In today's competitive job market, getting your resume noticed by recruiters is crucial. Recent studies indicate that an effective ATS can decrease the average hiring cycle by as much as 60%. As a result, Applicant Tracking Systems (ATS) are now widely used to screen applications. Therefore optimising your resume for these systems is essential for landing that interview. This guide will equip you with the knowledge to navigate the world of ATS and craft a resume that gets you past the initial screening stage, all while remaining compelling to human readers.
What are Applicant Tracking Systems (ATS)?
Applicant Tracking Systems (ATS) are software programs used by employers to streamline the hiring process, particularly the initial phase of managing a high volume of applications. Imagine an applicant pool of hundreds or even thousands. An ATS acts as a digital gatekeeper, electronically sorting and filtering resumes based on predefined criteria. This allows recruiters to efficiently identify candidates whose qualifications align most closely with the job requirements.
The core purpose of an ATS is to save time and resources for hiring managers. By automating the initial screening process, ATS helps eliminate irrelevant applications and prioritise those with the most relevant skills and experience. This allows recruiters to focus their attention on qualified candidates with a higher chance of success in the role. Ultimately, employers hope that using an ATS leads to a faster and more efficient hiring process, resulting in finding the best person for the job.
Prevalence of ATS in the Job Market
The use of ATS has become increasingly prevalent across industries and company sizes. Studies suggest that a significant portion, ranging from 70% to 90% of Fortune 500 companies, utilise some form of Applicant Tracking System. However, the reach of ATS extends far beyond large corporations. Smaller businesses and staffing agencies are also adopting ATS technology as a cost-effective way to manage their recruitment efforts.
This widespread adoption of ATS means that, as a job seeker, understanding how these systems work and optimising your resume accordingly is crucial. Failing to do so could result in your application being overlooked, even if you possess the necessary qualifications for the position. The good news is that, with the right knowledge and strategies, you can tailor your resume to navigate the ATS hurdle and increase your chances of landing that coveted interview.
How ATS Work
Applicant Tracking Systems (ATS) rely on automation to analyse the massive influx of resumes they receive. This process can be broken down into two key steps: keyword scanning and parsing, followed by shortlisting based on relevancy.
The first step involves the ATS meticulously dissecting your resume. Using a process called parsing, the system breaks down your resume into its core components, such as your name, contact information, skills, and work experience. Imagine the ATS creating a digital index of your resume, categorising each section to understand your qualifications. Following the parsing stage comes the crucial step of keyword scanning. The ATS scans your resume for specific keywords and phrases that are predetermined by the job description and the requirements outlined by the hiring manager. These keywords could be technical skills, software proficiencies, or specific areas of experience mentioned in the job posting.
Once your resume has been scanned and parsed, the ATS assigns a relevancy score. This score reflects how closely your qualifications, as identified by the keywords within your resume, match the requirements outlined in the job description. Resumes with a higher relevancy score are more likely to be shortlisted and passed on to human recruiters for further consideration. Essentially, the ATS acts as an initial filter, presenting recruiters with a narrowed pool of the most qualified candidates based on a data-driven analysis of keywords.
It's important to remember that ATS are not perfect. While they excel at identifying relevant keywords, they may struggle to grasp the nuances of your experience or the value you can bring beyond the keywords themselves. This is why it's crucial to strike a balance between optimising your resume for the ATS and crafting a compelling narrative that showcases your unique qualifications and human qualities for the human reader at the later stages of the hiring process.
Optimising Your Resume for ATS
1. Format for ATS readability
When crafting your resume for ATS consideration, prioritising a format that is easily digestible by the system is key. Think of it as presenting your qualifications in a language the ATS understands. Here's how you can format your resume for optimal ATS readability.
Simplicity is Key: Ditch the fancy fonts, headers, footers, and elaborate graphics. ATS can struggle to interpret these elements, potentially leading to your resume being misinterpreted or even discarded. Stick to a clean and professional layout with clear section headings like "Experience," "Skills," and “Education.”
Embrace Common Fonts and Margins: Select a standard and widely recognized font like Arial, Calibri, or Times New Roman. These fonts are universally compatible with ATS and ensure clear readability. Maintain consistent margins of around one inch on all sides of your resume. A well-organised layout with ample white space allows the ATS to easily parse the information within your resume.
Keyword Power: While keeping the overall tone professional, strategically incorporate relevant keywords from the job description throughout your resume. Focus on including keywords organically within your work experience descriptions, highlighting your achievements and skills that align with the job requirements. However, avoid blatant keyword stuffing, which can appear unnatural and negatively impact your application.
Embrace Traditional File Formats: Save your resume as a Microsoft Word document (.doc or .docx) or a plain text file (.txt). While PDFs are generally acceptable, some older ATS may struggle to process them effectively. Avoid using fancy file names; opt for a simple format that includes your full name (e.g., John_Smith_Resume.doc).
2. Keep your language Simple and clear
Alongside proper formatting, using clear and concise language is paramount for ATS readability. Avoid overly complex sentences or technical jargon that the ATS might not understand. Instead, prioritise straightforward language that effectively communicates your qualifications. Opt for strong action verbs to showcase your accomplishments and quantifiable results where possible. For instance, instead of stating "managed projects," you could rewrite it as "successfully managed multiple software development projects, resulting in a 20% increase in team efficiency." This not only demonstrates your experience but also provides tangible evidence of your impact. Remember, the ATS is searching for specific keywords and clear communication to efficiently assess your fit for the role.
3. Use Traditional section headers
While crafting your resume for the modern job market, don't underestimate the power of traditional section headers. Applicant Tracking Systems (ATS) rely heavily on these headings to categorise your information and understand your qualifications. Stick to well-established headers like "Experience," "Education," "Skills," and "Summary" to ensure the ATS can efficiently parse your resume. Avoid using creative or unconventional headings, as the ATS might misinterpret them and struggle to categorise your skills and experience accurately. Using clear and standard section headers allows the ATS to quickly locate the relevant information within your resume, ultimately contributing to a higher relevancy score and a greater chance of progressing to the next stage of the application process.
4. Always use common fonts and margins
When it comes to formatting your resume for Applicant Tracking Systems (ATS), consistency and readability are key. Sticking to common fonts and margins ensures your resume gets scanned accurately and doesn't get flagged as a formatting error. Popular and ATS-friendly fonts include Arial, Calibri, Times New Roman, and Georgia. These fonts are widely recognized and render consistently across different computer systems. Avoid decorative or script fonts, as the ATS might not interpret them correctly. Similarly, maintain consistent margins of around one inch on all sides of your document. This creates a clean and organised layout, allowing the ATS to easily differentiate sections and extract key information from your resume. Remember, a well-formatted resume with clear margins helps the ATS navigate your qualifications efficiently, ultimately increasing your chances of landing an interview.
5. Avoid fancy graphics and symbols
While it's tempting to add visual flair to your resume with fancy graphics and symbols, resist the urge when targeting positions that utilise Applicant Tracking Systems (ATS). These systems prioritise text-based information and can struggle to interpret decorative elements. Including fancy charts, progress bars, or creative bullet points might look visually appealing, but the ATS might misinterpret them or completely disregard the information they contain. This could lead to your resume being flagged as an error or even disqualified, leaving your valuable qualifications unseen. Stick to a clean and professional layout with simple bullet points and bolded text for emphasis. Remember, the goal is to present your skills and experience in a way that's easily digestible by the ATS, paving the way for a human reviewer to appreciate your unique value proposition later in the process.
6. Use Recommended file formats
When saving your resume for submission through an Applicant Tracking System (ATS), it's crucial to choose the right file format to ensure smooth processing. Here's a breakdown of the recommended options:
Microsoft Word documents (.doc or .docx): This is the most widely accepted format and offers the best compatibility with most ATS. Both .doc (older version) and .docx (newer version) are generally safe choices.
PDF (Portable Document Format): While PDFs are a common format for resumes, some older ATS may have trouble parsing them effectively. If the job posting doesn't specify a preferred format, a PDF is still an acceptable option, but be aware of this potential limitation.
7. Keep a Keyword Strategy
Conquering Applicant Tracking Systems (ATS) hinges on a well-developed keyword strategy. Here's how to craft one:
Become a Job Description Detective: Treat the job description like a treasure map, meticulously identifying the skills, experience, and qualifications they highlight. These keywords are the golden nuggets you need to unearth.
Weave Keywords into Your Narrative: Don't just list keywords; strategically integrate them throughout your resume. Incorporate them naturally within your work experience descriptions, highlighting achievements and projects that demonstrate your mastery of these keywords.
Embrace Synonyms and Variations: While including the exact keywords is important, don't neglect synonyms and variations. For example, if the job description mentions "project management," consider including "project leadership" or "coordinating cross-functional teams." This demonstrates a broader range of relevant skills while still hitting the ATS's keyword targets.
Maintain Authenticity: Remember, your resume is ultimately for human readers as well. Don't sacrifice clarity or authenticity by keyword stuffing. Aim for a balance, incorporating relevant keywords organically while showcasing your unique voice and qualifications.
8. Identify relevant keywords from job descriptions
Unearthing the keywords that hold the key to Applicant Tracking Systems (ATS) can be achieved through a close examination of the job description. Here's a detective-like approach to uncovering these golden nuggets:
Scrutinise the Requirements Section: This section is a goldmine of relevant keywords. Pay close attention to the skills, experience, and certifications explicitly listed as essential for the role. These are the primary keywords you need to incorporate into your resume.
Unearth Hidden Gems: Look beyond the bulleted list of requirements. Analyse the overall tone and language used throughout the description. What kind of experience and expertise are they seeking? What specific problems are they hoping you'll solve? Identifying these underlying themes can reveal additional relevant keywords that showcase your suitability for the role.
Action Verbs are Your Allies: Job descriptions often rely heavily on action verbs to describe desired skills and experiences. Look for verbs like "managed," "developed," "increased," or "spearheaded." These verbs not only highlight the type of work you've done but also serve as potential keywords the ATS will scan for.
Don't Neglect Technical Skills: Many jobs require specific software proficiency or technical knowledge. If the job description mentions specific software, tools, or programming languages, make sure to include them in your resume's skill section. These technical terms can be powerful keywords for the ATS to recognize.
9. Tailor your resume with appropriate keywords
Cracking the Applicant Tracking System (ATS) code requires strategically incorporating relevant keywords from the job description into your resume. Here's how to tailor your resume effectively:
Become a Keyword Tailor: Don't simply copy and paste keywords from the job description. Instead, weave them naturally into your existing content. Think of it as tailoring a suit; the keywords should seamlessly complement your existing skills and experience.
Action Speaks Louder: Highlight achievements and quantifiable results using action verbs that resonate with the keywords identified in the job description. For instance, instead of stating "responsible for social media marketing," rewrite it as "increased brand awareness by 20% through strategic social media campaigns." This showcases your initiative and impact using action verbs and quantifiable results, making your resume more keyword-rich and impactful.
Focus on Achievements, Not Just Duties: While listing past responsibilities is important, prioritise showcasing accomplishments that demonstrate how you've leveraged relevant skills. This not only makes your resume more compelling but also reinforces the connection between your qualifications and the keywords the ATS seeks.
10. Use keywords naturally and avoid keyword stuffing
When incorporating keywords into your resume to navigate Applicant Tracking Systems (ATS), achieving a natural balance is key. Here's how to strike the perfect harmony:
Subtlety is Key: While including relevant keywords is crucial, avoid blatant keyword stuffing. Forcing keywords into your resume can sound unnatural and even trigger red flags for the ATS. Focus on integrating them organically within your existing content.
Think Like a Storyteller: Craft your resume as a compelling narrative that showcases your skills and experience. Don't let keywords dictate the flow or authenticity of your story. Instead, weave them seamlessly into your achievements and responsibilities, ensuring a smooth reading experience for both the ATS and human reviewers.
Synonyms are Your Friends: Don't limit yourself to just the exact keywords from the job description. Explore synonyms and related terms to demonstrate a broader range of relevant skills. This helps you avoid repetitive keyword usage while still hitting the ATS's target areas.
Prioritise Readability: Remember, your resume is ultimately for human consumption as well. Don't sacrifice clarity or conciseness for the sake of keyword density. Aim for a balance where relevant keywords enhance your qualifications without compromising the natural flow and readability of your resume.
Beyond Keywords: Crafting a Compelling Resume for Humans
While optimising your resume for Applicant Tracking Systems (ATS) is essential, remember that your resume should also resonate with human readers – the hiring managers who will ultimately decide your fate. Here's how to strike a balance:
Balance is Key: Don't become so fixated on keywords that you neglect the human element. ATS optimization is crucial for getting your foot in the door, but a compelling narrative is what keeps it open. Focus on weaving relevant keywords organically into your resume while crafting a story that showcases your unique skills, experiences, and achievements.
Quantify Your Impact: Numbers speak volumes. Go beyond simply listing your responsibilities and highlighting achievements that demonstrate the tangible impact you've made in previous roles. Use quantifiable results whenever possible. For example, instead of stating "managed social media accounts," you could rewrite it as "increased website traffic by 30% through strategic social media campaigns." This approach showcases your initiative, problem-solving skills, and ability to deliver measurable results.
Action Verbs are Your Ally: Strong action verbs are the lifeblood of a compelling resume. They not only grab the reader's attention but also paint a vivid picture of your capabilities. Instead of passive language like "responsible for," opt for action verbs like "spearheaded," "developed," "implemented," or "managed." This emphasises your proactive approach and highlights the specific actions you took to achieve success. Using strong action verbs combined with concise language ensures your resume is not only keyword-rich but also engaging and easy to read for both humans and ATS.
Additional Tips for Resume Success
The journey to a stellar resume doesn't end with ATS optimization and compelling content. Here are some additional practices to ensure your resume shines:
Proofreading is Paramount: Typos and grammatical errors can leave a negative impression on potential employers. Treat proofreading as the final polish on your resume. Utilise spell-checking software, but don't rely solely on it. Read through your resume meticulously, paying close attention to grammar, punctuation, and spelling. Consider having a trusted friend or colleague review your resume for an extra layer of scrutiny. A polished and error-free resume demonstrates professionalism and attention to detail, qualities highly valued by employers.
Customization is Key: A one-size-fits-all resume approach rarely yields success. Take the time to tailor your resume for each job application. Carefully analyse the specific requirements and keywords mentioned in the job description and ensure your resume reflects those directly. Highlight relevant skills and experiences that closely align with the position you're applying for. This targeted approach demonstrates your genuine interest in the specific role and makes your resume stand out from generic applications.
Don't Forget the Cover Letter: 83% of hiring managers read the majority that they receive. And even at companies that don’t require cover letters, 73% of hiring managers read them anyway (Source: Resume Genius). While your resume acts as a summary of your qualifications, your cover letter provides an opportunity to expand on your story. Here's where you can strategically integrate relevant keywords from the job description while showcasing your enthusiasm and suitability for the role. By echoing some of the key points from your resume and elaborating on your unique value proposition, your cover letter becomes a powerful tool to complement your resume and convince the hiring manager to grant you an interview.
Conclusion
Crafting a resume that navigates the world of Applicant Tracking Systems (ATS) while remaining compelling to human readers requires a strategic approach. By understanding how ATS works and incorporating the optimization techniques outlined in this guide, you can increase your chances of landing that coveted interview. Remember, a winning resume strikes a balance between keyword-rich content and a compelling narrative that showcases your unique qualifications and human qualities.
If you need a prestigious higher education qualification from a European University, check out SNATIKA's MBA in Human Resources Management or our Masters in Human Resources Management. Check out SNATIKA today.