Career Collective post: Once every month or so, a group of career professionals blog on a subject topical and timely for a job seeker. We’ll post our thoughts on our own blog and link to the post of our colleagues on the same topic.

This month’s topic: “Heating up your job search.” Responses from others contributors are linked at the end. Follow the hashtag #CareerCollective on Twitter.

My dog, Summer, happy it's "Summer time."

Wooo-Hooooo! Summertime. Cookouts. Fun with family and friends. Time to break out the new grill. But wait. What’s that on the outside of the box – some assembly required?

“<Gulp> You mean I have to read the directions? Never mind, I know what I’m doing. I’m mechanically inclined. I’ll be able to figure it out as I go. (Four hours later.) There, last screw tightened. I’m not sure why they included all these extra parts. They must do that as a precaution; although this hose looks important. Oh well. I know what I’m doing. I would have figured out where it went it was that important. (BBQ time.)  Awww man. The grill won’t light. Figures. Shoddy manufacturing. They just don’t make things like they used to anymore.”

Hmmmmm. Is it any wonder the grill didn’t light? Now imagine a job seeker taking this same approach to their search. With more and more and more companies going to online applications, it’s inevitable, at some point in a search you’re going to have to fill out an application online. From personal experience and anecdotal evidence from countless clients, navigating the process is challenging … at the very least. Most systems have instructions and information regarding what you can and cannot do and what’s required to complete the process. Failure to follow the directions can leave you in the same boat as the “grill master” above.

A good friend, Gayle Tabor of Glynne’s Soaps, recently sent this Dear Abby letter* to me. Here’s a perfect example of what not following the directions can do:

“DEAR ABBY: The company where I work posted an ad online and at our state unemployment job board for a position that needed to be filled. The ad detailed simple but specific instructions that included asking applicants to write a cover letter to address certain questions. It also said — in large letters: “YOU MUST FOLLOW THESE DIRECTIONS OR YOU WILL NOT BE CONSIDERED FOR EMPLOYMENT.”

Of the 133 resumes we received, 76 did not contain the information that was requested. These applications were moved to an “Incomplete” file and not considered for hire. What’s sad is that judging by their resumes alone, several of these applicants had the qualifications we were looking for.

With unemployment being what it is, I was surprised that the majority of the applicants did not comply with the simple instructions. Please advise your unemployed readers that a job is out there for them, but they must follow instructions.”

Read this part again: “What’s sad is that judging by their resumes alone, several of these applicants had the qualifications we were looking for.” This implies 57% of the applicants, many qualified for the position, were not considered. They were knocked out before they even had a chance to dazzle, because they failed to accomplish the simplest task: Follow the directions.

Just like the poor soul with the grill, you can’t heat up a job search if you don’t follow the directions. While you’re relaxing this summer, take a moment to reflect on your search. Are you failing to read or ignoring the directions? Are you figuring it out as you go and then wondering why you’re not getting any response? Change the approach. Read the directions. Sometimes little things can make a big difference.

PS: And don’t forget, while you’re out having fun this summer, use opportunities to expand your network whenever possible. (For help with that, read this and this.)

*It’s the last letter on this page: Dear Abby

Here’s what my colleagues have to say:

Turn Off The Computer, Tune Into What’s Happening, & Heat Up the Job Search, @chandlee

Heating up the Job Search-How to Stay Motivated During the Summer, @erinkennedycprw

Light the Fire Under Your Feet, @careersherpa

Cool Job Seekers Heat Up Their Search in the Summer, @barbarasafani

Some assembly required, @DawnBugni

Summertime, Sluggish Economy Provide Strong Motivation for an Updated Resume, @KatCareerGal

9 Ways to Heat Up Your Job Search This Summer, @heatherhuhman

Getting Out From Under Chronic, @WorkWithIllness

Upping Your Job Search Flame; Be ‘Needed, Not Needy,‘ @ValueIntoWords

Is Your Career Trapped in the Matrix? @WalterAkana

Put some sizzle in your job hunt – how to find a job now, @keppie_careers

Summertime – and the Job Search Ain’t Easy, @KCCareerCoach

Heating up your job search. 5 ways to dismiss those winter blues, @GayleHoward

Hot Tips for a Summer Job Search, @MartinBuckland @EliteResumes

Heat Up Your Job Search: Avoid Job Boards, @JobHuntOrg

Heating Up Your Job Searching Skills: Networking 101 and 102, @GLHoffman

Treasure Hunt—Yo-ho-ho! Heat Up Your Job Search, @resumeservice

When working with clients, I provide the final resume in three formats. Word .doc, PDF and plain text. I tell them plain text is for cutting and pasting into online applications. The PDF ensures clear printing with no printer or software issues and the Word version is the language of business so use that version to submit resumes. (As Office 2007 takes hold, a slow conversion, I’ll provide the .docx version of Word as well.)

A few years ago, I worked with a young woman aspiring to move to Costa Rica and teach. As we discussed her submission process, we realized we weren’t sure of the technical capabilities or software availabilities of some of the more remote areas where she’d be applying.

Take it from someone who works in a software-driven world, different versions of Word, print driver settings, hardware age, Microsoft Works (ewwww) can all play a hand in jumbling documents. Since “most” people don’t think about software as the problem behind the jumbled mess on the screen, that jumble creates the first impression of you.

We came up with this strategy to address possible electronic submission issues. I’ve been sharing it with clients ever since and today, you get to hear it. The thing is, you don’t have to be applying in foreign lands to run into technical difficulties. So a little effort on your part can make the difference between an interview and the delete key. As a boss used to tell me, “The best defense in life is a good offense.” 

(I preface this with, if there are specific submission instructions, they are your guide. Otherwise …)

If you want to be super efficient and the Word .doc version and PDF are identical, attach them both to email. In the body of the email, explain the reasons behind including different versions of the same document so they know it was intentional and why. Don’t assume people know or will take the time to figure it out. (Besides, we all know what assuming does …) Tell them. Plus it’s an opportunity to sell your solution-driven approach to things without using the words “solution-driven” to tell them. You showed them with actions. (What’re our mantras? “Sell, don’t tell” and “It’s all them.”)

This simple statement explains why you’re attaching two formats of the same document: (or something to this effect in your own words …)

“I’ve attached my resume in both Word and PDF format to avoid any software compatibility or print-driver difficulties. Please open the version best suited to your system.”

Think about it. You’ve identified a potential difficulty and offered a feasible resolution. AND you’re protecting yourself. You’ve doubled the chance of reaching your audience. Believe me. A busy hiring authority isn’t going to argue with documents that don’t open or are illegible. If she has a quick solution, she’ll use it. Otherwise. Delete! and there goes your chance.

Some may disagree and pass this off as electronic clutter. Fine, but I tell my clients to serve your customers (the hiring authority) while protecting your sale (the interview). If you, the candidate, tell the receiver ”docs are provided for their convenience,” you’ve also spread some “warm-fuzzies” — someone they don’t even know helped them be more efficient. Wow! And they’re not even employed here … yet.

“Little things” can make a big impact. In this challenging market, it’s best to stack the odds in your favor however and whenever you can.

By the way, if you’re tweaking keywords and titles to fit job requirements, BRAVO! You can create a PDF document from your newly tweaked Word document using one of many of the free downloads out there. Google will help you find them. I’ve used www.primopdf.com for years and Microsoft Office 2007 has a PDF creation feature as well.

If you’re a regular reader, you’ll know I’m actively involved with Monty’s Home. One project I’m working on is to improve email communications by using an email marketing service. This means, I not only had to manually enter every address we’ve accumulated to date – long, boring, technical story – it also means I’ve taken over entry of the hand-written email addresses when we gather them at events and drawings.

 So, let’s talk about handwriting. I am amazed. People take their time to fill out communication cards and don’t take the time to make it legible. I deciphered arrows leading to other parts of the cards, intuited letters using what little info I had and added .com or .net where appropriate. (Is it now .com “understood”? I missed that memo.) Hopefully, through bounce backs, phone numbers and repeat visits to our booths we’ll capture the correct information and reach these people. Otherwise, they’ll miss out of news they told us they wanted to hear. Why? Because they didn’t make sure they communicated contact information clearly. They assumed the reader would “know” what they meant. 

 Seeing this got me thinking about job seekers filling out applications. True, a good many companies use online applications now, but you still find companies that have you sit down and fill out an application by hand, on the spot. Be ready for it. No chance to have someone with better handwriting fill it out. It’s up to you. Yes. Even in filling out applications by hand, you have to write for your audience. This means, make it legible. Print neatly. Don’t assume people care enough about you to sit there and figure out what you meant. Make it clear for them. I’ll take the time to correct contact information for the non-profit group, because I value each and every supporter. A busy hiring authority doesn’t have that same motivation about you. They take the “Can’t read it? Next.” approach.  

 Another thing I noticed while doing all this entry was the number of people who used work email addresses to get information about personal interests. Never is it OK to get personal information at work addresses. Sure, companies seldom impose email use standards in good times, but in crunch time, misusing company resources can be used as grounds for dismissal. Plus, if you do leave the company abruptly, voluntarily or by request, you risk losing personal contact information. Better to set up a Gmail account and access from … wherever, than depend on the “security” that you’ll always have access to your well-developed network on your employer’s database – you employer’s database.

  Go set up a personal, Web-based email account. Keep your personal information and professional network safely backed-up there. And from now on, make sure you neatly hand write contact and other information when asked. Your second grade teacher wasn’t wrong. Neatness and penmanship do count … even in this “text-driven” society.