Career advice

How to optimize your resume for applicant tracking systems (ATS)

You're writing a resume to be read by both a human hiring manager and a software program called an Applicant Tracking System (ATS). This is an important part of the job application process these days.

You might already know this, or maybe this is the first you’ve heard of it. Let’s quickly cover what an ATS is, followed by why you should care, and how to write a resume that is more likely to impress one.

What is an applicant tracking system?

An applicant tracking system is a software system that screens for the most qualified applicants. The system uses intelligent automation (IA), which IBM defines as “the use of automation technologies – artificial intelligence (AI), business process management (BPM), and robotic process automation (RPA) – to streamline and scale decision-making across organizations.” Intelligent automation has a variety of applications for simplifying processes and improving operational efficiencies. 

For example, in the hiring world, big companies can often get hundreds, even thousands, of applications for every job, many from unqualified candidates. Rather than have people looking at every single one, they use an ATS to scan and organize resumes based on experience and skillset and filter out unqualified applicants.

ATS software screens for relevant skills and experience through keyword matches and other data. The most up-to-date of these systems allow for user feedback and collaborative hiring. They are accessible on desktop, tablet, and mobile and offer a range of functionalities, like digital assistants to engage with candidates, interview scheduling, and reporting dashboards that allow managers to see the information they need all in one place.

Applicant tracking systems tend to get demonized in the media. They're depicted as evil obstacles standing between heroic job candidates and the open positions they so rightly deserve. And articles abound about how to "beat" them. You can often find what we'd consider sketchy statistics to support this idea. For example, you won't have to look far to find a claim that "75 percent of job applications are rejected before human eyes see them," a stat cited in various forms all over the web. If you went looking for the source of this number, however, you wouldn't be the first to fail to find it. It doesn't appear to exist. The distaste for these systems may simply be a remnant from the days when technology was something unfamiliar and scary. 

ATS' can save companies time and money and streamline processes. They’re valuable tools and they are not out to get you.

That being said, they’re not perfect, and some, particularly older systems, can be finicky. Plus, every ATS is different. But there are some things you can do when writing application materials to appeal to both an ATS and a human based on common elements many of these systems share.

Tips for writing a resume that will get past the ATS include customizing to each job, using relevant keywords, creating a skills and qualifications section, using simple bullets and fonts, and avoiding fancy design elements.

How to optimize your resume for the applicant tracking systems (ATS)

Customize every application

First: customize your application for each job posting. Every job posting has different requirements. Pay attention to those and customize your materials to tailor your resume and cover letter for every individual job.

Include the title for the job for which you’re applying in your headline, e.g., "Mark Singh, Medical Sales Representative," and write your summary, skills, and experience sections to reflect the listed requirements.

Also, customize your cover letter. Some ATS' will read those too.

Use relevant keywords and phrases

Look through the job description for relevant keywords and phrases, such as the listed skills and qualifications. Put these in your resume. If they ask for excellent written and verbal communications skills, mention "excellent written and verbal communications skills" in your resume. Also, use variations because the ATS is probably looking for those too. For example, you can also include "interpersonal" and "people" skills.

If they ask for Excel and Google Sheets proficiency, say that you are proficient in Excel and Google Sheets. You get the idea.

Spell out abbreviations and acronyms

Not every ATS will make the association between abbreviations and acronyms like MBA, ROI, SEO, and CSR, and the full phrases they represent (Masters of Business Administration, Return on Investment, Search Engine Optimization, Corporate Social Responsibility). We don't know if a manager will type the abbreviation or the complete phrase.

Cover your bases by using both the long and short forms of these terms. For example: "Masters of Business Administration (MBA) from the University of Toronto."

Use bullet points instead of tables

Tables and bullets are great ways of organizing information, so it's simple to read. But not all ATS' can read tables, so you're safer using bullet points. It's best to use simple circle-shaped bullets rather than symbols like arrows, diamonds, or checkmarks, as, again, the system may have trouble reading the latter.

Create a “skills and qualifications” section

Use those bullet points to highlight this critical information. It’s pretty standard to have a list of your skills and qualifications near the top of a resume so they can be seen at a glance. This is useful for a person reading it, so they can get a quick idea of whether you’re a fit or not. It’s also an excellent way to include relevant keywords listed in the job posting in one place. Again, use a combination of exact keywords and their synonyms to avoid the appearance of a cut-and-paste job, and so the ATS catches as many of them as possible.

Save as a Word document (unless otherwise specified)

The best formatting for the ATS is usually .doc or .docx. ATS' may have trouble reading other formats, including PDF. If you can’t select it, copy it, paste it, and have it remain in the correct formatting, there’s a chance the ATS can’t read it.

Of course, you should always read and follow the application instructions. So, if the company asks for a PDF file, submit a PDF file. But, unless otherwise specified, submit your resume in .doc or .docx format.

Use a basic font

Resist this temptation to try to stand out by using a unique font in your resume. According to Jobscan, a company that helps job seekers optimize their application materials, the best fonts for a resume are: 

Garamond
Calibri
Cambria
Georgia
Helvetica
Times New Roman
Arial
Palatino
Tahoma
Verdana

These are easy to read and offer a selection of serif and sans-serif options.

Format dates MM/YYYY

Format dates as MM/YYYY or “Month Year” and leave off the day for simplicity’s sake.

Don’t bury your contact information

A study of 1,000 resumes found that 25% had at least a portion of their contact information marked ‘unidentifiable’ by the ATS. You can avoid this by not putting your contact information or any other essential data inside the header or footer – because the ATS may not read these sections. Put all that vital info in the body of the resume instead.

Keep it simple

Keep your resume format simple, and don’t include graphics or design elements that the ATS might not be able to read. Use a traditional layout. If design is an element of the job for which you’re applying, include a link to a portfolio rather than trying to show it in your resume. The ATS is more likely to be able to read a simple document.

Flag your application with the hiring manager

After you’ve done all you can, it can never hurt to write a direct message to the hiring manager and briefly (always briefly!) express your interest in the position and, in a few words, state why you’re qualified and would be an asset to the team.

Find out who is hiring for the positions and send them a direct message. They might ask Human Resources to pull your resume for review so they can get a better look. Even if you’ve done everything right, this will increase your chances of grabbing the attention of the right person.

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