Click here to read Part 1 of this series.
Part 2 discusses,
“How do applicant tracking systems work?”
Most online applications end up in one of two places: an applicant tracking system, or an email inbox. Neither are particularly easy to get out of.
Although companies can search their database for candidates (much like you would query Google to find what you’re looking for), most companies use their ATS only to manage applications for a specific job. They only look at resumes submitted for that particular job; they don’t query the database for other candidates.
There are numerous different ATS software programs on the market — including a few new ones that operate “in the cloud” — and all applicant tracking systems are slightly different. However, they all work in a similar way, by allowing for filtering, management, and analysis of candidates for a particular job opening.
Applicant tracking systems “parse” the information in the resumes submitted, pulling them apart and placing information in specific fields within the ATS database, such as work experience, education, contact data, etc. The system then analyzes the extracted information for criteria relevant to the position being filled — such as number of years of experience or particular skills. Then, it assigns each resume a score, giving the candidate a ranking compared to other applicants so recruiters and hiring managers can identify candidates who are the “best fit” for the job.
Criteria used by the applicant tracking system to determine a match includes:
• Appearance of a keyword or phrase — this can be measured by its presence in the document at all — as well as the number of times the keyword or phrase appears.
• Relevance of the keyword within context. (Does the keyword or phrase appear with other keywords you would expect?)
The higher the resume ranking, the more likely the application will end up being reviewed by a human reader.
Success in navigating an applicant tracking system isn’t simply about the volume of keywords and phrases — it’s the right keywords — and, in particular, how unique those keywords are. Most jobseekers include the “obvious” keywords, but many applicant tracking systems put value on related keywords, not those specific terms.
Applicant tracking systems see some keywords and phrases as more “valuable” than others. Many systems also allow the hiring manager or recruiter to “weight” criteria — applying greater significance to certain terms or qualifications. Hiring managers can also apply filters to further refine the candidate pool — for example, geographic or educational criteria. They can also specify keywords as either “desired” or “required,” which affects rankings.
In many cases, however, the system itself determines the most relevant keywords and phrases, as outlined in the job posting.
Companies that create applicant tracking systems continue to refine their processes and algorithms — and the systems are becoming less expensive as more providers enter the market. And jobseekers continue to learn to adapt their career communication documents (especially resumes and cover letters) to meet the needs of both humans and computers.
Newer ATS software doesn’t simply identify keywords and apply a score based on how many times that keyword appeared. (Older systems were subject to manipulation by jobseekers who would simply “keyword stuff” their documents, using white text or a tiny font to include the same keywords over and over again to trick the ATS into assigning a higher ranking to the document based simply on the number of times the keyword appeared.)
Context is the new part of this. It’s not enough to have the right keyword in the resume — nor have it appear more than once (i.e., in a “keyword” section). Instead, the system looks for relevance of the keyword to your work history and/or education. Those keywords are analyzed and weighed in the context of the entire resume. Also considered in context is how recent the desired skill has been used, and the depth of knowledge the candidate possesses of the topic (by assessing whether relevant and related terms are also present in the resume in relation to the keyword or phrase).
Resume effectiveness goes beyond the ATS, however. Once your resume pops up in the ATS search results, it needs to reflect what the recruiter or hiring manager expects from a candidate with the qualifications they desire.
Think about when you’re conducting a search on Google. You type in your search criteria, and a list of results appears. You begin clicking on results and can tell within a matter of seconds if the item fits what you were looking for. If it does, you’ll read further. If it doesn’t, you’ll click onto the next result. The same is true with the ATS.
For resumes analyzed by an ATS, it is important to include as much relevant information as possible. Inadvertent omission of key data can be the difference between having your resume appear in a list of candidates meeting search criteria — and not making the cut.
For example, if you are pursuing a degree or certification, it should be included in your resume (labeling it as “in progress” or “pending completion”), because a hiring manager may search for a specific type of degree or keywords contained in an area of study.
If the missing information is keyword-rich (i.e., a relevant job, educational credential, or certification), that can negatively impact the resume’s rating — and, therefore, the likelihood of being selected for an interview.
Keywords can be nouns, adjectives, or short phrases — and describe unique skills, abilities, knowledge/education/training, and/or experience.
How can you find the keywords or search terms that are likely going to be used to query the ATS?
– Review job postings for the type of position you’re seeking
– Analyze your current job descriptions (and job descriptions of positions similar to the one you have, and the one you want)
– MyNextMove (http://www.mynextmove.org/)
– Occupational Outlook Handbook
– Dictionary of Occupational Titles (www.occupationalinfo.org)
– Occupational Outlook Handbook (http://bls.gov/ooh/)
Also look for synonyms to the keywords you identify.
Stuck about how to identify relevant keywords and phrases?
- Find 6-8 job postings for the type of position you want. Copy the text from the ad into a Microsoft Word document.
- Select all the text and copy it to your clipboard.
- Go to www.tocloud.com or www.wordle.net to create a tag cloud.
- Paste your selected text into the “text” box and generate the word cloud.
The word cloud will reveal keywords and phrases that are relevant for the type of job you’re seeking. The larger the word appears, the more relevant it is for that type of position.
You can also use Google’s Keyword tool to find keywords to make your resume more effective with applicant tracking systems.
- Go to www.googlekeywordtool.com/
- Click on the link for “Google Keyword Tool.”
In the “Word or phrase” box, type in one or more of the keywords you’ve already identified.
For example, Jane Jobseeker might use the phrase “attract event sponsors.”
- The Google Keyword Tool will return a list of results that are similar to that word or phrase. Look for additional keyword ideas.
If your resume has keywords naturally woven throughout it, the process of preparing it for submission to an applicant tracking system is quite simple — simply ensure the resulting document is cleanly formatted for compliance with the ATS.