What is this Applicant Tracking System You Speak Of?

While in the midst of a job search, you probably spend a lot of time perfecting your LinkedIn profile, analyzing your social media presence, developing a personal brand, brushing up on your interviewing skills and refining your cover letter. But if your resume ends up in the black hole of online applications, the company or recruiter will never know you exist. Your resume is probably not scoring high enough in an Applicant Tracking System – but that doesn’t mean you don’t have the right skills or qualifications for the position!

So, what is an applicant tracking system (ATS)?

An ATS helps to track and manage candidates in one organized database. ATS software helps employers by saving time and energy on managing candidates, from receiving applications to hiring employees. Approximately 75%of recruiters use recruiting or applicant tracking software and of that percentage, 94% believe the software has improved their hiring process.

How does an ATS work?

ATS software collects and stores resumes in a database for hiring professionals to access. When applicants apply for a job online, their contact information, job experience, educational background, resume and all other relevant information are uploaded into the database. The information can then be transferred from one component of the system to another as candidates move through the hiring process.

How does ATS software automatically rank resumes?

Some applicant tracking systems can automatically compare your resume to the job description. Instead of reviewing each and every application, the recruiter can focus directly on candidates the ATS has identified as a great match. Keep in mind that this process is employer-driven, if you don’t have on your resume exactly what the employer is looking for, your resume will not end up with a high ranking, no matter what your qualifications are.

Keyword Searches

A common way recruiters filter resumes in an ATS is by searching for key skills and titles. For example, if a recruiter is hiring for a Marketing Coordinator position out of 500 resumes, their first step would probably be a search for “Marketing Coordinator.” This will isolate candidates that have done the exact job before. Anyone that doesn’t have that exact term in his or her resume is out of luck.

A search can also contain multiple terms. For example, they might perform a complex search that contains a combination of titles and skills important for the job: “Marketing Coordinator” AND “social media” AND “website content.”Candidates who can predict the correct resume keywords will have the greatest chance of being included in recruiter search results. The best way to figure out which skills and keywords to include is by analyzing the job description and customizing your resume to each job you apply for. A professional resume writer is trained to anticipate keywords, phrases and industry buzzwords an ATS typically uses. Resume writers can also utilize software to scan your resume against a job description to highlight any missing top skills and keywords, ultimately giving you a better chance to rank higher in these systems.

Tracking the Process

ATS allow companies to track where candidates found the job posting (i.e. job board, company website, referral or another source). This can be important information that allows employers to focus their recruiting on areas where the data shows they have the most success and eliminate efforts in areas that show little success.

ATS Drawbacks

Yes, applying for a job when you know your resume will be going through an ATS is intimidating! Systems are designed to only look for specific keywords, skills and titles for advertised positions and good candidates may slip through the cracks of the system and not get noticed. There also can be technical issues. Some systems will eliminate resumes if they cannot interpret a scanned resume properly. This can happen if a resume looks slightly different, not in a format the system is programmed to recognize or if the resume is more complex than it can understand.

Tips for Applicants

When applying for a job through an online form, assume that your resume is entering an applicant tracking system:

1. Follow instructions.  Include the right documents (resume, cover letter, etc.) and the right document type (do not send a PDF if the instructions specify a Word doc).

2. Use keywords. To make sure that your resume is filtered correctly, use the exact keywords from the job posting. For example, if a job description requires experience in Microsoft Excel, do not put Microsoft Office. A human can look at that descriptor and understand that is includes Excel, as well as other applications, but an ATS might miss it.  Make sure you analyze the descriptive words being used to portray a position, and if you have those skills and characteristics – definitely be sure to include them in your resume!

3. But don’t keyword stuff! Yes, I know, we just got done telling you how important keywords are to an ATS. Unlike many things in life, when it comes to adding in keywords, there IS such a thing as too much of a good thing. Be smart about your keyword additions. If you stuff your resume with too many, the ATS could red flag it. We recommend using a specific keyword no more then 3-4 times in a resume. The placement of the keyword must also be taken into account.

4. Don’t get fancy. Follow the instructions and send the exact file type specified. Choose a standard resume format and font. Remember, you have to get through the ATS before you can impress a hiring manager. Don’t make any formatting choices that will work against you.  

Final piece of advice? ATS software programs are SMART not intelligent. They are only told to find what they’ve been told to look for, nothing more. If you have been applying to jobs for months on end, with little to no response, you may need to revamp your resume. A professional resume writer can help you beat these systems and ensure your resume has a chance of making it to a human!