Did you know that nearly 99% of all Fortune 500 companies regularly use ATS platforms? Crafting an eye-catching resume that catches the eye of a human recruiter is only half the battle. Before your resume reaches human hands, it often has to pass through an Applicant Tracking System (ATS) – software used by many companies to streamline their hiring process. If your resume isn't optimised for ATS, it might be discarded before anyone even reads it. Indeed 88% of employers believe that they are losing out on highly qualified candidates who are screened out of hiring processes by ATSs because those candidates aren’t submitting ‘ATS-friendly’ resumes. This is why understanding how to write an ATS-friendly resume is crucial to ensure your qualifications are seen.
In this blog, we’ll explore the key elements of creating a resume that not only passes the ATS scan but also stands out to hiring managers. From integrating relevant keywords to formatting and structuring your resume, we’ll cover all the essential tips and best practices to help you get noticed and land that interview. So open your resume writing software and get ready!
You might want to check out SNATIKA's online MBA program in Human Resources Management.
I. Understanding ATS
What is ATS?
An Applicant Tracking System (ATS) is a software application that helps employers manage the recruitment process by sorting through numerous resumes. ATS automates the collection, scanning, and ranking of applications based on job-specific criteria, thus streamlining the hiring process. The primary purpose of ATS is to save time for recruiters and hiring managers by efficiently identifying the most qualified candidates from a large pool of applicants. Given the volume of applications many companies receive, ATS plays a critical role in ensuring that only the most relevant resumes reach human eyes.
Companies use ATS in various stages of their hiring process. Initially, ATS collects and stores resumes submitted online through job portals, company websites, or email. The system then scans these resumes for specific keywords and phrases related to the job description. By comparing these keywords against the requirements of the position, ATS ranks the resumes according to their relevance. This ranking helps recruiters quickly identify top candidates, reducing the time and effort needed to manually sift through each application. Ultimately, ATS enables organisations to manage their recruitment workflow more effectively and make better hiring decisions.
How ATS Works
ATS operates by scanning and parsing resumes, transforming them into a structured format that can be easily analysed. The system extracts key information such as contact details, work experience, education, and skills, breaking down the resume into searchable components. This data is then stored in a database where it can be retrieved and reviewed by recruiters. The scanning process involves looking for specific keywords, phrases, and qualifications that match the job description, ensuring that only relevant resumes are highlighted.
The criteria and algorithms used by ATS vary, but common elements include keyword matching, contextual analysis, and formatting checks. Keyword matching involves identifying specific terms related to the job, such as skills, job titles, or certifications. Contextual analysis goes a step further by evaluating the placement and frequency of these keywords within the resume to understand their relevance better. Additionally, ATS often checks for proper formatting and structure, as resumes with complex layouts, graphics, or unconventional fonts might not be parsed correctly. By applying these criteria, ATS can effectively filter and rank resumes, ensuring that only the most suitable candidates are considered for the next stage of the hiring process.
II. Importance of Keywords
Identifying Relevant Keywords
Identifying relevant keywords is crucial for creating an ATS-friendly resume. Keywords are specific words or phrases that describe the skills, qualifications, and experience that a recruiter is looking for in a candidate. These keywords often align with the job description and are used by ATS to filter and rank resumes. To identify the right keywords, start by carefully reading the job posting and highlighting recurring terms and phrases. Pay close attention to the required skills, qualifications, job titles, and specific duties mentioned. These highlighted terms are likely the keywords that the ATS will be searching for in your resume.
Importance of Tailoring Keywords to the Job Description
Tailoring keywords to the job description is essential because it increases the likelihood of your resume being recognized as relevant by the ATS. Each job posting is unique, and even similar positions might emphasise different skills and qualifications. By customising your resume for each application, you demonstrate that you meet the specific needs of the role. This tailored approach shows attention to detail and a clear understanding of the job requirements. Failing to tailor your resume can result in your application being overlooked, as generic resumes may not align closely with the job-specific criteria used by the ATS.
How to Find and Choose the Right Keywords
To find and choose the right keywords, start with a thorough analysis of the job description. Look for repeated terms, skills, qualifications, and job titles. Additionally, review multiple job postings for similar positions to identify common keywords across the industry. Professional networking sites like LinkedIn can also provide insights into frequently used keywords in your field. Another strategy is to use online tools and resources such as job-specific keyword lists or ATS resume scanners that highlight missing keywords. Once you have identified the relevant keywords, ensure they accurately reflect your experience and qualifications before incorporating them into your resume.
Best Practices for Including Keywords in Different Sections of the Resume
Integrating keywords effectively throughout your resume involves strategically placing them in key sections without compromising the flow and readability. In the Professional Summary or Objective section, incorporate a few critical keywords that align with the job description. In the Work Experience section, use keywords naturally within job titles, responsibilities, and achievements to demonstrate relevant experience. The Skills section should include both hard and soft skills that match the job requirements. Additionally, in the Education section, mention any relevant coursework or certifications using appropriate keywords. By distributing keywords across these sections, you ensure that your resume is comprehensive and well-aligned with the ATS criteria.
Avoiding Keyword Stuffing
While it's important to include relevant keywords, avoiding keyword stuffing is equally crucial. Keyword stuffing refers to the practice of overloading your resume with keywords in an attempt to manipulate the ATS. This approach can backfire, making your resume difficult to read and potentially leading to rejection by both ATS and human reviewers. Instead, aim for a natural and balanced inclusion of keywords. Focus on relevance and context, ensuring that keywords are seamlessly integrated into sentences that accurately describe your skills and experience. Quality over quantity is key; a well-written, coherent resume that effectively uses keywords will perform better than one that relies on excessive keyword repetition.
III. Formatting for ATS
Use a Simple and Clean Design
When formatting your resume for ATS, simplicity and clarity are paramount. Using standard fonts like Arial, Times New Roman, or Calibri ensures that your text is easily readable by the ATS software. Fancy or uncommon fonts may not be recognized correctly, leading to parsing errors. Similarly, maintaining simple formatting without excessive use of bold, italics, or underlining helps the ATS scan and interpret your resume accurately. Standard fonts and straightforward formatting make your resume more accessible to the software and ultimately improve your chances of passing the initial screening.
Avoid Graphics, Tables, and Complex Layouts
Graphics, tables, and complex layouts can severely hinder the ATOM's ability to parse your resume correctly. While visual elements like logos, images, and charts might make a resume visually appealing to a human reader, they can confuse the ATS. The software may fail to recognize the content within these elements or misinterpret the information, causing your resume to be discarded. Instead, stick to text-based information and use straightforward formatting techniques, such as bullet points and clear section headings, to present your qualifications. This approach ensures that all your content is correctly read and evaluated by the ATS.
Proper Use of Sections and Headings
Using clear and consistent section headings is crucial for ATS compatibility. Standard headings like "Work Experience," "Education," and "Skills" help the ATS quickly identify and categorise the information on your resume. Avoid creative or unconventional headings that might confuse the software. Consistency in formatting these headings throughout your resume further aids in the parsing process. By clearly defining each section, you help the ATS organise your information correctly, which increases the likelihood of your resume being considered relevant for the position.
Use Bullet Points for Easy Readability
Bullet points are an effective way to enhance the readability of your resume for both ATS and human reviewers. They help break down complex information into digestible pieces, making it easier for the ATS to scan and categorise your data. Use bullet points to list responsibilities, achievements, and skills under each section of your resume. This not only improves the visual structure of your document but also ensures that key information is highlighted and easily accessible. Remember to keep each bullet point concise and start with action verbs to convey your experience and accomplishments.
IV. Structuring Your Resume
Contact Information
What to Include and What to Avoid
When adding contact information to your resume, include your full name, phone number, email address, and LinkedIn profile (if applicable). Some job seekers also include their city and state, though this is becoming less necessary. Avoid adding personal information such as your full home address, date of birth, or social security number. Including unnecessary personal details can pose privacy risks and is generally not required in the initial stages of the job application process.
Proper Formatting for ATS Readability
Ensure that your contact information is formatted simply and clearly. Use a standard font and avoid special characters or symbols that the ATS might misinterpret. Place your contact details at the top of the resume, so they are easily accessible. For example:
John Doe
123-456-7890
john.doe@example.com
linkedin.com/in/johndoe
This straightforward approach ensures that your contact information is easily readable by the ATS.
Professional Summary or Objective
Crafting a Concise and Impactful Summary or Objective
Your professional summary or objective should be a brief, compelling introduction that highlights your key qualifications and career goals. A professional summary is best suited for those with significant work experience, while an objective statement can be useful for recent graduates or those changing careers. Aim for 2-3 sentences that clearly convey who you are, your top achievements, and what you bring to the role. For example:
Results-driven marketing professional with over 10 years of experience in developing successful campaigns. Proven track record of increasing brand awareness and driving sales growth. Seeking to leverage expertise in digital marketing to contribute to XYZ Company’s success.
Incorporating Relevant Keywords
Incorporate keywords from the job description naturally within your summary or objective. This not only helps the ATS identify your resume as relevant but also quickly shows the hiring manager that you are a good fit for the role. Be mindful to blend these keywords seamlessly into your text to maintain readability and impact.
Work Experience
Structuring Job Descriptions with Keywords and Measurable Achievements
When detailing your work experience, structure each entry to include your job title, company name, location, and dates of employment. Follow this with bullet points that describe your responsibilities and achievements. Use action verbs and incorporate relevant keywords from the job description. Highlight measurable achievements to demonstrate your impact, such as:
Marketing Manager
ABC Company, New York, NY
January 2015 - Present
- Developed and executed digital marketing campaigns that increased website traffic by 50%.
- Managed a team of 10 marketing professionals, improving productivity by 20%.
- Conducted market research and analysis to identify new business opportunities, resulting in a 15% increase in sales.
Using Reverse Chronological Order
List your work experience in reverse chronological order, starting with your most recent position. This format is preferred by both ATS and recruiters as it provides a clear and organised view of your career progression.
Education
Formatting Education Details for Clarity
When listing your education, include the degree obtained, institution name, location, and graduation date. If you are a recent graduate or your education is highly relevant to the job, consider placing this section above work experience. For example:
Bachelor of Science in Marketing
XYZ University, Boston, MA
Graduated May 2020
Including Relevant Coursework and Certifications
If applicable, include relevant coursework, honours, and certifications that align with the job requirements. This additional information can enhance your qualifications and show the ATS that you possess the necessary background for the role.
Skills
Listing Relevant Hard and Soft Skills
Create a skills section that lists both hard and soft skills relevant to the job. Hard skills are specific, teachable abilities such as software proficiency or technical expertise. Soft skills are interpersonal abilities like communication and teamwork. For example:
Skills
- Digital Marketing
- SEO and SEM
- Data Analysis
- Project Management
- Leadership
- Excellent Communication
Ensuring Alignment with Job Description Keywords
Review the job description to identify key skills required for the position and ensure these are included in your skills section. This alignment not only helps the ATS recognize your resume as a match but also ensures you are presenting yourself as a well-rounded candidate.
V. File Format and Naming Conventions
Choosing the Right File Format
Preferred Formats
Selecting the right file format for your resume is crucial for ensuring that it is successfully processed by an ATS. The most widely accepted formats are .docx (Microsoft Word) and .pdf (Portable Document Format). These formats preserve the formatting and structure of your resume, making it easier for ATS software to parse and analyse the content accurately. While .docx is often preferred because it is universally recognized and editable, .pdf is also a safe choice as it maintains the document’s layout and prevents any unintentional changes during transmission.
Ensuring Compatibility with ATS
Compatibility with ATS is essential when choosing the file format for your resume. While .docx and .pdf are generally safe bets, it's important to check the specific job application instructions, as some companies may have their own preferences. Avoid using formats like .jpg, .png, or .odt, as these are not typically recognized by ATS and can lead to parsing errors. Additionally, ensure that your .pdf files are text-based rather than image-based to allow the ATS to read and extract information effectively.
Naming Your File
Simple and Professional File Names
The file name of your resume should be simple, professional, and informative. Avoid using generic names like "Resume.docx" or "CV.pdf" that do not provide any identifying information. A clear and professional file name not only helps the recruiter identify your resume easily but also projects a sense of professionalism and attention to detail.
Including Your Name and the Job Title
Including your name and the job title in the file name is a best practice that makes your resume easily identifiable. This approach helps recruiters quickly locate your application among potentially hundreds of others. For example, a well-named file might look like:
John_Doe_Marketing_Manager.docx
or
Jane_Smith_Software_Engineer.pdf
This naming convention ensures that your resume stands out and provides immediate context to the recruiter about the position you are applying for.
VI. Final Checks and Testing
Proofreading and Editing
Importance of Error-Free Resumes
An error-free resume is critical for making a strong first impression on potential employers. Spelling mistakes, grammatical errors, and formatting inconsistencies can signal a lack of attention to detail and professionalism, potentially disqualifying you from consideration. Moreover, errors can affect the ATS's ability to accurately parse your resume, which can result in important information being misinterpreted or overlooked. Ensuring that your resume is polished and error-free demonstrates your commitment to quality and precision, qualities that are highly valued in any candidate.
Tools and Tips for Effective Proofreading
To effectively proofread your resume, follow these tips and use available tools:
- Take a Break: After writing your resume, take a break before proofreading to approach it with fresh eyes.
- Read Aloud: Reading your resume aloud can help you catch errors that you might miss when reading silently.
- Print It Out: Reviewing a printed copy can often reveal mistakes that are easy to overlook on a screen.
- Use Spell Checkers: Utilise built-in spell checkers in word processing software like Microsoft Word or Google Docs.
- Grammar Check Tools: Tools like Grammarly or Hemingway can help identify and correct grammatical errors and improve readability.
- Peer Review: Ask a friend or colleague to review your resume, as they might catch mistakes you missed.
- Review in Segments: Break down the resume into sections (contact information, work experience, education, etc.) and review each part individually.
By combining these methods, you can ensure that your resume is thoroughly proofread and free of errors.
Testing with ATS Tools
Using Online ATS Resume Scanners
Before submitting your resume, use online ATS resume scanning tools to evaluate its compatibility with ATS software. These tools simulate how an ATS reads and interprets your resume, highlighting areas for improvement. Popular ATS resume scanners include Jobscan and Resume Worded. These platforms analyse your resume against a specific job description, providing feedback on keyword usage, formatting, and overall ATS-friendliness.
Making Necessary Adjustments Based on Feedback
Once you've received feedback from an ATS resume scanner, make the necessary adjustments to optimise your resume. Here’s how:
- Keyword Integration: Ensure that you have incorporated relevant keywords from the job description throughout your resume, particularly in the professional summary, work experience, and skills sections.
- Formatting: Address any formatting issues flagged by the scanner, such as avoiding graphics, tables, or non-standard fonts that may hinder ATS parsing.
- Section Headers: Ensure that standard section headers (e.g., Work Experience, Education, Skills) are used consistently.
- Content Relevance: Adjust content to align more closely with the job requirements, emphasising relevant experience and qualifications.
- Readability: Improve readability by breaking up long paragraphs into bullet points and ensuring consistent font and spacing.
After making these adjustments, consider running your resume through the ATS scanner again to verify that the changes have improved its compatibility. This iterative process ensures that your resume is well-optimised for ATS, increasing your chances of passing the initial screening and being noticed by hiring managers.
Conclusion
Creating an ATS-friendly resume is a crucial step in today's competitive job market. By understanding how ATS works and implementing strategies such as using relevant keywords, maintaining a simple and clean design, and structuring your resume effectively, you increase your chances of passing the initial screening process. Remember to choose the right file format, name your file professionally, and perform thorough proofreading and testing to ensure your resume stands out. By following these guidelines, you'll be well on your way to crafting a resume that not only meets ATS requirements but also impresses hiring managers, bringing you closer to landing your desired job.
You might want to check out our online MBA in Human Resources Management! If you have recently given thought to continuing higher education while working a full-time job, you should check out this program from SNATIKA!