Through your writing you share your experience and understanding; your acquired knowledge; you also persuade people in the selling of your ideas; you influence and sway people to follow your lead. That is, if your desire is to be a leader rather than a follower. You will accomplish these things through a variety of different media-letters, faxes, email, reports, newsletters, meeting minutes, memoranda, sticky notes and the list goes on.

Persuasive, powerful, writing is a craft and as with any craft, there is a process that enables you to learn it, develop it, and lastly, master it.

There are six steps in the development of persuasive writing and developing your writing style. They are:

Preparation
Planning
Drafting
Reviewing
Rewriting
Polishing

Preparation and planning sound similar but there are subtle differences between the two. Preparation is about how we prepare our minds and organize our thoughts and approach in the engagement of our reader in the presentation of our topic. Planning effectively deals with how we prepare the actual material and organize our information for presentation.

If you are like most people, you are likely short of time. Which means you will need to write quickly as well as clearly, concisely, accurately, and in a manner that engages and holds the very short attention span of your reader(s). Think about it, how many times have you been bombarded with information or reading that required your attention, how did you read it? Word for word? Almost certainly not, most likely you skimmed the writing gleaning the most critical and important information. Often, depending on what we are reading, all we do is look at a title to determine if something is worthy of our time. Therefore the time we spend in preparation is crucial to capturing our readers’ undivided attention.

This is true no matter what we are writing. Blog writing, creative writing, persuasive writing, resume writing, KSA Writing, Business writing, etc., all require us to prepare and organize our thoughts on conveying our message in the most meaningful and captivating way.

The amount of time you spend on a project will depend on three things, the importance of the communication, the complexity and extent of the material, and the time you have available to complete the writing. Once you have determined the amount of time you have available the entire six step process should look like this:

Preparation – 10%
Planning – 30%
Drafting – 20%
Reviewing – 10%
Rewriting – 20%
Polishing – 10%

The same process in terms of an hour writing project would look like this:

Preparation – 6 minutes
Planning – 18 minutes
Drafting – 12 minutes
Reviewing – 6 minutes
Rewriting – 12 minutes
Polishing – 6 minutes

Notice, you spend 40% of your time in planning and preparation, and 60% of your time getting your words on the page the way you want your reader to see them. Notice you only spend 20% of your time actually working with a blank page. The drafting phase is short because we have spent the correct amount of time in the preparation and planning stages to accommodate a quick draft getting your thoughts onto the page with the maximum amount of fluidity and minimizing the interruption in the process because of optimal planning and preparation.

As stated previously, persuasive, powerful writing is a craft and as you write and develop your craft, this process becomes second nature enabling you to become a more productive, successful and competent writer.

Finding a federal job is not all that difficult.  Go to USAJobs.gov and you will see thousands of jobs listed for numerous career fields all over the US and the world.  The measure of difficulty comes into play as you begin researching how to apply for these jobs.  One would think that all the agencies accept the same formats, require the same information, and provide easy to follow instructions on how to apply for vacancies.  Well, it is easy if you use the right approach.  How pressed are you to find a job?  Do you need one right away, or are you currently employed and have the ability to wait through the lengthy process to becoming a federal employee.  If you are pressed for time, the government is not the place to begin your search.

This article will address one of the most important factors in obtaining federal employment.  Writing KSAs.  What are KSAs, you ask? They are specific narrative statements that pertain to the qualifications and experience you posses that are directly related to the position you are applying for.  It will also address the important personnel review process. Understanding the personnel review process and the importance of good KSAs is critical to your success in being hired by the Federal government.

Finding Federal Jobs that Interest You

Again, go to the USAJobs.gov web site and you can find employment from entry to executive levels.  All have specific pay grades and ranges available based on your particular experience.  Once you have found a job that appeals to you, read the vacancy announcement very carefully.  Take notice of the particular skills they require and verbiage used within the vacancy announcement.  Just as there are key words and key phrases that SEOs use to rank websites and blogs, there are also key words and key phrases that can be utilized in demonstrating your Kowledge, Skills, and Abilities to the staffing specialist that reviews your entire application package.

You can have the best resume in the world, but your answers to the KSAs are what the rating official will use to determine whether you make that “best qualified” ranking list.  This is the list you want to be on once your package has been reviewed and the weight placed on your KSAs is vital to being selected as a “best qualified” candidate.

Understanding The Personnel Review Process

Your completed application will be sent to the specific federal agency you are making your application to. This can be done most times on-line, however, there are certain agencies that require you to fax your entire package to a specific location. This will include your federal-style resume or OF-612 and KSAs particular to the vacancy announcement. The announcement may also ask for supplemental information as well. You have to very carefully read the instructions to determine what they want, i.e., college transcripts, DD-215, your last supervisory evaluation, or other applicable information. Ensure that you have included everything they request in the announcement.  Be thorough, lots of people never make it past this point.

A Personnel Staffing Specialist will review your package to ensure it’s complete and all required documents are in the package.  He/she will then review your resume to determine whether you meet the basic qualifications for the job. If you meet the basic qualifications they will review the entire package to determine whether you meet minimum qualifications.  Again this information will be contained within the vacancy announcement.  If you are qualified, they will usually decide at this point whether you are qualified or highly qualified.  Meeting either of these requirements will ensure a review next of your KSAs.  This is the final determination in your package as to whether you are referred to the hiring authority.

KSAs can be ranking and rating factors, evaluation factors and job ranking elements, supplemental statements or a written test.  More importantly, they are used as an elimination tool, which is why they are so important.

Writing Your KSAs

First, you want to think about the specific experience you have and how it pertains and relates to the vacancy.  This can, for some people, be a tricky analysis as they have a difficult time translating their experience to the specific specialties and qualifications contained within the vacancy announcement.

Everyone, no matter whether you are a new college graduate with little practical experience, or a seasoned veteran within a particular field can demonstrate desirable qualifications.  Often times they are not the hard skills you posses, but the soft skills you have developed though school, previous employment, a hobby, volunteerism, etc. that can demonstrate a practical Knowledge, Skill, and Ability.  More and more, employers are focusing on these soft-skills.  They are measures of emotional intelligence which are critical to any organizations’ bottom line.

Next, I highly recommend you print out the vacancy announcement so you can readily refer to it as you write your KSAs.

As you begin to think about your skills and writing KSAs, start by developing an outline.  Don’t worry about all the content initially.  Just start with an outline of positions you have held and see if you can’t define a few particular accomplishments for each position.  Once you have your outline developed, begin to add content to each item.  Remember; refer to the vacancy announcement as you relate your experience and qualifications to the requirements within announcement and make sure they correlate.  Using keywords taken from the vacancy announcement throughout your descriptions with help to align the points you make within your KSAs to the specific qualifications for the position.

Most federal positions require KSAs of some sort.  Sometimes they are specifically requested by name, other times you will be directed to an on-line application form that will require an essay sort of response.  Make no mistake, this is still a KSA and should be written accordingly.  There are varying opinions regarding how long your KSAs should be and there is always a maximum stated within the announcement.  I am of the mindset that they should be as long as needed.  What I mean by that is use verbiage and language that conveys your message, clearly and concisely, and make it interesting to read.  You have to elaborate and use colorful descriptive language to express your supporting points and convey your meaning.  It is a balancing act and it is also specific to the sort of vacancy you are applying to.  Exercise your best judgment and read and re-read your KSAs.

Here are some tips to remember where you are writing your KSAs

Read the vacancy announcement carefully

• Gather the information needed to begin writing
• Be specific
• Be precise
• Get to the point
• Do not ramble
• Use lots of examples
• State specifically what you have done
• Do not use acronyms
• Present yourself in “clear and plain” language
• Do not borrow language from the position description

Once you have your KSAs written and your happy with the way they read, be very comfortable with the examples you site and the message you convey.  If your KSAs land you on that “best qualified” list, the next step will be a personal interview where you can then capitalize even more on all the great personal characteristics you possess and further substantiate your qualifications and why you are the right candidate for the job!

For those of you who read my very long, first post about the history of what inspired me to start the-write-biz.com, I thought I would go ahead and layout some ideas you can use to nurture and develop your style of writing.

When you write, it is very different than when you speak. Oral communication is much more comfortable and easy because there are so many other attributes to speaking that help you to expressively communicate. We use body language and gestures, without even realizing it, which enables the listener to interpret and comprehend what we are communicating with depth, feeling and clarity. But with the written word, it is just that; written, no additional vibrancy or animation, gestures, vocal intonation or inflection and no body language. These are all rudiments in the art of oral communication and we all stand out at different levels. But even the most basic communications are enhanced by the characteristics we all possess when we speak.

We all talk, and we talk a lot, about 16,000 words per day. Needless to say we are pretty good at talking. Compare that to writing. When was the last time you wrote 16,000 words? Never…that’s what most would say, so, since we are all proficient talkers, we too can develop and grow to become capable writers with some creativity, practice and persistence.

One of my favorite ways to write is to write about something I love, which is one of the reasons I started the-write-biz.com. I love to write. What are you passionate about? What do you love? What are you an expert at? Think about this as every person in the whole wide world has something they enjoy or love or have a gift or talent for. When you discover what you are passionate about, start writing. Don’t worry about what it sounds like or what it looks like on paper. Just get your thoughts transcribed out of your mind and onto the paper.

One of the most important tools I used years ago to develop my writing was in a job I had as an administrative assistant. I worked for a man that was a very gifted speaker. As part of my job, I transcribed from a Dictaphone his letters, memorandums, correspondence and speeches. It was an invaluable tool for both him and me. He would speak into his recorder which allowed him to fluidly convey his thoughts and ideas directly and succinctly. I would transcribe and he would edit and re-edit until it was written exactly the way he intended it.

“The beautiful part of writing is that you don’t have to get it right the first time, unlike, say, a brain surgeon. You can always do it better, find the exact word, the apt phrase, the leaping simile.” — Robert Cormier

That quote by Robert Cormier is altogether relevant and germane to any style of writing you set your mind to composing.

So whatever your reason is for wanting to become a more seasoned writer, use tools that will help you. Practice writing down interesting observations you make throughout your daily life. There are infinite topics to read and write about. Find something that interests you and start writing. Keep a journal or diary. Invest in a thesaurus. Speak to people you admire who are gifted writers and speakers. Read. Read something interesting and challenging everyday to develop your skill. Make it a practice to learn one new word and use it throughout the day. Your brain is a muscle, the more you use it the better it’s going to serve you in whatever you desire to achieve.

This post was submitted to the Home Based Business Group Writing Project

Background

Years ago, I worked with a very talented young man both artistically and articulately, who is now a popular local news anchor where I live. He is responsible, although completely unaware, that he was the one who turned me onto the idea. He was developing his own resume and shared its content and layout with me. I found his idea very eye catching and the way he presented his qualifications and experience extremely appealing on a number of levels.

Application

First, although he had plenty of education and experience to capitalize on, he managed to arrange it in a way that accommodated a one-page resume.

I prefer one-page resumes. Reason being, I have known many HR professionals and been responsible myself for hiring competent, creative, and innovative employees and understand how inundated you can be with resumes from 100’s of applicants depending on the competition within the particular field your hiring. It is a daunting task to sift though all the various candidates and determine who and who does not make the first-cut. I personally review resumes when I am in a position to hire new employees (I don’t believe that computers can identify those soft-skills that are so important to me as a hiring official). The qualifications all sound the same, the layout, the same…objectives, highlights, experience and the like, all start to run together and feel more like boring advertisements rather than lets face it, the sales pitch they need to be to get my attention.

Secondly, in coming to understand my own unique talents, knowledge, skills, and abilities, I find that if I am going to choose to work for someone, rather than myself, I want to work in a place that exudes a culture that aligns with my values and encourages innovation, creativity, and outside-the-box thinking. So, understanding what kind of person you are, your personality type, what kind of job or career gives you the sense of satisfaction you desire, and your own personal strengths is fundamental in the development of your particular resume. This is no easy task and requires a very honest, personal evaluation. If your not honest with yourself about your own perceived strengths and weaknesses, others will see though you.

So whether you are a number cruncher, in sales, human resources, information technology, management, training…etc. etc. etc., you must have a good fundamental understanding of who your are, and then develop your resume from that understanding. Think of it this way, you are the foundation, you don’t build a building without a blueprint, so spend the time developing the blue print for who you are and then lay the foundation and build from there. This will help you not only in the development of your own resume, it will also help you after you get though the door to the Human Resource or other hiring authority who will be interviewing you. If you aren’t what you convey though your resume, it will be apparent to any experienced hiring authority.