Leadership Tips for Applying & Interviewing for a Position

After applying for several positions and participating in countless personnel selections in private industry and state and federal government, I’d like to pass along a few tips, observations, and lessons learned. These are my personal views and things that stand out from my journey. Should you be really serious about landing that perfect job, check out the abundance of resources out there: books, blogs, seminars, online courses, and even resume writing services. I would also suggest that you always be on the lookout for a mentor successful in your field for their advice.

The following is just a brief snapshot of those things that stand out for me. But first, if you learn anything from this short essay, I suggest that you always ask yourself these three questions:

1. Do I understand the position and am I really qualified?
2. Is my resume specifically tailored to the position announcement?
3. Will I and can I accept the position if offered?

Follow the Directions - This is not a “tip” but just a statement of the obvious. For whatever position you apply, make sure to follow the directions listed in the position announcement – explicitly. If transcripts, a list of references, copies of a certification, etc. are specified application requirements, just do it. This could be a showstopper if there is a central processing office that is just checking boxes – no transcript provided = evaluation process stops.?

?I recommend that you go through and prepare a check list of each item listed in an announcement and keep track of how and when you prepared or collected the required information.?

?Am I Qualified?

Without dampening anyone’s passion for “reaching for the stars,” be honest with yourself by asking, “what do I bring to the table?” I’ll use my own experience as an example.

I have degrees in biology and oceanography (not chemistry or toxicology); however, my Ph.D. dissertation was heavily dependent on biochemistry and dealt with the impacts of pollution on the growth of corals, their protein metabolism, and amino acid composition. Not having any formal course work in biochemistry or toxicology, I remember the chair of my graduate committee tossing me a copy of Lehninger, Principals of Biochemistry” and saying, “here’s your weekend reading!” Three years later my dissertation was complete, and I had five peer-reviewed publications. This work eventually led me to being hired as the director of an aquatic toxicology laboratory with an associated chemistry lab. This was not something I ever planned for, but with the experience I had acquired along my journey, it was worth a shot. I applied, was interviewed, and selected. However, if the position was more focused on physical chemistry, I would not have applied. My experience in chemistry, while solid, was not that advanced and physical chemistry is a whole different disciple.?

?So, by all means “reach for the stars,” but be honest with yourself.

?Cover Letter

Closely associated with “am I really qualified, and is my resume specifically tailored to the position announcement?” – and almost a litmus test – is the cover letter. As per the late Joyce Lain Kennedy, nationally syndicated careers columnist, in her book Cover Letters for Dummies:

?The resume focuses on you and the past. The cover letter focuses on the employer and the future. Tell the hiring professional what you can do to benefit the organization in the future.?

?Keep this in mind when you prepare your resume – see next section.

A Tailored Resume to Fit Each Submission

Always tailor your resume for each position for which you apply. This includes not only listing your education, previous positions, publications, etc., but also using the language of the position announcement. If it’s a technical position with specific technical terms and processes, use that terminology. If it’s a supervisory/management position and terms in the announcement include scheduling, staffing, performance reviews, teamwork, mentoring, leadership, etc., you need to use these words. If it’s a position dealing with financial matters and words like procurement, acquisitions, and account balances appear in the announcement, make sure these exact terms clearly stand out in your resume and cover letter. Again, this could be critical if your materials are first reviewed by a central office (e.g., human resources) who’s role is to cull out those applicants based on the verbiage of the announcement and that appearing in an application’s resume.

Here’s an unfortunate, real life situation, but using a different name for the applicant and the technical discipline. My friend Joe was a chemical engineer applying for a supervisory position. The job announcement described that the successful applicant should have leadership and team building skills leading a technical staff conducting research and/or managing subcontractors performing such work. The successful applicant must also possess scheduling, financial, acquisition, and personal management skills. I worked with Joe for several years and knew he possessed many of these skills. Joe submitted his resume and supporting information (e.g., transcripts, reference lists, etc.); but, almost immediately, was determined to be ineligible. Joe was extremely disappointed. The bottom line was Joe turned in a perfect, tailor made resume for the position of a chemical engineer. If I didn’t know his background, I would have assumed a mistake was made in submitting his materials or the way they were processed. Unfortunately, neither was the case. Joe assumed that being the world’s best chemical engineer would win him the promotion. Joe assumed wrong and while his resume was robust in terms of education and work experience as a chemical engineer, he ignored virtually any mention of the key requirements listed in the job announcement: supervision and team building; financial, staff, and subcontractor management; etc. Joe submitted an exceptional resume for the position of “chemical engineer”, but that was not the position – he totally missed the boat.

One final note here, if you are having difficulty legitimately using the language in the position announcement, this might be an indication that you may not be qualified. Reach for the stars but be honest with yourself. In a few situations, I served on interview panels where I wondered why the applicant applied and almost felt sorry for how embarrassed they must have felt when they realized they were wasting everyone’s time.

Returning to the subject of the cover letter, after you have tailored your resume in terms of experience and accomplishments, a clean crisp cover letter – as per Joyce Lain Kennedy – focused on the future and “what you can do to benefit the organization in the future,” can be the icing on the cake.?

The best cover letters I have read were a page and a half or less, used the language of the position announcement, and clearly articulated how the applicant was ready to move forward with the organization. Also, don’t try to cover everything found in your resume. You want just enough detail in your cover letter to attract the hiring official/panel’s attention and for them to want to look at your resume.

?Will I and Can I Accept the Position if Offered?

Probably the easiest and best way to address this point is with an example (with a few changes to protect privacy). I followed another application process when the perfect applicant was selected: a solid, robust resume; an exceptional interview; and impeccable references – the whole package! The applicant accepted the position, their family was excited about moving to a new geographic area, etc., all the stars were aligned – Mission Accomplished!

WRONG, two days later the applicant called to withdraw their acceptance; they were as distraught as the selecting official. It turns out, the applicant did not do all their homework. According to some cryptic messaging, the situation involved the reaction of an in-law to the pending relocation of their grandchildren and some sort of comment about legs being broken. The applicant was serious about the position and so was their immediate family; however, the “can I accept the position?” component of question three was not adequately addressed. As discussed in my essay Basic Tips on Leadership for New or Aspiring Leaders, make sure you communicate your career intentions to all the stakeholders of your decision – there may be some who wield incredible influence.

Also associated with question three – and frustrating to any selecting official – is when the selected applicant declines an offer and leaves the impression that they were just playing the field to “see what’s out there” or they were not enamored with the culture of the organization. Such situations waste a lot of time, effort, and resources on the part of the hiring organization and adds unwanted noise to a serious process. However, the application process does involve two parties; applicants are also interviewing the hiring organization to determine if they are a good fit for the job (it takes two to tango). Therefore, you should always ask yourself the three questions at the beginning of this essay and do your homework in advance to understand the position and the culture of the organization. This makes for a more serious interview with more accurate impressions left on both members of “the tango.”

If you do turn down an offer, have a legitimate reason – you might apply to that organization again in the future – people remember. Additionally, if you do apply for another position with that entity, don’t send the same resume; again, tailor it for this new opportunity. In my mind this demonstrates that you are serious, despite the previous “tango.”

One final scenario, and I have been the victim of this all too many times. When you review the job announcement, make sure you thoroughly understand the details, conditions, and benefits such as compensation, job location, any incentives/bonuses, the report date, etc. While it’s ok to ask if there is any flexibility, if the answer is negative don’t drag this out – operate in good faith. On more than one occasion I have participated in a hiring process where a selection and an offer were made only to have the applicant try to negotiate things at the last minute. In one notable case, the announcement clearly articulated a specific condition of employment (and why), only to have the top three candidates think I was joking. To avoid this, I now ask all applicants at the beginning of an interview if they understand the benefits, job location, etc. and would they accept the position if offered under these specific conditions.

?Resume Appearance & Length

Let’s start with a quote from Matthew T. Cross, mechanical engineer, student advisor, and author of the book The Resume Design Book:?How to Write a Resume in College & Influence Employers to Hire You.

?No one creates a perfect resume on their first try. Writing a perfect resume is a messy process, but the easiest way to start is by simply getting in the right mindset and putting pen to paper.

I have reviewed what seems like hundreds of resumes and three characteristics stand out:

?A.???Appearance – Nothing fancy – a readable font size and nicely organized (i.e., KISS – keep it super simple).?

B.???Position Connection – Wording clearly connecting to the position (see above) indicating that the applicant read the announcement and understands what is required. If there are a set of “key words,” make sure you use those exact words. For example, if the job announcement uses such words as chemist, organic, chain-of-custody, standard operating procedures, etc., use this exact terminology.

C.???Length – To the point, focused, clear, and as brief as possible. While there are different opinions on this, my experience is that if a resume hits items A and B in 3 to 4 pages, it’s likely to leave a lasting impression verses those that are so much longer and where a reader struggles to make a connection. Don’t make the hiring official/panel do your job; it’s up to you to make a lasting impression. Don’t clutter this one-time shot with endless noise (see my LinkedIn article on Effective Writing). I understand that for many disciplines it is impossible to present your credentials and experience in just a couple of pages, so, be strategic. If a listing of your publications is required and you have 2 pages worth, put them at the end of your resume. The hiring official/panel will be looking for those specifically and probably doesn’t care where they are located. If there are required, or expected, educational requirements and your name is followed by a suffix or two (e.g., M.S., Ph.D., C.P.A., Esq.,) you might consider listing your academic degrees towards the end; you’ve already introduced your education level with your name. Use the first couple of pages to focus on those aspects listed in the announcement and how your experience, knowledge, and accomplishments squarely fulfill the requirements. Your resume must be tailored to each position for which you apply; and, yes, this takes work.

One final suggestion, you might consider having a much longer and detailed version of your resume from which to pull the requisite verbiage. I call mine “the base” that has everything (including the kitchen sink) and which is frequently updated. This document is not something I would ever give to anyone. It is only used to quickly draw the information needed to build a focused, tailor-made version for a specific position announcement. Yes, this takes time and can be fatiguing, but it is essential that you invest this time.

Give me six hours to chop down a tree and I will spend the first four sharpening the axe.? Abraham Lincoln, 16th President of the United States

?The Interview

For starters, I’ll assume that little needs to be said regarding appropriate dress – just a subtle reminder to do your homework. If business casual is the norm for the organization, dress to that level or a tad better. Don’t show up in jeans and a t-shirt or a tuxedo. You want to be remembered for how you answered the questions not your attire. This applies not only to in person, face-to-face interviews, but also to virtual interviews.

?Never wear a backward baseball cap to an interview unless applying for the job of umpire. Casey Stengel, Baseball Manager

A quick word about stress.?While it’s perfectly natural to be nervous, try to remember that the interviewer or panel is on your side.?They are hoping that you are the one and their search is over. Keep this in mind as you begin. To make this point, meet Fred & Betty,

Wolf Eels I have come to know at a dive site in Whittier, Alaska. Despite their intimidating appearance, they are not aggressive. In areas where people frequently dive, they can become quite tame, swimming out of their cave or crevice to greet you! So, relax and try to enjoy the conversation - be mindful of your assumptions - approach your interview with a positive attitude!

There are three characteristics I found which make for a good interview: ?Preparation, Note Taking, and Time Management.

Preparation: Make sure you know the position announcement forward and backwards. You want to leave the hiring officials with the impression that you know what they are looking for so well that you could have written the announcement for them. Have a copy of your resume with you and annotated (small handwritten notes in the margins) to quickly navigate to examples “relevant” to the announcement.

Note Taking: I have always been impressed when an applicant jots down the interview questions and doesn’t have to ask for them to be repeated; it also helps them to better address multiple part questions. To me this demonstrates good listening and organization skills and provides a few moments for an applicant to think about the questions.

Time Management: Everyone is busy, and time is valuable. Make sure the interviewer/panel knows that you appreciate the opportunity to speak with them and that you also respect their time. If you are told that an hour has been set aside for this interview and there are 6 questions, do a quick mental calculation and budget yourself 6 to 8 minutes per question – No More. I also recommend assuming a “deposition” style format. Answer the questions as clearly and concisely as possible and avoid adding extraneous information unless you are absolutely, positively sure it is value added. You do not want to come across as rambling or trying to say as much as possible hoping to say something they want to hear.

?The more you say, the less people remember. The fewer the words, the greater the profit. Francois Fénelon, Writer & Theologian

There is always a little friendly chit chat to break the ice, that’s fine, but temper it. If the interviewer(s) start out by saying “tell me/us a little about yourself,” the key word is “little.” Don’t go down the path of a life history. This is an ice breaker question for all to get comfortable. Try to keep it short, friendly, and don’t regurgitate your resume – they already have it!

At the opposite end of the spectrum of an ice-breaker question are two questions that you should always assume will be asked. The first is “why do you want this job?” Make sure that you can articulate good reasoning in terms of an understanding and commitment to the mission of the organization; the interesting work being performed; working with or supervising an already exceptional team and hoping to contribute. If it is a supervisory or management position, emphasize such things as your teambuilding and mentoring skills and by NO means say anything that might suggest you’re on a Power Trip! See my LinkedIn essay on Basic Tips on Leadership for New or Aspiring Leaders.

The second question you should always expect is: “do you have any questions?” Not only is this an opportunity to clear up any questions you may have but also an excellent opportunity to subtly interview them and to demonstrate that you have done your research, really thought this through, and are a serious applicant. But again, keep your questions short and to the point.

?Concluding Your Interview

As you wrap up your interview, your main intent is to leave a good impression. I view this as a critical step, and where you need to balance “too much” and “too little.” If you do an internet search of “how to end an interview” you may be surprised at the number of resources. There’s a lot of great advice out there, and while at first, you may find it overwhelming, it all boils down to just a few key points. To this end, I will touch on a few I picked up from Mark Wilkinson, How To Close An Interview To Ensure You Leave A Lasting Impression;?Alison Doyle, How to Close a Job Interview, Tips for Ending a Job Interview on a Positive Note; and, Maddie Lloyd, How To End An Interview.

• Remind the interviewers of your key skills and what you have to offer
• Your passion for the position
• How this interview only made you more committed
• You would be pleased to provide any additional information, references, etc., or join them for an additional discussion.

Some believe that how you end an interview is so important that you should go so far as preparing a script. Of course, be prepared to make changes on the fly based on how the interview goes. This is also where you must balance the “too much” with the “too little.” You want to do your utmost to leave a good impression in terms of your enthusiasm and commitment, but you do not want to come across as rambling or desperate. Do your best to keep your final comments focused and concise.?

Finally, regardless of how your interview goes, thank the interviewers for their time and, if possible, send a short thank you email the next day. If you are not selected for the position, still respond with a thank you for their consideration, adding that you would like to be contacted should they have other opportunities in the future. The message here is to do your utmost to leave a good impression.

All our dreams can come true—if we have the courage to pursue them. Walt Disney

Author: Dr. James (Jim) Kendall is an oceanographer specializing in the application of science, ocean exploration, and indigenous knowledge to address marine resource issues. He has held positions in academia, private industry, and state and federal government. He currently lives in Anchorage, Alaska.

Disclaimer: This essay was prepared by Dr. James (Jim) Kendall in his personal capacity. The opinions expressed in this article are the author's own and do not reflect the views of the Bureau of Ocean Energy Management, the Department of the Interior, or the United States government.

Acknowledgements: Many thanks to Mark & Sandi Storzer for their substantive and constructive suggestions; and, to Shannon Vivian, my BFF & "The Editor!"