employers may ask you personal questions during the interview and upon hire. Keep in mind that the US and Canada have strict policies about what personal information an employer can ask, as do some other countries. Many, however, have no legal restriction and can, and sometimes will, ask your religion, even your preference for a sports team. Consider the context and answer the questions to the level at which you feel comfortable.

Again, do not state it on your application documents but be prepared to provide it during the interview and hiring stage.

If a position requires relocation, at the employer’s expense, it is important to disclose information about your family situation before accepting a position.

Professional photo

See examples of professional photos in the sample documents section. Some people like to include a small photo on their résumé. For the most part, it is not necessary. It is a good idea to have one ready, though. Employers will consider a phone interview but they like to know who they are talking to. The photo could be sent once the interview process starts. It can also be included in your application package. It should be a full-body shot, recent, in professional dress and not include other people in the photo.

Style and content of the résumé

Your résumé should be simple, clean, clear, easy to read. You should take into consideration the following elements:

• Do not use complicated and extensive or multiple formatting (bold and underline used together, for example) that may set up differently on someone else’s computer
• Spell and grammar check the document
• Have three people (professionals, former employers, etc.) look at it and give you advice on errors, omissions, anything that is not clear
• DO NOT USE ALL CAPITAL LETTERS, EVER
• Your résumé should be in reverse chronological order (see samples in sample documents section) and include the following: Name, phone number with area code (preferably your mobile phone), email address (make sure it’s a professional address, not something like surferdave@hotmail.com but rather davejones@hotmail.com), profile, objective, work experience, education, skills and certifications
• Note that hobbies, pastimes, etc. are not to be included in a résumé, though you may be asked about them during an interview
• Make sure your résumé is at the most 2 pages long
• Include your name and title in the header, along with your email address (example: Dave Jones, Mechanical Engineer, davejones@hotmail.com)
• Include the page numbers in the footer (page 1 of 2)
• The header and footer are important in case the resume pages get separated after printing
• Do not use any colors other than black or dark gray on your résumé (perhaps with the exception of the blue underlining of a hyperlink)
• Only include completed education unless you are in the process of completing, as in, don’t include six months of chef school if you decided to be an engineer later)
• Only include post-secondary degrees (unless where you went to senior high school has some particular significance to the job or employer)
• Only include jobs that are relevant and going back no more than approximately 10 or 15 years (do not include that you worked at a summer camp back in high school)
• Make sure all software packages and other proprietary names are spelled correctly (we have seen many a résumé with PowerPoint spelled as two separate words, etc.)
• Use concrete terms and state your accomplishments (see examples on the internet and in our sample documents section)
• Do not capitalize words that are not proper names or titles

Blind résumés

It is not always required but is a good idea to have on hand. You may be asked for it at some point during the hiring process. A blind résumé means that all identifying information has been taken off of the document. You can use a random reference number, such as 8928892798279. It must be 12 or more digits. The digits can be included in the footer of your résumé that has all your contact details and also in your blind résumé so the documents can be cross-referenced in the future. It would start with your title rather than your name and contact info, so Mechanical Engineer, rather than David Jones.

Keyword summary

Your keyword summary is similar to your profile, except that the profile is expressed as a paragraph. The summary should mention your name, title, degrees, years of work experience, major companies you have worked for your with.

Example:

David Smith, mechanical engineer, 10 years of supervisory experience, Libya, Canada, Canadian citizen, English (native speaker, Arabic (fluent), willing to relocate, worked for British Petroleum, consulted to Canadian Energy Commission

Interview

Here are a few notes about interviewing, whether over the phone, by video or in person:

• Go alone
• Make sure you know how to get there and get there on time
• Research the company, dress code, policies, background, principals, main clients, etc.
• If by phone or in another area, make sure you have the time zone clear
• If by phone, know if they will call you or you are supposed to make the call
• Keep lines clear
• Turn off cell phones or other noise makers (sound on your computer, for example)
• Do not wear perfume or cologne
• Do not wear flashy jewelry or anything else distracting
• Dress professionally, even if the job does not require professional dress
• Take a copy of your resume and other documents, in print and electronic form, in case you are asked for them (have all documents scanned)
• Ask any questions you have but avoid asking about salary, work hours, etc. That can be discussed once they have made an offer if the employer has not mentioned it yet
• Before leaving the interview, ask for the names and titles of the people that interviewed you (or ask for their business card)
• Write a thank-you note or email to each person that interviewed you, but do not ask any questions in the thank -you note

Terminology

We use the following terms interchangeably:

• Résumé, CV (curriculum vitae)
• Job, career
• Cover letter, job letter, application letter
• Client, company, employer
• Candidate, applicant
• Citizenship, working permits
• Languages

Relocation

You will be asked if you are willing to relocate. You should say yes only if you are, indeed, willing to relocate, without any special considerations and requirements.

Relocation usually means that you will do so at your own expense. Employers will specify if they will pay you a portion or all of your relocation.

Travel

We will mention two aspects of travel here. The first is the need to travel to a job site to be interviewed. This is sometimes paid for by the client company (employer) but most often is paid for by the candidate. Unless it is made clear by the client company, assume you are paying for travel to be interviewed. If the client states that they will pay for the airfare and hotel but doesn’t say anything about the meals, etc. then assume that they are not paying for the meals. If they say they will pay for some or all of the trip expenses, ask them if they would like to book it or if they would rather reimburse you. Save all receipts and travel documents and ask them what they would like to have done with the papers. Do not assume anything. If you must know, ask. If you do not need to know, be prudent and professional and make a decision.

The other kind of travel relates to work-related travel considerations. If you are traveling for work, all reasonable expenses should be covered by the employer. The more important consideration is whether you are willing to travel. It is important that you state clearly and be truthful on your application and résumé about whether you are willing to travel. Assume it means full time travel if not otherwise clarified.

Documents, paperwork

It is important to have all your paperwork prepared, scanned and ready to show a potential employer for an interview. If you are selected for an interview, we will ask you for some or all of the following documents,  in original form and/or as copies. The documents required would depend on where you live, what job you apply for, what country you will be working in, your background, and other factors. Such documents will usually be requested when a candidate is short-listed or interviewed or upon hire by the client company or employer.

• Reference contacts
• Reference letters
• Valid ID (depending on where you live, whatever is considered the most valid, such as a driver’s license, voter’s card, etc.)
• Birth certificate (as well as marriage or divorce certificate, birth certificate of children, etc. this in the event of insurance registration)
• Passport(s)
• Working visa(s)
• Traveler’s visa(s)
• Social insurance or social security card
• Diplomas, transcripts
• Medical exam results (details would be specified if required)
• Criminal record check
• Language proficiency tests
• Certifications
• Professional memberships
• Driver’s license (certain classes of license may also be required)
• Military service or exemption card
• Health or travel insurance
• Cheque or other bank document for the purposes of payroll deposit
• Any other pertinent document that the client company/employer requests
• Translations of any documents as necessary

Salary

Where possible, salary is stipulated in the job posting and during the interview process. There are some client companies that prefer complete discretion and will not discuss salary until ready to make an offer. If you have a minimum salary expectation, you may say so on your résumé or in your communication with the potential employer but most candidates find it is best to wait until there is an offer of employment extended to take the salary into consideration. If the employer does not mention salary and benefits before an offer is made, we recommend not discussing it. You should see it in writing before you need to make a decision whether to accept the position.

References

Do not include your references on your résumé. This has several benefits.

• You do not reveal information to just anyone that your references might consider confidential
• You know when a company is interested in your profile when they ask for references
• It provides you with an opportunity to alert your references that they may expect a call from a certain company

If you receive a request for your references, have a reference page prepared to send to the potential employer. A sample can be seen on the sample documents page. When you contact your references to tell them that a company is interested in you, you can ask them if they would like to see the letter that they wrote for you, especially if it was several years ago, in order to better prepare them for the call.

When listing professional references include your reference’s name, job title, company, address, phone number and if acceptable to your reference, an e-mail address. Including a reference’s job title can help promote your image if the person’s title or position is similar to the job you want or industry you are pursuing. In this instance, employers will be interested in feedback about you from someone in a related field or who was in a position of responsibility that can judge your work experience, professionalism and reliability.

For example, if you are looking for an accounting position and you provide three professional references–from a Certified Public Accountant, CEO and an Accounting Supervisor–this promotes you as having excellent professional contacts within the field of accounting. You may also want to specify in what capacity the reference knows you–such as being an employer, supervisor, co-worker or business associate. This helps employers understand what your relationship was to the reference. The references with the most weight will be your former employers or your current employer.

Applying for positions for which you are not fully qualified

Over the years we have seen people apply for positions for which they are not qualified. The only situation under which this is justified is if you have not previously held the title advertised in the job posting but have all of the relevant experience. We DO NOT recommend you apply for positions for which you are not fully qualified as this will not strengthen your credibility with us or with the client companies. This is seen as fishing and is not considered professional. Of course, all information on your résumé and application, as well as reference letters must be true and correct.

Parameters to consider to see if you are fully qualified:

• Language requirement
• Citizenship/working authorization requirement
• Software knowledge
• Certificates (safety, software, special training)
• Years of experience required
• Track record you can prove
• References to back up your statements
• Geographical knowledge
• Sector/industry/jargon knowledge

We advise you to read the job description and requirements very carefully in order to determine your eligibility. You have a much better chance of getting a position for which you are fully qualified. If you do not meet or exceed at least 90% of the profile, please do not apply for the position, rather, apply to the general call that fits your profile to be considered for future positions. Also, we recommend you register on this site to be notified of future postings (daily digest) or check back regularly to see if there are opportunities that fit your profile.

Citizenship

Even though it may seem obvious from your background and where you have lived and worked, it is of the utmost importance that you mention your citizenships and existing working authorizations (not requiring employer sponsorship) on the application and also on your résumé and cover letter. It should never be assumed. Example: Legally-entitled to work in USA (citizen) and Canada (landed immigrant). If you require sponsorship, even if you have previously had a working visa, then do not state that you are legally-entitled to work in a country. You may say something like the following example: Legally-entitled to work in Canada (citizen) and USA (J1 visa, requires employer sponsorship, expires June 1, 2009).

Languages on your CV

People often forget to mention their own native language on their résumé. It is important that you state all of your languages and not assume it is obvious. Please see the language definitions below to determine how you can make mention of your various languages. Language proficiency is referred as: beginner, intermediate, advanced, fluent or native speaker. Examples: English native speaker, French intermediate.

Note your languages in order of highest proficiency to lowest. Do not mention languages that you have no working knowledge of and that you would not be able to use in the workplace. For proficiency definitions to see what level you are, see definitions on this page.

Definitions of language proficiency

Beginner (Novice) A novice has extremely limited vocabulary and grammar, understands very little of the language when spoken normally, has difficulty making self understood by native speakers, and thus has serious problems in an immersion situation. A novice may be able to order food in a restaurant, buy a train ticket, and find lodging for the night, but only with great difficulty.

Intermediate (Survivor) A survivor converses using basic vocabulary (time, date, weather, family, clothes); uses the present, past, and future tenses more or less correctly; and is aware of difficult grammar topics (e.g. subjunctive, relative pronouns), but either uses them incorrectly or awkwardly rearranges sentences in order to avoid them. Still needs to tote a dictionary and/or phrase book around, but can survive in a full-immersion situation: order food, give and receives directions, take a taxi, etc.

Advanced (Conversationalist) A conversationalist has the ability to converse about fairly abstract ideas, state opinions, read newspapers, understand the language when spoken normally (on TV, radio, film, etc.) with slight-to-moderate difficulty. Still has some trouble with specialized vocabulary and complicated grammar, but can reorganize sentences in order to communicate and figure out the majority of new vocabulary within the context.

Fluent (Debater) A fluent speaker can participate in extended conversations, understand the language when spoken normally (on TV, radio, film, etc.), figure out meaning of words within context, debate, and use/understand complicated grammatical structures with very little or no difficulty. Has good accent and understands dialects with slight-to-moderate difficulty.

Native speaker (Mother tongue) Someone who has spoken the language from at least the age of 5 (this age limit is subject to some debate, some think that a native speaker can have started learning the language as late as any time up to puberty). In theory, understands essentially everything in the language: all vocabulary, complicated grammatical structures, cultural references, and dialects. Has a native (i.e. invisible, “normal” in his/her region) accent.