When searching for new jobs or applying for a post-doctoral position, the key to success is effectively “selling” yourself and showcasing why you are the best candidate for the job. This can be a challenging task, but by utilizing your professional capital as evidence of your qualifications and expertise, you can make a strong case for yourself. In this guide, I will cover how to describe your own expertise and skills, creating your own “brand” to stand out among other candidates, utilizing communication tools such as your Curriculum Vitae (CV) and cover letter to effectively convey your qualifications and experiences and communicating strategies for effectively communicating your qualifications and value during an interview. By following these guidelines, you can effectively present yourself as the best candidate for the job and increase your chances of success in the job hunting process.
1. Job interview action plan
A typical action plan for your job hunting follows these steps:
- Self-definition: You’ll need to identify your personal motivations and develop a list of all your personal projects. Once you’ve done this, you can work on your personal brand.
- Inventory: Identify your skills and knowledge that you acquired through trainings and experiences in your personal and professional career.
- Develop your communication tools: Create a CV and Cover letter. Use your professional network to look around at what possibilities you may find and (ab)use your online presence to make your job hunt easier.
- Preparation: Optimize your communication strategies beforehand. Do some research if possible to make the next steps easier. There are psychological and logistical preparations you should make.
- Interview: Observe what type of audience you have, apply the right strategies and hopefully you’ll be asked for a follow-up interview.
2. Self-definition
As a student or PhD candidate, it is important to consider your post-graduation plans and reflect on your long-term career goals. While it may be valuable to have a clear idea of your future trajectory, it is also important to remain open to new opportunities and possibilities. Consider what your main long-term career goal is and what factors motivate this choice. Reflect on where you want to be in 10 years and consider how your current actions and decisions can help you achieve that goal.
Personal Branding
To gain a deeper understanding of your own identity and career goals, it may be beneficial to start by reflecting on yourself. One helpful exercise could be to define yourself by identifying 5 verbs that best describe you, 5 adjectives that best describe you, your passions and hobbies, and the qualities and things that make you happy. Create a mind-map and document these findings. By doing so, you will gain a clearer understanding of your strengths, values, and interests, which can inform your career decisions and personal branding. For more information on personal branding, consider visiting the following websites: ipip.ori.org and instructure.com.
Expertise
Once you have a clearer understanding of your own identity through the exercise of identifying your strengths, values, and interests, it can be beneficial to add your educational and professional expertise to the mind-map. Reflect on why and how you chose your degree program and field of study. Consider your greatest accomplishments in your field so far, such as a master’s thesis or a published paper. Additionally, consider any non-academic expertise or awards you have obtained, such as in sports or music.
It is also important to acknowledge and reflect on any challenges or difficult moments in your life and career. For example, if there is a gap in your career or any other negative event, think about how you can turn it into a positive and how you can present it in a way that highlights what you’ve learned from that experience.
3. Inventory
In order to fully understand and articulate the knowledge and skills you have acquired throughout your educational and professional experiences, it is important to keep all previous experiences and trainings in mind. Consider any teaching or mentoring experiences you may have had, such as leading courses at the undergraduate or graduate level. List down the most important field-related knowledge you obtained before starting your current degree program, as well as the skills you have acquired during your current degree program. This will provide a comprehensive understanding of your expertise and will aid in highlighting your qualifications for future opportunities.
Skills and achievements
It is common to see claims of soft skills on resumes, but without concrete examples or evidence, they may not carry much weight. To make your claims more effective, consider providing specific, quantifiable examples that demonstrate your mastery of the soft skills in question. For example, instead of listing “strong communication skills” on your resume, you could say “led team of 15 employees to achieve a 20% increase in customer satisfaction through effective communication and conflict resolution.” Additionally, you can compile a list of 30 important soft skills and verbs, and choose at least 5 that you can support with multiple examples from your career. This will help make your claims more credible and increase your chances of getting an interview.
4. Develop your communication tools
There are various tools and strategies you can use to aid in your job search, including having a polished and updated resume, a professional online presence, and networking opportunities. One important tool that is often overlooked is a business card, even though it may seem outdated. It is still a valuable asset as it allows you to share your contact information easily and make a lasting impression. Additionally, it is important to utilize online networking platforms like LinkedIn to connect with potential employers and showcase your qualifications. In this section, I will discuss various communication tools and provide tips on how to effectively utilize them in your job search.
Curriculum Vitae
The literal translation of Curriculum Vitae is “the course of your life”, and this is in fact true. It serves as a comprehensive overview of your qualifications, experiences and relevant skills for potential employers. It is often the first piece of information that a hiring manager or HR representative will see when reviewing job applications.
In academic job applications, there may be dozens or even hundreds of applicants, and hiring managers may not have the resources to review each one in detail. This is why it’s crucial to make sure your CV stands out, in order to be placed in the “YES” pile. One key difference between industry and academic CVs is the length. Academic CVs tend to be longer, as they are often reviewed by search committees consisting of professors who have more time to read through them thoroughly. In contrast, industrial CVs should be limited to one page maximum.
To improve your CV, you can research and look at examples of other CVs online, narrowing your search with keywords. Websites such as CultivatedCulture, Webdesignerdepot, and Dzineblog may also be helpful resources. Remember that your CV should be tailored to the specific job and industry you are applying for.
Tips:
- No abstract/summary for a 1 or 2 page CV.
- In the USA, as a way of reducing discrimination, don’t put a photo.
- Do not write “Phone number”, when you directly start with +34(0)6…
- Do not write “Email”, when you have your email (with @) afterwards.
- for Anglo-CVs (in english), you start a sentence with verbs
- Collaboring with …
- Supervised a team…
- Devoloped a pharmaceutical drug…
- For Latin-CVs (e.g. french, spanish), you start a sentence with a noun.
- Collaboration with …
- Supervision of a team …
- Development of a …
- You can add hobbies that add value to your CV, but call it “Activities” or “Interests”.
- do not put MS Office as a hard skill. These are modern times, and can be ignored.
- If you decide to add hard skills, order them in terms of importance or exoticness.
- It is not necessary to add your soft skills without proof. Instead you can add lines in your research experience such as: Supervised a group …, Collaborated with…
- Regarding the dates, when you are a regular student who followed a normal academic career, don’t emphasize on dates, you can even omit month all together. If there are certain internships that only lasted 2 months, you can add the total time in the text (2 months), instead of adding months for each specific experience.
- Do not use logos of your universities. In most cases they clash with any other colors that you are already using.
- Do not repeat the same information on multiple occasions.
- Put in the category “Education”: PhD in …, University, Date
- Put in category “Research Experience”: PhD dissertation title, Laboratory
- Give a short description of your experiences (do NOT use full sentences).
There are distinct variations between academic and industrial CVs, which are outlined below:
| Academic CV | Industrial CV |
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The categories you choose to include on your CV can have a significant impact on how it is perceived by potential employers. Anthony, Rebecca and Roe have compiled a list of possible categories to consider when creating your CV. Some categories may seem similar, but small differences in wording can make a big difference.
When applying for an industrial job, it is best to use “Educational Background” as it implies that you have completed your education and are now seeking employment in the industry. Using “Education” is less specific, while “Educational Overview” is less detailed. Similarly, for academic positions, you can use “Research experience” while in the industry it should be called “Professional experience”.
It is recommended to research different CV examples online for your specific field to get ideas on what is appropriate. Remember to tailor your CV to the job and industry you are applying for.
Cover letter
A cover letter is a document often required in addition to a CV, and it serves as an opportunity to introduce yourself and explain why you are the best candidate for the job. It can provide extra information or explain any gaps in your CV, but it should not simply repeat the information already provided in your CV.
It is important to note that a cover letter should only be submitted if specifically requested in the job application. However, even if it is not required, submitting a well-written cover letter can give you an advantage over other applicants.
When crafting your cover letter, the main structure should be “YOU ME US”. Start by addressing the company’s needs and explaining why they are recruiting. Then, talk about yourself and why you are the perfect match for the position. Finally, end your letter by planting the idea of “us” and why you would be a great team together.
Many cover letter examples use a generic opening line such as “I am writing to express my interest in…” While this is not necessarily a negative, it does not differentiate you from other candidates and does not begin with a compliment towards the company. Instead, research the company, find out what they need, and explain how you can meet those needs.
Writing a cover letter is a challenging task, but by focusing on the company’s needs and making a clear connection between your qualifications and the position, you can increase your chances of getting an interview.
Additionally, it is important to write a well-structured English letter, using proper formatting, an example is given below.
12 Bloomfield Ave
North Cardwell, NJ 07006
November 16, 2022
University of Oxford
University Offices
Wellington Square
Oxford
OX1 2JD
United Kingdom
Dear Hiring manager,
<Main body text>
Sincerely,
<Your name>
An online presence, particularly through professional networking sites like LinkedIn and AcademicPositions listing websites, can greatly enhance your job search. By having a strong online presence, you increase your visibility to recruiters and hiring managers, and you can also reach out to potential connections within the companies or labs you are interested in working for.
Networking through your own connections, such as colleagues and classmates, can also be beneficial. Reach out to them to see if they have any connections or insights that could help you in your job search.
In summary, having a strong online presence and utilizing your own network can greatly aid your job search. It is definitely worth taking the time to create a professional profile on networking sites.
5. Preparation
Preparing for job interviews is an important step in the job search process, and some people even practice interviewing without the intent of taking a job to gain experience and improve their skills. Once you do get to the interview stage, you will typically encounter two types of interviews: one with Human Resources (HR) and another that is more technical in nature, where you will speak with someone in the same field as you, who will assess your qualifications and abilities to perform the job.
HR’s role in the interview process is to screen candidates and determine if they fit within the company’s culture and if they have the necessary qualifications. The first 20 seconds of the conversation with HR can play a crucial role in forming an opinion about a candidate. That’s why it’s important to make a positive first impression by starting the conversation with a smile and a confident attitude
Verbal, paraverbal and nonverbal
One way to improve your chances of success in job interviews is to practice your communication skills outside of the interview setting. This can include working on your tone, body language, and the way you express yourself. It’s important to be aware of the nonverbal cues you are sending, such as maintaining eye contact, sitting up straight, and speaking clearly. Additionally, practicing answering common interview questions, and thinking about how to communicate your qualifications and experiences in a clear and concise manner can help you to be more confident and prepared during the actual interview. Here are a few type of communication skills you can work on:
| Verbal | Paraverbal | Nonverbal |
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It may seem obvious, but preparing for an interview also includes paying attention to the small details, such as wearing clean and appropriate attire. Your clothing can make a big impression on the interviewer, so it’s important to consider what you will wear beforehand. This can be practiced and planned out in advance, so that you can feel confident and polished on the day of the interview.
Attribute objectives
It may not always be clear, but during an interview, the interviewer is trying to gather specific information about you and your qualifications, known as “Attributes”. These attributes can include skills such as adaptability, teamwork, leadership, analytical skills, speaking skills, etc. A more detailed list can be found on my website. They will ask you questions to assess which attributes you possess, what evidence you have for them and how they align with the job requirements.
These questions may not always be specific or directly mention the attribute, but by understanding the underlying attributes being assessed, you can better prepare and tailor your responses. For example, an interviewer may ask:
- “Could you give me an example in your previous work of an action that was difficult to carry out?” (Attributes: Creativity, Perseverance)
- “Describe the work place that brings out the best in you.” (Attribute: Adaptability)
- “Can you describe a time when you made a difficult decision?” (Attribute: Decisiveness)
By understanding the attribute being assessed, you can provide specific examples and evidence of your qualifications.
6. The interview
Recruiters are responsible for hiring the right candidates for a company. Their job is on the line if they hire the wrong person, for example, if the person doesn’t fit the company’s culture. Many professional recruiters have a Master’s degree in Psychology and are trained to analyze candidates.
During an interview, recruiters will observe you from the moment you enter the room, taking note of your appearance and dress, and studying your nonverbal communication. They will listen to you and take notes, and may restate certain phrases to clarify your responses. They will ask you a variety of questions, starting with open-ended questions such as “Tell us about yourself,” then moving on to more alternative questions like “Do you prefer working alone or in a team?” and finally, closed-ended questions that can be answered with a “yes” or “no.” They may test you, provoke you, express doubts, and delve deeper into your answers, but they will also reassure you if you feel shy or calm you down if you become angry.
Recruiters will also verify your qualifications, including your diplomas and work certificates. They will contact your references and can spot if you are lying. It’s important to be honest during your interview. Once they determine that you are the right person for the job, they will also try to sell you on the position and the company.
Answer the questions!
When answering questions during an interview, it’s important to listen carefully and respond directly, whenever possible. A simple “I don’t know” is not sufficient. It’s okay to not know everything, but you should continue talking and, if necessary, make a joke (if the interviewer is not too serious).
It’s essential to structure your answers by using complete sentences, preferably in full paragraphs, and always end with a conclusion. The answer you give should link to your own skills and be presented in the form of a story. A good story can be a powerful tool to create a bond between you and the interviewer and sell yourself.
It’s important to not overthink your answers and to be honest. Avoid long pauses, and don’t try to give an answer that you think the recruiter wants to hear, as they can often see through this. Instead, try to involve the interviewer in the conversation, and use this opportunity to learn more about the company and its corporate culture.
It’s important to avoid any red flags that may harm your chances of getting the job, but if you do make a mistake, there is always a possibility to correct yourself.
How to manage the interview
At the start
- Smile and follow the recruiter’s lead (greeting, sitting).
- If you have any documents with you, place them somewhere not too intrusively.
- don’t fiddle with your pen.
In the middle
- Be concise, but answer in full paragraphs preferably (a single no/yes is not sufficient).
- Stay calm and positive.
- Speak clear and simple.
- Justify what you say with facts.
- Take notes if needed
- You can ask them about the job as well.
At the end
- It is definitely okay to ask them what they think of your application. And if they do not want to tell, they don’t.
- You can ask them who has to contact who.
- Don’t leave the interview without asking questions, as this shows you are not interested at all.
After the interview
- List your mistakes, problems during the interview, anything relevant. So that you can do better next time.
- Send an email to thank the interviewer.
- It’s important to create a document that includes the following information: the name of the interviewer or contact, the name of the company, their contact number or email, and your overall impression of the interview. This document should be kept with you at all times, so that in case you get called back for a follow-up interview, you can refer to it and remember the details of the previous interview. This can make the follow-up call more relaxed as you will know who you are talking to and which company it belongs to. It will also help you to better prepare for the next steps in the interview process. When you get a call, tell the other person, you are occupied and will call back in a few minutes. Use this time to check your document.
Remember to learn from your mistakes!