Ultimate Guide: How to Beat Applicant Tracking Systems with an ATS-Friendly Resume
Unlock the Secrets: Craft an ATS-Friendly Resume to Beat the Applicant Tracking System
Applicant tracking systems (ATS) are commonly used by Fortune 500 companies to streamline the hiring process. These systems are designed to parse through resumes and cover letters to find the most qualified candidates for the job. However, job seekers need to learn how to beat the it in order to get their resumes noticed by hiring managers and recruiters.
Creating an ATS-friendly resume is crucial in today's job search, as many companies rely on this type of software to filter through applications. To increase your chances of getting your resume read by an actual human, it is important to understand how applicant tracking systems work and how to optimize your resume for them. By following some simple tips, such as using relevant keywords from the job description and tailoring your resume format to be easily read by the system, you can significantly improve your chances of getting noticed by hiring managers and recruiters.
Understanding the Applicant Tracking System
ATS is used to organize and optimize the hiring lifecycle and to help companies to hire candidates in a more streamlined manner. With the “click to apply” culture, where a single job application can get 100-500+ applicants, it can be hard to sort through all of those resumes by hand.
How Do Applicant Tracking Systems Work?
ATS does a lot of things, but the main things for you to understand as a job seeker are:
· Resume Screening. ATS is primarily known (and hated!) for its ability to screen/extract information from resumes and parse it into a structured format (based on predefined criteria to match job requirements).
· Candidate Database: It also serves as a database for all candidate information, including resumes, application history, and notes. If you have applied to several jobs at a company using this software, they will know!
How many different types of ATS exist?
A lot! Greenhouse, Lever, Workable, Breezy, BambooHR, and Google Hire are some of the most commonly used, but there are many more.
Which companies use ATS?
ATS is most prevalent among large organizations (most Fortune 500 companies use it). Pricing typically ranges from $5,000 to $10,000+ per year. Therefore, only companies with larger budgets tend to invest in it. Because the software is expensive, it can be a significant investment for a company to invest in one. If you want to bypass ATS or apply to jobs that are not using it, you absolutely can screen for this.
Which companies do NOT use ATS?
Plenty of companies and organizations tend avoid ATS completely! Some examples are:
· Small Businesses or Startups: Small businesses or startups with minimal hiring needs or restricted budgets, usually manage applications manually rather than investing in an applicant software.
· Certain Industries: Certain industries favor informal hiring practices (e.g., creative industries such as arts, design, entertainment, film and tv production) such as word-of-mouth, referral, or local job boards.
· Highly Specialized or Niche Industries: Highly specialized or niche industries with unique hiring requirements or very specific skills will avoid ATS due to the need for personalized recruitment approaches.
· Non-Profit Organizations: Non-profit organizations tend to opt for simpler recruitment processes due to limited resources and a higher focus on community engagement.
· Portfolio Fields: Certain fields rely on portfolio reviews (e.g., UX/UI design, graphic design, copywriting, etc.) tend to prioritize portfolios or creative presentations over automated processes.
· Educational Institutions (Universities, Schools): Educational institutions tend to use their own systems, portals, or manual methods hiring, especially for academic roles.
How do I know if a company is Utilizing ATS?
Determining whether a company uses an ATS can be a bit challenging from an external perspective, as this information is often not publicly disclosed or listed on a company's website. However, there are several ways you can find out:
1. Check the Job Application Process: If the application process involves filling out an online form, uploading your resume, and answering specific questions, it's likely that the company is using it.
2. Review the Company's Careers Page: Visit the company's official website, navigate to their careers or jobs page, and look for any mention of an ATS or applicant management system (some companies disclose the use of specific use of their software).
3. Look for a Careers Email Address: Some companies have a dedicated email address (e.g., careers@company.com) for applications. If you receive an automated acknowledgment or response from an email like this, it's a sign that they might be using an ATS.
4. Research Online Job Listings: Explore job listings for the company on various job boards or their own website. If you notice consistent formatting, standardized questions, or similar application processes across listings, it's likely being managed through an ATS.
5. Contact the Company's HR or Recruiting Team: You can reach out to the company's human resources (HR) team and inquire about their application and hiring process, if they use an ATS, and, if so, which they use.
6. Third-Party Job Portals: Some third-party job portals may provide information about the use of an ATS by a company. You can check the portal's job listings and see if they mention the application tracking process.
NOTE: just because you are applying online to a job posting (e.g., via LinkedIn), it DOES NOT mean the company is working with an ATS. Online job portals are not the same as ATS.
Tips to Help Your Resume Pass ATS
To ensure that your resume gets through the ATS search, make sure that your resume is easy to read and that the design of your resume is optimized for the system to get. Convert your resume to a format that is ATS-friendly and submit your resume with confidence that it will make it past the system.
Why Tailoring Your Resume for ATS Matters
You need to be thoughtful about how you write and layout your resume to ensure that ATS can read and understand it properly. Common issue include:
Using the Wrong Keywords on Your Resume: These systems often rely heavily on keyword matching to screen and rank candidates. This can lead to qualified candidates being overlooked if their resumes don't precisely match the specified keywords, even though they may possess the necessary skills and experience.
Errors due to Complex Resume Formatting: Resume parsing algorithms may misinterpret or improperly extract information from resumes with too many graphics or with unique formatting. While your cool/different resume may look awesome to the human eye, it can result in inaccurate or incomplete data pulled, which can lead to you being overlooked for a position, even though you may be highly qualified :/
Bias in Algorithmic Decision-Making: ATS can inadvertently perpetuate biases present in historical hiring data, resulting in biased recruitment decisions that disproportionately affect certain demographics. For example, biased keyword preferences might favor specific gender or ethnicity-related terms.
A great resume that is optimized for an ATS will increase the chances of a recruiter seeing your application.
How Does an ATS Scan Your Resume?
When you submit your resume online, the ATS system will be used to read and interpret the content. These systems help recruiters and hiring managers quickly identify candidates who meet the job requirements. Your resume might first be filtered by the system to read the information and extract relevant keywords. The system then assigns a score to your resume based on how well it matches the job description. If your resume passes this initial screening, it will be read by a human recruiter for further consideration.
Cracking the Code of ATS-Friendly Resume
Optimizing Your Resume Format for ATS Success
Designing a resume that is compatible with ATS is crucial to ensure that your resume gets filtered accurately and effectively. Here are steps and tips to create an ATS-friendly resume design:
1. Use a Simple and Clean Resume Template:
· Stick to a clean, easy-to-read font (e.g., Arial, Calibri) and avoid overly stylized fonts that can confuse the ATS.
· Keep every resume layout simple with standard headings and consistent formatting (e.g., bold, italics, bullet points).
2. Optimize File Format:
· Save your resume in a plain text (.txt) or MS Word (.docx) format. These formats are typically better parsed by ATS compared to PDFs. If you are sending a resume by email, however, PDF is the way to go so it can be read easily (without formatting changes) on any device.
3. Include Key Information in Plain Text:
· Ensure essential information such as your name, contact details, skills, and work experience are written in plain text without any special formatting or graphics.
4. Use Header and Footer Sections:
· Use standard (i.e., boring) headings such as "Work Experience," "Education," "Skills," and "Contact Information" to organize your resume. ATS won't be able to identify and categorize information if you don't do this correctly. If you get too creative, it will reject your application.
5. Incorporate Keywords from Job Descriptions:
· Tailor your resume for EACH job application as per the job posting by including keywords and phrases relevant to the job description. ATS software often scans for these keywords to match candidates to job openings.
6. Create a Resume that Avoids Graphics or Complex Formatting:
· Steer clear of images, graphics, charts, or elaborate formatting, as ATS may have difficulty interpreting such elements. Visual resumes are SO cool, we know! But ATS isn’t smart enough to read them.
7. Bullets and Lists for Achievements and Responsibilities:
· Use bullet points to list your accomplishments, job responsibilities, and achievements under each role (not paragraphs). This formatting helps ATS extract information more accurately.
8. Keep the Resume Length Reasonable:
· Aim for a resume length of 1-2 pages. Excessively long resumes, as they may not be filtered accurately or in full by the ATS.
9. Carefully Input Dates and Numerical Information:
· Enter dates (e.g., employment dates, graduation dates) and numerical data (e.g., years of experience, achievements) in a clear and consistent format.
Keyword Optimization for ATS Compliance
Selecting appropriate keywords for an Applicant Tracking System is crucial to increase the chances of your resume being noticed and ranked higher in the system. Here's a step-by-step guide to help you choose effective keywords for ATS:
1. Carefully Read the Job Posting: Start by thoroughly reading the content for the position to which you're applying. Highlight key phrases, skills, qualifications, and requirements mentioned in the posting.
2. Identify Core Skills and Requirements: Extract the core skills, qualifications, certifications, experience level, and specific responsibilities required for the job. Focus on the most critical and relevant information.
3. Use Synonyms and Variations: Identify synonyms, related terms, and variations of the keywords you've identified. For instance, if the job requires "project management," also consider using "project coordination," "project leadership," or "project planning."
4. Include Industry-Specific Jargon: Incorporate industry-specific jargon, acronyms, and technical terms that are relevant to the role. Use the language that professionals in your industry commonly use.
5. Consider Soft Skills and Attributes: Include soft skills and personal attributes that are important for the role, such as "team player," "strong communicator," "problem solver," etc.
6. Look at Similar Job Listings: Review other job listings for similar roles in your industry to identify additional keywords that are commonly used.
7. Incorporate Location Keywords (if applicable): Include location-specific keywords if the job posting mentions a particular location or if it's important for the position.
8. Use Online Tools and Resources: Utilize online tools and resources that can help generate relevant keywords based on the job description. Some keyword analysis tools like Google Keyword Planner can provide synonyms and related terms.
9. Maintain a Keyword Section in Your Resume: Consider having a dedicated "Keywords" or "Skills" section in your resume where you list these relevant keywords. You can also incorporate them strategically within the experience and education sections.
How to Beat the ATS
If you want it to get high marks on an ATS and “beat the bot" you need to customize your resume for each job application by adjusting keywords, skills, and relevant experiences to match the specific job requirements in the job post. This will GREATLY increase the likelihood that your resume will be effectively parsed and recognized by ATS systems.
You can also go “around the bot” by applying to jobs through informal processes like networking, referral, and following up an online application with research and emailing the head of the team for which you want to work a cover letter-like email expressing that you applied online, but wanted to follow up via email with a PDF of your resume.
Furthermore, you can research to determine which companies are using and NOT using ATS. Some people choose to go the non-ATS route and only apply to companies that don’t seem to be using it.
Strategies to Beat Applicant Tracking Systems
Tips & Tricks for an ATS-Friendly Resume
Years Only: When you include only years on your resume (e.g., 2018-2020) without specifying the months on your resume, the ATS typically assumes a default value for the months. While different ATS platforms may handle this differently, a common convention is to default the month to "January” meaning that “2018-2020” would be parsed as “January 2018 – January 2020”.
This could work out in your favor or against, depending on your situation.
For example, a person who started a job in December 2018, who made the stylistic choice of years only on their resume, and ATS could potentially add on 11 months of experience! However, the opposite could also be true if you ended a job in December 2018, but just wrote 2018, and the ATS took away 11 months of experience.
*Be aware that the interpretation may vary based on the specific ATS system being used, and some ATS platforms might adopt a different default month or handling of such cases.
Therefore, including months will provide a more accurate representation, but if you want use years only, it is an option!
Lack of Context Understanding
ATS may struggle to understand the context in which keywords are used. For example, they might not differentiate between the candidate having a skill and merely mentioning the skill. This can lead to false positives in candidate matches. You may do what you like with that information!
What is the Best ATS Resume Checker for Free?
Generally, publicly available ATS tools aren't very sophisticated, and our research has found that free ATS "checkers" tend to be marketing magnets looking to upsell you on a product or service, offering canned responses that your resume is not ATS-proof, and please purchase their automated service etc.
Help to Beat the Applicant Tracking System!
Vocational psychology firms like Wanderlust Careers, offer an ATS strategy sessions with an ATS expert who ensures our clients' resumes are optimized for specific job postings of interest. This is a one-on-one service where they show you exactly how to develop a keyword strategy (how to select keywords in a post) based on a job profile of your choice. They will then demo keyword strategy with your resume (how to select 5-6 keywords from the posting and to place those keywords throughout the resume to prepare it for ATS. They will also review how to follow up on jobs of interest after submitting via portal (e.g., researching who are people on the team/team lead via LinkedIn, emailing them directly, etc.).
However, with this guide, you can absolutely do it yourself! Just follow along carefully and you can get the job done :)