I think having a portfolio is a good idea, so here is some advice on what to put in it. I even think electronic resumes are a good thing.

The following quotes are taken from the TECHWR-L list and the student STC-list.

Simple Solution

Of those who do send samples, most just photocopy a few pages from a few different (seemingly random) efforts. A rare few take the time to do what I consider to be The Right Thing:

Write an explanation of each sample so I can know what the document is for, who the audience is, and what the subject is.
(I don't know anything about automobile transmissions or Navy helicopter simulators -- I've received samples documenting both. I need some background information to help me understand the sample.)

It's also helpful to briefly explain the style and format of the document, and why they were chosen. Choose samples that show the depth and breadth of their work. For example, a candidate could send excerpts from a reference manual, a tutorial, and an online Help system.

(If a candidate knows anything about the kind of writing we do, s/he would be very smart to include at least one sample that matches as closely as possible.) This takes some time, but makes all the difference to me.

Jim Grey
Made2Manage Systems, Inc.

Structure

It's nice (but rare) to see a portfolio with a preface, a table of contents, different sections, divider pages, introductory pages, and so forth. If I'm looking for an editor, I could quickly go to the editing section of a portfolio and skip the usability and design sections. If I'm looking for a Help author, I would naturally be more interested in the online Help section of the portfolio.

In addition, It makes the interviewer's job easier when each piece in a portfolio is introduced with an introductory page--a page that specifies and audience, purpose, and objectives of the sample communication, whether the project was a team or individual effort (if a team effort, what role did the this writer play?), key things learned (or not learned), and so forth.

If the writer does a good job at answering such questions for EACH sample IN their portfolio, it shows that they are taking your needs into account. IMHO, such forethought is impressive. Show, don't tell. How a portfolio is structured and how well it answers such questions is a good sign of a candidate's understanding of process.

Todd Snarr

What's Inside

Before I got my job as a tech writer with an engineering firm, I developed a quick "condensed" version of my portfolio... I'm sure glad I did, too, because I was the only applicant who presented one in a professional way. You can get one put together in one night if you work hard for a few hours.

If I were you, I'd take everything that's even related to technical writing... even if those examples aren't exactly what you'll be doing at this new job, it still shows that you have the aptitude to learn and that you have a broad background. Here's what I put in my portfolio:

• Cover Letter
• Contents Page
• Technical Writing Samples
• Desktop Publishing Samples
• Feature articles that I've written
• Letters of Recommendation/References
• Professional Resume
  (I also include a copy of my resume in the front of the portfolio so that the interviewer can easily remove it and keep it).

Also, if I know about an interview enough in advance, I get a portfolio together and drop it by that person's office, greet them, and let them know that I'm leaving this with them so that they can skim through it before my interview... that way, they can have some valid questions to ask you about your work and skills (I do this because I hate answering those generic questions like: What are your weaknesses?). This method seems to work for me because they start out the interview asking me about my past work that they've had time to look over.

Good luck, and I hope this helps.

James R. Gilliam

Full-Blown Solution

I then have three sample sections: hardcopy output, electronic output (such as web pages), and presentation output (PowerPoint/speaker's notes-type stuff). The sample section comprises about 50% of the total volume, and the sample section has maybe 60 pages of material.

My reasoning is this. First, having an extensive sales background (maybe 15-18 years), I know that you cannot have a "steak without its sizzle". By packaging the material, it gives the impression that it is "major stuff" and very important to me (so it should be important to you). In addition, by it not being loose, it eliminates the awkward situation when the client asks (or doesn't ask) if they can keep some or all of the samples. I NEVER LEAVE SAMPLES.

I will then PRESENT my portfolio during the meeting...however, not until I've said everything I want to say that doesn't depend on the portfolio. As soon as you place something in their hands, they've stopped hearing you (sales 101 and don't think that your primary reason for being there isn't to sell a product and the product is you . . . your portfolio is your brochure).

I have my portfolio right next to me on my desk. You know from experience that sometimes, you will look at something you've produced and think to yourself "Hot-damn . . . I'm good!!" This is the first hint that it is a candidate for the portfolio. The other hint is when someone comes back to you and compliments you on a particular piece of work. It may also replace something comparable that isn't as strong. You may have to sanitize it, but it will eliminate the situation in the future where you are trying to assemble samples and going crazy because you just cannot remember which job had that really great sample of "something-or-another".

Think of each job as preparing you for the next one.

John Posada

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