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I’ve Read More Than 500 Cover Letters and Here’s What I’ve Spotted

I’ve Read More Than 500 Cover Letters and Here’s What I’ve Spotted

There are about 3.69 million results on a Google search for “cover letter template,” which isn’t surprising. Many are concerned with making sure they have the right cover letter format, so they go searching for a template.

Here’s the problem with that approach: by definition, a template (especially those residing on Page 1 of Google’s search results) is something that thousands of people are using. This cannot stand out from others. Your cover letter begins from a very average place.

The average number of applicants to a job these days is 59,[1] with most jobs receiving far more. Recruiters and hiring managers simply don’t have the time to go through 60+ resumes and cover letters thoroughly without sacrificing many other priorities during the day.

A good, interesting cover letter — especially one that hooks the reader immediately — can be a huge difference in getting you a job. A generic cover letter on the same template the recruiter just saw 50 other times? No.

When we discuss cover letter format, then, let’s shift the focus to how to make yourself stand out as a candidate via your cover letter.

Make It Personal (Like You Know the Hiring Person)

This is actually much easier in the modern age, because you can use LinkedIn often to find the specific hiring manager for the position. For example, a writer job may report to a marketing or content marketing manager, and a design job might report to a marketing manager or Chief Designer. Once you know the hiring manager, you can personalize the cover letter format pretty easily:

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  • No sir/madam; use the name.
  • Look at their career arc and mention one commonality between theirs and yours.
  • Mention one skill or concept you think you could learn from them.

Now the cover letter is directed at one person and wholly personal. This is a great first step.

If you can, look up potential pain points for the employer online. Some sources are Google News, Seeking Alpha, The Wall Street Journal, and other financial sources. If you’ve determined the biggest problems they face and you have a few sentences about how your role could solve them, that might endear your candidacy to them.

Narrate Your Story

Nothing resonates for the human brain like stories. Tell a great one here — especially given the time constraints for a hiring manager to read all these letters. Some tips:

  • Use the inverted pyramid approach and put the most important information first.
  • Assume that with every additional word, the chances of the hiring manager continuing to read it declines. You can assume that because it’s been proven by research.[2]

A good story-driven intro might go something like this:

Hi Mr. Peterson,

I saw that you were a river guide for a while in your 20s. I was also for three years and a near-death experience I had with a group from a corporate retreat changed everything for me about how I considered my career arc.

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Mr. Peterson is likely to keep reading. The story has hooked him.

Play up Your Connection with the Company

This is where your research (LinkedIn and otherwise) comes into play. You need to convey why working for that specific company is important to you, not just the concept of having a job. The goal is to build emotional attachment based on the research you did. Here’s an example:

Hi Mr. Smith,

My dad always told me his best experiences were in family-owned businesses, so I’ve been gravitating towards those in my recent search. I discovered how many awards your team has won, including the 2017 Best Business award for the metro area, and I began doing additional research on your culture. It seems fantastic, especially that part about company-wide data accountability and bonding “color days.” I’ve been searching for a great fit like this since those long conversations about being a male and career-building with my dad, and your approach seems excellent. I’d love to show you why I’m the best candidate here.

This references research, shows you care about the company, and plays to the ego of those already inside the company. It’s a triple win!

Focus on 3 Attributes Only

When the iPhone first came out, there were over 200 features. Steve Jobs could have discussed them all in that famous opening press event. He discussed seven only. If he had discussed 200+, the event would have taken forever and no one would remember the key elements.

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You don’t need seven features for a cover letter, but picking three attributes is usually a good start. It may look something like this:

I believe I can add value in this role in three specific ways, namely advanced data analysis, communication and presentation of that data to senior leadership, and project management around the initial stages of transferring what the data says into a direct action plan. I’ve been working in the data context space for six years, and some examples of my biggest projects include…

The letter/section would go on, but the important point is that you specifically defined your value adds. The experiences underscoring those value adds comes next.

At this point, the optimal cover letter format focuses on:

  • Emotions
  • Stories
  • Personal context
  • Background research
  • Defining your value-add
  • Friendly tone

And now, let’s get to some more logistics.

Make It Easy-To-Read

This means font (Arial, Courier New, Times New Roman, etc.) and size (usually 12-14). Use standard margins. It should be one page or shorter, and save it (as with your resume) as a PDF instead of a MS Word file, which can look different across different devices.[3]

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Also make sure it’s clearly labeled as the cover letter, as oftentimes you’ll send as attachments with the resume. While this may seem minor, confusing a recruiter or hiring manager for even a few seconds could get your cover letter tossed.

The baseline: no mistakes. Avoid typos, run-on sentences, poor grammar, or misspellings (especially of the company or hiring manager’s name). This is a baseline that will get any cover letter tossed aside. Proofread it and make sure you run it through a spell check process.

The Bottom Line on Cover Letter Format

As the number of applications to a standard position rises, you have to make your cover letter stand out. An impressive cover letter will get you through those top of funnel hiring stages and onward to an interview with the hiring manager.

Your cover letter format is less about the exact best template and more about the story you convey. That’s going to push the door further open in the hiring process.

Reference

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Brian Lee

Chief of Product Management at Lifehack

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Last Updated on January 6, 2021

14 Ideas on How to Measure Productivity to Make Progress

14 Ideas on How to Measure Productivity to Make Progress

Everyone has heard the term productivity, and people talk about it in terms of how high it is and how to improve it. But fewer know how to measure productivity, or even what exactly we are talking about when using the term “productivity.”

In its simplest form, the productivity formula looks like this: Output ÷ Input = Productivity.

For example, you have two salespeople each making 10 calls to customers per week. The first one averages 2 sales per week and the second one averages 3 sales per week. By plugging in the numbers we get the following productivity levels for each sales person.

For salesperson one, the output is 2 sales and the input is 10 sales: 2 ÷ 10 = .2 or 20% productivity. For salesperson two, the output is 3 sales and the input is 10 sales: 3 ÷ 10 = .3 or 30% productivity.

Knowing how to measure and interpret productivity is an invaluable asset for any manager or business owner in today’s world. As an example, in the above scenario, salesperson #1 is clearly not doing as well as salesperson #2.

Knowing this information we can now better determine what course of action to take with salesperson #1.

Some possible outcomes might be to require more in-house training for that salesperson, or to have them accompany the more productive salesperson to learn a better technique. It might be that salesperson #1 just isn’t suited for sales and would do a better job in a different position.

How to Measure Productivity With Management Techniques

Knowing how to measure productivity allows you to fine tune your business by minimizing costs and maximizing profits:

1. Identify Long and Short-Term Goals

Having a good understanding of what you (or your company’s) goals are is key to measuring productivity.

For example, if your company’s goal is to maximize market share, you’ll want to measure your team’s productivity by their ability to acquire new customers, not necessarily on actual sales made.

2. Break Down Goals Into Smaller Weekly Objectives

Your long-term goal might be to get 1,000 new customers in a year. That’s going to be 20 new customers per week. If you have 5 people on your team, then each one needs to bring in 4 new customers per week.

Now that you’ve broken it down, you can track each person’s productivity week-by-week just by plugging in the numbers:

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Productivity = number of new customers ÷ number of sales calls made

3. Create a System

Have you ever noticed that whenever you walk into a McDonald’s, the French fry machine is always to your left? 

This is because McDonald’s created a system. They have determined that the most efficient way to set up a kitchen is to always have the French fry machine on the left when you walk in.

You can do the same thing and just adapt it to your business.

Let’s say that you know that your most productive salespeople are making the most sales between the hours of 3 and 7 pm. If the other salespeople are working from 9 am to 4 pm, you can potentially increase productivity through something as simple as adjusting the workday.

Knowing how to measure productivity allows you to set up, monitor, and fine tune systems to maximize output.

4. Evaluate, Evaluate, Evaluate!

We’ve already touched on using these productivity numbers to evaluate and monitor your employees, but don’t forget to evaluate yourself using these same measurements.

If you have set up a system to track and measure employees’ performance, but you’re still not meeting goals, it may be time to look at your management style. After all, your management is a big part of the input side of our equation.

Are you more of a carrot or a stick type of manager? Maybe you can try being more of the opposite type to see if that changes productivity. Are you managing your employees as a group? Perhaps taking a more one-on-one approach would be a better way to utilize each individual’s strengths and weaknesses.

Just remember that you and your management style contribute directly to your employees’ productivity.

5. Use a Ratings Scale

Having clear and concise objectives for individual employees is a crucial part of any attempt to increase workplace productivity. Once you have set the goals or objectives, it’s important that your employees are given regular feedback regarding their progress.

Using a ratings scale is a good way to provide a standardized visual representation of progress. Using a scale of 1-5 or 1-10 is a good way to give clear and concise feedback on an individual basis.

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It’s also a good way to track long-term progress and growth in areas that need improvement.

6. Hire “Mystery Shoppers”

This is especially helpful in retail operations where customer service is critical. A mystery shopper can give feedback based on what a typical customer is likely to experience.

You can hire your own shopper, or there are firms that will provide them for you. No matter which route you choose, it’s important that the mystery shoppers have a standardized checklist for their evaluation.

You can request evaluations for your employees friendliness, how long it took to greet the shopper, employees’ knowledge of the products or services, and just about anything else that’s important to a retail operation.

7. Offer Feedback Forms

Using a feedback form is a great way to get direct input from existing customers. There are just a couple of things to keep in mind when using feedback forms.

First, keep the form short, 2-3 questions max with a space for any additional comments. Asking people to fill out a long form with lots of questions will significantly reduce the amount of information you receive.

Secondly, be aware that customers are much more likely to submit feedback forms when they are unhappy or have a complaint than when they are satisfied.

You can offset this tendency by asking everyone to take the survey at the end of their interaction. This will increase compliance and give you a broader range of customer experiences, which will help as you’re learning how to measure productivity.

8. Track Cost Effectiveness

This is a great metric to have, especially if your employees have some discretion over their budgets. You can track how much each person spends and how they spend it against their productivity.

Again, this one is easy to plug into the equation: Productivity = amount of money brought in ÷ amount of money spent.

Having this information is very useful in forecasting expenses and estimating budgets.

9. Use Self-Evaluations

Asking your staff to do self evaluations can be a win-win for everyone. Studies have shown that when employees feel that they are involved and their input is taken seriously, morale improves. And as we all know, high employee morale translates into higher productivity.

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Using self-evaluations is also a good way to make sure that the employees and employers goals are in alignment.

10. Monitor Time Management

This is the number one killer of productivity in the workplace. Time spent browsing the internet, playing games, checking email, and making personal calls all contribute to lower productivity[1].

Time Management Tips to Improve Productivity

    The trick is to limit these activities without becoming overbearing and affecting morale. Studies have shown that most people will adhere to rules that they feel are fair and applied to everyone equally.

    While ideally, we may think that none of these activities should be done on company time, employees will almost certainly have a different opinion. From a productivity standpoint, it is best to have policies and rules that are seen as fair to both sides as you’re learning how to measure productivity.

    11. Analyze New Customer Acquisition

    We’ve all heard the phrase that “It’s more expensive to get a new customer than it is to keep an existing one.” And while that is very true, in order for your business to keep growing, you will need to continually add new customers.

    Knowing how to measure productivity via new customer acquisition will make sure that your marketing dollars are being spent in the most efficient way possible. This is another metric that’s easy to plug into the formula: Productivity = number of new customers ÷ amount of money spent to acquire those customers.

    For example, if you run any kind of advertising campaign, you can compare results and base your future spending accordingly.

    Let’s say that your total advertising budget is $3,000. You put $2,000 into television ads, $700 into radio ads, and $300 into print ads. When you track the results, you find that your television ad produced 50 new customers, your radio ad produced 15 new customers, and your print ad produced 9 new customers.

    Let’s plug those numbers into our equation. Television produced 50 new customers at a cost of $2,000 (50 ÷ 2000 = .025, or a productivity rate of 2.5%). The radio ads produced 15 new customers and cost $700 (15 ÷ 700 = .022, or a 2.2% productivity rate). Print ads brought in 9 new customers and cost $300 (9 ÷ 300 = .03, or a 3% return on productivity).

    From this analysis, it is clear that you would be getting the biggest bang for your advertising dollar using print ads.

    12. Utilize Peer Feedback

    This is especially useful when people who work in teams or groups. While self-assessments can be very useful, the average person is notoriously bad at assessing their own abilities.

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    Just ask a room full of people how many consider themselves to be an above average driver and you’ll see 70% of the hands go up[2]! Now we clearly know that in reality about 25% of drivers are below average, 25% are above average, and 50% are average.

    Are all these people lying? No, they just don’t have an accurate assessment of their own abilities.

    It’s the same in the workplace. Using peer feedback will often provide a more accurate assessment of a person’s ability than a self-assessment would.

    13. Encourage Innovation and Don’t Penalize Failure

    When it comes to productivity, encouraging employee input and adopting their ideas can be a great way to boost productivity. Just make sure that any changes you adopt translate into higher productivity.

    Let’s say that someone comes to you requesting an entertainment budget so that they can take potential customers golfing or out to dinner. By utilizing simple productivity metrics, you can easily produce a cost benefit analysis and either expand the program to the rest of the sales team, or terminate it completely.

    Either way, you have gained valuable knowledge and boosted morale by including employees in the decision-making process.

    14. Use an External Evaluator

    Using an external evaluator is the pinnacle of objective evaluations. Firms that provide professional evaluations use highly trained personnel that even specialize in specific industries.

    They will design a complete analysis of your business’ productivity level. In their final report, they will offer suggestions and recommendations on how to improve productivity.

    While the benefits of a professional evaluation are many, their costs make them prohibitive for most businesses.

    Final Thoughts

    These are just a few of the things you can do when learning how to measure productivity. Some may work for your particular situation, and some may not.

    The most important thing to remember when deciding how to track productivity is to choose a method consistent with your goals. Once you’ve decided on that, it’s just a matter of continuously monitoring your progress, making minor adjustments, and analyzing the results of those adjustments.

    The business world is changing fast, and having the right tools to track and monitor your productivity can give you the edge over your competition.

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    Featured photo credit: William Iven via unsplash.com

    Reference

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