1.

Name of
Meeting & Interview Skills
Course/Module
2.
Course Code COM 2512
3. Name(s) of Md Shaiful Anuar Bin Wagiman
academic staff
4. Synopsis This course is divided into two components. For meeting skills, the focus is on the
procedures involved in conducting business meetings and meetings documentation.
In the job interview component, students are exposed to writing letters of application
and resumes as well as the essentials of job interviews.
5. Rationale for the
The course will develop students’ knowledge using practical skills, critical thinking
inclusion of the
course/module in skills and problem solving skills.
the programme
6. Semester and Semester 4 / Year 2
Year offered
7. Total SLT
TLA F2F NF2F Total Assessment F2F NF2F Total

CLO 1 L 4 1 5

T 2 1 3 Test 2 6 8

O 2 2 4

CLO 2 L 7 4 11
Meeting
T 3 3 Documentati 0 6 6
on
O 3 2 5

CLO 3 L 3 3 6
Mock
T 0 0.5 1.5 2
meeting
O 5 4 9

CLO 4 L 5 1 6
Mock
T 2 2 0.5 2
Interview 1.5
O 5 3 8

Subtotal 41 21 62 18

Total SLT 80 Credit Hour 2

8. Credit Value 2
9. Prerequisite
None
(if any)
10. Course Learning
On completion of this course, students should be able to:
Outcomes
CLO 1 Explain the theories of meeting and interview. (C2, PLO1)
CLO 2 Produce notices, agendas and minutes of meetings with proper format.
(C5, PLO 6)
CLO 3 Conduct actively in meetings from preparatory stage to post meeting
actions. (A4, PLO5)
CLO 4 Perform competently in job search and interview situations. (A4, PLO4)

COM2512 Page 1 of 4
11.
• Knowledge

Transferable • Practical skills

Skills:
• Critical thinking skills
• Problem solving skills
12.
Learning Outcomes Teaching-Learning Strategy Assessment Strategy

Lecture, tutorial, small Tests, Mock meeting

Knowledge
group discussion & Mock interview
Teaching-learning
and assessment Lecture, tutorial, small Mock meeting & Mock
Practical Skills
strategy group discussion interview
Mock meeting, Mock
Critical Thinking, Problem Assignments, group and interview, Meeting
Solving individual project. Documentation

13. Mode of Delivery

Lecture, Tutorial,
Lecture, group discussion, simulation
Workshop,
Seminar, etc.
14. Assessment
Methods and
Types
Course Learning Outcome Assessment Percentage
CLO 1 Tests (2) 20%
CLO 2 Meeting Documentation 30%
CLO 3 Mock Meeting 25%
CLO 4 Mock Interview 25%

15. Mapping of the PEO PEO PEO PEO

course/module to 1 2 3 4
the Programme CLO 1 √
Educational CLO 2 √
Objectives CLO 3 √
CLO 4 √

16. Mapping of the

course/module to PLO PLO PLO PLO PLO PLO PLO PLO
the Programme 1 2 3 4 5 6 7 8
Learning CLO 1 √
Outcomes CLO 2 √
CLO 3 √
CLO 4 √

COM2512 Page 2 of 4
17. Tot
F2F
Course/ Module Content Outline NF2F al
SLT

Topic and Sub-Topic L T P O L T P O

Component 1: Meeting Skills

Introduction of Meetings (CLO 1)
• Definition
• Purpose of Meeting 2 1 3
• Types of meeting
• Types of Committee
Duties and Roles (CLO 2 & 3)
• Chairperson
• Secretary 2 1 2 5
• Treasurer
• Committee Members
Documents of a Meeting (CLO 2)
• Notice
• Agenda 3 2 3 3 1 12
• Minutes
• Practices
Conducting a Meeting (CLO 3)
• Requisites of a valid meeting
• Procedures of a meeting
• Useful expressions in conducting a 4 2 3 2 2 13
meeting
• Motions, Amendments, Voting and
Resolutions
Component 2: Interview Skills
Introduction to Job Interviews (CLO 4)
• Job search skills
• Visible vs. Hidden Job Market
Cover Letter/Cover E-mail
• Introduction 4 2 3 1 2 12
• Format
• Content
• Organization
• Language Expression
Résumé (CLO 4)
• Types of résumé
• Layout
• Components
- Do’s 2 1 1 2 6
- Don’ts
• Organization
• Writing Style
• Language expression

COM2512 Page 3 of 4
 Job Interview
• Getting the Interview
• Preparing for the Interview
3 2 2 2 2 11
• Types of question
• During the Interview
• After the Interview
TOTAL 20 8 13 12 2 7 62

Tests (2) 2 6

Mock Meeting 0.5 1.5

Mock Interview 0.5 1.5

Meeting Documentation 0 6

GRAND TOTAL 80
18. Main references • Allen, J.G. (2013). The Complete Q & A Job Interview Book. 12th ed.
supporting the course New York: John Wiley & Sons
• Beatty, R.H. (2015). The Resume Kit. 10th ed. New York: John Wiley &
Sons.
• Hocking, D. (2014) The Essential Guide to Conducting Meetings.
Sydney: Simon & Schuster.
Additional references • Locker, K. (2013) Business and Administrative Communication. 13th ed.
supporting the course Boston: Irwin McGraw Hill.
• Nor Ainon Zakaria, Aishah Muslim et. Al. (2014) Communicative English
3. Shah Alam: Oxford Fajar Sdn. Bhd.
• Ryan, R. (2016) Winning Resumes. New Jersey: John Wiley & Sons.
• Taylor, S. (2013). Communication for Business; A Practical Approach.
10th Ed. Pearson Longman.
19. Other additional
information

COM2512 Page 4 of 4
 TABLE OF CONTENT
TOPIC PAGE
MEETING SKILLS 1
INTRODUCTION OF MEETINGS
• Purpose of Meeting 2
• Types of Meeting 3
• Types of formal meetings 4
5
• Types of Committee
REQUISITES OF A VALID MEETING 6 -8
DOCUMENTS OF MEETING
• Notice 9
• Agenda 10
• Minutes 11-16
CONDUCTING A MEETING 16 - 18
WRITING MINUTES 19 - 24
ROLES AND DUTIES 25
• The Chairperson 25
• The Secretary 26
• The Treasurer 27
31
• The Committee Members
MOTIONS, AMENDMENTS, VOTING AND 32 - 34
RESOLUTIONS
MEETING PRACTICES 36 - 40
MEETINGS TERMINOLOGY 41 - 43
INTERVIEW SKILLS 44
INTRODUCTION TO JOB INTERVIEWS 45
• Job Search Skills 45
• Visible vs Hidden Job Market 49
• Why employers like the hidden job market? 49
50
• How to Tap the Hidden Job Market and Get Hired
51
• Cover Letter 52
• Resume 52
• Curriculum Vitae 53
• How to write a great cover letter? 54-55
• How to write an E-mail Cover Letter? 56-59
• Sample Email Cover Letter Message 59
• Referral Cover Letters (Hidden Job Market) 60
61
• Sample Referral Cover Letter
62
• Cover letter format and content advice tips
i
 • Common Cover Letter Mistakes 65
• How to Write a Killer Resume? 66-67
• Resume Writing Tips: Which Resume Format Should 68-69
You Use?
70-73
• Resume Writing Tips
74
• Writing a Career Objective in a Resume 75
• When Should You Use a Resume Objective?
• How to Write a Powerful Resume Career Objective in 4 76-80
Simple Steps
• Common Resume Objective Mistakes 81-86
• Here Are Top 10 Resume Tips 87
CURRICULUM VITAE (CV) VS. RESUME 64 -68
• Types of Resume 69
• Chronological Resume 69
• Functional Resume 70
70
• Combination Resume
• Electronic Resume

RESUME WRITING TIPS 70 -72

• Writing a Career Objective 73 -79
• Common Resume Objective Mistakes 80 -81
• How Long Should A Resume Be 82
83 -88
• Tailoring Your Resume
88 -91
• Top 10 Resume Tips 91
• Samples of Resume 92-100
INTERVIEW TIPS
• Getting the Interview 100
• Preparing for the Interview 101
• During the Interview 102 – 104
104
• After the Interview
104-105
• 10 Interview Fashion Blunders 106
• What the Colours of Your Job Interview Clothes Convey 107
• Tips for Controlling Your Nerves 107
• Practice job interviews 108
• Interview tests and exercises
INTERVIEW QUESTIONS 111 – 115
• The 50 Most Common Interview Questions 116 – 117
• Behavioural-based Job Interview Questions 117 – 122
• Salary Questions 123

ii
• Career Development Questions 123
• Brainteaser Questions 123

iii
MEETING
SKILLS

1
UNIT 1 – INTRODUCTION OF MEETINGS

Based on the picture above, define meeting with your own words.

Purpose of Meeting
For any meeting to be successful it needs the support of the group involved, or the organisation
behind it and it must have the intention of achieving some goal or objective. You have to be very
clear on why you are calling a meeting. That is, you have to be very clear on what you want to
accomplish and why you are bringing together the group of people that have been invited. Meetings
are held for any of the following reasons:

• To sort out any conflicts.

• To give information
• To negotiate a contract or agreement, or matters to do with it.
• To deal with a current problem within the group or within the business or organisation.
• To receive a report for assessment and review.
• To air grievances
• To supply information to those present or to canvas views of those present on the particular
matter at hand.

2
 Imagine if you are one of the Program SiswaNiaga (PSN), Helping Hands or MPP committee
members, what are the purposes of running your monthly meeting?

1. ....................................................................................................................
2. ....................................................................................................................
3. ....................................................................................................................

Types of Meeting

Meeting can be classified into two:

1. Informal
Informal meetings are generally not planned well in advance. The members are not
notified through formal means. They generally take place in neutral surroundings, for
example in a restaurant rather than a boardroom. This meeting does not usually have an
agenda and it is not usual to keep a record of what happens at the meeting.

2. Formal
A formal meeting is a preplanned meeting. It has a predetermined set of topics that one
wishes to discuss along with a set of objectives that one wishes to achieve at the end of
the meeting. At a formal meeting, generally it is a senior executive who presides over
the affair. The members of the meeting are often given a considerable period of notice
before the meeting, preferably through formal means such as memo and agenda.The
secretary needs to keep a record of what happens during the meeting and it should be
distributed to all the members after the meeting is done.

3
Types of formal meetings are:
1) The inaugural General Meeting
This is held to decide whether a society should be formed or not. Once it is decided
should be formed, the society’s constitution and standing orders are then
formulated. The constitution is the framework of the society and clearly defines its
objectives. The name, purpose of the society and the number of the executive
officers must be stated in the constitution. The standing orders basically fall into 2
categories:
• Rules governing the procedures of the meeting
• Rules dealing with the members

2) The Annual General Meeting

This is held once a year to elect the officials of the committee, to receive reports and
to give members to speak.

3) The Committee Meeting

This is held to discuss day-to-day affairs.

4) The Subcommittee Meeting

This is held by members of a general committee who have been given a particular
task to perform which does not require the attention of all the committee members.
It may also be informal.

5) The Extraordinary General Meeting

This is called to discuss urgent matters which cannot wait until the next Annual
General Meeting.

What is committee members and how they are chosen?

A committee is a specified number of people to whom the members commit the management of the
society. It comprises a chairman, secretary, treasurer and a definite number of members and all
committees are similarly constituted.
▪ Nominated for a position and then voted in by the members of the community or
organisation
▪ Volunteer for a position and then be voted in by the members of the community or
organisation
4
 ▪ Asked to join because they have a particular skills
▪ Interested members of the community or organisation who want to join the
committee

Types of Committee
In our community or organisation, there are five (5) different types of committees such
as:

1. The Executive Committee

This committee is elected individually at the Annual General Meeting and led committee
in any organization. It has very wide executive powers and usually its officers consist of a
Chairman, Vice-Chairman, Secretary, Treasurer and other Committee Members. Ex-
Officio officers may also attend.

2. The Standing Committee

This committee is appointed by the Executive Committee to deal with separate sections
of the work such as finance, education, welfare and public relations. They are
permanent committee whose members are appointed at intervals, usually every year by
the parent body. Usually the Chairman of a Standing Committee is a member of the
Executive body and can make his/her report in the ordinary course of attending the
meeting.

3. The Sub-Committee
This committee is appointed by any committee for the purpose of decentralization. It is
small specialized and purely advisory. It automatically ceases to exist when the
appointing committee goes out of office.

4. The Ad-hoc Committee

This committee may be appointed by any committee. It is a temporary committee that
appointed for a purpose. Its functions are for advisory. It exists until the work for which
it was appointed is finished.

Sometimes experts are invited to become co-opted members to provide the necessary
advice that the committee might need. They are not permanent members and present

5
 in an advisory capacity, and such do not have the rights and privileges of an ordinary
member.

5. The Joint Committee

This is set up by two or more societies to deal with a similar problem. Appointments to
such committee will usually be made by the Executive Committee at the society
concerned, and their function is to coordinate the working of the various organization.

In conclusion, only the Executive Committee has executive powers and they may delegate certain
power to the standing or sub-committees. Other than that the function of these committees is
merely advisory.

UNIT 2 – REQUISITES OF A VALID MEETING

The requisites of a valid meeting are as follows:

1. A meeting must be properly convened

2. It must be properly constituted

3. It must be properly conducted

Without these requisites all decisions taken at a meeting are considered null and void as the
meeting is invalid.

1. For a meeting to be properly convened, the following requirements must be met:

(a) A notice must be sent to every person who is entitled to attends, even though he/she is
abroad or ill to attend the meeting unless:

- There are rules where accidental omission to send notice by a person entitled to
receive notice, shall not invalidate the proceedings of the meeting convened.

- All persons entitled to attend are present without notice and agree to the meeting
being held.

(b) Adequate notice must be given.

- A notice must be issued by the secretary a week or more before the meeting as
required by the regulations.

(d) A notice must be free from anything calculated to confuse or mislead.

6
 (e) A notice must contain all the important details such as date,day,place and time of the
meeting.

2. For a meeting to be properly constituted, the following requirements must be met:

(a) The chairman’s appointment must be valid

(b) There must be a quorum to start a meeting. ( A quorum is the minimum number of
people who must attend to make a meeting valid)

(c) There must be a quorum to maintain the meeting.

3. For a meeting to be properly conducted, it must be held in accordance with the regulations
governing the meeting. For example:

(a) The Chairman must ensure that the business dealt with in a meeting is within the scope
of the meeting.

(b) The Chairman must allow the proposal of a legitimate and relevant amendment.

Exercises

1) What are the requisites of a valid meeting?

__________________________________

__________________________________

__________________________________

2) What factors should the Chairman of a meeting consider to ensure that the meeting be
not declared null and void?

________________________________________________________________________
________________________________________________________________________

3) The absence of a quorum means that a meeting is improperly constituted so

________________________________________________________________________

4) In order to be valid, a quorum must be _____________________ throughout the

meeting.

7
 5) Ensuring the discussion in a meeting is within the scope of the meeting by the Chairman
is the requisite for ______________________________________

6) Encik Tam being a member of the Frisbee club decided that he should be the Chairman
of the club as the existing Chairman, EncikDollah was in his view extremely insufficient
and incompetent.

During the next meeting, EncikDollah being seriously ill, sent words that he could not
attend the meeting. Some of the members hearing that he was ill went back home,
leaving only five members present.

The club has a membership of 400 students. This being an Extraordinary General
Meeting. Encik Tam thought that the meeting should carry on in spite of EncikDollah’s
illness. He then installed himself as the Chairman and carried on with the meeting,
although the 5 members present protested.

When EncikDollah heard of this, he said that the meeting was not valid and declared it
null and void.

Do you think he has nay grounds to justify this? Why?

________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
_______________________________________________________________________

UNIT 3 – DOCUMENTS OF MEETING

There are three (3) documents involved in a meeting.

1) Notice

8
2) Agenda

3) Minutes of Meeting

1) Notice
A notice is a notification sent to the persons who are entitled to attend a meeting.
The function of the notice is to inform or remind the date, time and place of the next
meeting. When you write the notice, make sure to include the following
information:
(a) The name of the society or group
(b) The heading “ Notice of Meeting”
(c) The day, date, time and place of the meeting.
(d) The signature, name and designation of the person issuing the notice, usually
the secretary.
(e) The date issued of the notice.

Example of a Notice

KPMBP ENGLISH MOTIVATIONAL CLUB

NOTICE OF MEETING

The Monthly Meeting of the KPMBP English Motivational Club will be held on Thursday
14 June 2017 at 9.00 a.m in General Studies Department.

Najihah
NajihahbintiMohd Ali
Secretary
1.June.2017

9
2) Agenda
An agenda is a list of items to be dealt with in a meeting. The items are normally
arranged in list form and numbered in order in which the topics are to be dealt with.
It is a sort of programme for a meeting.

The Chairman usually decides what items should be included in the agenda and the
Secretary prepares copies of it. The copy should be sent to each member a week
before or during the meeting so that members know what are the business will be
discussed in a meeting.

Agenda is important because it ensures that all important items are dealt with
proper order. Thus it serves as a guide to run a meeting as everybody is directed in a
purposeful way.

Example of an Agenda

KPMBP ENGLISH MOTIVATIONAL CLUB

AGENDA

1) Chairman’s Address
2) Apologies for Absence
3) Minutes of the Last Meeting
4) Matters Arising Out of the Minutes
5) Correspondence
Optional
6) Report
7) Special Business
8) Any Other Business
9) Date, Time and Place of Next Meeting
10) Close

Najihah
NajihahbintiMohd Ali
Secretary
1. June.2017

10
3) Minutes of Meeting

The Minutes of a meeting are an official written record of a meeting. It provides the
ground for taking action and record a history of transactions for future reference.
The minutes therefore need to be accurate, factually correct and free from any
vagueness.
Often the discussions in a meeting is lengthy and sometimes repetitive. The
Secretary who writes the minutes must go over the notes made during the meeting,
select and summarize the important points so that the discussion is presented in a
clear and concise form.

The minutes usually begin with the name of the society or organization. Then it
follows with the heading of the minutes begin with a statement of the type of
meeting, day, date, time and place of the meeting.

Following the heading is the list of those present in a meeting, beginning with the
name of the Chairman, then the Secretary and followed by the names of members
present, which may be listed alphabetically.

The minutes then go on to record all the items discussed in a meeting that exactly
follow the same order of arrangement listed on the agenda. Thus the agenda is a
useful aid when writing the minutes.

11
 Example of Minutes

KolejProfesional Mara Bandar Penawar

Minutes of the Committee Meeting of the MARA Entrepreneur Fest “LuaskanNiaga”

held on Wednesday 25 September 2015 at 9.a.m in the Meeting Room.

Present:

Dr RosnahbintiMdSaad (Chairwoman)
NurulNadhirahbintiRamli (Secretary)
AslinabintiAsmoni
UstMdZan bin MdYausuf
Wan Khairuddin bin Wan Sulong
Adina Aucasa@DayangAllyza
NurAisyahSuzanabt Omar
Nor ShadirabintiJamaluddin
RuslianabintiHashim
MohdFirdaus binMohdAyob
Adam Muhammad Ihsan bin Mohd Shani
SyakirahbintiMohdGhazali
MuniraMustikabinti Musa
NormalabintiMohd Noor
Noor HazaniahbintiBaharin
Noor ZehanbintiMohd Ali
NaniRahayubinti Ahmad
Rosmahbinti Kirman
Nor Liza bintiRamliy
MdShahiran bin Abu Bakar
Johan Asyukri bin HasnolBasri

1) Chairwoman’s Address
The Chairwoman called the meeting to order at 9.00 a.m and welcomed all the
members.

2) Apologies for Absence

Apologies for absence were received from AzalanBayu bin Zakaria and
PuteriNoranibintiMegat Ahmad who attended conference in Kuala Lumpur.

3) Minutes of the Last Meeting

The minutes of the meeting were read by the Secretary. The following amendment
was made.
Item no 4. “PertandinganAdikkuBergaya was incorrect and changed to
“BilaAdikkuBergaya”.
The Minutes were then approved as a correct record and signed by the Chairwoman.

12
4) Matters Arising Out of the Minutes
Md Shahiran bin Abu Bakar informed the meeting that there were only 4 requests
from Felda to join football after they found out the fee charged was RM100. He
stated that there will be more requests if the fee could be reduced to RM50 – RM70.
After some discussions made, the fee was then reduced to RM 70 to ensure lots of
participations from outside to join football match.

5) Report
Puan Adina Aucasa reported that the request from college to ask RM10, 000 from
MARA Johor was rejected. With the limited budget of RM30, 000, some of
expenditure for prizes and other activities should be reviewed.

6) Special Business

(a) Celebrity Talk

The Chairwoman informed the meeting that Celebrity Talk slot should be
included in the MARA Fest as this would be the crowd puller for the event. Since
the aim of inviting the celebrities is to share their entrepreneurship skills, thus
the selection of celebrities should be chosen well so that students could benefit
from their talk. Rosmah Binti Kirman proposed, seconded by Nor Liza bt Ramly
that Sazzy Falak would be the choice to share her experience with students. She
found that, bringing Sazzy Falak could attract crowds as her home grown label
named Street Fashion and other collections is ideal so that students would have
new insights of doing business because teenagers love fashion. Her proposal was
put to vote and defeated. It is found that Sazzy’s image is sexy and not
appropriate to expose to students.

Puan Adina Aucasa proposed to invite RozitaChe Wan or “Che Ta” as her
appearance as muslimah is more approachable, besides her shawl and perfume
business that offer affordable price for students to own them. It was seconded
by Aishah Suzana. After some discussion made, the proposal was put to vote and
carried unanimously.

The Chairwoman then asked Aishah Suzana to contact Che Ta and present it at
the next meeting.

13
 The day for the Celebrity Talk was then discussed. En Wan Khairuddin proposed
and seconded by PuanAslinathat this slot should be in the first day of the event
so that crowd would start coming to the college immediately so that the
targeted sales could be achieved. The proposal was put to vote and carried by
large majority. The Chairwoman then asked En.Wan to appoint the moderator
during the talk, someone who has experience with business and public figure
and present it at the next meeting.

(b) JomDekoDeko Muffin

Dr.Rosnah informed the members that “Jom Deko Deko Muffin” could be an
interesting slot in the event. Munira Mustika proposed, seconded by Rusliana
Hasyim that participation should not limit to outsiders but should be opened to
students too with RM10 fee so that more students could join the activity and
show their creativity. Her proposal was put to vote and carried unanimously.

Normala then proposed, seconded by Noor Hazaniah that main ingredients for
decoration such as icing, nozzle, fruits, nuts and many more should be provided
because students would definitely have problems to prepare all these
decorations. Since then, the fee imposed of RM10 was not enough to prepare all
the ingredients, therefore it should be increased to RM20. After the discussion,
this proposal was put to vote and carried unanimously.

The judges for this “Jom Deko Deko Muffin” was then discussed. Nani Rahayu
proposed that the judges should be from the college who are skilful in baking.
She proposed to appoint Mia Zara as she is well known with her Desaru
Homemade Cakes at this college, and seconded by Rosmah to become one of
the judges for this event. The second judge was then proposed by Noor Zehan,
seconded by NurulNadirah to invite Miss Farah from KolejKomuniti who is well
known in baking. Furthermore, she has good relationship with the students as
Miss Farah has taught few classes with KPMBP Baking Club previously. This
proposal was put to vote and carried by majority.

Dr Rosnah then asked Noor Zehan and Nani Rahayu to contact the judges and
present the information at the next meeting.

14
 (c) Closing Ceremony

The Chairwoman informed about closing ceremony that would be held on

10.October.2016 on Saturday at 2.30p.m. Ust Md.Zan proposed, seconded by
Puan Adina Aucasa that YBhg Datuk Haji Ariss Samsudinwould be invited for this
closing ceremony along with other VIP, Director of MARA (Johor) ,Puan Adilah
Binti Hassan. This proposal was put to vote and carried unanimously.

Speech text was then discussed. Puan Adina Aucasa proposed to ask the head
for programme book to prepare for the speech text. Noor Zehan as the head for
the programme book seconded this proposal and would contact few people
mentioned by Puan Adina Aucasa to work together in completing the speech
text for this event.

Regarding the menu, Nor Liza Ramly,seconded by MohdFirdaus that

NasiBeriyaniSemenchu would be the main menu besides Laksa Johor, two
desserts, one fruit and two types of drinks. She found that the price offered by
the caterer previously was affordable compared to the other caterers and the
service rendered was also good.

Dr.Rosnah then asked Nor Liza to get the quotation to present the information
at the next meeting.

7) Any Other Business

Adam Mohammad Ihsan informed that students gave good cooperation in looking
for the volunteers throughout the event. He has assigned MPP and PRS to allocate
students for every slot during the event.

8) Date, Time and Place of Next Meeting

It was decided that the next meeting would be held on 29.September at 2.p.m in the
Meeting Room.

15
 9) Close
The Chairwoman thanked all the members for their participation during the meeting
and closed the meeting at 12.00p.m.

Recorded by : Approved by :

NurulNadirah ________
(NurulNadirahbtRamli) (Dr.RosnahbtMdSaad)
Secretary Chairwoman

26.September.2015

UNIT 4 – CONDUCTING A MEETING

Now you know what are the documentations involved in a meeting. To conduct a meeting, there are
procedures that need to adhere to so that meeting runs properly without any waste of time. It is
important for the Chairman and all the members of a committee to be well versed with these
procedures, therefore the objective of doing meeting is met.

For every committee meeting held, every members should know what are their responsibilities and
roles in a meeting. The roles and responsibilities for Chairman, Secretary, Treasurer and Committee
Member will be discussed later.

Let we look what are the procedures involved when you are running a meeting.
(a) The Chairman starts the meeting by calling the meeting to order and making his opening
remarks. He should welcome and thank the members for attending the meeting.

(b) Before running a meeting, attendance should be checked. The secretary should notify the
absentee who cannot attend the meeting. The apologies for absence are announced and
recorded.

16
(c) Then the minutes of the last meeting are then read. There are two ways of reading the
minutes; the secretary may read it aloud to the committee or the Chairman could instruct all
the members to read the minutes individually. The purpose of reading the minutes of the
last minutes of meeting is to draw attention for any inaccuracy or omission made in the
minutes. If members notice any error or omission, they should highlight it so that the
secretary will make the relevant changes or corrections before it is passed as a true record.

Once the minutes are found satisfactory and free from any error, someone needs to pass the
minutes as a correct record and seconds it. The Chairman then signs the minutes to confirm
that they are an accurate record.Generally no alteration can be made after the chairman has
signed the minutes as a true and accurate record of the previous minutes of meeting.

(d) The Chairman then leads the discussion on to matters arising from the previous meeting.
This is an opportunity to deal with business discussed at the previous meeting. Members
may wish to report on any developments or actions taken with regards to business in the
last meeting.

(e) Next, the Chairman would bring to the attention of members of reading any correspondence
that has been received. If the correspondence received is related to any specific topic on the
agenda, it would be discussed when the topic is brought up. If it is unrelated to topic listed
on the agenda, the Secretary just simply reads or distributes copies of it. Note that, if no
correspondence received, this item would be left out of the agenda.

(f) After correspondence has been dealt, the committees will then go on to consider any
reports that are to be presented. These reports may include the Treasurer’s financial report
or any report from any sub-committees. Copies may be circulated to all the members.

(g) The Chairman then leads the discussion on the items of” Special Business”. This is the main
business to be dealt in a meeting or the purpose why having the meeting. The Chairman
would invite and encourage all members to participate and present their views.

Members who wish to propose ideas or suggestions would put forward a proposal that also
called a motion. For example, a member wants to propose his/her proposal should say
something like this – “Mr.Chairman, I wish to propose that the KPMBP Family Day be held at
Sunway Lagoon”. For each proposal made, members should justify it so that this motion

17
 would be seconded or supported by other members. If there is no seconder, the motion is
dropped, that means it will not be discussed anymore.

Each proposal must be seconded and usually the Chairman allow the members to present
their views and opinions on the motion before vote is taken. If the majority of the
committees accept the motion, this motion is then carried and thus it becomes as
resolution. If it is rejected, we then say the motion is defeated.

Under “Special Business” we can see how members actively put forward their proposals and
views so that the purpose of meeting is discussed thoroughly.

(h) After the items under “Special Business” have been discussed in detail, the Chairman asks
the members if there is any other business that they wish to bring up. This is an opportunity
for members to raise any matters not listed as topics for the main business in a meeting. A
meeting usually only asks for or give information and no important business is dealt at this
point.

(i) Next, the date, time and venue of the next meeting are discussed and decided upon.

(j) The Chairman then closes the meeting with a few appropriate words to show his
appreciation to all members for their active participation made during the meeting.

You already known the

procedures of a meeting. Do
you know how to write the
Minutes?

18
UNIT 5 – WRITING MINUTES

Formats of Minutes Writing

Remember the following points when writing the headings:

1. The club/society/organization name
2. Start with the word “Minutes”
3. Mention the type of meeting. E.g: Monthly Committee Meeting
4. Mention the name of the club or society. E.g:KPM English Club
5. Give the day, date, time and place of meeting.

KPMBP English Unit

Minutes of the Monthly Meeting of the English Unit held on Monday, 8 May 2017 at 10.30 a.m in
the General Studies Department, KPMBP.

Next, the names list of those present starting with the chairperson followed by the secretary, the
treasurer and then the committee members. The list must correspond with the content of the
minutes.

Present:
Juhari Sham Bin Jusoh (Chairman)
Noor ZehanBintiMohd Ali (Secretary)
AzalanBayu Bin Zakaria
AkmalBintiAriff@Fauzi
Jess NorEzrinBinti Mat Jizat
Md Shaiful Anuar Bin Wagiman

The business discussed in a meeting can be recorded in the minutes. Remember that the numbering
of items in the minutes will follow the numbering in the agenda.

19
1. Chairman’s Address
The first item on the agenda would be the introductory remarks made by the chairperson. You have
to write like this:
The chairman called the meeting to order at 10.30a.m and welcomed all the members.

2. Apologies for Absence

If all the members are present, the secretary would write:
There were no apologies for absence

However if any members had informed the secretary that they could not attend the meeting, the
secretary could record the minutes:

Apologies for absence was received from Miss NurulHasidahbt Abdul Manap who went for Stress
Management Course in Jawi,Penang.

3. Minutes of the Last Meeting

This is when the committee would consider the minutes of the previous meeting. If there is no error
or omission, then the Chairperson would sign the minutes to confirm that they are accurate. In this
case, the secretary would write:

The minutes of the last meeting were accepted as an accurate record and signed by the Chairman.

Sometimes, there are errors in the minutes and these should be brought to the attention of the
Chairperson. The Chairperson will instruct the Secretary to make the change or changes. The
minutes then appear like this:

The minutes of the last meeting were read by the secretary. The following amendment was made.
Item no 4: the prize for English Camp competition listed at RM10000 was incorrect and was
changed to RM1000. The minutes were then approved as a correct record and signed by the
Chairman.

20
4. Matter Arising out of the Minutes
If there are no matters arising, the Secretary would simply write:

There were no matters arising

However, if there is any information regarding on the development or follow up action taken with
regard to the business dealt with the last meeting, members may briefly present the information like
this:

Mr Shaiful informed the meeting that stationary for English Camp had been bought and they were
ready to use.

5. Correspondence (optional)
The minutes briefly record the main content of any correspondence received as:

A letter of thanks was received from the Director of KolejKomuniti. The Director conveyed his
appreciation for the assistance rendered by the KPM English Club during the last English Camp
activities held at his college. It was agreed that a copy of letter would be pinned up on the General
Studies’ notice board.

6. Reports (optional)
The minutes should briefly record the major content of any reports presented like this:

Mr Juhari Sham, the chairman of English Club reported that the English Camp held recently was
successfully carried out as there were many people from Bandar Penawar wanted to join that
activity. He reported that the Kejora has kindly agreed to sponsor the foods and drinks throughout
the programme.

7. Special Business
“Special Business” is that the main business of the meeting is discussed and proposal or motions are
put forward. Usually this item is divided into two or more items of business that are to be dealt with.

21
Usually, at least two or three proposals are put forward, seconded and put the vote for each item
under “Special Business”. Examples are as follows.

*NOTE THAT THE PAST TENSE IS USED USING THE PASSIVE CONSTRUCTION MOST OF THE TIME*

a) Inter Group Competition

The chairwoman informed the meeting that Inter-Group Competition would be held during English
Camp. MrsAkmal proposed, seconded by Mr.AzalanBayu that competition throughout that English
Camp would be judged by all English lecturers involved so that everybody would give full
participation throughout the event. Her proposal was put to a vote and carried by minority.

Mr.Shaiful Anwar proposed, seconded by Miss Jess, thatevery lecturer must take one slot to be in
charge during the event. By doing this, each lecturer would be more responsible to the assigned
activities besides would give more participation as they no need to involve in all activities.This
approach would be friendly to everyone as they could focus and stress free during the event. The
motion was put to a vote and carried by a large majority.

The chairman asked Ms Jess to assign lecturers in charge for every activity during the English Camp
and the arrangements made at the next meeting.

With regard the date for English Camp, Mrs Noor Zehan proposed,seconded by Mrs Akmal that the
English Camp would be held in Week 2 or Week 3. She felt that it should not be held too late in the
semester as students would have lots of activities from other courses and this could be the
refreshment for students to recall what they have learnt previously. Her proposal was put to vote
and carried unanimously.

The Chairman asked Mrs Noor Zehan to submit the paper work and get the quotation for prize
immediately.

b) Meals for Participants

The chairman informed that the meals for participants started from the first day until the closing
ceremony held on 10 July 2017.

22
Mrs Noor Zehan proposed, seconded by Mrs Akmal that the meals for each participants and
lecturers should be served by the caterer as there were no facilitators available during that English
Camp as most of them involved with Nadwah Programme. After some discussions, the proposal
was put to a vote and carried unanimously.

With regard to the menu, several suggestions were put forward. Miss Akmal proposed that the
menu should be different than previous English Camp menu and wanted to have a new caterer
who available for serving all the participants. This proposal was seconded by Ms Jess because the
previous caterer was not able to do so besides the price was expensive. The proposal was put to a
vote and carried.

It was finally decided that Mrs Noor Zehan would approach any caterers from Bandar Penawar
and find out the menu that they could provide together with the quotation. The chairman asked
her to present the information at the next meeting.

8. Any Other Business

Members can ask for or give any information that they consider important under this item on
agenda. However, no important decisions can be made.

Ms Jess informed that the Poem Competition held last semester was not successful as there were
no participations from the students. She said that requests from the lecturers to participate had
been received. The chairman said that the matter could be put on the agenda for the next
meeting.

If members have no matters to be raised, then it should be written like this:

There was no other business.

9. Date, Time and Place of Next Meeting

The minutes would record the date, time and place agreed upon for the next meeting.

23
It was decided that the next meeting would be held on 5.June.2017 at 2.30p.m in the General
Studies Department.

10. Close
The chairperson would usually end the meeting with some suitable concluding remarks. The minutes
could also record the time the meeting ended as:

The chairman thanked all the members for their participation during the meeting and closed the
meeting at 12.30.p.m.

At the end of the minutes, space should be provided for the signature of the Chairperson. The name
of the chairperson and his/her designation should be printed clearly beneath. The Chairman /
Chairwoman will sign the minutes after they have been approved at the next meeting. He/she would
also write the date after signing the minutes.

The Secretary, however may sign the minutes and record his name, designation and the date after
he/ she has written or typed out the minutes.

Recorded by : Approved by :

NoorZehan ________

(Noor ZehanbtMohd Ali) (Juhari Sham bin Jusoh)

Secretary Chairman

9.May.2017

24
Exercise : (July – Dec 2012 Question)

You are the secretary of Indah Cipta Company, one of the largest furniture manufacturers. Your
company is going to organize a talk to all staffs on “Communication skills in the workplace”. Based
on the notes you have made during a monthly meeting, prepare the minutes and invent all the
necessary details.

Venue : Melur Meeting Room

Date : 21 August 2012
Time :3.00p.m
Agenda
1. Chairman’s address
2. Apologies for absence- ShahirMunif
3. Minutes of the last meeting – Price of the machine should be RM380 not RM3800
4. Matters arising- none
5. Special business
6. Any other business (2 items)
7. Date of next meeting- 25th Sept.2012 at 2.30pm
8. Meeting adjourned – 5.30pm

UNIT 6 – ROLES AND DUTIES

Each person in a meeting has his/her roles and duties. The positions held at a meeting are:
▪ The Chairperson ▪ The Treasurer
▪ The Vice-Chairperson ▪ The committee members
▪ The Secretary

1) The Chairperson
The main responsibilities of the chairperson include:
1. Attending meetings
2. Chairing the meetings according to the rules of constitution
3. Following the agenda
4. Knowing the rules of the constitution

25
 5. Treating everyone equally
6. Communicating with outsiders
7. Handling troublemakers.

The chairperson must:

- Make sure a quorum is present before he/she calls meeting to start.
- Declare the meeting open.
- Welcome guests.
- Ask the secretary to read the minutes of the last meeting. If everyone agrees that it is an
accurate record of the last meeting, then the minutes should be approved and seconded
as a correct record before it is signed.
- Discuss business arising.
- Allow enough time between each speaker and each motion for the secretary to write it
down.
- Make it clear whose turn it is to speak.
- Summarise what have been discussed at different times throughout the meeting.
- Close the meeting.

2) The vice-chairperson
Responsibilities include:
- Attending meetings
- Acting as a chairperson when the chairperson cannot be there.
- Helping the chairperson to keep order, keep the meeting moving and control
troublemakers.
- Taking responsibility for any duties that are given by the committees.

3) The secretary
The secretary is an important person in a meetings compared to other committees. She or
he is elected according to the rules in the Constitution. Responsibilities before the meeting
is, she or he is responsible for all the administration of the meetings. Therefore, she or he
must:
- Send out or post a “Notice of Meeting” to all members who are eligible to attend. This
notice will include information such as date, time and place of the meeting.
- Draw up an agenda for the meeting with the help of the chairperson.

26
In order to be effective, the Secretary should ensure that she/he carries out the
following activities:

Before the meeting

- Organise all related information that have been given to be discussed at the
meeting.
- Bring the minutes from the last meeting.
- Keep a list of all the people who have contacted them to say they will not be able to
attend the meeting. This is called a list of apologies. The names on this list will be
recorded. It is important for you to let the secretary know if you cannot make it to a
meeting, so that your apology can be recorder in the minutes.
- Read all incoming correspondence and deal with it if possible. This means that the
secretary needs to make decisions on behalf of the committees.
- Let the chairperson know of any important information that has been given.
- Arrive at the meeting early to set up and make sure all the papers, information and
files are well organised.

During the meeting

- Read out the minutes of the last meeting so they can be approved during the
meeting and signed by the chairperson.
- Help the chairperson with the meeting procedure to make sure the meeting is run
by the rules in the constitution.
- Take the minutes of meeting
- Write down the exact words of all motions and amendments that are presented in
the meeting.
- Repeat at different times throughout the meeting what they have written down.
- Read out related correspondence and let the committee know what action they
have taken.

After the meeting

- Make a copy of the minutes from the notes taken during the meeting
- The copy of the minutes must be correct and detailed. It is important that it is done
as soon as possible so that things are not forgotten.

27
 - Put together a list of all of the decisions (resolutions) that were made and accepted
by everyone at the meeting. This list should be given to the chairperson.
- Do any tasks that have been given to them at the meeting as soon as possible.
- Write letters on behalf of the committee, following any instructions given at the
meetings.
- Organise any outgoing correspondence.

4) The treasurer
The treasurer has a very important role to play as other executive position and he/she is
elected according to the rules in the Constitutions.

Responsibilities as a Treasurer are :

a) Cheques

• Ensure all cheques are marked “Not negotiable” – account payee only and the words
or bearer are crossed out when you receive a chequebook from your bank.
• Ensure all cheques are signed by two approved signatories.
• Ensure all cheques are made out to a person and not to cash.
• Never sign bank cheques, even for people you trust.
• Ensure cheques are not signed by an employee or the principal, nor must cheques
be signed by two members of the same family.

b) Payments

• Make all payments by cheque, except for small payments from petty cash.
• Support all payments with invoices, receipts and dockets.
• Ensure that Goods received and Paid stamps or markings appear on all paid invoices.
• When using photocopies of invoices as support for payments, ensure they are
stamped or marked.
• Take advantage of discounts.
• Operate petty cash.

c) Receipts

• Issue receipts in sequential date order as per takings, for the total of funds collected.
• Ensure two independent people are responsible for collecting and counting money.

28
 • Issue receipts to people responsible for collecting and counting money.

d) Banking

• Check banking corresponds to receipt totals.

• Bank or securely store all money daily.

e) Cashbooks

• Keep cashbooks up to date.

• Match the sequence of entries in the cashbook with the sequence of receipts and
payments.
• Do not use white-out in the order book, cashbook, receipt books or chequebook
butts.

f) Management

• Regularly transfer surplus subcommittee funds to the main account.

• Keep an account of all receipt books, order books and chequebooks in a register of
accountable forms.
• Keep a register of equipment held by the P&C.
• Control plant and equipment to prevent theft and loss.
• File and hold all P&C records for appropriate periods

g) Employees

• Ensure your employees are receiving the correct wages, leave entitlements and pay
slips.
• Keep your insurance and work cover payments up to date.
• Have an accessible copy of all industrial awards relevant to your employees.
• Keep your tax and superannuation payments up to date.

Getting started

• Ensure you know what subcommittees exist and which ones operate a separate
account.
• Reduce the number of subcommittee accounts to the minimum.

29
• Ensure that all accounts are using order books for purchases, official receipt books
to collect money and chequebooks to make all payments (excluding petty cash
payments).
• Ensure that a register of accountable forms exists.
• Ensure that all accounts are current and balanced, especially if the financial year has
already begun.

Monthly responsibilities

• Present the following complete and up-to-date financial documents for each
account to the P&C monthly meeting:
o cashbook
o statement of receipts and payments
o bank reconciliation (with supporting bank statements)
o Trading statements, if a subcommittee has stock
or inventory (recommended monthly, but acceptable if only done each
term).
• Sign off all financial reports.
• Have another executive member check the bank reconciliation before each meeting.
• Ensure all subcommittees present a financial report to each P&C monthly meeting
and:
o View the bank statement when checking the bank reconciliation
o Check the bank reconciliation against the cashbook and initial both
documents.
• Monitor receipts and payments against budget.
• File all financial reports, bank reconciliations, payment vouchers and any other
documentation that may be required by audit to verify the financial position of the
P&C.

Yearly responsibilities

• Stocktake plant and equipment.

• Generate annual financial statements.

30
 • If multiple accounts are held, combine annual financial statements from the P&C
and subcommittees into consolidated annual financial statements.
• Have annual financial statements certified by executive members of the P&C.
• Arrange audit of annual financial statements. Recommend an auditor with
appropriate qualifications and experience for appointment at the annual general
meeting for the following year.
• Send copies of the audited financial statements to your district Executive Director
(Schools) at your district office. Your principal can provide contact details.
• On receipt of a qualified audit report, you must include a response addressing the
reasons for the qualification when logging the audited financial statements with
your District Office.
• Prepare a budget for next year. Set up a committee for that purpose and work with
the members.

5) The committee members

Committee members are needed to help give ideas and input during the meeting. They have
many roles and responsibilities that they fulfil to make a meeting successful. These include
to:
- Attend the meeting
- Follow the rules and regulations outlined in the Constitution
- Provide information and put ideas forward
- Assist the chairperson in keeping the meeting moving
- Make motions by putting forward ideas that are voted on by the rest of the committee
members
- Avoid conflict and participate in discussion in an orderly manner to find real solutions to
problems.
- Participate as part of a team by listening to other people’s opinions.
- Give support to other members or executive officers

31
EXERCISES.

1) State three (2) essential duties of a Secretary.

2) Discuss the powers of a Chairman with special reference to the preservation of order.

3) What are the special qualities would you expect of a Chairman? List four of them.

4) State two grounds upon which a point of order can be raised.

5) What action will the Chairman take in the following circumstances?

(a) A member comes to a meeting drunk and causes problems to the others.

(b) A motion being put to the put receives the number of votes for and against it.

(c) Members discuss an issue among themselves during a debate.

6) List four duties of a Treasurer

7) What should a Chairman do if it is impossible to maintain order in a meeting?

UNIT 7 – MOTIONS, AMENDMENTS, VOTING AND RESOLUTIONS

In a meeting, it is important for all members to understand the meaning of the above words as these
meeting terminology are used very often.

1) Motions
• A motion is a decision or a plan for action. During a meeting, members discuss each item
on the agenda. There may be several different opinions relating to the item. The
chairperson will allow each person to state their opinion and everyone will be given a
fair turn. Since motions are formal proposal then it should be expressed in affirmative
form such as:

“Mr Chairman, I propose that English Society organize a seminar in teaching

strategies during English week”

• This motion must be proposed and seconded and both the proper seconder must be
present at the meeting. Most motions require definite actions. A motion should express
some principles or record and opinion.

32
2) Amendments
• Sometimes a motion is not worded properly or does not properly cover the issue. If
this happens, the motion needs to be amended. Amendments are used to improve motions,
not to give them a different meaning. Amendments are handled in exactly the same way as
motions.Example :

Original motion : “that English Society organize a seminar in teaching strategies

during the school holiday”.

Amendment : The word “and coaching” be added before the word “strategies”.

Thus the amended motion will be as follow :

“that English Society organize a seminar in teaching and coaching strategies during
English week”.

• An amended motion is also known as a substantive motion.

3) Voting

• The members at the meeting will vote to either accept or reject the motion. The
chairperson asks all those in favour of the motion to raise their hand. The secretary will
then take a count of all hands that are raised. The chairperson will then ask all those
against the motion to raise their hand. Once again the secretary will take a count of
hands. The numbers for and against are recorded in the minutes. The chairperson will
announce if the motion has been accepted or rejected according to the vote. There are
two popular methods of voting that are called by show of hands as mentioned above
and by secret ballot.

Voting Power

All committee members have the right to vote

▪ Co-opted members normally do not have voting rights.

▪ The Secretary and Treasurer cannot vote if they are directly elected to their offices.
If they are made committee members first, they are entitled to vote.
▪ If a chairman is elected direct to the office, he is only entitled to a casting vote. The
casting vote is only used when the number of votes “for” and “against” a motion,
are equal.

33
 ▪ We say “a motion is carried unanimously” if everyone votes in favour of the motion.
▪ We say “a motion is carried by a large majority” if most of the members vote in
favour of the motion.
▪ We say “a motion is carried by small majority” if the voting is close or if the
difference between those who vote “for” and “against” the motion is very small.

However if there are members who do not wish to vote, they can abstain.

4) Resolutions

A motion becomes resolution when it is put to the vote and it is passed by the meeting

ORIGINAL MOTION

“that English Society organize a seminar in teaching strategies during the school holiday”.

AMENDMENT

(Proposed)

The word “and coaching” be added before the word “strategies”.

(Seconded and discussed)

VOTING AND AMENDMENT

EITHER OR

Amendment carried Amendment defeated

Substantive motion is discussed Original motion is discussed

“that English Society organize a seminar “that English Society organize a
inteaching strategies and coaching strategies seminar in teaching strategies during
during the school holiday”. the school holidays”.

34
Are you ready
forMOCK
MEETING?

35
MEETING PRACTICES

Below are useful English Phrases for Participating in a Business Meeting that might help you in your
meeting.

▪ Opening the Meeting

Good morning/afternoon, everyone.If we are all here, let's. . . get started (OR)
I would like to call this meeting to order ……..

▪ Welcoming and Introducing Participants

Please join me in welcoming (name of participant)
We're pleased to welcome (name of participant)
It's a pleasure to welcome (name of participant)
I'd like to introduce (name of participant)
I don't think you've met (name of participant)

▪ Stating the Principal Objectives of a Meeting

We're here today to
Our aim is to ...
I've called this meeting in order to ...
By the end of this meeting, I'd like to have ...

▪ Giving Apologies for Someone Who is Absent

I'm afraid.., (name of participant) can't be with us today. She is in...
I have received apologies for the absence of (name of participant), who is in (place).

▪ Reading the Minutes (Notes) of the Last Meeting

First let's go over the report from the last meeting, which was held on (date)
Here are the minutes from our last meeting, which was on (date)

▪ Dealing with Recent Developments

Jack, can you tell us how the XYZ project is progressing?
Jack, how is the XYZ project coming along?
John, have you completed the report on the new accounting package?

36
 Has everyone received a copy of the Tate Foundation report on current marketing
trends?
▪ Moving Forward
So, if there is nothing else we need to discuss, let's move on to today's agenda.
Shall we get down to business?
Is there any other business?
If there are no further developments, I'd like to move on to today's topic.

▪ Introducing the Agenda

Have you all received a copy of the agenda?
There are three items on the agenda. First,
Shall we take the points in this order?
If you don't mind, I'd like to ... go in order (OR)
skip item 1 and move on to item 3
I suggest we take item 2 last.

▪ Interrupting
May I have a word?
If I may, I think...
Excuse me for interrupting.
May I come in here?

▪ Giving Opinions
I (really) feel that...
In my opinion...
The way I see things...
If you ask me,... I tend to think that...

▪ Asking for Opinions

Do you (really) think that...
(name of participant) can we get your input?
How do you feel about...?

37
▪ Commenting on Other Opinions
I never thought about it that way before.
Good point!
I get your point.
I see what you mean.

▪ Agreeing with Other Opinions

Exactly!
That's (exactly) the way I feel.
I have to agree with (name of participant).

▪ Disagreeing with Other Opinions

Up to a point I agree with you, but...
(I'm afraid) I can't agree

▪ Allocating Roles (secretary, participants)

(name of participant) has agreed to take the minutes.
(name of participant) has kindly agreed to give us a report on this matter.
(name of participant) will lead point 1, (name of participant) point 2, and (name of
participant) point
(name of participant), would you mind taking notes today?

▪ Agreeing on the Ground Rules for the Meeting (contributions, timing, decision-making,
etc.)
We will hear a short report on each point first, followed by a discussion round the table.
I suggest we go round the table first.
The meeting is due to finish at...
We'll have to keep each item to ten minutes. Otherwise we'll never get through.
We may need to vote on item 5, if we can't get a unanimous decision.

▪ Introducing the First Item on the Agenda

So, let's start with
Shall we start with. .
So, the first item on the agenda is

38
 Pete, would you like to kick off?
Martin, would you like to introduce this item?

▪ Closing an Item
I think that covers the first item.
Shall we leave that item?
If nobody has anything else to add,

▪ Next Item
Let's move onto the next item
The next item on the agenda is
Now we come to the question of.

▪ Giving Control to the Next Participant

I'd like to hand over to Mark, who is going to lead the next point.
Right, Dorothy, over to you.

▪ Summarizing
Before we close, let me just summarize the main points.
To sum up, ...
In brief,
Shall I go over the main points?

▪ Finishing Up
Right, it looks as though we've covered the main items
Is there Any Other Business?

▪ Suggesting and Agreeing on Time, Date and Place for the Next Meeting
Can we fix the next meeting, please?
So, the next meeting will be on... (day), the . . . (date) of.. . (month) at...
What about the following Wednesday? How is that?
So, see you all then.

39
▪ Thanking Participants for Attending
I'd like to thank Marianne and Jeremy for coming over from London.
Thank you all for attending.
Thanks for your participation.

▪ Closing the Meeting

The meeting is closed.
I declare the meeting closed

40
MEETINGS TERMINOLOGY
The following list includes some of the principle terms used in meeting. This list is by no means exhaustive,
however you should use it as a basis for your own.
Ad Hoc – from Latin word that means “for the purpose of” as for example: the committee ad hoc to address
the issue of salaries.
Adjourn: to hold a meeting over until a later date.
Adjourn: to hold a meeting over until a later date.

Adopt minutes: minutes are 'adopted' when accepted by members and signed up by the chairman.

Advisory: providing advice or suggestion, not taking action

Agenda: a schedule of items drawn up for discussion at a meeting

AGM: Annual General Meeting: all members are usually eligible to attend

Apologies: excuses given in advance for inability to attend a meeting

Articles of Association: rules required by Company law which govern a company's activities

Attendance list: in some committees a list is passed round to be signed as a record of attendance

Bye-laws: rules regulating an organisation's activities

Casting vote: by convention, some committee chairmen may use a 'casting vote' to reach a decision, if votes
are equally divided

Chairman: leader or person given authority to conduct a meeting

Chairman's Agenda: based upon the committee agenda, but containing explanatory notes

Collective Responsibility: a convention by which all committee members agree to abide by a majority
decision

Committee: a group of people usually elected or appointed who meet to conduct agreed business and
report to a senior body

Consensus: agreement by general consent, no formal vote being taken

Constitution: set of rules governing activities of voluntary bodies

Convene: to call a meeting

Decision: resolution minutes are sometimes called 'decision minutes'

Eject: remove someone (by force if necessary) from a meeting

41
Executive: having the power to act upon taken decisions

Extraordinary Meeting: a meeting called for all members to discuss a serious issue affecting all is called an
Extraordinary General Meeting; otherwise a non-routine meeting called for a specific purpose

Ex officio: given powers or rights by reason of office

Guillotine: cut short a debate – usually in Parliament

Honorary post: a duty performed without payment, e.g. Honorary Secretary

Information, Point of : the drawing of attention in a meeting to a relevant item of fact

Intra vires: within the power of the committee or meeting to discuss, carry out

Lie on the table: leave item to be considered instead at the next meeting (see table)

Lobbying: a practice of seeking members' support before a meeting

Minutes: the written record of a meeting; resolution minutes record only decision reached, while narrative
minutes provide a record of the decision-making process

Motion: the name given to a 'proposal' when it is being discussed at a meeting

Mover: one who speaks on behalf of a motion

Nem con: from Latin, literally, 'no one speaking against'

Opposer: one who speaks against a motion

Order, point of: the drawing of attention to a breach of rules or procedures

Other business: either items left over from a previous meeting, or items discussed after the main business of
a meeting

Point of order: proceedings may be interrupted on a 'point of order' if procedures or rules are not being
kept to in a meeting

Proposal: the name given to a submitted item for discussion (usually written) before a meeting takes place

Proxy: literally 'on behalf of another person' - proxy vote

Quorum: the number of people needed to be in attendance for a meeting to be legitimate and so
commence

Refer back: to pass an item back for further consideration

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Resolution: the name given to a 'motion' which has been passed or carried; used after the decision has been
reached

Seconder: one who supports the 'proposer' of a motion or proposal by 'seconding' it

Secretary: committee official responsible for the internal and external administration of a committee

Secret ballot: a system of voting in secret

Shelve: to drop a motion which has no support

Sine die: from Latin, literally, 'without a day', that is to say indefinitely, e.g. 'adjourned sine die'.

Standing Committee: a committee which has an indefinite term of office

Standing Orders: rules of procedure governing public sector meetings

Table: to introduce a paper or schedule for noting

Taken as read: to save time, it is assumed the members have already read the minutes

Treasurer: committee official responsible for its financial records and transactions

Ultra vires: beyond the authority of the meeting to consider

Unanimous: all being in favour

Vote, casting: when two sides are deadlocked a chairman may record a second or “casting vote” to ensure a
decision is made.

REFERENCE:

Evans, Desmond W. “People,Communication and Organisation”.

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INTERVIEW
SKILLS

44
INTRODUCTION TO JOB INTERVIEWS

1. Job Search Skills

Job search strategies and skills can be categorized into three parts:

1. Practical steps that you can take to improve your chances of getting a job
2. Tools and tricks that a job seeker can use to increase interview chances
3. Positive psychological attitudes and outlooks that can help to reinforce the process and keep
it going

For some people, these come naturally. We all know those people who seem to create extensive
networks with others as though it were second nature, right? Others of us need a little bit of help and
guidance. There are four sections in job strategies:
1. Traditional search skills
2. Modern search skills
3. Self-improvement skills
4. Attitude.

1. Traditional job search skills

The foundation of a successful job search begins with traditional skills. These are the skills that existed
before the advent of the Internet, instant communication, and online profiles. They consist of scanning
newspapers, using the phone, walking into establishments with your own two legs, and generally
having a hard-nosed sense of purpose to find employment. You may be wondering why it’s important
that you practice these skills in the year 2017. In short: because they still work, and they leave a strong
impression on hiring managers.

So, for a brief moment, let’s travel back in time to when no telephones were cordless and televisions
were fat and heavy. Here’s how someone would start their job search:

Scanning Newspapers- Scanning newspaper classified job ads for employment is still a key method for
finding a job. Not all establishment owners are web savvy, nor do they need to be. Many are older and
more traditional — therefore, the classifieds job section in your local newspaper is still worth looking
through.

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What should be your strategy when looking through newspaper job ads?
• Get a pen, and circle jobs that look relevant to you.
• Choose jobs that are below your pay grade. Don’t be too picky — throw out a broad net, just
in case you run into bad luck.
• Choose jobs that are above your pay grade. You may surprise yourself and end up in a better
position than you could have imagined.
• If there is a phone number, give them a call directly. Even if there’s also an email attached.
• Send a resume and cover letter via the email address given.

Telephone Cold Calling - Cold calling is about as enjoyable as jumping into a cold pool. Nobody really
likes it, but it can create too many opportunities to pass up. These are the benefits of cold calling:
• You can clarify the application process, if it is unclear
• You may be first in line if the company has just decided to hire new employees
• You’ll leave a strong impression on the hiring manager, who is likely to be surprised by a
confident cold call
• You can cold call any company you want — especially the ones that could give you your dream
job
Be sure to speak into the phone with confidence. If you sound meek, you may leave a negative
impression!

Legs: They’re madefor walking - Walking into an establishment to ask about employment is even more
nerve wracking than cold calling, but the potential is even greater. Take these steps to ensure a
successful visit.
• Dress up to make a smart impression
• Bring copies of your resume and cover letter
• Do your research, and ask to speak to the hiring manager by their specific name

Make sure you’ve done your research on the company before walking in. There is a possibility that you
will get interviewed on the spot, if you’re qualified and lucky enough. You don’t want to stutter and
look foolish, havingwalked into an establishment without knowing its purpose and cause for existence!

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Leverage Your Network - Did you know that the trait of successful people is that they ask other people
for help? Many people have a fear of “troubling” others by asking for assistance. The truth is, people
generally like to be helpful, unless you’re asking for a serious time commitment. Fortunately, asking
other people if they are aware of employment opportunities does not qualify as a serious time
commitment, so you are in the clear.

Ask your friends, friends of friends, and family if they are aware of any employment opportunities.
With luck, that person will recommend you directly to the hiring manager, which will almost certainly
put you on a short list for an interview, given that you are qualified enough.

If you don’t have many friends, family, or connections, this may be harder. It’s never too late to start
making new friends.

2. Modern job search skills

Modern job search skills are quickly becoming an absolute necessity to successfully apply to major
corporations, and especially modern types of business like web companies and app developers. By
“modern” we are, of course, talking about the Internet and its various jobs search tools and aides.
Currently, the defining characteristic of Internet-based job search tools is how rapidly they change.
Fortunately, this has largely been for the better — generally there’s been increased ease of use, and
less spam, scams, and nonsense.

However, the rapid evolution of the Internet means that you’ll need to constantly brush up on your
skills in order to keep up with the zeitgeist. Here are the major tools you’ll need to succeed in the
current era:

Job Search Engines - Although utilizing your personal network is best, sometimes it need to be
supplemented. Job search engines are great because many of them now aggregate job postings from
other websites, providing a huge collection of postings from around the web. Job search engines are
especially useful for international searches, as that is where many recruiters will go first when seeking
a particular employee with a unique set of skills.

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There are several online job search engines you can use to seek out employment. Each has its own
benefits and drawbacks. You can read an article here explaining the virtues of each site. Don’t
relysolely on the search engine to do all of the work though, as it’s best to email the hiring manager
directly, and call to follow up on your resume application.When used correctly, search engines are a
great boost to any job hunt.

Twitter - At first glance, Twitter is a terribly shallow mess of spam and nonsense. Yet, we can sum up
our argument for why you should give Twitter a chance in three pictures:

1. Twitter Job Posting Fine Dining

2. Twitter Job Posting Computer and IT

3. Twitter Job Posting Developer

As it turns out, there are diamonds in the rough! Use the search function to search for your profession,
and you may encounter tweets from companies looking to employ someone like you. It’s worth a shot.

Make a LinkedIn Account - This is a must. Set up a LinkedIn account and tailor a well-worded outline of
your career. Recruiters are using this network for professionals more and more frequently to find new
talent. On LinkedIn, you can upload your resume, your friends and co-workers can endorse your skills,
and they can also write letters of recommendation for you.

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 Employers can actually find your profile when searching for related keywords, meaning that simply by
having a LinkedIn account you’re actually passively accruing job leads. You can’t argue with that kind of
efficiency.
2. Visible vs Hidden Job Market

The visible job market is where positions are posted for everyone to see. Since they are visible,
competition for these positions is high which reduces the chances that your resume will get noticed.
Since this is the case, we recommend that you do not relying on these resources to find your next job
but use them in addition to networking. The key is to use the visible job market to find the leads and
then to you use your network to actually apply.

The hidden job market is a term used to describe jobs that aren't posted online or advertised. Job
seekers can tap the hidden job market by using networking connections to help find unadvertised job
openings. In fact, you might be more likely to score a job through the hidden job market than you are
through regular channels. At least 60 percent of all jobs are found through networking – and many
sources list far higher percentages.

Why employers like the hidden job market?

Many employers choose to hire internally or through their professional network to avoid the lengthy
process of open online applications. Instead of posting a job opening, some employers will choose
other alternatives such as going through a recruiting firm, head hunters, and referrals from current
employees.
This has several advantages for employers:
• It's cheaper than listing jobs online via a paid service.
• They're more likely to get quality applicants from current employees, who both understand the
needs of the job and have a vested interest in only recommending good candidates – especially
if they'll be working with whomever gets the job.
• There's an opportunity for team-building through referrals, especially if they offer a bonus for
applicants who are hired and stay for a certain period of time.
• In many corporate cultures – think Google or Facebook – there's a lot of pride in the idea of a
certain type of worker succeeding in this particular workplace. Getting new employees via
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 referral strengthens the feeling of belonging, not just for the staff, but also for the hiring
managers and decision makers.

How to Tap the Hidden Job Market and Get Hired

Fair or not, companies will continue to rely heavily on employee recommendations for the foreseeable
future. So here are four ways to help get a referral that could lead to your next job:

1. Let people know what you do for a living - This sounds so basic, but it’s amazing how many people don’t
explain their line of work to friends or contacts.By simply making it a point to be more forthcoming about
your professional life when you’re, say, getting a haircut or sitting on the sidelines at your daughter’s soccer
game you’ll increase the number of people who might refer you for a job that's right up your alley.There are
several cases where these types of conversations have led to people getting hired. Remember to keep your
“old” friends up-to-date on your professional world as well. Include a few lines about your current job (or the
type of position you’d like) in your annual holiday letter, for instance.

2. Become an active player on LinkedIn - Still not on LinkedIn? Shame on you! These days, whether you’re
working or looking for a job, you can’t afford not to use LinkedIn. It’s the single most important professional
networking site on the Internet.Once you’ve created your LinkedIn profile to promote your “personal brand”
and set up your network, mine that network to find connections at your target employers. Then, email them
to learn more about their companies and, when appropriate, ask for referrals.You can also use LinkedIn to
build goodwill, which could ultimately inspire your contacts to recommend you for openings where they
work. Share articles, routinely participate in LinkedIn’s group discussions and send congratulatory notes to
others in your network. This way, you’ll be on the radar of LinkedIn members whose firms are hiring.

3. Expand your in-person networks -As powerful as online networking is, it pales next to the effectiveness of
meeting people in person. Commit to getting out of the house on a regular basis: attend a conference, take a
class or go to a local college alumni meeting. The more people who know you, like you and are familiar with
your work, the greater the chance they’ll put in a good word for you.Of course, meeting people is just the
first step. You’ll need to work at networking by cultivating those relationships.Add your new acquaintances to
your online networks; ask them to get together over lunch or coffee; and always, always, always look for
ways to help them before you ask for anything.

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4. Volunteer - Volunteering is a wonderful way to expand your network of influential people and let others
see your skills in action. (Don’t forget to ask fellow volunteers to join your LinkedIn network.)But don’t just
volunteer for the sake of volunteering. Always pitch in when needed and offer to assist whenever the group
needs a hand. You’ll develop a reputation as a reliable, hard worker. Make an effort to engage in
conversations with other volunteers, board members and executives at the nonprofit, too. Once they know
you better and learn your capabilities, you can engage them in more substantive conversations about your
career goals and job objectives. Ultimately, this could convince them to refer you for a job at the nonprofit or
anywhere else they work. Doing good as a volunteer could lead to someone doing something very, very good
for you.

In many ways it doesn’t really matter whether it’s 7% or 70% as long as you factor this ‘hidden’ side of the job
market into your job search strategy. If you’re spending all your time on job portals (good as they are) you’re
potentially missing out. By dedicating a small fraction of your time to unearthing unadvertised vacancies you
may well find a wider range of opportunities than advertised vacancies alone. And this is even true when you
expand the parameters to include internships and other work placements.

Now you already known what are the job search skills that you must have for getting yourself employed.
Either visible or hidden job market, you must prepare yourself with few documentations that are very crucial
in applying a job. The documentations involved are:

1) COVER LETTER

A letter which is attached to or sent with another document (i.e. Curriculum Viate or resume) and
contains the summary of another document is known as Cover Letter. It complements the main
document by outlining eligibility criteria fulfilled by the applicant. The document is of utmost
importance; that decides whether the candidate will get a chance to meet personally or get an
interview call for the applied position.A professional cover letter is a short, single page letter you
should include with every application that you send out.

A cover lettertypically provides detailed information on why are you are qualified for the job you
are applying for. It also explains the reasons for your interest in the specific organization and
identify your most relevant skills or experiences.

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 Your cover letter should let the employer know what position you are applying for, why the employer
should select you for an interview, and how you will follow-up.

2) RESUME
A resume is a short and brief description about, what a person possess in context to the respective
job like qualifications, previous job experiences, and achievements, competencies and skills. It is in
the form of a document which is required at the time of applying for business, government and
industry jobs. It is a snapshot of an individual’s professional profile.

The term “Resume” is a French expression which means ‘summary’ i.e. summary of a person’s work
life. It only outlines the job applicant’s relevant qualifications and experience which is required for
the specific job. It should be prepared in such a manner that will make an impression on the potential
employer because a resume can open the doors of an interview. It also helps the recruiter to pick the
most suitable candidate for an interview. The job seeker should present the latest details first in the
resume.

3) CURRICULUM VITAE(CV)
Like a resume, a curriculum vitae (CV) provides a summary of one’s experience and skills. Typically,
CVs are longer than resumes – at least two or three pages.

CV is an acronym used for the word Curriculum Vitae, which is a Latin word that means ‘course of life’
i.e. an individual’s course of life. Curriculum Vitae is a written document which contains details about
a person’s past education, experience, knowledge, skill, competencies, accomplishments, projects,
awards, and honours, etc.

The CV is a biography of an individual’s academic background and professional experiences. It also

includes details about a person’s area of interest, hobbies and extracurricular activities. It is not
modified according to the job; it remains same for all jobs. It should be systematically arranged so

52
that a proper sketch about an individual’s career can be drawn.CVs are thus much longer than
resumes, and include more information, particularly related to academic background.

It seems that these 3 documentations are similar as all of them are the summary of your detailed
information, education, work experience, skills and etc. if you are confused to the above notes, let’s
take a look for this below table, so that you won’t get confused what to prepare in your job
application.

Key Differences Between

COVER LETTER RESUME CURRICULUM VITAE
a short description of the details of an individual's biography of a person’s
applicant to the potential education, work experience, career like his qualifications,
employer. competencies and previous skills, competencies,
job achievements. achievements, etc

does not exceed one page. 1 to 2 pages 2 to 20 pages

Concise Concise Comprehensive
Applying for the job, and Applying for the job, and Applying for an academic
internship or taking part in internship or taking part in position, advanced research,
the job fair, etc the job fair, etc. fellowship, etc
it can be modified according it can be modified according it is same for all jobs
to job. to job.
Stresses on the job Stresses on contribution, i.e. Stresses on expertise, i.e.
descriptions taken from the how your work made a what skills makes you an
job advertisements, skills difference, where you have expert in a particular field.
,education and personality worked
traits

Conclusion
Cover letter, resume and Curriculum Vitae are the complementary documents that gives an overview
of the person’s accomplishments and shows the skills, competencies, experience and qualifications
that fulfil the recruiter’s criteria. The content, format, and language used, in these three documents
have a great impact on the reader’s mind as they can pave you to the interview. So, it is very crucial
for you to have skills in writing as it is not easy to write them. Before we go further on how to write
them, ask yourself, what are the documents that you need to prepare? Are all these 3 documents
need to be prepared? Discuss
1) How many documents you must have?
53
 2) Why you choose that/those documents?

How to write a great cover letter?

Before you start writing a cover letter, you should familiarize yourself with the document’s purpose. A cover
letter is a document sent with your resume to provide additional information on your skills and experience.

The letter provides detailed information on why you are qualified for the job you are applying for. Don’t
simply repeat what’s on your resume, rather include specific information on why you’re a strong match for
the employer’s job requirements. Think of your cover letter as a sales pitch that will market your credentials
and help you get the interview. These quick tips will ensure your cover letter makes the best impression on
the person who is reviewing it.

Employers use cover letters as a way to screen applicants for available jobs and to determine which
candidates they would like to interview. If an employer requires a cover letter, it will be listed in the job
posting. Even if the company doesn’t ask for one, you may want to include one anyway. It will show you have
put some extra effort into your application.

What to Include in a Cover Letter

Keep in mind that your letter should express a high level of interest and knowledge about the job you are
interested in. Your cover letter will highlight the most relevant experience from your resume and connect
that experience with the position you are applying for.

Your cover letter should be specific to the position you are applying for, relating your skills and experience
to those noted in the job posting. Your cover letter is your first, and best, chance to sell the hiring manager
on your candidacy for employment so make sure it's perfect. Employers will usually only spend a few
seconds deciding if you are a good enough fit for a job to warrant a more thorough review of your resume
and cover letter, so you need to make sure that it is immediately obvious that you have many of the skills,
experiences and qualities that they value most highly.

Since you have to stick to one page, below are the format of writing a cover letter.

54
Sender Address

Date

Recipient’s Address

Dear Mr./Mrs. Last Name:*

APPLICATION FOR THE POST OF……………………..

PARAGRAPH 1: Because this is your opening paragraph, you want to make sure it’s strong and draws the
reader in. Why you are writing - mention that you are interested to apply the job, where do you refer the
job and when you found it is advertised or published

PARAGRAPH 2-3: Now we move into the actual text of the letter. This is where you get to introduce yourself
and tell your potential employer why you are qualified to do the job you are applying for. This is your chance
to let them know what you have to offer and why your skills and knowledge are perfect for the position. It’s
also where you can share accomplishments, success stories, and any other bits of information that will help
convince the hiring manager that they have to bring you for an interview. In short, in these two paragraphs
are about your qualifications, achievements, skills and personality traits).

FINAL PARAGRAPH: Before saying thank you to the hiring manager for considering you, mention that you
have attached the resume for their reference, look for interview by providing your reachable phone
number and email address. Make sure to thank them for considering you for the job and let them know they
should feel comfortable reaching out to you with any questions or concerns not addressed in your
letter/resume. This is also the paragraph where you let them know how you plan on following up with
them.

Sincerely (or any other closing comment),

Signature/Typed Signature

…………………………………….

(Name)

55
Enc:Resume,certificates

How to write an E-mail Cover Letter?

Writing a hard copy cover letter is becoming less of the norm these days. Most job listings are posted online
and applying is often done “electronically” via email or through the company's website. When asked to
submit your resume attached to an email, the email acts as your cover letter.See below for an example of an
email cover letter, and tips for how to write it and what to include your message.

1. Use a Professional Email Address

First, before you start drafting your letter, make sure your email address is professional. Remember, this will
be your first impression. If you are using an informal address that you created years ago like
[email protected] or [email protected], it may be a good idea to open a new account specifically for
communication between you and the hiring company. Get a new professional address that includes your
name in some way; you may have to get creative.

2. State Your Name and the Job in the Subject

In the subject line of the email, clearly state the position you are applying for and also include your name. To
make sure your emails are read, you need a clear, professional subject line. The Subject Line is
Important(along with the name or email address of the sender) is the first thing someone sees in an email.
Because emails can contain viruses, as well as irrelevant information, busy people rarely open all their email,
and the decision is made based mainly on the subject line and the sender. When you leave the subject line
blank, your email may likely end up being discarded as spam or just deleted.

When you send a job search, networking, or other business email, the recipient may not know you or be
familiar with your name. Therefore, the subject line is your opportunity to make a strong first impression and
to get your resume read.Below are the tips for writing an effective Email subject line:

- Keep it professional. This goes for both your subject line and your email address. The subject line
shouldn’t include any informal words or phrases like “Hey” or “What’s Up.” Use only professional,
polite language.

56
- Also make sure that your email address is appropriately professional – [email protected]
could make the hiring manager wonder how serious a contribution you would make to their
company.
- Note why you are writing. You need to make sure that your subject line will be of interest and
considered relevant in order to get your email read.Make it relevant by including key words
related to your reason for writing.When you are networking, state what you are interested in, or
why you are contacting the person, in your subject line. You might be asking for information, or
requesting a meeting, advice, or referral.If someone recommended the contact, definitely include
their name in the subject line. Networking emails can be the most difficult to get noticed,
because the person emailing isn’t seeking to solve a specific problem or fill a position. Your
subject line is your opportunity to grab their attention and make them want to know more about
you.

- Mention the job title. In an email applying for a job, use the job title as the subject line, so the
employer knows what position you are interested in. There may be multiple positions the hiring
manager is seeking to fill, and it will be helpful for him or her to see at a glance which job you are
applying for. Mentioning the job title is also helpful in case there is an automated filter that
categorizes the hiring manager’s email. With the right subject line, you’ll be sure that your
application is placed in the appropriate folder to be seen in a timely manner. You can include
your name as well, or “referred by” if someone recommended that you apply.In your follow-up
correspondence (particularly a thank you email after an interview), “Thank You” can precede the
title of the job.

- Keep it short and specific. The more specific you can make your subject line, the easier it will be
for the recipient to categorize your email quickly, and respond appropriately. Be as succinct as
possible though, as lengthy subject lines may be cut off, and could lose the most important
information.Many people check their email on mobile devices that display only 25-30 characters
of the subject line. You’ll have much more space if they are reading on a computer, and when
they open the email they will see the whole subject. Use the first few words to get to the point,
and leave the extra information like your credentials and experience for the end.

57
 - Edit, edit, edit. When editing your email before sending it, also be sure to proofread your subject
line.Since the subject is your first impression, you want to be sure that your writing is clear and
free of errors. Email Subject Line Examples :
• Administrative Assistant • Social Media Expert
Job - Your Name Seeking New Opportunity
• Job Inquiry - Your Name • Marketing Director
• Account Assistant Position Looking for Next Role - 10
• Job Posting #321: District years’experience
Sales Manager • Research Assistant
• Communications Director Resume
Position - Your Name • Referral - Your Name
• Application for Junior • Referred by First Name
Warehouse Executive Last Name
• Inquiry - Your Name

3. Start With a Greeting

If possible, greet a particular person in your letter. Figuring out the recipient may be as easy as
reading the name on the email address in which you are sending your resume. If it isn’t that obvious,
a phone call to the company may work, or you can use a greeting like “Dear Hiring Manager.”

4. What to Include in the Email Message

Start your letter by expressing your interest in the job opening and mention the job title by name. Follow
this with some of your previous experience that would show them you are qualified for the position. Do
not be afraid to brag a little bit about your accomplishments; this is the time to “sell” yourself to them.

A benefit to sending your resume and cover letter by email is the ability to attach URLs within the body of
your message. If you are applying for a technology driven position like a web designer, freelance writer
or software developer, you can insert links to work you have done in the past. Nothing shows what a
good fit you will be for the job like real life examples of what you can do.

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5. Close With a Thank You
Finally, close your email cover letter with a thank you and express your readiness to meet them in person
for an interview.

Sample Email Cover Letter Message

Subject: Editorial Assistant Position - Jane Jones

Email Message:

Dear Hiring Manager

I would like to express my interest in a position as editorial assistant for your publishing company.

As a recent graduate with writing, editing, and administrative experience, I believe I am a strong
candidate for a position at the 123 Publishing Company.

You specify that you are looking for someone with strong writing skills. As an English major, a writing
tutor, and an editorial intern for both a government magazine and a college marketing office, I have
become a skilled writer with a variety of experience.

My maturity, practical experience, and eagerness to enter the publishing business will make me an
excellent editorial assistant. I would love to begin my career with your company, and am confident that I
would be a beneficial addition to the 123 Publishing Company.

I have enclosed my resume, and will call within the next week to see if we might arrange a time to speak
together.

Thank you so much for your time and consideration.

Sincerely

Jane Jones

Jane Jones

Email: [email protected]

Cell: (555) 555-5555

LinkedIn: linkedin.com/in/janejones

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Referral Cover Letters (Hidden Job Market)

A referral cover letter is used to mention a mutual connection when applying for a job. You might be referred
by a colleague, a friend, an employee at the company you’re interested in, or even your college career office.
Having a referral to mention in your cover letter gives the hiring manager additional information to help
relate your experiences to the open position, and can provide some insight into how well you might fit in at
the company. Your cover letter is your opportunity to highlight your education, skills and qualifications for
the job. In addition to your referral, you will have the chance to mention a few specific examples of why you
are the best candidate for the position, and give more detail than you can on your resume.

A referral can help you stand out from the crowd when you are applying for a job. Hiring managers and
recruiters are more likely to take a closer look at candidates with whom they share a mutual contact, and a
referral cover letter can make the difference in helping your application get noticed by prospective
employers.

Mentioning a mutual connection gives the hiring manager some context for your work and provides
additional information about you. This name dropping can help secure both an interview and, possibly, a
recommendation for the job.

When you're applying for a job, include a brief overview of your work experience and your qualifications for
the position you're interested in. Take the time to match your credentials to the job description if you are
applying for an available position.

If you're not writing about a specific job opening, ask the contact person for a meeting or call to discuss
opportunities or to gather information. Finish your letter by thanking the reader for his or her consideration
and stating how you will follow up on your letter.

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 Sample Referral Cover Letter
• If you send your cover letter via email, mention the referral in the subject line of your message:

Subject: Referral from Janna Doling

Dear Mr. McKensie,

I am writing in reference to the position of Store Manager at Lucky's Book Store advertised in the
Gazette. Jean Davis suggested that I contact you regarding this position. Jean and I have worked together
coordinating our Community Library Book Sale for the past several years, and she believes my experience
and enthusiasm would be compatible with the work environment at Lucky's.

My retail experience is extensive, having worked in national department stores such as Racy's and
Willards, as well as small boutiques in the local Downtown College Area. As Manager of the Gift
Department at Racy's, I was responsible for overseeing the Bridal and Gift Registry and suggested
changes to the layout which were adopted throughout the company. While working as Store Manager at
The Modern Woman, a women's clothing boutique, I increased sales by 50% over the five years I was
there through customer service, creative advertising, and display. During that time, The Modern Woman
was recognized in the Downtown Area's "Best Shopping Experience" magazine four times.

With my love of books and retail experience, I believe that I could offer Lucky's a fresh perspective and
innovative ideas in the competitive booksellers market.Please review my enclosed resume. I would
appreciate the opportunity to meet with you to discuss what I can offer to Lucky's Book Store. Thank you
for your time and consideration.

Yours Sincerely

John Armour
John Armour

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 Cell: (555) 555-5555

LinkedIn: linkedin.com/in/johnArmour

Cover letter format and content advice tips

Regardless you send your cover letter via email or post, there are few things you have to check before you
send it.

Introduction

✓ Does your cover letter have a strong opening paragraph, communicating your job target and key
strengths within the first few lines of text?
✓ Does your cover letter conform to a standard business letter format?
✓ Is your cover letter addressed to a specific individual, if the name is available?Unfortunately that
information is not always available. If you find yourself writing a letter and unsure of who to address
it to, use “Dear Hiring Manager,” or “Dear Recruiter.”
✓ Don’t use “To Whom it May Concern” or “Dear Sir/Madam” as those are considered outdated too
generic and can come across as lazy. You can also call the company directly to ask to whom you
should address your letter.

The body

✓ Does the body of your cover letter express how you would benefit the employer if you were hired?
✓ Do you avoid starting every sentence with “I” or “my” so you can focus more on the employer’s
requirements and not your own?
✓ Do you demonstrate your expertise by using industry-specific language?
✓ Do you include examples of your accomplishments so employers can see you have a proven track
record?
✓ Is the content engaging and relevant to hiring managers’ needs?
✓ Is the cover letter succinct, containing just enough information to entice the reader to review your
resume?
✓ Is the content unique? Did you avoid copying text from your resume verbatim?

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✓ Does your cover letter sound genuine? Does it reflect your personality and make you seem likeable
and approachable?
✓ Did you proofread your cover letter to ensure that it’s free of spelling, grammar, syntax and
formatting errors?
✓ Does the writing style and design coordinate with the resume, such as by using the same font and
layout style?

Closing paragraph

✓ Did you provide an easy way for employers to contact you, such as a direct phone line and email
address?
✓ Does your cover letter end with a call to action, confidently requesting an interview?
✓ Did you remember to sign your letter if you’re mailing a hard copy?

If you are mailing a hard copy of your letter, make sure when you get to the bottom and your salutation
to double space. It will give you room to sign your letter. If you are emailing your letter, or submitting it
electronically and can’t sign it with your autograph, it’s still important to leave that double space.

Now you know that writing cover letter needs techniques so that you could win the employer’s heart.
The aim of having right techniques gives you more chances to be interviewed.

Jamal and Linda applied for the same job. They were equally qualified, and each submitted an excellent
resume that emphasized accomplishments, training, positive work ethic and dedication.

Jamal included a general cover letter that outlined his career history and aspirations. To save time, he
used the same letter to apply for every job opening he looked at. Linda put more effort into her letter.
She found out the hiring manager's name and addressed him directly. She researched the company and
learned about its mission, past performance, goals and corporate culture. She also studied the job
description and clearly spelled out how she was an excellent match for that particular opening. Linda
backed up her claims by highlighting examples of her past success.

Although the candidates were equally qualified, Linda's extra effort landed her a job interview. Jamal
never got called.

Research Before You Write

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The more you know about the employer's needs, the more compelling your letter can be. Review
company Web sites, brochures, sales flyers and other promotional materials to glean pertinent
information. If possible, speak with current employees to get the inside scoop. Search newspaper
archives, public libraries and career-center resources. Do a keyword search using the company name and
see what turns up.

What you should do after sending your cover letter?

Waiting for the reply on a job application can be nerve-wracking. If several weeks have passed yet there’s
still no word from the employer you applied to, don’t panic. This is a very common situation that every
job applicant has experienced at some point. This is the reason why you should follow up within a week
of sending your application to a company with a follow up application letter.

When you follow up, it demonstrates that you are very interested in the job position and working with
the company. It also gives you another shot at highlighting your credentials and qualifications to the
prospective employer.

By writing a great follow up application letter, your name will easily stand out and be remembered by the
recruiter or employer. If you need some help in writing an effective follow up letter, here are some tips
that you may follow:

• Address the follow up letter appropriately. Ideally, write the name of the hiring manager you put in
your application letter.
• Reiterate your interest in the job and the company. Explain to the hiring manager why you are
interested in working for them.
• Draw attention to your skills and qualifications. It’s okay to mention again your educational
background and work experience. Also, mention any relevant training or recognition.
• If there’s any information you may have forgotten to include on the application letter, make sure
that you mention it this time. Just make sure that it is relevant to the job position you are seeking.
• There may be a chance that your application got lost in the pile or in the mail so offer to resend it.
• Remember to include your contact numbers or email address. This will make it easier for the hiring
manager or employer to reach you should they decide to meet with you in person for an interview.
• Do not forget to thank them for their time. Close the letter with “Yours sincerely” before signing
your name.

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 • Make sure to keep your follow up application letter short and direct to the point to make it sound
professional.
• See to it that your letter has no grammar or spelling errors. Proofread your letter or have someone
check it for you before sending it.
• If there’s no response from your follow up letter, consider calling the hiring manager within two
weeks.

Common Cover Letter Mistakes

We’ve covered what should be in a cover letter, but what should you NOT put in your cover letter?

• Rule number one of cover letters is…proofread. Proofread. Proofread. Oh, and then proofread it
again. We don’t care if you’re writing the cover letter to end all cover letters. If you’re serious about a
job you’re applying for…take the time to read your letter before you send it off. This includes making
sure that not only are you spelling things correctly and that your grammar and punctuation is spot
on, but that you’re also double checking the basics like the company name and the position you’re
applying for.

• Lying about your past experiences or over inflating what you’ve done. Everyone’s allowed to brag a
bit in their cover letter…as long as it’s true. Don’t lie to the company or yourself. If a company has
nothing that appeals to you, you wouldn’t enjoy working there – and they’d rather not have you – so
why bother applying?

• Talking about why you quit your last job. Remember, this is sort of like a blind date. Nobody wants
to hear about your ex…and absolutely DO NOT TRASH YOUR PAST EMPLOYERS.

• Salary requirements. Save that for the interview.

• Getting too personal. The letter is a great way to introduce yourself, but remember…keep it about
the position and keep it professional. The paragraph where you talk about the company can contain
titbits about you (I grew up watching the “Wonder Kids”) but don’t let it get too personal (After my
alcoholic parents divorced and my father left the country to join the Amsterdam Travelling Cat and
Flea Circus, the “Wonder Kids” were the only steady and constant positive in my life.) Save that for
your therapist.

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How to Write a Killer Resume?

Having a killer resume is your ticket to finding a brand new job. Not only that, but it can also play a major role
in getting you a higher salary or position. Remember that your resume is a marketing document, however
there is a fine line between self-promotion and outright arrogance.

In order to stand out from your competition, your resume needs to be written and formatted in such a way
that it presents you as the best person for the job you’re applying for. Don’t forget that for every job position
you are most likely competing against other job seekers just like yourself who share similar skills and
experiences.

So how can you ensure that your resume gets noticed? What do you need to do to give yourself the best
chance of landing a job interview? The answer is simple: the key to effective resume writing is to promote
your significant skills, experience and past achievements so that hirers can understand the value you can
bring to their organization.

Here are 5 things you can do to write a killer resume suggested by to Jobstreet.com (2015)

1. Focus on achievements – not duties and responsibilities

▪ A hiring manager is less concerned about your daily duties and more interested in your achievements
and past successes. If your resume sounds like a long list of day to day responsibilities, then it’s time
to turn your resume into something that focuses on communicating the value you have brought to
your current and past employers. Achievement statements can be highly effective in attracting the
reader’s attention and distinguishing your resume above your competitors.

▪ Examples of achievements you can focus on include:

- Ways you increased bottom line revenue
- How you reduced costs or maximized business efficiency
- New ideas, innovations or changes you implemented that resulted in positive outcomes

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 - Special awards, honours or accolades (extra-curricular training or certifications)
- Training or mentoring staff

2. Use quantitative examples

▪ As important as it is to focus on your achievements, the best way to highlight your success is through
examples. Use numbers, figures and statistics to back up your statements. For example, instead of
stating you “increased sales, leading to greater revenue”, include exact numbers to present a
complete picture to the hiring manager: “increased sales by 25% over a 6 month period”.

3. Include strategic keywords

▪ Using strategic keywords throughout your resume works not only to catch the reader’s attention, but
it also ensures your professional resume won’t be deleted by employers using resume software
programs as a way to assist in job candidate selections. Here’s the resume writing trick to accomplish
this: start by reviewing the job post and picking out the words that stand out, then use the same
words in your resume. It’s a strategy that ensures you’re actually matching the vacancy’s
requirements.

4. Develop a qualifications profile or executive summary

▪ A killer resume will attract the reader’s attention within the first 10 seconds of viewing. The best
resumes will create a great first impression that will keep the person to continue reading. Creating a
qualifications profile or an executive summary at the start of your resume is a fantastic way to
introduce yourself to the reader and immediately present your skills and qualifications.

5. Remove unnecessary information

▪ Limit the information you put in your resume that adds value to your job application. Irrelevant
details will only take up space give the reader a reason to throw your resume to the trash. Make sure
to match your resume to the job’s needs. For example, if you are applying for a job as a project
manager, ensure that your resume highlights your project management skills.
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 Resume Writing Tips: Which Resume Format Should You Use?

▪ A smart candidate knows that a good resume is the key to an interview invite and ultimately to
employment. Aside from a summary of your abilities, work experience and education, a resume
should reveal your unique selling points to entice a potential hirer to choose you.
▪ The secret to an irresistible resume is to address the specific needs of the job you’re applying for. A
customized resume has infinitely more impact than a generic, “one-size-fits-all” type. To write such a
resume, you must first organize the information under specific headings such as education, work
experience, achievements, skills and activities. When everything is in place, choose the right resume
format to play up your qualities that fit the job’s requirements.

Resume Layout & Formatting

• The first rule of layout is, keep it clean and clear. You want a resume that’s easy to read and easy to
follow.
• Again, remember, you get 10-20 seconds to catch a hiring manager’s eye so handing in something
that’s messy, unorganized or confusing is going to end up in the trash.
• Margins – Keep your margins to ½ to 1 inch on all sides of the paper, especially if you’re sending your
resume to anyone you think might print it out. The last thing you want is to have a printer crop your
resume and leave off important information!
• Font Size – With the exception of your name which can be larger, you want to keep your font size at
between 10 and 12 point. Keep in mind that some fonts are larger and/or smaller than others so an
Arial 12 is larger than a Times New Roman 12. Ideally you want your resume to be a single page so
feel free to tweak your font size a bit to make it fit (some programs allow you to adjust sizes by half
points) but remember, keep it readable! Don’t sacrifice legibility in order to get everything on the
page.

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• Spacing – Generally single spacing works the best, with a blank line between each section of content.
• Paper – If you’re printing out your resume make sure to use a laser printer or inkjet printer that
produces high-quality results. Use off-white, ivory or bright white paper and always stick to the
standard 8 ½ X 11 paper in the highest quality you can afford. Make sure if there is a watermark on
the paper that it’s facing the correct way and whatever you do, keep it readable. Don’t cram so much
on the page that it’s crowded or confusing!

Here are the different types of resume to choose from:

1. Chronological resume

- Recommended for candidates with a solid working experience and a progressive job history in a
specific field or industry and who would want to continue along the same career path.
- Presented on an itemized, reverse chronological order, starting with current position and moving
backwards. Each position contains a description of relevant responsibilities and accomplishments.
Suitable for highlighting career milestones.

2. Functional Resume

- Suitable for fresh graduates and job seekers hoping for a career change.
- Helps to cover seemingly disconnected experiences by displaying transferable skills and related
achievements.
- Organizes work history into sections that highlight skills and accomplishments deemed most
appropriate for the position applied for.

3. Combination Resume

- This resume format tries to merge the best features of the chronological and functional type-resumes
by incorporating both a chronological work history and a skills and achievements section. Top focus is
on skills and accomplishments, followed by work experience.
- This resume type may have its shortcoming as some employers find this format long, repetitive and
confusing.

4. Electronic Resume

- A popular format used at electronic resume banks and job portal sites like JobStreet.com.

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- The resume is sent by email and can be viewed on the Internet. Specially formatted for scanning and
searching by optical scanning systems.
- Fast becoming an increasingly popular and acceptable form of job application as it is fast, effective
and convenient.
- Comes in different file formats but the most common are in plain text, rich text and hypertext.

RESUME WRITING TIPS

1. Know your objective

• What job do you want? What are the skills and requirements necessary for this job?
• Keep them in mind as you write your resume so that the interviewer reading it will see that you are
the person they are looking for.

2. Compile all your information

• List down your personal particulars, education history, and extracurricular activities including
positions held, employment history, seminars attended, achievements, etc.
• Ensure the dates are correct. Leave out hobbies/interests, parents’ occupations, etc.
• Sort information under specific headings – Education, Work Experience, Achievements, Skills, and
Activities.

3. Start with your name and contact details

• Write your full name, postal address, house and mobile numbers, email address.
• Leave out your marital status, sex, race, parents’ names and occupations, birth details, etc.

4. Write your employment details

• Starting with your most recent work, list down all the jobs you have had, including the company
names, dates of employment and position titles.
• Using bullet points, write the job description, nature of work and responsibilities held for each
position
• Use key words(action words): responsible for, coordinated, prepared, managed, monitored,
presented, accomplished, achieved, analyzed, delegated, etc .

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• Highlight your achievements/job responsibilities.

5. List education details

• Lead with your highest education level to the lowest. Earned an impressive GPA during your time in
college? Include that too especially if you’re a fresh graduate. State courses or degrees studied, e.g.
Psychology, Contract Law, and Multimedia.
• List activities like societies/clubs, position held and accomplishments if they are relevant to the job
you are applying to. Otherwise, leave them out.

6. Include your skills

• List down your computer skills, language proficiencies in reading and writing, and soft skills (public
speaking, presentation, etc).

7. References

• Not totally essential but if you need to mention references, choose people who know you personally
and can give a good impression of you to the potential employer.
• Remember to give your referees’ contact details.
• Make sure you inform your referees that they may receive calls from your interviewers so that they
can prepare. Send them copies of your resume so that they know who you are and what you did.

8. Miscellaneous

• Be short and concise

- Resumes are usually read in only 30 seconds or less, so you have to be brief and go
straight to the point.
- Resumes should be a maximum of two pages long. Use size 12 fonts (Sans Serif types or
Helvetica) for easy reading. Use three pages only if you have extensive professional
experience.
- Use italic or bold fonts only to indicate important information or section breaks.
- Use a good printer to avoid stray marks, splotches, uneven or blurred letters.
- Use high quality A4-sized white paper. Do not use flashy colours like pink or red.

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• Be honest

- Do not inflate your accomplishments. Make sure you can back up what you claim.

• Check for spelling and grammar mistakes

- Make sure your resume is free from spelling or grammar mistakes.

- Ask someone reliable to check it for you.
- Do not depend on your word processor’s spell checker.
- Most importantly, proofread until your resume is perfect.

• Use powerful Verbs

- Most resume bullet points start with the same words. Frankly, the same tired old words
hiring managers have heard over and over—to the point where they’ve lost a lot of their
meaning and don’t do much to show off your awesome accomplishments .
- So, let’s get a little more creative, shall we? Next time you update your resume , switch up a
few of those common words and phrases with strong, compelling action verbs that will catch
hiring managers’ eyes.
- You Led a Project-If you were in charge of a project or initiative from start to finish, skip
“led” and instead try: Chaired, Controlled, Coordinated, Executed,
Headed,Operated,Orchestrated Organized, Oversaw, Planned, Produced,Programmed

- You Envisioned and Brought to Life a Project- And if you actually developed, created, or
introduced that project into your company? Try:
Administered,Built,Charted,Created,Designed,Developed,Devised,Founded,Engineered,E
stablished,Formalized,Formed,Formulated,Implemented,Incorporated,Initiated,Instituted
,Introduced,Launched, Pioneered, Spearheaded

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- You Saved the Company Time or Money-Hiring Managers love candidates who’ve helped
a team operate more efficiently or cost-effectively. To show just how much you saved,
try:
Conserved, Consolidated,
Decreased,Deducted,Diagnosed,Lessened,Reconciled,Reduced,Yielded

- You Increased Efficiency, Sales, Revenue, or Customer Satisfaction-Along similar lines, if

you can show that your work boosted the company’s numbers in some way, you’re
bound to impress. In these cases, consider: Accelerated, Achieved, Advanced, Amplified,
Boosted,Capitalized,Delivered,Enhanced, Expanded, Expedited, Furthered, Gained,
Generated, Improved,Lifted, Maximized, Outpaced, Stimulated,Sustained

- You Changed or Improved Something -So, you brought your department’s invoicing
system out of the Stone Age and onto the interwebs? Talk about the amazing changes
you made at your office with these words: Centralized, Clarified, Converted, Customized,
Influenced, Integrated, Merged,Modified, Overhauled, Redesigned, Refined,Refocused,
Rehabilitated,Remodeled,Reorganized,Replaced, Restructured,Revamped,Revitalized,
Simplified,Standardized, Streamlined,Strengthened, Updated,Upgraded, Transformed

- You Managed a Team-Instead of reciting your management duties, like “Led a team…” or
“Managed employees…” show what an inspirational leader you were, with terms like:
Aligned,Cultivated,Directed,Enabled,Facilitated,Fostered,Guided,Hired,Inspired,
Mentored,Mobilized,Motivated,Recruited,Regulated,Shaped,Supervised,Taught,Trained,
Unified,United

- You Brought in Partners, Funding, or Resources-Were you “responsible for” a great new
partner, sponsor, or source of funding?
Try:Acquired,Forged,Navigated,Negotiated,Partnered,Secured,

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 - You Supported Customers-Because manning the phones or answering questions really
means you’re advising customers and meeting their needs, use:Advised, Advocated,
Arbitrated, Coached,Consulted,Educated, Fielded,Informed,Resolved

- You Wrote or Communicated- Was writing, speaking, lobbying, or otherwise

communicating part of your gig? You can explain just how compelling you were with
words like:Authored, Briefed,Campaigned, Composed,
Conveyed,Convinced,Counselled,Critiqued,Documented,Persuaded,Promoted,Publicized,
Reviewed, Illustrated

Writing a Career Objective in a Resume

If you must include an objective in your resume, make sure it’s not an afterthought or a mere garnishing that
does nothing to increase your chances of landing that job. ”Shoot for the moon, and maybe land among the
stars.” This is the way most career objectives sound in the resumes of inexperienced candidates. Vague.
Uncertain. Aiming for everything and nothing. That is why, some experts warn, “If you cannot say it clearly,
don’t say anything at all.” Why is this problem so common?

For most of us, a career objective is something thrown in – almost as an afterthought – when cooking up a
resume. Something like a garnishing. An extra ingredient to spice things up. We think of it simply as an
optional blank field we may choose to fill up with standard words in a standard format. Or, worse, with
copied words from someone else’s resume.

But if a career objective is just garnishing, as some people think it is, then why is it always placed on the
crucial first line of the resume? This is the first statement the recruiter reads, after your name and contact
numbers. Is that strategic placement just an accident? If this line is so important, then why the cavalier
treatment?

Assess Yourself

The trouble with most career objectives we read is that they wobble between these two kinds of objectives,
undecided. It is probably better for a candidate to approach the job hunt one way or the other, but not
somewhere in between. That is the surest path to vagueness and awkwardness.

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In any case, though the experts differ on many things, they seem to agree on one thing: Always start with a
comprehensive self-assessment. They are one in saying: Clarify your career objectives (whichever kind they
mean) by clarifying who you are.

Let’s get to the crux of the matter. After you’ve carefully assessed yourself, specifically your strengths and
abilities, along with the tasks you have performed in previous jobs and how you intend to use them in the
next one, what do you do next?

The next logical step, of course, is to labour at phrasing your objective well, making sure it does not sound “I-
centred.” Consider this example: “A position as a sales engineer requiring superior skills in managing and
monitoring sales and promotions of equipment to clients.” Now, contrast this with: “A position as a sales
engineer, where I can enhance my skills in managing and monitoring sales and promotions of equipment to
clients and eventually advance to higher positions.” The difference between the two is obvious: the first is
targeted at meeting the prospective employer’s needs; the second emphasizes what the job seeker hopes to
gain from, not contribute to, the prospective employer.

Keep in mind that similar positions could vary from one company to another. Therefore, you would do well to
refrain from using job titles in career objectives. That way, you don’t limit your chances of being considered
for the job that you want. This is not to say that very specific objectives have no use. If you really want a job
that requires very specific skills, then, by all means, make your objective specific – but not limiting. This
means your objective can apply to other jobs even if you must specify the skills that you think will make you
the perfect fit for the job you’re applying for.

In the end, it is the candidate’s call what to aim for and how to state his or her career objective. Helpful
resources are everywhere, especially on the Internet. And the market is out there for the hunting.

When Should You Use a Resume Objective?

Are you relatively new to the job search market or lack work experience?

Are you changing industries?

Are you targeting a specific job or position?

If you answered “YES” to any of these above questions, then the resume objective is perfect for you!

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If you answered “NO” to all of the above questions, you might not need to have an objective on your resume
and can consider trying out the alternative “Resume Summary Statement.”

For those of you in the middle of a career change or who might just be starting out, a resume objective
statement allows you to define your goal to a potential employer…something that your work history (or lack
thereof) might not otherwise be able to do for you.

How to Write a Powerful Resume Career Objective in 4 Simple Steps

Doing so seems like a no-brainer, but in the past few years, career objective statements have somehow
gained a bad reputation. Some hirers see resume objectives as a way to gain more insight into a candidate’s
application, while others don’t feel they add any real value and may even limit candidates when applying for
jobs.

Whichever side you’re in on the debate, here’s something you should know: career objective statements can
be very effective when written properly.

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Including a resume objective is especially helpful to fresh graduates, entry-level job seekers with little to no
work experience and career changers whose goal cannot be easily determined through their employment
history. Not only does it serve as your formal opening statement but it also is a useful selling feature.

Take your time to create a resume objective and use the following tips to make it even more articulate,
concise and powerful.

Most generic career objective statements may look like this:

- “To obtain an IT-related position with a reputable organization.”

or this:

- “I am a hard-working and passionate fresh college graduate currently looking for a full-time
teaching position. I would like to utilize my skills and experience as well as my passion for teaching
to train and educate young minds. Moreover, I would like to work with other professionals to
improve my skills as an educator which will allow me to further contribute in the field of
education.”

Though both examples express some sort of an objective, one lacks certain necessary details while the other
is obviously too long and may even be perceived by hirers as pretentious. Stacey Campbell, a career
consultant at Wilfrid Laurier University, suggests the following formula in writing your career objective
statement:

Identify yourself (e.g. business administration student, information technology graduate, marketing
professional), seeking role you are applying for (entry-level graphic designer, sales associate, junior
accountant) in order to select relevant experience/skills/knowledge and provide results to the company or
how you will contribute to the goals of the position.

1. Identify yourself

▪ It might be tempting to pile adjectives after adjectives to describe yourself in your resume objective
but try to hold back a bit with the use of descriptive words on this one. If you feel the need to include
your strong personal skills, you can still do so but limit yourself to just one or two adjectives.

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 ▪ These adjectives should be relevant to the position you are applying for. If you are vying for an
accounting position, use certain associated character traits like highly analytical or detail-oriented
instead of adjectives like creative or dynamic.
▪ Remember to include a key part of your career objective statement – your primary qualification. You
need to specify if you are a fresh information technology graduate, an entry-level teacher or a
licensed healthcare professional.

Examples:

“Resourceful and collaborative business administration graduate…”

“Certified Public Accountant with proven leadership and organizational skills…”

“Published lifestyle blogger with PR writing background…”

2. State the role you are applying for

▪ Simply state the job title or position you are applying for. It’s best to be specific when doing so unless
you are sending your resume to multiple companies or applying to a company with no specific
position in mind.
▪ Remember that it’s always best to customize your resume objective – and your entire resume, for
that matter – for every company you apply for and to specify the position you want but when
circumstances won’t allow you to include a precise job title in your career objective statement (e.g.
when doing walk-in applications or attending career fairs) then you can use a standard description.
For example, you can use administrative position instead of administrative assistant or financial
services industry instead of a specific job title like junior financial consultant.
Examples:
“…pursuing an IT internship position…”
“…seeking a position as sales associate…”
“…looking for a part-time writing position…”

3. Select relevant experience, skills and/or knowledge

▪ In the same way that you choose an adjective to describe yourself, you also need to be picky when
selecting an experience, skill or knowledge to include in your career objective statement.

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 ▪ How do you choose which to include in your resume objective? Your foremost concern in including
any experience, skill or knowledge should be relevance. List down your skills, qualifications and past
experiences when drafting your resume objective. Not only can your list help you narrow things down
but it can also serve as your reference should you decide to write another career objective statement
for another job later.
▪ List down two or three relevant experiences, skills and/or expertise in your resume objective and
reiterate them further under the Other Skills section of your resume.
Examples:
“…in order to leverage my experience in technical writing…”
“…utilize my strong technical, analytical and team building skills…”
“…integrate my knowledge in hardware and network troubleshooting…”

4. Include how you can contribute to the goals of the position or company
▪ As much as you’d want to mention all the things that you want to get out of the position or job you
are applying for, your potential employer will be more interested on what you can do for the position
and for the company as a whole. That is why it is vital to include a benefit statement on your resume
objective.
▪ You can start by reading up on the job ad and company profile to find out about the company’s
objective. You can also research on several different companies that belong to the same field. Use
the information you get as your guide when writing your this part of you career objective statement.
Examples:
“…contribute to the company’s information technology division.”
“…develop quality products and top of the line services.”
“…in creating beautiful, responsive and user-friendly websites.”
▪ A number of drafts may be necessary in following these 4 simple steps. Now, if you combine
everything, you can come up with a resume objective that looks like this:
“Hard working and passionate BS Social Work graduate seeking a position as Community Welfare
and Development Coordinator (NCR) in order to leverage my ability to coordinate communication
and action among multiple parties to effective implement various social welfare programs.”

Remember that this formulaic approach to writing a career objective step is not for everyone and that it only
serves as a guide that you can use to write you own career objective.

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Statement of Career Goals Examples – Sample of Career Objective Statements

Here are samples you may consider to include/personalize in your resume:

▪ “To obtain a significant and challenging position as a financial analyst advisor wherein I will learn and
excel in finance operation processes. A job that provides me a scope for growth in the finance
vertical.”

▪ “To grow in a progressive organization as a project manager where the blend of my 5 years’
experience and enhanced educational skills can help in achieving the goals of the company. I would
like to exploit my potential and sense of obligation for the benefit of the organization.
▪ “Mission statement: To make the most of my potential and discover new horizons in the field of
acting. To utilize my perfect blend of 10 years active experience and creativity, those enable me to
perform in the best possible way for many years.

▪ “Personal mission statement: To excel in my work area and to add value to the present education
system. My dedication, management skills and coaching expertise in the CYZ field can be utilized in
this direction for being one of the top performers of the organization.”

▪ “Equipped with 7 years + experience in media communications, I am seeking a challenging position in

an Entertainment channel”.

▪ “Career mission objective: Seeking a position in Sales and Marketing wherein I can utilize my
communication skills and my Master of Business Administration degree to build a strong distribution
network for achieving a higher market penetration level.”

▪ “An engineering graduate seeking an entry level position in Electrical Engineering.”

▪ “Sales Manager with 10 years of B2B (Business to Business) sales experience with a consistent track
record of increasing the profitability between 12-17% annually.”

▪ “To secure a Corporate Business Development position wherein I can leverage customer relationship
building skills combined with five years of sales experience in consumer goods market.”

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 ▪ “Seasoned Front Office Clerk with four years on experience in hospitality industry with a consistent
track record of acquiring annual ‘Best Employee’ award.”

▪ “Recent graduate seeking an internship at a Public Relations organization for utilizing Multimedia and
Social Networking skills.”

Though, it is imperative to write a well-constructed career statement but it is not necessary to limit yourself
to a ‘One Size Fits all’ statement.

You can and should customize a mission statement as per the job profile you wish to apply for. Depending
upon the skills sets required for a specific job profile, you can tailor the mission statement accordingly.

Common Resume Objective Mistakes

There are several common mistakes job seekers can make when writing their statement with the number one
being using the same objective for every job application.

1) Using the Same Objective for Every Job Application

EXAMPLE: To obtain a job within my chosen field that will challenge me and allow me to use my education,
skills and past experiences in a way that is mutually beneficial to both myself and my employer and allow for
future growth and advancement.

Your goal is to be the ideal candidate and that means making sure you’re exactly what the hiring manager is
looking for…and unless you’re applying to a cookie cutter factory in a cookie cutter job town where every job
every employer is listing is exactly the same then I guarantee you 100% that your statement will NOT be a
“one size fits all” statement.

2) Making It All about You

This is a trap that many job seekers fall into, as they can’t resist to use the objective to list off all of the things
that they want to get out of the position.

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EXAMPLE: Hi, I’m Joe Jobseeker and I really want a job in a company where I make a ton of money doing as
little as possible. Oh, and a corner office. A company car would be nice too. While we’re at it, let’s talk
benefits, retirement…and the company vacation policy.

Yes, we’re being over the top with this one, but we need you to look at this and laugh…because even a
slightly toned down one where you list only what YOU want is going to come off just as ridiculous to the
hiring manager as the one we’ve blown out of proportion.

3) Being Too Vague

Mistake number three is being vague. Like we said, this isn’t a one size fits all so by being ambiguous in the
hopes of somewhat fitting what they’re looking for is going to get your resume sent directly to the circular
file. (In case you don’t know, the circular file is the trash can. It just sounds fancier but the end result is the
same…no job.)

EXAMPLE: Looking for a long term full time job where I can apply my extensive skills and knowledge to the
position for which I am hired.

Blah. Who is this person? All we know by reading this statement is that they have skills and knowledge…but
other than that, not much else. What skills do they have? Do they really apply to the job? And what
knowledge can they draw from that will benefit the company? See what we mean? It’s so generic you could
literally fit anything into those blanks…it’s like Resume Mad Libs!

4) Going On… And On… And On… And On… and zzzzzzzzzzzzz….

Mistake number four is being too long. This isn’t a novel. It’s a quick little blurb to catch their attention so
they can bring you in for an interview…then you can get into more detail!

EXAMPLE: Not going to put one here. Why? Because the example we were going to do was going to be so
long and ridiculous that you and everyone else reading this post would just get bored and move onto another
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article. Just remember, it’s all about short and sweet. Anything over a sentence or two is TOO LONG.
Remember that.

5) Adding Absolutely No Value

Mistake number five is probably the worst…and the easiest to fall into (outside of mistake number two, the
“all about me” statement.) Mistake number five is writing a statement that basically fills space but doesn’t
tell the hiring manager anything about the value you bring to the table. This can also be confused with the
too vague statement…

EXAMPLE: To obtain a position within my chosen field where I can utilize my skills as a hard-working, well-
educated employee in exchange for a steady market-fair paycheck.
Congratulations. You’re educated and you’re hard working and you want to make money. So what? So are
90% of the people you’re going up against. Why are YOU the ideal candidate? What makes the hiring
manager want to bring YOU in over everyone else? See what we mean?

AND MOST IMPORTANTLY:

How are you going to fulfil the needs of the company?

When writing your resume objective, you should always have the intention of answering this question.

So How Long Should A Resume Be?

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 Nowadays the rules are a little more relaxed and the new rule is:
Your resume should be long enough to entice the hiring manager to call you in for an interview.

Confused? Don’t be.

First off, your resume is an introduction to who you are…give them enough information to get them
comfortable, but brief enough that they’re left wanting more (and call you in for an interview!)

This isn’t a novel. It isn’t a 10-page dissertation on who you are or a 20-page essay on everything you’ve done
from your first moments on earth to the moment you sent it to the company.

It’s a career marketing tool and should be used exactly like any good advertising is used…to build excitement,
pique curiosity, and encourage the viewer to ask “Okay, I like this so far…what else?”
Remember our hiring manager from story time at the beginning of this article? Remember, they’re looking
through hundreds, if not thousands of resumes and the last thing you want to do is to hand them a long
document they’ll have to pour over to get the info they need.

Be concise. Be brief. Be clear. Be professional.

The best way to determine how long your resume should be is to follow these simple rules:

• If you have less than 10 years of experience, are in the middle of a career change, or held
multiple positions with one single employer, keep your resume to one page.

• If you have more than 10 years of experience, your field is technical or engineering related and
you need space to list all your skills and qualifications then two pages is appropriate.

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 • And only in the most rare of situations, usually scientific or academic fields where extensive lists
of publications, speaking engagements, professional courses, licenses or patents are normal, can
you have a resume three or more pages long…

Tailoring Your Resume

Tailoring means making sure that every resume is unique and specifically written to appeal to the hiring
manager for the job you’re applying to. That means if you send out 500 resumes for 500 job listings, each
and every one of those 500 resumes will be different.

Exhausting? Definitely yes.

Worth it? When you get the job of your dreams…you bet!

The problem is, each job is different and what each hiring manager is looking for is different. There is no
physical way to satisfy each and every employer’s individual hiring requirements using just one blanket
resume.

If you want to catch the attention of the hiring manager, you have to give them what they want. You need to
invest the time into each application and ensure that your resume is tailored to each employer and the job
you’re applying to.
Of course, we’re not saying you have to write 500 resumes from the ground up…it IS okay to start with a basic
resume that lists your skills and qualifications…but you have to make sure you customize it for each job you
apply for.

• Header – Again, this is your basic personal information. It’s your name and contact info and really
shouldn’t change.

• Objective or Resume Summary – Again, you need to decide which one will work for you…an
objective statement or a resume summary. We recapped the difference between both in the above
section. The key here is be concise and clear. One to two sentences MAX.

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 • Experience/Qualifications – This is where WORK EXPERIENCES go. Include anything you’ve done for
which you’ve been paid. This includes full-time and part-time work as well as anything you did that
qualifies for self-employed work.

Make sure for each job you list:

- The name of the company or organization where you were employed.

- The city and state for that company or organization.
- Your last position and/or title you held while there.
- Your employment period for each job in Month/Date format
- A brief description of your duties and responsibilities in a short, bulleted list
- The hardest part about writing this section is making sure that you list your contributions to the
company while still being concise and clear, as well as accurate.

Highlight the relevant information that relates directly to the job you’re now applying for and cut out any
clutter that might add unnecessary length to your resume.

Speaking of length, keep your bullets short and sweet.

Wrong: “Daily I worked hand in hand with the company’s most important clients assisting them with
problem-solving and ensuring that they were happy and satisfied with our work.
Right: Worked daily with high profile clients to solve problems.
Do not include unpaid, volunteer or charitable work in this section. If you feel you have an unpaid
experience or volunteer job that a hiring manager would find valuable, consider creating a new category
labelled “Relevant Experience” or “Other Experience” and be sure to include the same identifying information
you include for your “Experience/Qualifications” lists.

1) Skills/Abilities – Every employer is looking for specific resume skills and abilities for the job they’re
trying to fill. Your job (while you’re trying to get a job) is to make sure you fit what they’re looking for. These
are the job specific skills and should be tailored (there’s that word again!) for each application you submit.
But did you know there are skills to put on a resume that are almost universally valued by potential
employers???? Those skills go HERE in this section.

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Skills like:

❖ Communication (listening, verbal and written) – This is the number one skill mentioned by
employers when asked what they valued in an applicant.

❖ Computer/Technical Literacy Skills – Almost every job these days requires some level of computer
proficiency including basic word processing, spreadsheets, and emails.

❖ Interpersonal Skills – Basically how well you work in a team and your ability to relate to co-workers.

❖ Planning/Organization Skills – How well you can design, plan, organize and execute projects and
tasks within a specific time frame. Can also apply to goal setting and achievement.

This is just a small sampling of what can go in this section. For a more in-depth look at what to put in this
section, check out your own from the Internet.

2) Education – This one, much like your personal information, is pretty straight forward. You want to list
your education in reverse chronological order (degrees or licenses first followed by certificates and
advanced training).
If you include your college information, list only the school, your major and distinctions and or awards you’ve
won. If you’re still in college or a very recent grad, include your GPA ONLY if it’s over a 3.4.

Dropped out or had to leave school because of extenuating circumstances but still want to include the fact
that you went? No worries! List the field you were studying, then the school and then the dates that you
attended.

If you’re listing just schooling, keep the title of this section “Education.” If you’ve graduated, are including
other training, and or other certifications, try to include that in the title. Examples can include “Education and
Training,” or “Education and Licenses.” Make the title fit what you’re listing…

3) Awards – This section is NOT for school-related awards. Include those in your education section.
Rather, this section is for awards received, commendations or praise from senior sources. Make sure to
mention what the award was for if you can.
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4) Affiliations – If you are affiliated with an organization, guild or club that is relevant to the job you are
applying for, the go ahead and include it. Include leadership roles if appropriate. It’s also a great idea to
include any sort of affiliation or membership to any organization that might increase your appeal as a
prospective employee to an employer.

For almost anything you want to include on a resume, there is a category to help organize it. Feel free to do
your own research online, especially if what you’re trying to include is unique or hard to categorize.

Here Are Top 10 Resume Tips

If you’re one of those people who likes to skim through an article or if you plan on coming back for a quick
review before your interview, here are best resume writing tips.

1) Your Resume Is Tailored

You’re bringing steak to the tigers with your resume. The employer can look at it and know immediately that
not only are you qualified but that you’ve done your research into what the job is and what they’re looking
for in an employee. Your goals are clear as are your skills, areas of expertise and or body of experience.

2) Your Resume Is Aesthetically Pleasing

Remember what we said about a resume being a work of art? It should be clean, concise and have a simple
structure that invites a reader to glance at it and immediately know what they’re looking at. It’s balanced and
flows between sections smoothly. It’s not crowded, the margins are clean, and the font is professional. It’s
also devoid of ANY ERRORS. No missing periods, no misspelled words, no grammar issues. It’s also correct
and the information included is current and accurate.

3) Your Resume Is Complete

That means everything you need to include is included, including (but not limited to) your name, current
phone number and accurate email address, a listing of all the jobs you’ve held (in reverse chronological
order), educational degrees (including any certifications and the highest degree achieved – again in reverse
chronological order) and any targeted information that will help a hiring manager realize you are the perfect
candidate.

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The easiest way to make sure you remember all of this is to keep track using the “Perfect Resume” Checklist
we made for you. You can simply check off the boxes as you complete them. Click here to your “perfect
resume” checklist.

4) Your Resume Is Accurate

Jobs listed also include your title, the name of the company or organization you worked with, the city and
state where you worked and the years you were employed. The bulleted lists are summarized in a clear way
that highlights the key ideas without taking up too much space.

And PLEASE! No fibs. Hiring Managers can easily verify anything you put on your resume, and getting busted
lying isn’t exactly a winning formula for getting job offers.

5) Your Resume Is Focused

The hiring manager can look at your resume and immediately know what you’re applying for and what you
bring in value to the company. It’s clear and concise. There’s no confusion as to what your profession is and
what you can do.

6) Your Resume Is Short

One page to two pages max, depending on your field, level of experience and skill set. Don’t bore people with
details, keep them wanting more…but also learn the balance between not saying enough to saying just
enough.

7) Your Resume Is Relevant

Never include anything on a resume that might turn off an employer including political or religious
affiliations, anything controversial, or that could be taken in a negative light.

8) Your Resume Is Professional

This includes font, layout, and paper as well as content. Again, this is for a job and should be used as such.
This isn’t a platform for personal statements or a novel detailing every job you’ve ever had since birth to

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present. It’s printed on high-quality paper in an appropriate color and is clean of any smudges, tears or
wrinkles.

9) Your Resume Is Current

Every time you apply for a new job, check your resume to ensure that it’s not only targeted, but also current.
Make sure your dates are correct and that you include the most up to date information (this is especially
important if you’ve changed your phone number or contact email!)

10) Your Resume Is Yours

That’s right…it might seem strange to say this, but the number one thing you have to remember when
applying for any job is to be honest! Use action verbs and power words to give your resume life, but don’t let
yourself get carried away and overstate your skills, positions, or abilities. Remember, they’re hiring you…and
the last thing you want is to get a job you can’t do.

11) BONUS TIP – Your Resume Contains A Link To Your Personal Website
We’ve been seeing an interesting trend in 2016. Job seekers who add a link to a personal branding website
are getting more job interviews and in turn getting more job offers. The fact is, having a simple personal
website that highlights your skills and more importantly your personality go a long way to creating a three
dimensional persona for the hiring manager. A personal website makes you stand out when compared to all
the other candidates who just hand in a resume and cover letter. To find out more check out this blog
post.http://theinterviewguys.com/personal-website-in-15-minutes/

How to Write a Fresh Graduate Resume With No Work Experience

Writing a resume is already quite a challenge, what more if you’re looking to apply to fresh grad jobs, and you
only have your education to work with? This has been a frustration for fresh grads for the longest time. And
even if you feel like you’re qualified for the job, your resume will still be the first thing that introduces you to
your potential employers before they call for an interview.

So before you submit it to HR, click send, or upload it to job portals, make sure it’s strong enough to impress
the recruiters, even with the little work experience you have.Where do we begin?

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1. Name and contact information
Of course, your resume should have your name, location, and contact information (landline/mobile number,
email address) at the top of the document. Also, if you have a online portfolio or a professional profile, you
could include the link to that website in this portion.

2. Career objective
As a fresh graduate with very little experience, your objective is an important section of the resume. Its main
purpose is to get the immediate attention of the recruiter. However, this part should be short and concise
and should emphasize what skills, knowledge, and abilities you have that will help the company achieve its
goals. Remember, every company has different goals, so your objective should be tailored fit for every job
application you’re applying for.Divide your paragraph in three short sentences:
• Mention your degree and years of work experience (if you have any)
• Describe your strongest provable traits
• Emphasize your abilities that will help in achieving company goals

3. Education
While most professional resumes continue with work experience, a college graduate’s resume should begin
with your highest educational attainment. Recruiters first check if a candidate meets the certain job
requirements, and such requirements may often be your degree.
Begin with the most recent academic qualification coming first, and earliest ones last. Mention your GPA to
strengthen the chances of getting noticed. Include only your relevant educational attainment (college degree,
masters, and/or short-courses).

4. Work experience
You might be wondering why this section exists in an article that clearly states to having no work experience.
Well, your internships, part-time jobs, or volunteer experiences are already work experiences and have been
crucial to you as you’ve developed professionally. This is where you place them.
Write down the most recent job on your list down to the earliest. Mention the company, your position, how
long you rendered in that job. The important key here is mentioning the details, so highlight your
responsibilities, and what you’ve achieved during your stay there.

5. Skills and Knowledge

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This section should be a bulleted listing of your skills and knowledge that supports the achievements
highlighted in the experience section.Other sections you may want to include:
These are the basic necessities you need to include in your resume, however, do not limit yourselves with just
this. You may add other sections such as Awards, Leadership Activities, Educational Honors, Certifications,
and Professional Licenses if you have any.

SAMPLE RESUME 1

Musa Bin Osman

PROFILE SUMMARY

An enthusiastic self-starter with strong leadership and communications skills. Proven academic and curricular
achievements, and possess the right technical and soft skills required to assist the organisation achieving to
achieve its goals and objectives.
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PERSONAL
PARTICULARS

Name : Musa Bin Osman

Address : G-2, JalanMewahSatu, Miskin Height, 68000
Ampang, Selangor, Malaysia
Tel (Home) :03-40807070 / (H/P) 012-3456789
E-Mail :[email protected]
Age : 23
Marital Status : Single

EDUCATION
HISTORY

2001 – 2004 : University Putra Malaysia

BEng (Hons) Electrical & Electronic Engineering
2nd Class Upper

Major Courses: Electronics I and II, Circuit Analysis, Linear System, Digital Electronics,
Microprocessor,Control& Instrumentation, Robotic Systems, Electronic Devices, Magnetic Theory, Linear
Algebra,Engineering Mathematics, Physics, Computer Systems & Applications.

1994 – 1999 : Muar High School, Malaysia

SijilPelajaran Malaysia (SPM) – 8 As

Subjects: Bahasa Melayu, English, Additional Maths, Modern Maths, Physics, Biology, Islamic Studies and
History.

Final Year Project (Degree) - Design of a non-linear control system for a chemical reactor.

The objective of the individual project is to control a system for a chemical reactor in such a way that the rate
of chemical reaction in the reactor can be controlled by varying the temperature of the reactor. Simulation is
done using Matlab 10.4 and PSpice software.

EXTRACURRICULAR
ACTIVITIES

▪ Vice President, Electrical Engineering Society, UPM, 2004

▪ Treasury, Badminton Club, UPM, 2004
▪ Treasury, Electrical Engineering Society, UPM, 2003
▪ Represented UPM for Inter-Varsity Chess Tournament, 2003
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 ▪ Student committee, Campus Zaaba, UPM, 2002
▪ Deputy Head Prefect, Muar High School, 1999
▪ Represented Muar High School in Football, Badminton and Tennis, 1999

SKILLS

▪ Competency in digital and analog circuit design and simulation software e.g. PSpice, Matlab, Altera
Max II and Intel Microprocessor.
▪ Advanced skills in database systems including MS Access, Excel and Lotus Notes
▪ Proficiency in C, C++, Java, Java Script and Visual Basic programming languages
▪ Familiar with Windows and UNIX platforms.

AWARDS/ACHIEVEMENTS

▪ Awarded Dean Awards for semester 1, 3 and 5.

▪ 1st runner up, Inter-Varsity Chess Tournament, 2003
▪ District Champions, Football under-18, Muar High School, 1999
PERSONAL CHARACTERISTICS

▪ Highly Motivated, Pleasant Personality, Cheerful and Hardworking

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95
 Sample Resume for Fresh Graduate

Razak Bin Mohamed Radzi

No. 76Jalan Tasek 25
Bandar Seri Alam, 81750
Masai, Johor
Contact No.: 012-768 8829
Email Address: [email protected]

Objective
Apply and contribute engineering knowledge to fulfill company’s objectives in their engineering
development.

Profile Summary
 A fresh graduate in mechanical engineering field and completed a final year research based project
that specializes on the influence of lubricant content on the mechanical properties of iron powder
compacts generated through warm forming route. 

 Able to lead and work with people well as evidenced by my active participation in campus
activities. 

Work Experience
Intern, Cal Dynamics SdnBhd
Apr – June 2009
Job Level Intern/Trainee
Job type Internship
Industry Engineering
Job Specialization Engineering-Mechanical
Monthly Allowance RM700
Job Responsibilities Learn to design and implemented a new mixed-model assembly
line to accommodate a new product.
Help to re-organize an inventory system to prevent material
shortages.

Clerk, Kilat Berjaya SdnBhd

Nov – Dec 2007
Job Level Non-Executive
Job type Part-time
Industry Trading
Job Specialization General Administration
Monthly Salary RM800
Job Responsibilities Deal with suppliers on stationery order and office equipment
maintenance and repairs.
Data entry and filing work

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Academic Qualifications
University Tenaga Nasional, Putrajaya
Bachelor of Mechanical Engineering, Jan 2010
CGPA: 3.10

Final Year Project

Research based project:-
The influence of lubricant content on the mechanical properties of iron powder compacts
generated through warm forming route.

Extra-Curricular Activities
 2007 to 2009 - President of The Mechanical Engineering Society 
 2008 - Treasurer of the Students’ Representative Council 

Skills
Skill Proficiency Years of experience
Pro Engineering (PTC) 3D CAD Intermediate 1
Autocad 2007 Intermediate 1
Microsoft Office (Word, Excel, Advanced 5
Powerpoint)

Languages (0=Poor, 5=Excellent)

Language Spoken Proficiency Written Proficiency

Bahasa Malaysia 5 5
English 4 4

Other Particulars

Date of birth 22nd October 1987

Nationality Malaysia
MyKad/Passport 871022-14-5472
Gender Male
Marital Status Single
Willingness to travel/relocate Will consider
Own transport No
Expected Salary Negotiable
Availability Immediate

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 RESUME

MD NIZAM BIN ISMAIL

CONTACT INFORMATION
Address : 5703 PulauMertajam, 13110 Penaga, SeberangPerai Utara, Penang, Malaysia.
Telephone No. : 60-04-5791563
Mobile No. : 019-4942509/019-5712509
Email : [email protected]

PERSONAL PARTICULARS
Age : 34 years 0 month(s) Date of Birth : 19th Feb 1974
Nationality : Malaysia Gender : Male
Marital Status : Married IC No. : 740219-07-5247
Permanent : Malaysia
Residence

EDUCATIONAL BACKGROUND
Highest Education
Level : Degree/Diploma CGPA : 3.048/2.785
Field of Study : Marine Science/Fisheries
Major :
Institute / University : UMT/UPM
Located In : Malaysia Graduation Date : July ‘04/August ‘01

EMPLOYMENT HISTORY
1. Company : Northfish Aquacultures Sdn. Bhd.
Name
Position Title : Executive
Position : Fresh/Entry Level
Level
Specialization : Operations
Industry : Aquacultures
Monthly : RM 1380.00
Salary
Date Joined : Oct 2006 Date Left : Present
Work :
Description
The task includes planning the whole program, monitoring for fish grow-out and water
parameter, doing research and development regarding the system and controlling the
quality of the product.

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2. Company : Altima Resources
Name
Position Title : Sales Executive
Position : Fresh/Entry Level
Level
Specialization : Marketing Scientific & Research Equipment
Industry : Research Institute/University
Monthly : RM 1200.00
Salary
Date Joined : 6th Feb 2006 Date Left : Sept 2006
Work :
Description
Find a prospect within government agencies and universities in Kuala Lumpur, Selangor
and Terengganu. Make a report on sales, data base on potential customers and monthly
sales target. achieve

3. Company : KolejUniversitiSains&Teknologi Malaysia (KUSTEM); formally known as

Name Universiti Malaysia Terengganu (UMT).
Position Title : Demonstrater
Position : Contract
Level
Specialization : Limnology & Oceanography
Industry : University
Monthly : RM 600
Salary
Date Joined: : : Jul 2004 Date Left : Nov 2004
Work :
Description
To give a briefing to the student on how to handle the experiment, including sampling
method, samples preservation, laboratory equipment, and method of analysis, evaluated
data and report writing.

TOP SKILLS

Skill Years Proficiency

>5 Advanced
MS Office
SPSS >5 Moderate
AutoCAD R14 >5 Moderate

LANGUAGES

Proficiency (0=Poor - 10=Excellent)

Language Spoken Written

Bahasa Malaysia 10 10

English 8 7

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 ADDITIONAL INFORMATION

EDUCATION BACKGROUND

2001-2004: KolejUniversitiSains&Teknologi Malaysia (KUSTEM); formally known as

Universiti Malaysia Terengganu (UMT). Bachelor Of Science (Marine Science).
CGPA: 3.04

1999-2001: Univeristi Putra Malaysia (UPM). Diploma in Fisheries.

CGPA: 2.75

1990-1991: SekolahMenengahTeknikTunku Abdul Rahman Putra, Penang.

SijilPelajaran Malaysia (SPM).
Gred: 2; Aggregate: 32

1987-1989: SekolahMenengah Sri Muda, Penaga, Penang.

SijilRendahPelajaran (SRP).
Gred: A (18)

CO-CURRICULAR ACTIVITIES

1999-2004: Member of Fisheries & Marine Science Club (FIMAS)

1990-1991: Member of PersatuanKadetBersatu Malaysia (PKBM).

School Representative for Perbarisan Hari Tuan TeramatMulia Yang DiPertuan
NegeriPulau Pinang.

PERSONAL CHARACTERISTICS

Personal Qualities: I have been describing as self motivated in any interested area,
independence, positive thinking, and well discipline and responsible.

Preferred work style: I prefer to work in fairly organized environment where my

performance measured with some accuracy. I would like to think that I am an ambitious
person, yet realistic about my chances of completing a task successfully.

Executive Qualities: Having been involved of several programs during my studies, I am

used to fulfilling leadership roles and decision-making.

Willing to Travel : Yes

Willing to Relocate : Yes
Possess Own Transport : Yes
Availability : Immediately after notice period of 1 month.

REFERENCES

Name : Dr. Ahmad Samsuddin Bin Ahmad

Telephone No. : 09- 668 3176
Email : [email protected]
Position : Lecturer
Company : Universiti Malaysia Terengganu.
Relationship : Co-Supervisor

Name : Prof. Madya Dr. Kamaruzzaman Bin Yunus

Telephone No. : 012-9085734
Position : Lecturer
Company : International Islamic University.
Relationship : Supervisor Final Year Project.

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 Interview tips: Getting the Interview

What to do before, during, and after an interview

You only get one chance to prove to a potential employer why you’re the right candidate for the
job. It’s imperative you walk into each and every interview with a premeditated plan for selling
yourself. Unfortunately, too many well-qualified candidates fail to spend enough time preparing
for interviews and subsequently lose out on good offers.

Interview prep not your forte? Try implementing this simple 3-step job interview preparation plan
to help you score your ideal career.

What to expect

There are several different types of interview:

1. Telephone - Initial employer call that eliminates candidates based on essential criteria.
Successful applicants are usually invited to the one-to-one stage.

2. Video - Whether through Skype, FaceTime or YouTube, this type of interview is

increasingly popular for graduate roles in sales, media and marketing. They're usually held during
the initial screening process.

3. One-to-one - Face-to-face encounter with one interviewer, after the organisation decides
that you've got what it's looking for. They're usually formal, but can also take place over lunch.
You could also be interviewed by different people at different times.

4. Panel - Similar to one-to-one interviews, except two or more people - often from
different parts of the organisation - will be assessing you at the same time.

5. Group - Multiple candidates are interviewed together. They're asked questions in turn, or
discuss certain topics.

6. Assessment centres - These involve tasks including presentations, writtentests, and

group, role-play and in-tray exercises. They're used to assess a candidate's performance in a
range of situations, and last between one and three days. You'll appear alongside several other
candidates.

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Contact the recruiter if you're unsure who'll be interviewing you, what form your interview will
take or what tasks you'll be given.

Step 1: Before the interview

▪ Research the company

First, you’ll need to research the target company. Go through the company’s website, editorials
and annual reports. Read up on their ongoing projects, future plans and ultimate goals. Try to
figure out the size of company, how many employees they have and what kind of work
environment they offer. You’ll use this information to demonstrate your knowledge of the
company during the interview.

Landing the interview is an accomplishment in its own right. But you still have a lot of prep work
to do if you want to walk away with the job.

▪ Research the interviewer

If you are given the recruiters’ name beforehand, look into their social media profiles (Linkedin,
Facebook, etc.). Try to find out their title, experience and overall personality. This will help you
prepare questions and give you more confidence to face him/her in person.

▪ Prepare questions

Once you research the company, generate a list of questions that may be asked by the
interviewer. Practice your responses. This will help ease your nerves when it’s time for the real
thing. Next, prepare a list of questions to ask the interviewer. Ask about the role expectations, the
culture, growth opportunities– anything that will give you a clearer picture of what it would be
like to work for this organization. Asking questions shows you’re not only engaged in the
interview, but interested and already thinking about your future with this company.

▪ Prepare copies of important documents

Make copies of your resume/CV and other important documents (cover letter, list of references,
etc.) in advance. You don’t want to be scrambling to get your documents organized the day of the
interview! Most recruiters will bring a copy of your submitted documents to the interview, but if
they fail to, you’ll be a step ahead.

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 ▪ Get a good night’s sleep the night before.

You’ll look better and feel better. This lets you make the best first impression.

Step 2: During the interview

You’ve done the necessary preparation work. Now let’s wow the recruiter.

▪ Dress for success

As a general rule, it’s best to dress in formalwear, or at the very least, business casual. Men, if you
do not own a suit, wear a nice dress shirt and slacks. Women have a little more flexibility, but you
can’t go wrong with a nice blouse, blazer and a long skirt (trousers are also acceptable).
Accessories are fine too, in moderation. Neutral colours such as black, grey, brown and blue are
suitable for both men and women.

▪ Eat something

Too many candidates make the mistake of not eating before interviewing and suffer from a lack
of attentiveness as a result. Before you go into the interview, eat a meal that contains vitamin E,
omega 3 and antioxidants. This will improve brain functionality and help you stay alert.

▪ Arrive early

Make sure to arrive at least 15-25 minutes before the interview begins. Arriving early sets the
tone that you are a professional and will be reliable if offered the position. Don’t use your phone
or other mobile devices to pass time when waiting. Instead, you should spend this time practicing
your prepared questions and responses in your head.

▪ Turn off your cell phone.

It doesn’t take a genius to understand why you should not answer your cell phone at the job
interview. Answering your cell phone is rude and unprofessional, and unless you are worried that
someone is going to die if you don’t take the call, the call can probably wait.Most people turn
their cell phones on vibrate to avoid appearing unprofessional. This makes a lot of sense, since
you probably don’t want the interviewer to know that your ringtone is.

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Vibrate, however, is also bad. It may come as a surprise, but interviewers are not actually hard of
hearing. They can hear the buzz, buzz, buzz sound coming from your pocket every time you get a
phone call or text message. Your phone needs to be off completely.

• When your phone is off the interviewer cannot hear it vibrate or ring.
• When the phone is off, you will not be distracted by the vibrations.
• When your phone is off, your pocket won’t light up because someone is
calling you.
• Don’t just turn off your cell phone for the interviewer. Turn it off for you. It’s
hard to avoid temptation to check the cell phone when you have a moment
because you know someone called or sent a text message, but your interview
is about you and the job, not about who is texting you. Keep your cell phone
off at all times, so there is no motivation to check it before, during, or after
your interview

▪ Pay attention to non-verbal communication.

- Be mindful. Nonverbal communication speaks volumes.

- Start ahead. Remember that waiting room behaviors may be reported.
- Project confidence. Smile, establish eye contact and use a firm handshake.
- Posture counts. Sit up straight yet comfortably. Be aware of nervous gestures
such as foot-tapping.
- Be attentive. Don't stare, but maintain good eye contact, while addressing all
aspects of an interviewer's questions.
- Respect their space. Do not place anything on their desk.
- Manage reactions. Facial expressions provide clues to your feelings. Manage how
you react, and project a positive image.

▪ Answering the questions

Speak clearly and with confidence when interviewing. Play up your strengths and
translatable skills to show how you could be a potential asset to the target company.
Keep your answers short, simple and honest. Don’t try to be over smart— instead present
yourself as a confident and sensible professional. Never use slang words, clichés or
criticize a former employer when interviewing.Say “Yes,” not “Yeah.”

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 ▪ Take a second before answering a question to show you are putting some thought into
your answer.

Savvy hiring managers can glean a ton of information about you by asking just a few, well-
chosen questions.But while they may seem simple — that’s the point — some are
actually designed to get you to reveal information you may have been trying to conceal.
In other words: they’re tricky questions. So, please take a second before answering it.

▪ Be yourself

Be relaxed and not try to be someone else simply because you think that’s what the
hiring manager is looking for. If you try to fit into the perfect candidate mold, you run the
risk of “masking” what should be your strongest selling point! Bear in mind that, no one
wants to hear everything that’s in your head. They just want you to live up to what comes
out of your mouth. The person vetting you for the job does want to get to know the real
you. The trick is making sure you’re showing him your best self.

Step 3: After the interview

▪ Leaving the Interview

After the interview has concluded, shake hands with the interviewer(s) and thank them for their
time. If they don’t tell you when they will contact you going forward, ask about their expected
decision-making period. Keep your head held high and leave with confidence.

▪ Following up

After an appropriate amount of time (approximately 24 hours), follow up with the recruiter. Send
each interviewer a thank-you note. Seventy-five percent of interviewers confirmed that thank-
you notes impact their decision process. So do yourself a favor and send a well-written,
personalized response that reiterates why you’re the best candidate for the position.

10 Interview Fashion Blunders

Nowadays, if you were to ask 100 people their opinion about what to wear to an interview, the
majority would answer, "Dress on the conservative side."

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Anna Soo Wildermuth, an image consultant and past president of the Association of Image
Consultants International, says, "Clothes should be a part of who you are and should not be
noticed." She cites 10 dressing faux pas to avoid when interview time comes around:

1. Wild Nail Polish: This tip is for women or men. Extremely long or uncut nails are a real
turnoff, too. Your nails should be groomed and neat.
2. Jangly Jewellery: Don't wear more than two rings per hand or one earring per ear. And
no face jewellery or ankle bracelets allowed.
3. Open-Toed or Backless Shoes: And mules are a definite no-no. Out-of-date shoes should
be thrown out or kept for other occasions.
4. Bare Legs: Wear stockings, even in humid summer weather. Stockings can be in neutral
colours or a fashion colour to match your shoes.
5. Out-of-Date Suits: These have lapels that are too wide (three inches or more) or too
narrow (one inch or less). A good tailor can alter lapels. The style for men's jackets is full-
body and looser rather than fitted or tight.
6. Short Skirts: Hemlines should not be more than three inches above the knee. Don't wear
capri pants or leggings to the interview.
7. Leather Jackets for Men or Women: Even leather blazers are not good for interviewing
purposes. They look like outerwear.
8. Turtlenecks for Men: A tie is preferable, at least in the first go-round. At the very least,
wear a collared shirt.
9. Printed or Trendy Handbags: Purses should be conservative and inconspicuous.
10. Red Briefcases: Briefcases, purses and shoes should all be conservative in colour and in
good condition.

Conservative colours in various shades of blue and grey are best. Wearing black to the interview
could be viewed as too serious. If you do wear black, make sure another colour is near your face
to soften the look. Brown is still considered questionable as a business colour and probably
should be avoided. Change your outfit's look for a second interview by wearing a different colour
blouse, shirt, scarf or tie.

An interview is not the place to make a fashion statement, though those in the creative/design
field and the very famous can be more adventurous. Everyone else should opt for a conservative
look. "More and more companies are returning to traditional professional dress,"

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Whatever you wear should accent the fact that you're a professional who's ready to get to work
at a new job. Let common sense guide you, and it should be easy to avoid fashion blunders that
could damage your chances of getting to the next step in the process. In this market, it is essential
that you look good and your appearance is right for the job.

What the Colours of Your Job Interview Clothes Convey

Prepping for an important interview means researching the company and making sure you have
smart responses to anticipated questions. It also means being strategic about what to wear to an
interview. Specifically, you want to choose job interview clothes -- and colours -- that will put you
in the best light and may give you an advantage.

Research has shown that 85 percent of communication is nonverbal, so choosing what to wear to
an interview is clearly an important part of your overall presentation. It won’t make up for weak
answers, but it can communicate some positive things about your personality and what you might
be like to work with.

Here's what some common colours convey so you can put them to best use when getting dressed
for the job interview:

➢ Blue: You can't go wrong with darker shades of blue, especially navy. Choosing from this
powerful spectrum will project an image of someone who is in control. From the
interviewer's point of view, the colour blue conjures up calm, stability, trust, truth,
confidence and security. These are all great messages to send without saying a word.
➢ Grey: After blue, grey is the second most popular colour to wear for an interview. Like
darker blue, it’s not a distracting colour to the interviewer, which means they’ll be
focused more on what you’re saying and how you’re saying it. Grey denotes
sophistication, so use it to your advantage.
➢ Black: This is a commanding colour and represents authority. Black also connotes drama,
so use it carefully when putting together your interview outfit. You may want to use it as
an accent -- like in a scarf or tie, for instance -- rather than as the primary colour.
➢ Red: This is an extremely powerful colour. It's so strong you should only use it as an
accent colour. Reds are associated with energy, passion, desire, power and aggression.

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 People think of intensity and passion when they see the colour red, so use it sparingly, or
it could send the wrong message to the interviewer.
➢ White: White shirts and blouses are always a safe bet. It sends the message of simplicity,
cleanliness, precision and goodness.

In this very competitive job market, give yourself every opportunity to shine in the interview.
Knowing what job interview clothes to wear makes a statement about who you are. Choosing the
right colours will reinforce that positive impression.

Tips for controlling your nerves

• Nerves can make you forget to do things as simple as listening. This can result in you
being thought of as unfriendly or inattentive. Some ideas for combating nerves include:
• being aware of the interview's structure, and the fact that they often begin with easier
questions such as 'tell us about your time at university';
• exercising before your interview, as this burns off negative energy and creates feelings of
wellbeing;
• pausing before answering a difficult question to give yourself thinking time, or asking for
clarification if, at first, you're unsure what the question means;
• putting everything into perspective, reminding yourself that the worst thing that can
happen is you not getting the job;
• taking a toilet break before the interview;
• taking deep breaths and not speaking too quickly;
• taking notes with you, writing down cues to highlight examples that you want to draw
upon;
• thinking about positive and happy experiences before the interview starts, and visualising
yourself in complete control during the interview.

Practice job interviews

Your university careers and employability service is likely to provide practice job interview
sessions. Alternatively, you could:

• ask for advice and feedback after unsuccessful interviews;

• practise and monitor your skills by treating interview-like scenarios such as discussions
with your tutor as genuine interviews;
• record yourself in a mock interview, playing it back to check how you did;

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 • review the different types of possible questions, writing down your responses, taking
notes and creating flash cards;
• script and practise answers to anticipated questions with someone that you trust.
• Explore more about planning your answers to common interview questions.

Interview tests and exercises

Employers can set many different interview tasks, so get the competitive edge by preparing for
what you might encounter

Presentations

These assess your ability to communicate clearly and formally, testing your skills in timing,
persuasion, analysis, public speaking and creativity. Interview presentations usually last 10-20
minutes, and are prepared in advance using Microsoft PowerPoint.

Employers using assessment centres may set impromptu presentation tasks based on an exercise
you've already completed. You'll be given around 30 minutes to prepare, which tests your
response to pressure. Regardless of the scenario, ensure that you:

- discover how you'll be assessed;

- focus on your primary aims and desired outcomes, tailoring your presentation
accordingly;
- include an introduction, main section and conclusion;
- minimise visual prompts, highlighting key messages using figures, bullet points
and short sentences;
- prepare for questions by familiarising yourself with background information.

When giving your interview presentation, ensure that you:

- maintain eye contact with your audience;

- remain calm;
- speak loudly enough to grab everyone's attention;
- stay within the allotted time, leaving room for questions;
- use pauses to allow the audience to absorb your words.

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Group exercises

These usually involve 8-10 candidates, and are often used in assessment centres or when
organisations have multiple vacancies. The recruiter will usually provide an industry or workplace-
related problem that requires a solution.

Candidates are assessed to performance criteria that accounts for key competencies including
teamwork, leadership, enthusiasm, decisiveness, persuasiveness, problem solving, critical
thinking, communication and commercial awareness. Three typical group exercises are:

▪ Ice-breakers - Aimed at relaxing and bonding the team, these are one of the most
common interview exercises. They often involve completing a task such as building a
tower from straws, paper and pins.
▪ Discussion - You're usually given a business scenario and asked to reach a logical
conclusion. Usually, no member is designated leader so candidates may be asked to lead
the discussion in turn.
▪ Role play - Candidates are provided with a particular role, background information and a
brief. One common example is a mock meeting, where each candidate assumes a specific
function and is expected to fulfil individual and group objectives.
▪ Interviews - Here, you're interviewed alongside fellow candidates. Employers are
interested in your engagement with others in a competitive situation. Stand out in a
group interview by displaying your knowledge of what's being discussed, and highlighting
the skills and experiences that make you unique.

▪ Throughout all group exercises, ensure that you:

- actively contribute, making your points clearly, concisely and confidently;

- don't criticise, interrupt or undermine others, but do politely intervene if one
member is dominating;
- follow instructions carefully, relating everything to your brief;
- include others and delegate appropriately, choosing the best person for each task;
- offer praise and appreciation for others, understanding and building upon their
comments;
- stand up for your opinion if criticised;

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 - stay calm, but work quickly and decisively.

Written tests

These interview tests usually involve writing an essay, email, letter or report on a given topic,
though you may sometimes be asked to proofread, review or summarise a document. Tasks
typically last 40-60 minutes, and your common sense, comprehension and written
communication are being assessed. Ensure that you:

- read all the instructions and materials carefully;

- use a combination of headings, bullet points and writing styles to add emphasis;
- use acronyms only after you've explained them;
- use correct spelling and grammar;
- write for someone who doesn't have your knowledge.

In-tray exercises

Also known as e-tray exercises (if completed digitally), these synthesised business situations
require you to organise your workload. They're a popular interview test with large graduate
recruiters as they're very reliable predictors of job performance, and assess key competencies
such as analysis, decision-making, time management, accuracy, organisation and communication.

You'll have around 30-60 minutes to work through 10-30 items of paperwork such as emails,
faxes, letters, memos, minutes, reports, organisation charts, policy documents and telephone
messages. Your primary goal is to prioritise your items, explaining what action is required for
each. This could involve responding to queries, drafting replies, making decisions or delegating
tasks. You may also be given new material during the exercise. Ensure that you:

- check how you'll be assessed, and whether you can write on the documents;
- note actions in bullet form, paying attention to detail and referring to the material
provided;
- prepare to justify your decisions;
- read all instructions and materials carefully before starting, making a rough plan based on
any identifiable key issues;
- work quickly, accurately, systematically and logically.

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Case studies

The recruiter will describe a situation to which you're asked to respond with advice, in the form of
a report or verbal explanation. Your conclusion is reached by collating and analysing provided
information. Case studies test your skills in analysis, creativity and problem solving. Anticipate the
type of case study you could receive by researching the organisation and sector; they're
particularly common for management consulting and accountancy firms. Also ensure that you:

- can justify and defend your decisions;

- identify the real issue by looking for patterns, inconsistencies and contradictions;
- manage your time carefully, but pay attention to detail;
- read all instructions and materials before you start, to understand what's expected of
you;
- treat the task like a course assignment, arranging your material and drawing conclusions.

Social events

These 'informal' sessions allow you to socialise with other candidates, assessors, recent graduates
and senior management. They're excellent opportunities for you to learn more about the role.
Remember to behave yourself though, as you're being assessed - despite social events not being
an obvious interview test. Try to appear socially confident and capable of relating to different
people.

INTERVIEW QUESTIONS

Employers use interviews to assess how well you match the requirements of the job; they also
allow you to ensure that the organisation is a good fit

They'll already have an indication of your qualities from your application, but you must confirm in
person that you've the skills and experience to successfully perform in the role. This makes
preparing interview answers in advance especially important. Here are our top 11 interview
questions.

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 1. Tell me about yourself

- This question, usually the opener, tops the list of common interview questions. It's
incredibly important, as you can provide the interviewer with a great first impression.
Preparation is key, but your answer mustn’t sound rehearsed. Focus on your skills,
characteristics and successes, and how they make you a strong candidate in terms of the
job description.
- Keep your answer to below five minutes. Generally, you should begin with an overview of
your highest qualification and greatest achievements, before running through your work
experience and giving examples of the skills that you've developed. If you've little work
history, focus on the areas of academia that you've most enjoyed and how this relates to
the job.

2. Why do you want this job?

- Demonstrate that you've researched the role by discussing the skills and interests that led
you to apply. Draw upon what you enjoy; use examples from your academic, professional
or extra-curricular life that suggest you're strongly motivated for the role and can relate
closely to the organisation. Tell the interviewer what particular aspect of the job
advertisement enticed you.
- Similar questions that you may be asked include:

➢ What do you know about the company?

➢ What motivates you?

3. What are your strengths?

- Pick three or four attributes desired by the employer in the person specification;
teamwork, leadership, initiative and lateral thinking are common examples. Whichever
strengths you pick, ensure that you can evidence them with examples.
- Similar questions that you may be asked include:

➢ How would a friend describe you?

➢ How would you describe your personality?
➢ What are three positive things your last boss would say about you?

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 4. What are your weaknesses?

- You can positively frame your answer by picking characteristics that you've taken steps to
improve. For example, self-confidence issues could have previously led to difficulty
accepting criticism; but tell the interviewer that you've learned to embrace constructive
feedback as it allows self-improvement. Alternatively, discuss how you overcame a
potential downside of your greatest strength; for example, you might have had to learn
how to cope with conflict if you're a great teamworker.
- Never say that you have no weaknesses, that you're a perfectionist, or that you work too
hard. These are clichéd responses that portray you as arrogant, dishonest or lacking in
self-awareness.
- Similar questions that you may be asked include:

➢ How do you respond to criticism?

➢ How would your worst enemy describe you?

5. If you were an animal, what would you be?

- This behavioural interview question, and its many variants, tests your initiative. Consider
what type of personality the job requires based on the job description and person
specification, and use that as the starting point. If you answer 'wolf', for example, you
may be seen as tenacious yet aggressive, which could be an advantage or disadvantage
depending on the organisation.
- A similar question that you may be asked is: 'If you were a biscuit, what would you be?'

6. Can you give an example of a time when you had to cope with a difficult situation?

- This question is one of the most popular performance-based interview questions. It

allows the employer to assess how calm and reliable you are under pressure. Outline an
instance where you've coped with an unexpected problem, discussing how you
reorganised and managed your time. Think about times where you've had to meet tight
deadlines or handle difficult people.
- Similar questions that you may be asked include:

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 ➢ Give an example of a time when you had to cope under pressure.
➢ Give an example of a time when you've handled a major crisis.
➢ How do you manage your time and prioritise tasks?
➢ How do you respond to stress and pressure?

7. What has been your greatest achievement?

- Ideally, your answer should evidence skills relevant to the job; teamwork, initiative,
communication, determination and organisation, for example. For inspiration, think
about a time when you've received an award, organised an event, learned something
new or overcome a major fear. Always prepare several examples.
- Avoid the achievement of graduating from university; this won't distinguish you, unless
you've had to deal with major difficulties such as illness or personal problems.
- A similar question that you may be asked is: 'What are you most proud of in your
working life?'

8. Have you ever had a bad experience with an employer?

- Tough interview questions like this test your ability to think quickly. Avoid attacking any
previous employers; perhaps simply describe a tricky situation that you've experienced,
but one that won't be an issue in the interviewing organisation. Emphasise the eventual
positives, not the negatives.
- Similar questions that you may be asked include:

➢ What did you like the least about your last job?
➢ Why did you leave your previous job?

9. What are your goals?

- This is your chance to show the recruiter that you're ambitious and professionally
determined. Talk enthusiastically about your realistic short- and long-term targets, basing
your answers on the employer, the industry, and your skills and experiences.
- Outline the various steps to your ideal job, but only in relation to the position that you're
applying for and the company's career development offering. It's vital that you explain
how your goals make you valuable to the organisation. You could even mention your

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 knowledge of relevant professional bodies and qualifications, or reveal that you've
researched the career paths followed by other graduates.
- A similar question that you may be asked is: 'What do you expect to be doing in five
years' time?'

10. Why should we hire you?

- This question, often the closer, allows you to demonstrate your unique selling point and
other major strengths, outlining how your skills, interests and experiences fit the job.
Ensure that you're positive and perhaps even reemphasise your greatest achievements -
but don't boast.
- Similar questions that you may be asked include:

➢ How would you improve our product or service?

➢ What can you bring to the team?
➢ What can you do for us that other candidates can't?
➢ Why do you think you'll be successful in this job?

11. Do you have any questions?

- Anything that you ask should cover the work itself or career development. Prepare
questions in advance; if all your queries have been answered, mention that the
interviewer has covered everything you need to know. Remember to ask questions if the
moment naturally arises during the actual interview.
- Good interview questions to ask the employer include:

➢ How could I impress you in the first three months?

➢ How often is a graduate's performance appraised?
➢ Is there anything that you would like to improve in your department?
➢ What are the travel requirements of this job?
➢ What development plans does the organisation have?
➢ What is a typical career path in this job?
➢ What training and development is provided?
➢ What's the proposed start date for the role?
➢ What's your personal experience of working for this organisation?

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 The 50 Most Common Interview Questions

▪ Tell me about yourself?

▪ What are your strengths?
▪ What are your weaknesses?
▪ Why are you interested in working for [insert company name here]?
▪ Where do you see yourself in 5 years? 10 years?
▪ Why do you want to leave your current company?
▪ What can you offer us that someone else can not?
▪ What are three things your former manager would like you to improve on?
▪ Are you willing to relocate?
▪ Are you willing to travel?
▪ What is your dream job?
▪ How did you hear about this position?
▪ Discuss your resume.
▪ Discuss your educational background.
▪ Describe yourself.
▪ Why should we hire you?
▪ Why are you looking for a new job?
▪ Would you work holidays/weekends?
▪ Who are our competitors?
▪ What was your biggest failure?
▪ What motivates you?
▪ What’s your availability?
▪ Who’s your mentor?
▪ Tell me about a time when you disagreed with your boss.
▪ How do you handle pressure?
▪ What is the name of our CEO?
▪ What are your career goals?
▪ What gets you up in the morning?
▪ What would your direct reports say about you?
▪ What were your bosses’ strengths/weaknesses?
▪ Are you a leader or a follower?
▪ What was the last book you’ve read for fun?
▪ What are your hobbies?

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▪ What is your favourite website?
▪ What makes you uncomfortable?
▪ What are some of your leadership experiences?
▪ How would you fire someone?
▪ What do you like the most and least about working in this industry?
▪ Would you work 40+ hours a week?
▪ What questions haven’t I asked you?
▪ What questions do you have for me?

Behavioural-based Job Interview Questions:

1. ABILITY TO HANDLE STRESS

▪ What has been the most stressful situation you have ever found yourself in at work? How
did you handle it?
▪ What have you done in the past to prevent a situation from becoming too stressful for
you or your colleagues to handle?

2. ADAPTABILITY

▪ Tell me about a situation in which you have had to adjust to changes over which you had
no control. How did you handle it?
▪ Tell me about a time when you had to adjust to a colleague’s working style in order to
complete a project or achieve your objectives.
▪ How was your transition from high school to university? Did you face any particular
problems? How did you handle them?

3. ANALYTICAL SKILLS / PROBLEM SOLVING

▪ Describe the project or situation that best demonstrates your analytical abilities. What
was your role?
▪ Tell me about a time when you had to analyze information and make a recommendation.
What kind of thought process did you go through? Was the recommendation accepted? If
not, why?
▪ Tell me about a situation where you had to solve a difficult problem. What did you do?
What was the outcome? What do you wish you had done differently?
▪ What steps do you follow to study a problem before making a decision? Why?

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4. ATTENTION TO DETAIL

▪ What process do you use to check that you have the right details from a customer?
▪ Give me an example of a time you discovered an error that been overlooked by a
colleague. What did you do? What was the outcome?
▪ Tell me about a time that you were confused by a customer’s request. What steps did you
take to clarify things?

5. CLIENT FOCUS / CUSTOMER ORIENTATION

▪ When have you had to deal with an irate customer? What did you do? How did the
situation end up?
▪ Tell me about a time you have “inherited” a customer. What steps did you take to
establish rapport with them? What did you do to gain their trust?
▪ How have you handled a situation in the past where your client has changed the brief or
“changed the goalposts”?
▪ Give an example of a time you went well out of your way to ensure a customer received
the best possible service from you and organisation. What was their reaction?
▪ When have you ever gone out on a limb to defend a customer? What happened?

6. COMMUNICATION

▪ Tell me about a recent successful experience in making a speech or presentation?

▪ When have you had to present to a group of people with little or no preparation? What
obstacles did you face? How did you handle them?
▪ Have you ever had to “sell” an idea to your co-workers? How did you do it?
▪ Give me an example of a time when you were able to successfully communicate with
another person even when that individual may not have personally liked you (or vice
versa).
▪ What obstacles or difficulties have you ever faced in communicating your ideas to a
manager?
▪ Tell me about a time in which you had to use your written communication skills in order
to get an important point across.

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▪ When have you chosen to communicate a particular message in person as opposed to via
email even though the email channel would have been a lot faster?

7. CREATIVITY

▪ When was the last time you thought “outside the box” and how did you do it? Why?
▪ Tell me about a problem that you’ve solved in a unique or unusual way. What was the
outcome? Were you happy or satisfied with it?
▪ Give me an example of when someone brought you a new idea that was odd or unusual.
What did you do?
▪ When have you brought an innovative idea into your team? How was it received?

8. DECISION MAKING

▪ Tell me about a time when you had to make a decision without all the information you
needed. How did you handle it?
▪ Give me an example of a time when you had to be quick in coming to a decision. What
obstacles did you face?
▪ What is the most difficult decision you’ve ever had to make at work? How did you arrive
at your decision? What was the result?
▪ Give me an example of a business decision you made that you ultimately regretted. What
happened?

9. GOAL SETTING

▪ Give me an example of an important career goal which you set yourself and tell me how
you reached it. What obstacles did you encounter? How did you overcome the obstacles?
▪ Tell me about a professional goal that you set that you did not reach. How did it make
you feel?
▪ How have you gone about setting short-term goals and long-term goals for yourself or
your team? What steps did you take along the way to keep yourself accountable?

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10. INITIATIVE

▪ Describe a project or idea (not necessarily your own) that was implemented primarily
because of your efforts. What was your role? What was the outcome?
▪ Describe a situation in which you recognized a potential problem as an opportunity. What
did you do? What was the result? What, if anything, do you wish you had done
differently?
▪ Tell me about a project you initiated. What did you do? Why? What was the outcome?
Were you happy with the result?
▪ Tell me about a time when your initiative caused a change to occur.
▪ What has been the best idea you have come up with during your professional career?

11. INTEGRITY/HONESTY

▪ Discuss a time when your integrity was challenged. How did you handle it?
▪ Tell me about a time when you experienced a loss for doing what is right. How did you
react?
▪ Tell me about a business situation when you felt honesty was inappropriate. Why? What
did you do?
▪ Give a specific example of a policy you conformed to with which you did not agree. Why?

12. INTERPERSONAL SKILLS

▪ Give an example of when you had to work with someone who was difficult to get along
with. How/why was this person difficult? How did you handle it? How did the relationship
progress?
▪ Describe a situation where you found yourself dealing with someone who didn’t like you.
How did you handle it?
▪ Describe a recent unpopular decision you made. How was it received? How did you
handle it?
▪ What, in your opinion, are the key ingredients in guiding and maintaining successful
business relationships? Give me examples of how you have made these work for you.

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▪ Give me an example of a time when you were able to successfully communicate with
another person even when that individual may not have personally liked you (or vice
versa). How did you handle the situation?
▪ Tell me about a time when you had to work on a team with someone you did not get
along with. What happened?
▪ Describe a situation where you had a conflict with another individual, and how you dealt
with it. What was the outcome? How did you feel about it?

13. LEADERSHIP

▪ Tell me about a team project when you had to take charge of the project? What did you
do? What was the result?
▪ Describe a leadership role of yours outside of work. Why did you commit your time to it?
How did you feel about it?
▪ What is the toughest group that you have ever had to lead? What were the obstacles?
How did you handle the situation?
▪ What has been your greatest leadership achievement in a professional environment? Talk
through the steps you took to reach it.
▪ What have been the greatest obstacles you have faced in building/growing a team?
▪ Describe a time when you have not only been responsible for leading a team of people
but for also doing the same job as your team members? How did you juggle/balance your
time?

14. PLANNING AND ORGANISATION / TIME MANAGEMENT

▪ Describe a situation that required you to do a number of things at the same time. How
did you handle it? What was the result?
▪ How do you prioritize projects and tasks when scheduling your time? Give me some
examples.
▪ Tell me about a project that you planned. How did your organize and schedule the tasks?
Tell me about your action plan.
▪ When has a project or event you organised not gone according to plan? What happened?
Why? How did you feel?

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15. SALES / NEGOTIATION

▪ Tell me about your previous success in building a customer base from a standing start.
What steps did you take?
▪ What is your greatest sales-related achievement to date? What steps led to the final
outcome?
▪ Describe a time when you convinced a resistant customer to utilize your services.
▪ What was the most stressful professional negotiation you have been involved in? How did
you handle it?

16. TEAMWORK

▪ Describe a situation where others you were working with on a project disagreed with
your ideas. What did you do?
▪ Tell me about a time when you worked with a colleague who was not doing their share of
the work. How did you handle it?
▪ Describe a situation in which you had to arrive at a compromise or help others to
compromise. What was your role? What steps did you take? What was the result?
▪ Tell me about a time when you had to work on a team that did not get along. What
happened? What role did you take? What was the result?
▪ What was the biggest mistake you have made when delegating work as part of a team
project?
▪ Tell me about a time when you had settle a dispute between team members. How did
you go about identifying the issues? What was the result?
▪ What have you found to be the difficult part of being a member, not leader, of a team?
How did you handle this?

17. TENACITY / RESILIENCE

▪ Tell me about a particular work-related setback you have faced. How did you deal with it?
▪ When have you ever found yourself in a competitive situation professionally? How did
you handle it?
▪ When have you seen your tenacity or resilience really pay off in a professional setting?
What was the outcome?

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 Salary Questions
▪ What salary are you seeking
▪ What’s your salary history
▪ If I were to give you this salary you requested but let you write your job description for
the next year, what would it say?

Career Development Questions

▪ What are you looking for in terms of career development?
▪ How do you want to improve yourself in the next year?
▪ What kind of goals would you have in mind if you got this job?
▪ If I were to ask your last supervisor to provide you additional training or exposure, what
would she suggest?
▪ How would you go about establishing your credibility quickly with the team?
▪ How long will it take for you to make a significant contribution?
▪ What do you see yourself doing within the first 30 days of this job?
▪ If selected for this position, can you describe your strategy for the first 90 days?

Brainteaser Questions
▪ How many times do a clock’s hands overlap in a day?
▪ How would you weigh a plane without scales?
▪ Tell me 10 ways to use a pencil other than writing?
▪ Sell me this pencil.
▪ If you were an animal, which one you want to be?
▪ Why is there fuzz on a tennis ball?
▪ If you could choose one superhero power, what would it be and why?
▪ With your eyes closed, tell me step-by-step how to tie my shoes.
▪ If you could get rid of any one of the US States, which one would you get rid and why?

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 Kampung Bukit Giling 38 89207 Tuaran Sabah
012-801-6904
[email protected]

PIRDYRO SABINUS, 20 years old, single.PASTE Can be described as a

PASTE YOUR
YOUR PICTURE
PICTURE HERE
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PASTE YOUR PICTURE
dedicated person and good team player. Driven by confidence to beHERE
successful and a good future investment for companies.

MARA PROFESSIONAL COLLEGE (2017-2019)

BIRD NEST INDUSTRIES SDN.BHD
DIPLOMA IN ACCOUNTANCY
(NOV - DEC 2015)
CGPA: 3.76
 Storekeeper
 Financial Accounting 1-5
 Macro and Microeconomics WHOLESALOE
PASTE MART
YOUR PICTURE HEREBUSSINESS PINT
 Management Accounting SDN.BHD
 Taxation (JAN – MAY 2016)
 Auditing  Storekeeper
 Entrepreneurship  Promoter

SEKOLAH MENENGAH KEBANGSAAN BUKIT GILING BAYVIEW RETREAT HOUSE

TAMPARULI (2011-2016) – PART TIME
SIJIL PELAJARAN MALAYSIA (SPM)  Receptionist
Result: 3A 4B 3C  Customer service
 Bahasa Malaysia
 English THAI SOON HANG SDN BHD
 Modern Mathematic (JUNE 2016 – APRIL 2017)
 Additional Mathematic  Inventory Clerk
 Accounting Principle

 Teamwork  Active
MARA PROFESSIONAL COLLEGE  Communication  Optimist
 Recipients of Dean list Awards CGPA 3.50 above for  Leadership  Organize
every semester (1-5 semesters).
 Co-curricular Award (2019)
ACTIVITIES AND INVOLVEMENT
 Malaysian University English Test (MUET) – BAND 3 MARA PROFESSIONAL COLLEGE (2018-2019)
 London Chamber of Commerce and industry  President of Student Entrepreneurship Programme.
(LCCI)-LEVEL 2  President of Helping Hands Club.
 President of Catur Bistari club.
 Vice president for Associations of Future Professional
Accountants (AFPAC committee)
 Deputy Director of corporate Social responsibility.
MS Words  Winner of Intellectual Decathlon competition.
 MS Power Point
 MS Excel REFERENCES
 Adobe Photoshop
PASTE YOUR PICTURE HERE MR MD SHAIFUL ANUAR MDM RAJWANI BINTI
BIN WAGIMAN AWANG
Lecturer of General studies Head of Accounting
 English department Department
 Malay (019-777-2083) (012-740-6694)
 Mandarin