"I know everything except myself."

François Villon. Circa 1430-1484.

What’s the very first thing you should do on your first day in a new job? Update your resume. What should you do immediately after a performance appraisal? Update your resume. In anticipation of bad news? Not at all; it’s just that these are two of the best times to keep your employment affairs in order. Why? Because you’re probably well focused on your career goals and objectives. The worst time to update (or, heaven forbid, write from scratch) a resume may be when you have to find a new job instead of when you want to find a new job. An updated, current resume is like an insurance policy; it’s often most effective when sudden "tragedy" strikes.

The opening quotation from a famous Frenchman speaks to an important precondition to writing an effective resume but we’ll discuss to how to get to know the "employable you" in a minute. It also happens that resume is a French word meaning "a summing up, a summary or short history". Be careful though. A powerful resume is much more than a mere recitation of previous FM job descriptions. It also touts actual, verifiable and meaningful accomplishments. A resume then, is very different from a job application.

The purpose of the resume is to get an interview, not the job itself. While this may sound like an obscure differentiation, it is a critical factor in the job search strategy. The resume is the sales literature that gets you in the front door – the interview is where the "rubber meets the road". Make your FM resume not only professional and substantive, but appealing and even enticing. Ideally after reading the resume, the hiring officer should reach for the phone in eager anticipation of meeting this highly competent and wonderfully interesting future employee.

The most useful and powerful FM resume is the one you write yourself. If you’re starting from scratch or your current resume is terribly outdated, set aside about 3 months to compose, circulate for comment and continuously recompose a new one. Working from a resume that is truly your own work can significantly bolster your confidence during phone and in-person interviews.

If you need some tutoring, there is certainly no shortage of resume writing advice from which to choose (books, websites, magazine articles, etc). But be careful. If ever the phrase "opinions are like belly-buttons – everybody’s got one" rang true, it’s in the arena of resume writing. Remember – it’s your resume. While it must unquestionably ring true for a future employer, you must feel comfortable and assured as you proclaim your job related virtues to the world. This is the time to be neither

• Demure and coy nor braggadocios and cocky
• Evasive and dishonest nor destructively forthright and candid
• Slick and "schmoozy" nor casual and careless

Employers are looking for the answers to 3 basic questions:

• Can this person perform/contribute - do they have the skills and experience I need?
• Will this person perform/contribute - do they have the desire to apply what they know to the job?
• Will this person fit in and become a part of the team?

Some of the following tips may seem obvious, but if I review one more resume looking for a position as a "Facility Manger", I think I’m going to write a computer virus to disable every spell checker in the whole world! Briefly then, your resume must be:

Use the "telegraphic" style ("accomplished") vs. the first person style ("I accomplished") to begin each statement. This may not be proper English grammar, but it’s great resume grammar. Describe your experiences using the active rather than the passive (not to be confused with past tense) voice, ie. "managed a facilities project team" rather than "responsible for managing a project team...". In short, punchy sentences and phrases using the employer’s terminology, use action words that connote confidence, authority, competence and a "can-do" attitude.

Generally keep it one to two pages in length so it’s easy and pleasurable to read within 1 to 2 minutes. Keep the resume "reader friendly" by leaving in plenty of white, open spaces. Provide lots of relevant examples that accentuate achievements. Quantify accomplishments and highlight problem solving whenever practicable. Be positive and enthusiastic without gushing. Construct a visually distinct and logically structured resume without using any cheap tricks or hype.

Above all, the resume is totally related to the job and not anything else. Don’t just talk about volunteering to serve on the church finance committee, make it a job enhancing attribute. Also remember that your resume will say things about you even if you don’t state them directly. A crisp, sharp looking resume with no errors shows that you pay attention to detail. A computer generated resume implies that you are computer literate. Be careful not to accidentally include items that may eliminate you from consideration (member of the Flat Earth Society for example) – they may sound interesting to you but remember who’s doing the hiring.

Let’s quickly review the three basic types of resumes along with their relative strengths and weaknesses.

 

• Chronological resumes list skills and experience by listing jobs held in reverse order (figure 1). On the up side, the chronological resume:

   

• Builds a strong case for career progression
• Emphasizes growth in responsibilities
• Highlights loyalty to the company
• Accentuates impressive job titles
• Presents a comfortable format to employers
• Is the easiest to write

• Can call attention to a lack of relevant job experience for those who are attempting to switch careers
• Doesn’t highlight skills and experience that may be needed when looking for a job that’s different from those you’ve held in the past
• Concentrates on what you have done and not what you can do

 

• Functional resumes highlight skills you can perform in the order of importance decided by you and directly related to an employer’s needs (figure 2). On the up side, the functional resume:

   

• Emphasizes your most important qualifications
• Incorporates a wide variety of experience helping overcome the problem of being a generalist
• Allows an employer to quickly see how you fit the requirements for the job
• Hides employment gaps
• Helps people trying to shift career fields

• De-emphasizes career growth
• Can hide managerial/supervisory skills
• May appear to conceal a spotty work history (a two edged sword)
• Requires a lot more time to write
• Needs to be tailored to the job - one size does not fit all

 

• Hybrid or combination resumes combine aspects of the functional and chronological types (figure 3). On the up side, the hybrid or combination resume:

   

• Works well for those with a short work history and a limited number of functional building blocks
• Is generally well received by employers
• Supports career shifts well

• Can get rather lengthy if you don’t use space well
• Is the hardest to write

Follow along using figures 1, 2 and 3 while we discuss the basic elements of a strong FM resume.

 

• HEADING

   

The heading must make a good first impression. Set off from the rest of the resume, it should remain distinctive without being gimmicky or distracting.

• Your name (no nicknames) should be centered, bolded and by itself at the top of the page. I even like to put mine in font size 14. Give the employer all the help they need to easily choose yours from a giant stack of resumes.
• Include a complete mailing address for correspondence. I even spell out the name of my state (Colorado) because I feel that it has a positive connotation.
• Include all contact numbers like home phone, business phone, pager, fax, e-mail, etc. I start with my area code (AC) and list it only once to avoid being repetitious. If you don’t want your current employer to know you’re sending out resumes, be careful about which numbers you release. Same goes for the mailing address.

 

• OBJECTIVE

   

Some HR folks recommend not including an objective on your resume. They’re probably tired of seeing so many poorly written objectives. Other experts consider the objective an essential element of the resume. I believe that a well written objective is crucial for both presentation and administrative reasons. It not only gives you a chance to make a dynamite opening statement, but helps insure that the right person is reading the resume for the exact job that you’re seeking. A properly written objective must be:

• Comprehensive enough to relate directly to the needs of the employer.
• Targeted for the specific position and organization. In a broadcast or general search, it should be as specific as possible without being limiting.
• Compelling - it’s the first thing on the resume.

What’s the difference between a good objective statement and a poor one? Compare the following examples:

The second objective is better than the first because it:

• Doesn’t state the obvious: the employer plainly knows you’re "seeking" a job, so why start off with such a weak opening?
• Is personalized (targeted): the position title and company are called out by name.
• Calls out specific employer required skills.
• Emphasizes experience rather than training.
• Speaks to the needs of the organization: competitiveness and profitability are critical to outsourcing firms.
• Doesn’t speak to personal needs: save the "further my education" pitch for the interview; in other words, "ask not what your employer can do for you; ask what you can do for your employer."
• Creates a powerful first impression.

 

• SUMMARY OF PROFESSIONAL EXPERIENCE

   

Here’s your opportunity to stuff in as many keywords as necessary to get past the initial HR screening process (human or machine) and get your resume to the ultimate decision maker. Keywords are words or phrases that by association establish your level of FM expertise and suitability for the job. The better they match up with the position description, the better qualified you are for the job (or so it goes). Take a look at any of the figures to see what I mean. Keyword blocks don’t make for exciting reading, but can help you get past the first hurdle in the resume review process. You can also tack on any specific attribute statements that will quickly match your qualifications to specific job requirements.

 

• EDUCATION

   

List degrees, certificates, training, etc. with the most prestigious at the top. Make sure that the really good stuff (read: job related) is very noticeable. Education generally takes a back seat to relevant experience, but for new graduates, it can become the centerpiece of the resume. If you recently graduated, don’t just list a bunch of classes and your GPA (unless it’s 3.0 or above). Instead, highlight successful:

• Projects: group projects are especially important to demonstrate your worth as a team player.
• Oral presentations: managers are expected to make persuasive presentations using multi-media technologies.
• Research endeavors: generalists like facility managers cannot be expected to have an in-depth knowledge of all areas of their responsibility but they should know how to retrieve and utilize detailed information from many sources especially the internet.
• Learned skills: package your course work into marketable skill sets like the 8 IFMA competencies.
• Internships: employers highly value experience so expound on co-ops, etc.

 

• SPECIAL SKILLS AND ABILITIES

   

Include only job relevant skills and abilities but don’t be too restrictive. DOQ (depending on qualifications) salary statements may imply special attention be paid to this area. Notice how the functional (figure 2) and hybrid (figure 3) resumes highlight skill sets based on the IFMA competencies. What better way to list accomplishments characteristic of successful FMs?

• Positively state your accomplishments by starting each sentence with an appropriate action verb and ending with a positive result or outcome.
• Use dollar savings, profits and percentages to quantify accomplishments whenever possible.

 

• EMPLOYMENT HISTORY

   

Except for entry level jobs, this is what employers really want to see. DOE (depending on experience) salary statements may imply special attention be paid to this area.

• List positions held from the most recent then backwards but don’t include dates if they indicate a spotty work record or might age you prematurely.
• Within reason, list any kind of work that establishes you as a reputable employee whether paid or volunteer, full or part-time, structured or casual, self-employed or organizational, internship or work study.
• Include job related military service but do not call it out in a separate section unless it’s particularly valued by the employer.

 

• PROFESSIONAL AFFILIATIONS AND HONORS

   

Participation in professional organizations like IFMA shows that you are actively engaged in your profession and not just taking up space.

• List and spell out professional certifications (CFM, etc.) that establish you as a subject matter expert in your field.
• Highlight offices held, duties, special accomplishments, etc. that establish you as a player in the FM field.
• Include relevant publications, honors and awards.

 

• PERSONAL

   

• As required by the job, mention security clearances, citizenship, etc.
• If it isn’t job related, don’t mention it (age, marriage, etc.).
• Only include hobbies that enhance your image or marketability to that particular employer. For example, mountain biking probably means you are physically fit whereas bowling may imply you have a closet full of pink silk shirts and beer cozies (no offense keglers!). However, if the company prides itself on its winning bowling team, guess which one is most important then? As I’ve stated before; it’s not about what’s important to you but to the employer! If your potential boss thinks mountain bikers are elitist snobs and bowlers are "real people", then go with the flow – truthfully, of course.

 

• General

   

Never include references with the resume unless specifically requested – no matter how good they are. A simple statement of "available on request" or better yet, no statement at all is sufficient. Make sure, of course, that you check out what your references will say about you ahead of time.

Mention salary only as directed. Indirect answers to requests for salary requirements or history like "salary is negotiable" can be risky. If you can get away with it, state a range that’s low enough to get you in the door but not high enough to take you out of consideration. The interview is the time to negotiate salary – not the resume.

Pay attention to every detail – even what kind of stamp you put on the envelope. If someone important notices it and thinks, "gee, what a nice stamp" – bingo; you’ve already made a good first impression. Analyze every paragraph, sentence, phrase and word to determine if it’s the best it can be. Leave no stone unturned in your search for details that will positively impact your job search efforts. And one more thing – no pictures! That practice will date you faster than the picture will. In general, custom tailor the resume structure and content to highlight your strengths and minimize your possible weaknesses.

If you want to forge a tight, concise, compelling, job-specific FM resume, first write one that’s too long. And don’t begin by composing a resume. Instead, gradually flesh out a resume element outline (as discussed above) by just casually plugging in data. Elements like heading, objective, keywords, skill sets, accomplishments, jobs, education, honors, awards, professional affiliations, personal data, etc. form the base for the outline. Use word processing software to set up your outline so that you don’t have to worry about completing each category in order. Just randomly type whatever leaps to mind into the appropriate category. When you run out of new ideas, go back and refine previous entries. Keep it updated on a floppy so you can do this at work, home or wherever you can find a computer. At work, keep the file open on your desktop so you can add new thoughts as they come to you. Take your time; about two weeks to a month (unless you’re in a real hurry) in your spare time will allow you to put together a thorough albeit rambling history of your educational and professional life.

Next, fashion this semi-organized personal record into a resume format that’s strongest for you. Again, don’t worry about length or tailoring yet. Just get it into a complimentary format that looks professional and appealing with perfect spelling, grammar, etc. This is your FM resume template. All future targeted resumes will spring from this document. Use this same strategy to develop a template cover letter.

Now you’re ready to pare down your template resume to meet the specific needs of potential FM employers. Identify and research the target employer to insure that the "offspring" resume contains appropriate language and terminology, the prerequisites are addressed and that skills and experience are relevant. Trim the template resume of excess fat to get down to a lean, targeted resume. To avoid potential disqualification, limit information to just what is needed without being deceitful. You must demonstrate that you are the perfect match for the job and worthy of the time and expense of further consideration.

To get your resume to the right person, find out who the hiring authority is. Don’t bypass the HR folks but feel free to send an information copy directly to the person doing the hiring. When faxing, set the fax to "fine mode" so that the recipient gets a better quality copy.

Whenever you send a traditional FM resume to an employer, always include a separate, scannable version whether they request one or not. The traditional one is for people to read. It has an imaginative but professional layout, enhanced aesthetics (reasonable italics, bolding, etc.), and concise information. Take plenty of copies of this one to your interview.

The scannable one is for machine reading. Resume scanning is becoming so common, that many employers will not alert you to the fact that they plan to scan. Mention in your cover letter that you have included a scannable resume and label each page accordingly (figure 4). Not including a scannable resume can take you right out of the running for your dream job. If you don’t believe this, take your traditional resume and run it through a scanner yourself. Then view the results on your computer screen – it’s not a pretty sight.

The rules of structure and composition for a scannable resume are very different from those of a traditional resume. Scannable resumes can be longer than traditional ones so don't worry about keeping to a 2 page limit. The computer can easily handle multiple-page resumes and extract all of the information it needs to determine if your skills match the available position. Feel free to provide more information than you would for a human reader. Here are some other rules peculiar to scannable resumes:

• In the standard address format below your name, left justify each entry and list each address entry and contact number on it's own line.
• Stick with common headings such as Objective, Summary of Professional Experience, Work History, Education, Professional Affiliations and Honors, etc.
• Rather than bolding, indenting, etc., use all capital letters for section headings as long as the letters don't touch each other.
• Include lots of nouns (labels) and keywords so that the resume scanning machine will pick yours out during a keyword search.
• Refine your skills, experience, education, professional affiliations, etc. by using detailed, job specific keywords.
• Increase your list of skill set keywords by naming software with which you are proficient ( Microsoft Word, Archibus, etc.) and other such data.
• Use plain white paper with no colors, patterns or textures.>
• Send only a laser printed original with no staples or folds.
• Avoid using indentions, bullets, bolding, underlining, italics, shadows, reverse lettering, columns, vertical and horizontal lines, graphics, boxes, etc.
• Call out subparagraphs using "-" and/or "=" signs.
• Include plenty of white space after each statement so that the computer knows it has reached the end of a line.
• Don't condense spacing between letters or lines.
• If the employer specifies a font, use it! Otherwise, use a font size of 12 points and a font without (sans) serifs (Arial, Century Gothic, CG Omega, etc.).

If you have the opportunity to respond to an FM job offer electronically (e-mail or internet) take it! It’s fast, goes straight to desk of the reader (no scanning) and is easily transmitted throughout the organization. Don’t send the resume as an attachment to a cover letter. Instead send both together as a message in text format. If the employer does not have MIME decoder or other such technology, an attachment may turn to mush. The text message can be entered directly into the employer’s computer system and remain readable. Follow the same formatting rules as scannable resumes. Remember: you don’t want to give your future boss any extra work to do in order to read your resume.

What’s the most important rule of FM resume writing: Always tell the truth! This doesn’t mean spilling your guts about every imperfection you feel you have or telling the employer everything that’s great about you. It means presenting as appealing a portrait of yourself as possible without lying. If your integrity ever comes into question during the job search process (and even afterwards), you’re in trouble. Besides, you don’t need the extra anxiety (concealing a falsehood) hanging over you as you embark on an already stressful undertaking.

And don’t forget the attention to detail. After all, if you don’t do it, be assured that someone else will. And anyway, why should you settle for less than your dream job just because someone less qualified was willing to dedicate the time up front to put together a dazzling FM resume?

Mike Hoots is a professor and program coordinator for Facilities Management at Colorado State University - Pueblo and director of the Facilities Solutions Center headquartered in Pueblo West, Colorado. He also serves on IFMA’s Board of Directors as Director of Academic Affairs. Mike is a licensed Professional Engineer and an IFMA Certified Facility Manager with over 14 years of experience in a wide variety of facilities and facilities management positions. Mike can be reached at (719) 549-2838 or by e-mail at michael.hoots@colostate-pueblo.edu