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Resumes & Applicant Tracking Systems

 

The use of Applicant Tracking Systems (ATS) has become common with organizations of every size. It is reported that 98% of Fortune 500 and over 66% of large companies use it. ATS is an integral part of how organizations now process resumes. Creating a resume that will be processed by an ATS means you need to think about the format, content, and use of keywords/phrases as you develop your document. An ATS is a software program that can automate and optimize the hiring process being able to filter out unqualified applicants. Keep in mind that any time you apply through an online form or portal most likely an ATS will “review” your resume.

ATS can be set to ask questions or have sections completed as part of the application process which enables the system to filter the viability of an applicant. The system will screen each application enabling the ATS to organize and rank applicants based on the position descriptions and needs of the employer. These systems allow businesses to collect information, organize prospects based on experience and skill set, and filter applicants.

Each person must be aware of the use of ATS. Being prepared with this information will enable you to create a resume that best highlights your experiences, skills, qualifications, training, and educational background. Your resume will need to be tailored for each position you apply to.

 

Formatting for ATS

  • Submit your resume as a PDF file. After 80 to 100 uses or if it sits on your computer for 3 months with no use, your PDF can become corrupt. You can check this by copying and pasting all the information from your PDF to a word doc. If it loses all its formatting, your file is corrupt. This is easy to fix by accessing the original word file you used to create your resume and exporting a new PDF.
  • Avoid templates, text boxes, columns, and tables; avoid using header and footer sections—keep everything in the body of the resume. TIP: You can use columns inside a section to list things like “skills”, but you MUST use bullet points in front of every list item.
  • Use standard section headings on resume such as: Education, Experience, Activities, etc. TIP: ATS will take every section with the word “experience” in it as an important section. Consider changing section titles like “Activities and Organizations” to “Leadership Experience”.
  • When adding numerical detail into the bullet points of your experience, consider using percentages and dollar amounts. ATS cannot differentiate between “4 hours of work” and the 4 in your phone number.
  • Recommended fonts: Arial, Calibri, Georgia, Tahoma, Times New Roman.
  • Font size 10 to 12; Margins .5 – 1 inch, left aligned. Keep your margins consistent around the page!
  • Simple bullets can be used and vertical lines for dividers (ex: l ).
  • Avoid abbreviating months – use month and year (ex: December 2024).
  • If resume is longer than one page avoid using name and full contact information on succeeding pages. Just list your name and page number in small font size in upper corner of pages.
  • Avoid graphics as the images. They can get scrambled together in an ATS. In many ATS, your resume can be excluded from consideration if even 10% of your page is graphics (ie icons, fun borders, etc.) Resumes with graphics are best used when networking in person.
  • Use correct spelling and grammar. Run resume through spell check/grammar and have someone else proof for any errors.

 

Resume Content

ATS are scanning resumes for words, phrases, titles, etc. that align with information in the job announcement. Pay close attention to items listed in Preferred and Required sections on the job announcement and make sure those match with information in your resume. Use exact wording for relevant information but do not copy the job announcement into your resume. For example, if a job announcement says experience in “managing a team” and you say “managing 10 team members” it will not recognize this as a match. A high score match is your goal to achieving contact from the organization and an interview. ATS scores your resume against the job description. Ideally you want to score around 80% and higher. You typically will not know how your resume scored.

Avoid abbreviating or using acronyms on your resume. If in doubt list both – i.e., Microsoft Office: Word, Excel, PowerPoint, Access. This clearly communicates you can use Microsoft Office Suite and its various software products. Another example listing Master of Business Administration (MBA) on your resume. By including both ways your degree can be listed assures one will match the ATS. If a job posting asks for “Point of Sales experience” make sure to write it out and not use POS or point of purchase. Pay close attention to industry specific words in the job announcement and make sure they are included on your resume.

When considering the length of your resume, one size doesn’t fit all. Some individuals may have a one-page resume while others who have more experience may be several pages. For a resume being reviewed by an ATS, length is not the main concern but how informatively and concisely you have worded your information is what is important.

Applicant tracking systems are here to stay. You may find that it is best to create multiple versions of your resume – a resume that you use in an ATS that specifically aligns your experiences, qualifications and education with the job description and industry; and a resume that may have more graphic touches for in-person networking. Be prepared for all settings.