Katie Roberts Career Consulting

An applicant tracking system (ATS) is an automated system that helps companies manage the entire recruitment process – from issuing the job ad and receiving the applications, right through to actually hiring the new employee. It’s basically a database that automates the collection of all the important applicant information and helps recruiters screen and select appropriate candidates. So how does this impact your job search process?

In today’s increasingly competitive job market, with many advertised roles regularly attracting hundreds of applicants, and some large organisations receiving thousands of applications each week, ATS programs are becoming more common. An ATS assists the hiring company to streamline the entire recruitment process but that also means your application may never actually be seen by ‘human eyes’. To ensure your resume makes it through the initial automated cull, you should follow some basic rules:

• Identify and use keywords – read the job description or ad and make sure you include relevant ‘keywords’ in your application – but don’t stuff them in places they don’t belong for the sake of it. Employers are always looking for certain attributes in candidates – this can include specific qualifications, experience, expertise, skills, and even personality traits. By reading the job ad or job description carefully and making sure you cover all the areas mentioned, your application will have a better chance at being ‘selected’ by the ATS. You should also never assume that just because you have a certain qualification or title, the recruiter will know you have a particular skill. If the job ad mentions a ‘requirement’ be sure to explicitly cover it in your application.
• Reference exact matches – use exactly the same language as what is used in the ad, spell out acronyms and don’t abbreviate words like Department (Dept) or Manager (Mgr). Take notice of how words are written – including plural words, abbreviations, and numbers (are they spelt out or referenced as a number?). For example, saying ‘customer service’ instead of ‘client service’ or ‘CRM system’ instead of ‘Salesforce’ can impact your chances that the ATS will ‘select’ you as an initial match.
• Double-check your document – this should be obvious, but make sure to correct all spelling, grammatical and punctuation errors before you submit your application, as well as ensuring proper capitalisation of words.
• Keep the formatting simple – it’s best not to include graphs, images, photos, graphics or logos. It’s far better to spend your time preparing great content with clearly defined sections, sub-headings and bullet points than include content which can confuse the ATS and cause it to produce gobbledygook for the recruiter.
• Submit your application in the preferred format – upload your resume as a document in the preferred format specified in the job ad or online application form. Try not to cut and paste content where possible.
• Follow best practice – when it comes to formatting your job history, follow best practice and make sure to include your employer’s full name, your job title and the dates you held the job. Always list your work experience in reverse chronological order – so start with your current or most recent position and work backwards.

Adjusting the content in your resume for every application does take more time and effort than sending a generic resume, but it’s worth it in the long run. ATS technology has transformed the recruitment industry and made it simpler for both the employer and employee to find the perfect fit. Follow these simple rules and give yourself a better chance at being selected. Remember though that once the ATS has ‘selected’ you as an ideal candidate, your application will be reviewed by human eyes so make sure it is visually appealing, easy to read, and not loaded unnecessarily with keywords.

Are you applying for jobs and not hearing back? Would you like some assistance to prepare an application optimised for an ATS? If so, please see our Resume, Cover Letter and Selection Criteria Writing services.