10 tricks for working more effectively in PowerPoint

PowerPoint is a powerful presentation package, but most of us don’t use it often enough to learn its many timesaving tricks. The good news is that you don’t have to be an expert to get more mileage out of PowerPoint features. Here’s a look as some of the shortcuts and tricks you can use to put PowerPoint to work for you.

Note: This information is also available as a PDF download.

#1: If you don’t like the design, pick another

You can build a presentation from scratch, but most of the time a design template is more than adequate. These templates apply consistent design and formatting attributes from the first slide to the last. Click the Slide Design button on the Formatting toolbar to open the Slide Design task pane to get started. (In PowerPoint 2007, choose a design template from the Design group.)

You’re not stuck with a design once you choose it. At any time, even after the presentation is complete, you can choose another design. Simply select the one you want; you won’t lose any content.

You can also change the design for only selected slides, without actually removing the template from your presentation. In the Slide pane or Slide Sorter View, select the thumbnails that represent the slides you want to change. Next, click on the drop-down arrow beside the desired design in the Apply A Design Template list and choose Apply To Selected Slides (Figure A). (There’s no drop-down arrow in PowerPoint 2007; just right-click on the design.) PowerPoint will immediately update the selected slides.

Figure A

#2: Hone for focus

Resist the urge to crowd as much text as you can onto a single slide. If a busy slide doesn’t overwhelm your audience, it will most certainly distract them. Instead of listening to you, they’ll read ahead.

Once you have a rough draft of your presentation, review it with the following goals in mind:

• Replace complete sentences with key words and phrases
• Get rid of unnecessary clip art
• Remove punctuation

By following these steps, you may reduce content by as much as half, and your presentation will be more focused.

#3: Don’t forget The end!

When you come to the end of your presentation, what comes next? If you click out of Slide Show View, your audience will get a behind-the-scenes peek at your work, and you probably want to avoid that. Instead, end your presentation with a slide that maintains the presentation’s master slide details but displays a simple message such as Thank you for your support or Thank you for coming.

Of course, the end slide doesn’t have to display a message. A blank slide might be adequate. You might even consider combining two end slides: Display a short thank you, or otherwise appropriate message, and follow it with a blank slide. That way, if you click out of the message slide, you’re still covered.

Professional presentations include a slide dedicated to ending the presentation. It protects you and cues your audience.

#4: Create your own AutoContent template

The AutoContent Wizard is a great place to start when you’re not sure what a presentation should cover. This wizard creates a new presentation using built-in templates, and you can customize the results.

What you might not know is that you can add an existing presentation to the AutoContent Wizard’s library. To do so, complete the following steps:

1. Launch the wizard by choosing New from the File menu.
2. Click the From AutoContent Wizard link in the New Presentation task pane.
3. Click Next in the wizard’s first pane.
4. Choose the most appropriate content template category and click Add (Figure B).
5. Locate your presentation file and click OK.
6. Quit the wizard.

At this point, the presentation you added is available to use as a content template. Don’t let a good, generic presentation go to waste. Most likely, you’ll have to customize it, but that’s true of any content template you choose.

The AutoContent Wizard isn’t available in PowerPoint 2007. Instead, use a themed template. Choose File from the Office menu and select New to get started.

Microsoft offers more free templates.

#5: Send a presentation to Word

PowerPoint can print views, but you can’t modify the results much. For instance, you can print handouts or even individual slides, but PowerPoint just prints a hard copy of your exact slides. If you want to enhance or format handouts, send the presentation to Word, which offers more flexibility. To do so, complete the following steps:

1. Choose Send To from the File menu.
2. Select Microsoft Office Word from the resulting submenu.
3. In the Send To Microsoft Office Word dialog (Figure C), choose one of the many send options. The Outline Only option sends only the content.
4. Click OK.

Figure C

Once your content is in Word, you can apply formatting and printing options that aren’t available to you in PowerPoint.

In PowerPoint 2007, you use the Publish command to send content to Word. Choose Publish from the Office menu and then choose Create Handouts In Microsoft Office Word.

When you do supply handouts, consider handing them out at the end of the presentation instead of at the beginning. Some people will pay more attention to your handouts than your presentation.

#6: Reverse those points

You probably know that you can display bullet points one at a time by choosing an animation scheme in the Slide Design task pane. Specifically, choose Fade In One By One from the Subtle section. What you might not know is that you can display bullet points in reverse order. The easiest way to reverse point order is to choose Show In Reverse in the Moderate section of the Animation Scheme task pane.

It’s a good idea to spend some time viewing all of the Animation Scheme options. It won’t take long, just a few minutes. Being familiar with all the effects is the key to using each appropriately. In addition, where animation is concerned, less is better than more — go easy and use animation only when you have a specific reason to and not just because you like a particular scheme.

You’ll find animation options on PowerPoint 2007’s Animations tab in the Animations group. Use the Animate drop-down list to choose the desired effect. The interesting advantage in 2007 is that as you choose an effect, PowerPoint displays it, so you can see it at work before you select it.

#7: Beware of busted GIFs

PowerPoint 2000 was the first version to support animated .gif files, but the viewer didn’t. (PowerPoint Viewer is a support application that lets others view your PowerPoint presentation, even if they don’t have PowerPoint installed locally.) Unfortunately, the older viewers don’t support .gif files. This limitation has the potential to spoil your otherwise flawless presentation.

The good news is that more recent viewers do support .gif files. In fact, they offer full-feature support all the way back to PowerPoint 97. If you’re still using an older version of PowerPoint — 97, 2000, or XP — the latest viewers will run your presentations, .gif’s and all. Microsoft offers a list of the different PowerPoint Viewer versions.

#8: Reverse slide print

Most printers allow you to print in reverse, but you can’t always get to individual printer options — especially with networked printers that are configured for all users by an administrator. If printing options are limited, you can still have PowerPoint print your slides in reverse order, with or without help from your printer:

1. Choose Print from the File menu. (In PowerPoint 2007, choose Print from the Office menu.)
2. Click the Slides option in the Print Range section.
3. Enter the range of slides in reverse order. For instance, if you want to print slides 1 through 10 in reverse order, enter 10-1 instead of 1-10. It’s an easy solution to implement.

PowerPoint will remember this setting until you change it or exit the presentation. Even if your printer has a reverse option available, you might find the PowerPoint route easier to take if you consistently print the same range of slides during the same work session, as your printer might not remember the setting.

#9: Reduce file size

PowerPoint files can be huge. If you send them via e-mail, you might find it takes a while to upload and download a presentation, especially if you or a recipient is still using a dial-up connection.

You probably use special software to compress the file before sending. You can also reduce the size of the original file by deleting the slide thumbnails. To do so:

1. Choose Properties from the File menu.
2. Click the Summary tab.
3. Locate the Save Preview Picture check box at the bottom of the dialog box (Figure D) , deselect it, and click OK.

Figure D

Doing this will save a huge hunk of KBs, even before you compress the file. If you disable the thumbnails, you can’t preview the file in the Open dialog box, but that seems like a small tradeoff for the KB savings.

This option is harder to find in PowerPoint 2007. From the Office menu, choose Prepare and then Properties. From the Document Properties drop-down list, choose Advanced Properties to find the Summary tab. You’ll still save some space, but not as much.

# 10: Control the pointer from the keyboard

During a slide show, PowerPoint hides the pointer five seconds after you display each slide, and then it disappears. When you click to view the next slide, the pointer becomes visible for another five seconds. You can control pointer display by clicking the icon in the bottom-left corner of the screen, but that’s a bit distracting in the middle of a presentation. Instead, consider controlling pointer visibility from the keyboard:

• Ctrl + H hides the pointer immediately.
• Ctrl + A displays the pointer immediately.

Once you use Ctrl + A to display the pointer, it’s fixed. There’s no five-second delay. You must use Ctrl + H if you want it to go away.

10+ Windows XP keyboard shortcuts to speed everyday tasks

How expansive is your repertoire of Windows XP keyboard shortcuts? A lot of users learn a handful of shortcuts but turn their backs on a host of other ones that could come in handy. Check out the selection of shortcuts below and see if there aren’t a couple you didn’t know about that could be saving you some real time.

You can also download a PDF that lists 50+ Windows XP shortcuts.

The shortcuts

Keystroke	Function
Alt + Tab	Switches between open programs
Alt + F4 (in a program)	Closes the program
Alt + F4 (from the desktop)	Opens the Windows Shutdown/Restart dialog box
Alt + Enter	Opens the Properties page of a selected item
Alt + Esc	Cycles between open programs in the order they were opened
Alt + Spacebar	In the active window, this brings up the corner dialog box for Move, Size, Minimize, Maximize, or Close
Shift + Insert a CD/DVD	Inserts a CD/DVD without triggering Autoplay or Autorun
Shift + Delete	Permanently deletes an item (rather than sending it to the Recycle Bin)
Ctrl + Shift + Esc	Opens the Windows Task Manager
Ctrl + drag an icon	Copies that item
Ctrl + Shift + drag an icon	Creates a shortcut for the item
Right-click + drag an icon	Brings up a menu to copy, move, or create a shortcut for the item
F1	Opens Windows XP Help
F2	Highlights the label of a selected item for renaming
F3	Opens Windows search for files and folders
F5 (or Ctrl + R)	Refreshes an Internet Explorer page or other window
F6	Cycles through the elements that can be selected in a screen or window
F10	Selects the menu bar in the active program (usually the File menu) so that you can use the arrow keys to navigate through the menus and the Enter key to display one
Shift + F10	Displays a shortcut menu for an item (like right-clicking with the mouse)
Ctrl + Esc	Opens the Start menu

Roll your own shortcut

You can also create custom Windows XP shortcuts. Just right-click on the icon of a program or program shortcut, choose Properties, click the Shortcut tab, and enter a keystroke combination in the Shortcut Key field. Windows will let you assign only key combos that aren’t already taken.

How your tech resume should differ from a general resume

Resume writing has almost become a science. There are a gazillion companies out there that exist only to help people create resumes that will garner interviews. While many of the standard resume suggestions work for any type of resume, there a few tweaks you’ll need to make in order to create a resume specifically for a position in IT. Here are some things to keep in mind when creating a tech resume:

1. You don’t have to stick with one page. Many sources will tell you a one-page resume is better, but that’s not necessarily true for a tech resume. For an IT position, you’ll need to showcase your technical skills as well as your customer-centric skills, so don’t be afraid to go to two pages. But try to keep it to two.
2. On the first page of your resume, include a summary of your qualifications. This is information not bound by dates of employment. You’re simply outlining your background and your general strengths.
3. Also on the first page, outline only your top qualifications. Focus on your familiarity with modern and emerging technology and don’t waste space on outmoded stuff. No hiring manager is going to care much about your expert knowledge of Windows NT.
4. Fill your online resume with lots of keywords. Hiring managers, in an effort to cut to the chase, may electronically search your resumes for the terms they’re looking for.
5. Run spell check but don’t trust it. Spell checking won’t flag correctly spelled words used incorrectly and may not catch tech terms and proper product names that are not part of the dictionary. For products, be sure to use the manufacturer’s spelling. Nothing kills your credibility faster than to say you’ve worked with a technology for years when that technology or acronym is incorrect on your resume.

The five worst things you can do in a meeting

Here are five meeting offenses that will not only drive your co-workers crazy, but will also damage your reputation within the workplace.

1. Show up late - Occasionally there is an emergency that crops up that forces you to go into a meeting a few minutes late. But usually the culprit is poor time management. Consistently arriving late implies to your manager and your co-worker that you are either extremely disorganized or don’t really respect the rules that everyone else follows.
2. Bring your cell phone - Again, there could be special circumstances that would require having a cell phone in a meeting, such as a call from a doctor or your child’s school. But if your cell goes off at every meeting and it’s just your spouse needing to know if you’ll pick up some Pudding Pops after work, shame on you. This behavior shows a lack of respect as well as a lack of commitment to your job.
3. Have a side conversation - Nothing rankles a meeting leader more than two people having a whispered conversation separate from the topic at hand.
4. Don’t focus - Believe it or not, I’ve been in meetings when attendees have leafed through clothing catalogs or balanced their checkbook while the leader is talking. Trying to multi-task in a somewhat dull meeting might be tempting, but it’s very rude. And don’t think people don’t notice.
5. Talk just to hear yourself speak - It may be your way of raising your office profile, but hogging much of the meeting spotlight with philosophical ramblings will not do it. Be brief and succinct. Meetings are for communication; they are not your personal stage.

10 things you should do if you make a big mistake

Note: This information is also available as a PDF download.

#1: If possible, come up with a plan to fix the problem

Don’t just walk away and wash your hands of the situation. True, other people might have to be involved in solving the problem. However, if you caused the problem, you are responsible for coming up with the plan to resolve it. The plan needs to address the actions that need to occur, the people who need to take them, and the amount of time you think the actions will take. The people involved most likely will be the boss, your co-workers, and any internal or external customers affected by the mistake.

#2: Come clean with your boss

Trying to cover things up rarely works. If and when your boss finds out, say, from someone else (worst of all from your boss’ boss), things will be even worse for you. In this kind of situation, it’s important that you be in control of the message. So as hard as it will be, you should summon up your strength, take a deep breath, and go talk to your boss.

#3: Let the boss know about that plan

In this situation, and in fact at any other time, never to go to the boss with just a problem. Go with a solution as well. In this case, go with the plan you developed and show the boss that, to at least some degree, you’re in control.

#4: Tell the affected parties

Let those affected by your mistake know what happened, but spare the technical details for now. Instead, focus on how the situation affects them: what limitations are in place, what functions are unavailable, and how long these limitations and lack of function are expected to last. Most important, offer any workarounds you can. Ask for their suggestions as well. If the mistake involves a system outage, perhaps some veteran techs can remember what they did in the old days, before that system was in place. If you have to and can do so, think about calling retirees for their ideas.

#5: Don’t blame others

You’re no longer in grade school. Trying to blame other people makes you look unprofessional, diminishing the opinion that others have of you. Conversely (and paradoxically), taking responsibility and admitting your mistake can win you respect. Your co-workers might end up thinking, “You know, even though [your name] messed up, it took a lot of character to admit it. [Your name] is a real stand-up person, and someone who can be counted on.”

#6: Stop looking back

Learning from the past can help prevent repeat mistakes. However, don’t confuse learning from the past with dwelling on the past. The latter involves endless self-recrimination and often self-pity, neither of which helps resolve the situation. If you find yourself dwelling on the mistake in this manner, stop it right now and read the next tip.

#7: Prepare and issue a “lessons learned” document

“Those who do not remember the past are doomed to repeat it.” “As a dog returns to its vomit, so a fool repeats his folly.” Maybe you’ve heard these or similar sayings. Their point is clear: We need to understand the mistake we made so that we can avoid it in the future. Documenting the mistake, and the steps taken to resolve it, are key in this regard. In doing so, be sure to cover the conditions that led to the mistake, the steps taken to correct it, and the measures taken to prevent its recurrence.

In my example of the bad SQL table, I ended up not only keeping my job, but I also kept my security officer user profile. However, we created a second user profile for me, one that lacked access to production data, which I was to use for testing and development work.

#8: Apologize to those affected

Mistakes often cost others in lost time and productivity and hence frustrate them. Consequently, even if you solve the problem, the people who were affected by it might still be upset if you never acknowledge that frustration. I’m not saying you have to be an Oprah or a Dr. Phil, but taking a second to apologize will go a long way toward restoring you to good graces. By doing so, you show you appreciate what they had to go through.

#9: Determine whether the mistake can occur elsewhere

This point relates to the “lessons learned” document. Here, however, you should consider other areas of the business, or other applications. To what extent do they have the same conditions, procedures, or people that could cause them to experience the same type of problem? You might want to alert those areas. They may answer that they have more competent staff, but that’s a risk you’ll have to take.

#10: Put the best face possible on what happened

Everyone focuses on the negative effects of a problem. There had to be some; otherwise, it wouldn’t have been a problem and wouldn’t have received such scrutiny. However, can you find any good things, no matter how small, that resulted from this problem? One of the most useful concepts I’ve learned is that of “reframing” the situation, that is, to change the way a person looks at it. In this case, reframing the problem might take the following form:

• Yes, a problem occurred.
• Yes, the system was unavailable.

BUT the good news is

• It happened during a slow time.
• It identified issues we need to address elsewhere in other systems.

Of course, in offering these arguments, it’s helpful if you can do so with a straight face.

The Do’s and Don’ts of successful interviewing

My comments are in brackets.

Do:

• Arrive on time.
• Greet the interviewer by name. [Not his or her first name though until you are issued the invitation.]
• Smile and shake hands firmly. [However, making a good impression is not dependent on how many knuckles you crush.]
• Look alert and interested at all times. [Turn off the cell phone and PDA. Somebody’s going to post in the discussion and ask who’d be stupid enough to leave those on in an interview. I’ve been a witness to it; they’re out there.]
• Speak firmly, clearly and loudly enough to be easily understood. [[A good suggestion but you just know someone reading it will go overboard, yelling and annunciating like a tourist in a foreign land.]
• Look the interviewer in the eye while speaking. [If you’re shy this can be hard to do, but it does help.]
• Structure your comments in a positive manner. [If you’re negative in a meeting in which you’re supposed to impress someone, what does that tell the interviewer about how you’ll be on the job?]

Don’t:

• Exhibit overbearing, overaggressive, or egotistical behavior. [You don’t have to be brash or smug to come across as self-confident.]
• Show a lack of interest or enthusiasm about the position or company. [Why even show up if you’re not interested?]
• Appear excessively nervous. [This is easier said than done if you are actually, well, nervous, as most of us are in interviews. Just try to take some deep breaths beforehand and prepare yourself for possible questions.]
• Overemphasize your compensation. [It was always a red flag to me as a manager when a job candidate asked what the salary was in the first 15 minutes.]
• Make excuses for unfavorable factors in your work history. [It’s tempting, I know. But taking responsibility for yourself is the mature thing to do.]
• Disparage past employers, managers, projects or technologies. [This would tell me that you’re going to do the same thing as an employee working for me.]
• Answer only “yes” or “no” to questions. [It’s pretty awkward when you ask what you think is a probing question and get only a one-word answer in return. Don’t rattle on and on but try to expound a little just to show the interviewer that the wheels up there are turning.]

What hiring managers hate about your resume

• Grammatical/spelling errors
  Too much information (or as GSG says, “I’m hiring you for a job. I don’t want to know about your 4 kids, that they are (in your opinion) little Einsteins, your dogs, your husband/wife, or your hobby of knitting little stocking caps for the poor little cold kittens.”)
• Information provided that the interviewer can’t legally ask for (marital status, age, religion)
• Unexplained date gaps in work experience
• An overstatement of technical skills
• Bad formatting (TiggerTwo hates “the failure to place the most important information in the top third of the page, lack of white space, a bunch of keywords that appear to exist only to be keywords, failure to provide a skills listing, use of less than 10 point font, and use of a difficult-to-read font.”)
• “If you can’t tell from the resume alone if the owner is enthusiastic about (some aspects of) his previous job experiences, the resume is out.”
• Not highlighting actual results delivered
• Overly long resumes. According to frostbite, “anything more than 2 pages is a hard read, more than 4 is a tome.”

10 tips for writing a job-winning developer resume

As seasoned job hunters know, the first step on the road to finding work is to write a resume that gets you the interview. Unfortunately, some of the traditional resume writing rules just do not work well in the software development industry. Here are 10 tips for writing a programmer resume that will increase your chances of getting the interview.

Note: This information is also available as a PDF download. For a more detailed look at this topic, see the blog post “Write a resume that will land you a programming job.”

#1: Provide a skills list up front

The hiring manager wants to know if you have the skills the company is looking for. An “experience” section gives managers a good idea of how much experience you have, but if you have a “skills” section at the top of the resume, their eyes go there first. Sure, you may be making it a bit easier for them to weed out your resume. But on the flip side, you might bring to their attention some skills they would otherwise overlook. At the very least, the hiring manager will appreciate the skills list.

#2: Make the experience interesting

Most developers on the market have written a data-driven Web site or desktop application. To give a bunch of examples of these on your resume is not impressive. What does impress a potential employer is experience that has something unique about it, showing you’ve done more than just “Hello World” level work. If you’ve been working under unique constraints or in environments with high levels of transactions or zero tolerance for failure, that looks very good to the person reading the resume. So show me how your experience is different, and I will see you as different.

#3: Root out grammar, spelling, and other common mistakes

Over the course of my time hiring, I have seen all sorts of grammar and spelling mistakes on resumes. One of the most embarrassing was when someone misspelled the name of the college he graduated from. Resumes do contain some unique grammatical conventions, and software development work in particular often revolves around acronyms or oddly spelled words. But that is really no excuse. Check your spelling and your grammar. This tip appears on just about every resume advice article I have ever read, but it clearly needs repeating.

#4: Education counts, but not for much

Unless you are just entering the job market for programming or are applying for a very specialized position, your education is not terribly important. Sure, you need to put it on your resume, but list it last, please. The hiring managers who need or want to know about it can find it, and the others won’t have to spend time on it. The world of programming changes often enough so that somewhere around seven years later, most schooling (except for “principles and theory” subjects, like mathematics or “pure” computer science) and certifications have little in common with the current working world reality.

#5: Get to the meat, quick

The traditional resume format includes a lot of information that’s just not needed, in the mind of the development manager. Your summary and possibly even the objective are two such sections. There really is no way to provide a summary that describes most programming pros in a way that is accurate, yet shorter than a resume itself. This is why most summary sections read like so much useless drivel: “Seasoned programmer with 10 years development,” followed by highlights of the skills section. Thanks, but no thanks.

The objective is often (but not always) just as useless. If you are looking for a change of pace, it offers a great way to keep the reader from pigeonholing you based on your skills and experience. The intermediate programmer looking to slide into a senior developer position can safely skip the objective. The senior programmer who wants to become a software architect or a DBA needs to state an objective. So avoid the summary at all costs, provide only useful objectives, and let the reader get to your skill set as quickly as possible.

#6: Formatting matters

The formatting of your resume is important. While the days of mailing resumes printed on premium stationery are long past, it is still a document that someone needs to read on a computer screen and on paper. That can be quite a balancing act, believe it or not. This is not the time to show off your inner Picasso, unless the position you are applying for is of a visually artistic nature. This is the time to enhance readability. That means using a larger font (10 to 12 points), a common font that all computers have (if your document format does not bundle fonts within it), and one that looks good both on the screen and off. My recommendations are Verdana, Arial, Tahoma, Calibri, and Helvetica.

Use enough whitespace so that the document does not seem too dense, which will turn readers off. At the same time, don’t waste so much space that it takes eight pages to print 200 words. Of course, the format of the file itself is important. My experience has been that 99.9% of the recruiters out there will ask for your resume in Microsoft Word format if you send it in any other format, so make sure that you can provide a document in the standard .doc format.

Always keep in mind that the resume is your primary tool for selling yourself. If readers can’t consume the information in it, whether due to technical issues or readability problems, they will quickly move on to the next resume.

#7: Be cautious with the length

Regardless of how your document is formatted, try to keep the length between two and four pages, unless there are extremely special circumstances. People who spend a lot of time doing short-term contract work can have longer resumes, and people just entering the job market can have shorter resumes.

Overall, it is tough to properly highlight your technical skills and more than one position in the traditional one-page resume format. Two pages should be the baseline for any intermediate or senior developer. But after about four pages, the reader’s eyes start to glaze over. Much like your education, the experience you had more than seven or eight years ago is not terribly relevant, but the hiring manager does like to see an arc of increasing responsibility or project difficulty.

#8: Properly document your history

Programming is not like most fields when it comes to employment history. For one thing, many programmers are contractors, which leads to an employment history that can look like a train. In addition, the dot-com bust is not too far behind us, and IT has always been an industry with a lot of bankruptcies, mergers, and acquisitions.

The problem is, no hiring manager likes to see a long list of short-term jobs. If your resume has a string of such jobs, with job titles that get bigger and bigger, you look like someone who has no loyalty. On the other hand, if the jobs seem basically the same (or worse, get lower on the totem pole), it makes the reader think that you may simply be unemployable. If you have a legitimate reason for the short-term jobs, make sure that the reason is obvious. For example, mark the contracting/consulting positions clearly.

#9: Don’t put the reader at legal risk

No hiring manager likes to be accused of prejudiced or discriminatory hiring. Not only is it unethical, but it is illegal. So hiring managers who are trying to do the job right will be familiar with the list of questions they can’t ask an applicant. Your part of the equation is to exclude this information from your resume. The hiring manager does not need to know your marital status, ethnicity, nation of origin, age, religion, or sexual orientation. There are a lot of other things the hiring manager does not need to know, either. If you include these irrelevant details on your resume, the hiring manager will feel scared and skittish. Leave these details out, please.

#10: “What a geek!”

In high school, you may have hated being called a geek. But today, you are trying to find work as a programmer. “Geek” is “gold” to hiring managers. Find a way to show them that you are smart, love programming, and are constantly growing, learning, and exploring new ideas. Talk about your relevant hobbies if you have any, like contributing to open source projects or volunteering to teach local kids programming. Let them know if you like programming or computers enough to deal with them outside of work.

It is a really simple equation for the hiring manager. While two candidates may be equal today, the candidate with passion will be far more advanced tomorrow than the candidate who treats it as “just a job.”

Real-life resume blunders

How bad of a mistake can you make on your resume? Here are some real
life examples from Dribbleglass.com:

• I am very detail-oreinted.
• My intensity and focus are at inordinately high levels, and my ability to complete projects on time is unspeakable.
• Thank you for your consideration. Hope to hear from you shorty!
• Enclosed is a ruff draft of my resume.
• It’s best for employers that I not work with people.
• Here are my qualifications for you to overlook.
• I am a quick leaner, dependable, and motivated.
• If this resume doesn’t blow your hat off, then please return it in the enclosed envelope.
• My fortune cookie said, “Your next interview will result in a job.” And I like your company in particular.
• I saw your ad on the information highway, and I came to a screeching halt.
• Insufficient writing skills, thought processes have slowed down some. If I am not one of the best, I will look for another opportunity.
• Please disregard the attached resume-it is terribly out of date.
• Seek challenges that test my mind and body, since the two are usually inseparable.
  Graduated in the top 66% of my class.
• Reason for leaving last job: The owner gave new meaning to the word paranoia. I prefer to elaborate privately.
• Previous experience: Self-employed-a fiasco.
• Exposure to German for two years, but many words are inappropriate for business.
• Experience: Watered, groomed, and fed the family dog for years.
• I am a rabid typist.
• I have a bachelorette degree in computers.
• Excellent memory; strong math aptitude; excellent memory; effective management skills; and very good at math.
• Strengths: Ability to meet deadlines while maintaining composer.
• I worked as a Corporate Lesion.
• Reason for leaving last job: Pushed aside so the vice president’s girlfriend could steal my job.
• Married, eight children. Prefer frequent travel.
• Objective: To have my skills and ethics challenged on a daily basis.
  Special skills: Thyping.
• My ruthlessness terrorized the competition and can sometimes offend.
• I can play well with others.
• Personal Goal: To hand-build a classic cottage from the ground up using my father-in-law.
• Objective: I want a base salary of $50-$60,000 dollars, not including bonus. And some decent benefits. Like a retirement plan, health insurance, personal or sick days.
• Experience: Provided correct answers to customers’ questions.
• Education: Graduated from predatory school with honors.
• Never been fired, although it could happen anytime now.
• I have happily been a “kept man” for the past 10 years.
• Have extensive experience in turkey manufactures as well as new product development and implementation.
• I am accustomed to speaking in front of all kinds of audiences. I make points as well as I can.
• Personal: Five children. Dog: Jasper. Cat: Morris. Gerbil: Binky.
• While in military, was instrumental in creation of a treat detection system.
• My compensation package at my last job included a base salary of $64,500 with excellent benefits including flextime. I am looking for a position in which I can work a more flexible schedule.
• Hire me and you won’t regret it-I am funny, cute, smart and creative… really.
• Referees available upon request.
• Previous rank: Senior instigator.
• I have recently sold my home and I now live in a large RV so I will be able to relocate quickly.
• Reason for leaving: They stopped paying me.
• Cover letter: Desire the chance to showcase my delightful personality, intelligence and superior judgment, which are so hard to find these days.
• Personal achievements: Successfully played “Chop Sticks” on a toy piano with my big toes.
• Objective: To obtain a position where I can make a difference, infecting others with my professionalism, enthusiasm and dedication.
• Strengths: Impersonal skills.
• Special interests: I like any projects that are fun.
• Please explain any breaks in your employment career: 15 minute coffee break while working at a home improvement store.
• Vocational plans: Sea World.

Write a resume that will land you a programming job

Put your skills front and center

Reading the in-depth details of how you used mainstream skill XYZ to accomplish typical task ABC is not at the top of my agenda. I want to see your skills up front, so I don’t need to go trolling through your resume to see if you meet my minimum needs.

Skip the summary and maybe even the objective

Those summaries are a waste of my time. It is going to say something like “seasoned IT pro with great communication skills” or “proven veteran with 10 years of programming experience.” How do I know this? Because they all say this. Skip it, please.

The objective is a slightly different story; it is useful only if it informs the interviewer about something that the skills and experience does not. The objective’s relevance to me is largely a function of whether you wish to keep doing what you have been doing. If I see you have been programming — particularly at the data access layer and the business object layer — and there is no objective, I am going to assume that you are looking for more of the same with a different employer or location. If you want to do more of that work and put an objective, you are wasting space. If you are looking for a change of pace — like getting more into the presentation layer or heading towards a management track — it’s important to state that in your resume. Otherwise, we may discover during the interview that you are not interested in what we have to offer.

List your education last

Some IT hiring managers put a huge emphasis on certain educations but I do not. I always want you to list your school and your major, but I will only ask you about your education if there is something unusual or intriguing.

For instance, a candidate with a Computer Science degree from MIT or with a PhD in Organic Chemistry will draw my eye because these degrees show a level of high intelligence. On the flipside, an AA in basket weaving or a lack of a degree will not count against you.

In most cases, I am not even curious about your education until I have already made up my mind. This includes certifications — MCSEs and CCNAs do not impress me that much at this point. They matter to some folks, and they do not hurt you in my opinion, but I will only take that certification into account if all else is equal.

Show me that you are different

Even if my project is a run-of-the-mill Web-based, data driven application (which it is not), I still want to see that you are more than someone with 10 years of experience writing run-of-the-mill Web-based, data driven applications. For example, compare these two items:

BORING!
East Coast Power - Programmer 1999 - 2005

• Wrote VB applications to control machinery. The hardware interface was handled in a COM library that was written by another team. Application was robust and reliable.
• Wrote Web-based tool to track system faults.
• Created Web service to allow partners to consume portions of the database.

WOW!
East Coast Power - Programmer 1999 - 2005

• Wrote VB applications to control nuclear reactor. Real-time control and monitoring of systems handling 10,000 unique data inputs per second.
• Wrote advanced algorithms in C# to detect imminent system failure, which were used within a Web-based application.
• Created Web service in C# to allow partners to access data in a secure, reliable, and responsive manner; typical data set was 1,000,000 rows and concurrency challenges needed to be overcome at the database and application layers.

See the difference? Control machinery does not help me much – you could have been working on the elevator system for all I know. Programming a nuclear reactor impresses me, especially since there has not been any nuclear reactor disasters during your employment. Writing advanced algorithms in C# touches my engineer’s heart; whereas writing a mere Web-based tool is ho hum. And, while writing a Web service is fairly simple, particularly in ASP.Net, it’s not so easy to write one that is “secure, reliable, and responsive” with that size of a data set. It’s also not easy to deal with concurrency issues at two different levels.

I am not saying that it needs to be wordy or full of minute details, but if you are doing work beyond what a summer intern could do, I need to know about it. Every developer has written a Web-based, data driven application. Show me more.

Make sure that your experience highlights your skills

I don’t expect your employment history to include a list of all your skills. But if you are looking for work as a .Net developer, show me that you have done some .Net work. If you do not list that experience, I am going to assume that you have little or no experience with it — even if it is on your skill list. If you have large amounts of experience outside of the workforce, find a way to show that on your resume.

Keep your resume between two to four pages long

I have struggled through seven-page resumes filled with jargon and boring details that made me want to cry. An overly long resume doesn’t necessarily make me rule out a candidate, but why make it hard on me?

On the other hand, a resume that tries to stick to the one page rule is not going to cut it for a technical person unless they are new to the field. In my experience, two to four pages is just right. Also, please use some whitespace, so I do not feel like I am drowning.

Watch your formatting

While technical pros’ resumes do not need to be pretty, formatting can make a huge difference in a resume’s readability. If you cannot put three pages of text in front of me in a readable form, do I really want you touching the UI or writing code that someone else might have to maintain?

I recommend that you stick to a larger font size (e.g., 10 - 12 pt.) in a font that reads well onscreen and in print (e.g., Verdana, Arial, Tahoma, Calibri, Helvetica). If you want a slightly fancier font, use it only for section headers. Also, do not mix Serif and Sans Serif fonts — that is just ugly. Do not use “Comic Sans” anywhere, especially in hot pink or baby blue (and yes, unfortunately, this needs to be stated). Keep your margins and space between paragraphs large enough to provide the reader some “breathing room.”

Employment history

I give applicants some slack on employment history. For instance, five year stints are fairly rare in IT, and I give anyone a lot of leeway if their history includes anything that occurred during the dot com boom/bust.

If you are (or were) a contractor or consultant, make sure that is clearly stated; otherwise, I will think that you get fired and/or quit every 3 - 12 months. If you were not a contractor or a consultant, and it looks like you have a hard time staying at a job, I am going to be very cautious. If I see an increasing progression of job titles, “mercenary” pops into my head. Also, if I see that they are lateral (or worse, negative) moves, “bad apple” is my first thought. Of course, sometimes you get hit with a string of employers that go under or get acquired — it happens to the best of us. If that is the case, find a way to convey that information so I don’t think you are unemployable.

Spelling and grammar

It is critical that the spelling and grammar in your resume is flawless. I have seen applicants misspell the name of their state and the name of their school. If grammar and spelling are not your forte, ask someone to look over your resume for you. While I understand that many IT pros are not native English language speakers (or are English language speakers who paid little attention to those subjects in school), you should still ask someone for help. In fact, knowing when to ask for help is a hallmark of the best developers. If I interview you and realize from your speech that you had the sense and humility to ask someone for help on your resume, I am going to be truly impressed. (For examples of what not to do, check out this list of real-life resume blunders.)

Stay out of EEO (Equal Employment Opportunity) territory

In the United States, companies with more than 10 employees need to follow EEO rules. These rules state that an employer cannot discriminate against or show preference for an employee based on certain group membership items or personal lifestyle issues, such as gender, age, ethnicity, nation of origin, religion, sexual orientation, and so on. So, do me a favor and try to not expose any EEO-related information to me on the resume. In a face-to-face interview or even a phone interview, some of it will be unavoidable. But I will never solicit that information. Not only do I want to keep my employer and myself out of trouble, but I personally feel that EEO is important. I can understand that many names (or even college attended) are strongly correlated with ethnicity, religion, or nation (or at least general geographic region) of origin, and college graduation or attendance dates give some age clues. Minimize this as much as possible. Please do not tell me about your church, your family situation, your home life, your parents, and so on. It is not that I am not interested — I would probably love to learn these things about you if we hire you — but I do not need or want to know them before that you come on board.

Outside interests, hobbies, achievements, and activities

I like to see these, but only if they are relevant. I really do not need to know about how big of a fan you are of the New York Knicks; but if you wrote a piece of software that can do something nifty with the team’s statistics for fun, I would love to know about it. People who contribute to open source projects get a huge gold star in my book, but only if I feel like they would be comfortable working on proprietary software with proprietary tools, and not bringing anything GPL’ed into my codebase. That is a small caveat there. “Contributed to project XYZ in the areas of ABC and DEF” is enough to whet my appetite. Show me some outside learning too — don’t let me think that you get home at 6;00 and shut off your brain. If this work is not interesting enough for you to read about or experiment with on your own time, why would I think that you will be engaged or even interested in the job we would hire you for?

Gracefully show your inner geek

Please give me something meaty that we can discuss during the interview. So, where it is relevant, try to show me how much of a nerd you are.

For instance, try to mention the hovercraft you made from an inner tube and a lawn mower engine. Make note of the iterative, evolutionary game theory system you coded in Lisp that proves that Nash’s equilibrium is dead wrong. Tell me something about your three chess championship victories. I do not want to know that you memorized UHF or that you have a pocket protectors collection that have logos of now defunct minicomputer vendors.

I know most of this falls under the previous section, but it is relevant. I love to work with programmers who love technology and logic and using their brains. People like that are simply better programmers. Why would I want to hire someone who is intellectually lazy for an intellectually challenging job?

Obscure or nonmainstream technologies

I am not hiring Lisp, Prolog, Erlang, APL, Scheme, Clipper, PowerBuilder, Delphi, Pascal, Perl, Ruby, Python (forgive me for including those four in this list), Fortran, Ada, Algol, PL/1, OCaml, F#, Spec#, Smalltalk, Logo, StarLogo, Haskell, ML, D, Cobra, B, or even COBOL (which is fairly mainstream) developers. If you show these on your resume, I will want to interview you just for the sake of slipping in a few questions about these items. I am serious. As part of my secret geekiness, I am really into obscure and almost obscure languages and technologies. I know that a lot of those items take better-than-industry-average intellect and experience to do; they also provide a set of experiences that gives their practitioners a great angle on problems. While you will never directly use those skills in my shop, you will be using those ways of thinking, and it will give us something to talk about on your first day.

(Aside: A coworker was shocked to learn that I played Half Life. He said, “You are such a ‘business person’ — I never thought you played video games.” I guess I’m camouflaging my secret geekiness too well!)

Good luck

I’ve given away crown jewels here. In my perspective, these tips will help any programmer write a perfect resume and get them an interview.

What do you think gets applicants an interview? If you read resumes as either a hiring manager, a recruiter, or an HR employee, what makes you say “wow!” or “ugh!” when you see it on paper?