How to Keep Your Resume From Getting Buried in the ATS Graveyard
Ever wonder what really happens to your resume when you submit it online?
Before getting read by a recruiter, it takes a preliminary detour through an Applicant Tracking Systems (ATS).
ATS software is the silent partner in modern hiring, employed by a whopping 90% of all employers (and 99% among the Fortune 500). Its job? To streamline the hiring process, it swiftly sifts through resumes and keeps tabs on each candidate's journey through the recruitment pipeline.
1. Demystifying ATS Software
Understanding how ATS software works is crucial for ensuring your resume doesn't get lost in the digital shuffle.
When you hit that 'Submit' button, the ATS takes your carefully formatted resume and turns it into a plain text document. All the bells and whistles of your design? Gone. What remains are letters, numbers, symbols, and punctuation.
The ATS then goes into action, scanning and ranking your resume based on how well it aligns with the criteria set by the employer. Keywords, phrases, and relevant experience take center stage. The goal? To rank candidates and help recruiters focus on those who are likely to be the right fit.
Is ATS Software Where Resumes Go to Die?
Not really. ATS systems do not auto-reject resumes, so you’re not being eliminated by a faceless computer. In fact, recruiters will tell you that most resumes are reviewed by a human being. If you’re submitting a ton of them and not getting interviews, it’s probably because your resume doesn’t contain what the employer has asked the software to look for. You may have the right experience, but if your resume is missing the specific words and phrases the ATS is tuned to, you risk sinking to the bottom of the pile.
How to Boost Your ATS Ranking
If the sound of crickets is typically the response to your job applications, it's time to fine-tune your resume strategy. Here's how:
Use the right keywords: Your resume should echo the language the employer is speaking. By mirroring the keywords, verb phrases, and skills from the job posting, you’re more likely to break through the clutter.
Use keywords appropriately: Your resume will be scored based on how often those words appear in your resume and the extent to which they are used in context. Sprinkle them throughout your resume, cover letter, and online application, but don’t overdo it—keyword “stuffing” can, and usually does, backfire.
Tailor the Top Part of Your Resume: While it’s important to tailor your resume to match the employer’s requirements, you don't need to completely rewrite your resume for every submission. A little bit of tweaking can go a long way. Focus on the top section—your headline, branding statement, summary, and key skills and/or competencies, but don’t overlook obvious opportunities to incorporate keywords throughout.
How Closely You Need to Match
To get a high ranking, your resume doesn’t need to match every single qualification in the job posting, many of which include a ridiculously long list of requirements or desired skills. Don’t let Nobody matches all of those requirements! As long as you meet at least 2/3 of them, your resume stands a good chance of being reviewed by a recruiter.
Don’t Overlook Formatting
ATS success isn't just about content. Even if you’re perfectly qualified for the job, your resume will be ranked lower if the ATS can’t accurately read it. After salting your resume with the right keywords in the proper context, it’s essential to format your resume in a way that makes it easy for the ATS to read it. Keep the following guidelines in mind:
Your Name: The first line should contain only your name--nothing else!
Contact info: Place it just below your name, NOT in the header or footer—most ATS software can’t read content there. Your geographic location is optional but recommended. It can be your full address, just the city/state, or general metro area.
Section headings: Keep them simple, clear, and conventional. The ATS will identify content by its section heading (and may ignore information it can’t figure out).
Work Experience: Always list your experience in reverse chronological order. You can position dates next to the job title or at right margin.
Graphics: They’re ok to use, but the ATS will ignore them, so make sure any content contained in them also appears in the body of your resume. If your resume is highly designed, consider creating a separate “plain-Jane” version for uploading and use the other for emailing and in-person meetings.
Formatting enhancements: Avoid columns, photos, text boxes, and other formatting enhancements. They’re great for sending to a human, but can confuse an ATS. Instead, use tables or tab settings to position content. For bullet points, use simple characters like round bullets and dashes.
Text enhancements: It’s okay to use bolding, italics, and colors. They won’t appear in the parsed version of your resume and won’t impact your ranking. As with graphics and formatting enhancements, consider creating a separate “plain-Jane” version.
File type: The .docx format is your best bet. Reserve pdf formats for emails—they may not be readable by an ATS.
Headers and footers: Not every ATS can read information in a header or footer, so only use them for non-critical content. Make sure all relevant text is in the body of your document.
Remember, while content is crucial, adhering to these formatting guidelines ensures your resume is not only content-rich but also accurately parsed by the ATS.
What About Acronyms, Abbreviations, and Synonyms?
ATS software looks for exact matches, especially with acronyms. Spell them out the first time you use them, followed by the acronym or abbreviation in parenthesis, e.g., Applicant Tracking System (ATS). As for synonyms, ATS systems lean towards exact keywords, but common synonyms will help you avoid overusing them.
So, before your next 'Submit,' apply these tips to make sure you’re giving yourself the best chance of rising to the top of the pile. By ensuring your resume speaks the language of the ATS, you’ll improve the odds of breaking through the clutter and get invited for more job interviews!
2. The ATS Score Problem: Separating Fact from Fiction
Let's address the elephant in the room: the often misleading nature of "ATS scores," especially those generated by online resume scanning tools.
While these tools can be helpful for identifying potential issues, they often create more confusion and anxiety than necessary.
Here's why:
ATS Customization Variability:
As I mentioned earlier, there are hundreds of different ATS systems in use, and each company can configure its system differently. This means that the same resume might score very high on one company's ATS and very low on another's, even if both systems are technically looking for similar skills. Online resume scanners simply cannot know the specific settings of every company's ATS. They make educated guesses based on general best practices, but they're not a perfect representation of reality.
________________________________________
The Human Element:
It's crucial to remember that an ATS score is not the final deciding factor in whether you get an interview. The ATS is often seen as a first filter because people believe they are rejected by it. A human recruiter always has the final say. Recruiters often review resumes manually, even if they didn't score perfectly on the ATS. They might be looking for specific experiences or skills that the ATS didn't fully capture. They might also be willing to overlook a slightly lower score if a candidate has other compelling qualifications.
________________________________________
Keyword Stuffing:
Avoid cramming your resume with as many keywords as possible to boost your ATS score. One of the biggest misconceptions is that you need to do this. This is simply not true, and it can actually hurt your chances. An ATS is looking for relevant keywords used naturally within the context of your experience. Keyword stuffing makes your resume look unnatural and spammy, both to the ATS and to a human reader. Quality and context are far more important than sheer quantity.
________________________________________
Misleading Confidence (or Despair):
Online ATS score checkers can give job seekers a false sense of security or, conversely, unnecessary discouragement. A high ATS score on an external tool doesn't guarantee you'll get an interview, and a low score doesn't necessarily mean you'll be rejected. These tools can be a helpful starting point, but they should never be the sole basis for your resume strategy. It's better to create a resume for a specific job using the job description, instead.
3. How to Improve Your Real Chances (Beyond the Score)
Instead of obsessing over a potentially misleading ATS score, focus on the things you can control:
Creating a high-quality, targeted resume that showcases your skills and experience in a way that appeals to both ATS systems and human recruiters.
Here's a practical, step-by-step approach:
Tailor, Tailor, Tailor (and then Tailor Some More):
This is the single most important piece of advice. Don't just blast out the same generic resume to every job you apply for. Each application deserves a customized resume that directly addresses the specific requirements of that job. This takes more time and effort, but it significantly increases your chances of success.
Analyze the job description: Carefully read the job description, highlighting the key skills, qualifications, and responsibilities. Pay attention to the specific language used. Are they looking for a "leader," a "collaborator," or a "problem-solver"? Do they mention specific software programs or methodologies?
Mirror the language: Use the same keywords and phrases from the job description in your resume, but do it naturally. Don't just copy and paste; weave the language into your descriptions of your experience and accomplishments.
Prioritize relevant experience: If the job description emphasizes a particular skill or experience, make sure that's prominently featured in your resume. If you have relevant experience that's buried in an older job, consider moving it to a more prominent position or creating a separate "Relevant Experience" section.
Focus on the job description like a laser:
The job description is your roadmap to success. It tells you exactly what the employer is looking for.
Identify key skills: Make a list of the top 5-10 key skills mentioned in the job description you like. These are the skills you need to highlight most prominently in your resume.
Provide evidence: For each key skill, provide specific examples of how you've demonstrated that skill in your previous jobs or experiences. Use action verbs and quantifiable results whenever possible.
Address any gaps: If the job description mentions a skill or qualification that you don't have, be honest about it. Don't try to fake it. But if you have transferable skills that are relevant, highlight those. For example, if you don't have experience with a specific software program, but you're proficient in a similar program, mention that.
Showcase your achievements (with numbers!):
Don't just list your job duties; describe what you achieved. Use the STAR method (Situation, Task, Action, Result) to structure your bullet points.
Situation: Briefly describe the context or challenge you faced.
Task: Explain what you were responsible for.
Action: Describe the specific actions you took.
Result: Quantify the outcome of your actions. What did you achieve? How did you make a difference?
Example: Instead of writing "Responsible for social media marketing," write "Increased social media engagement by 25% in six months by implementing a new content strategy and leveraging targeted advertising."
Proofread like your career depends on it (Because it might):
Even small typos or grammatical errors can make a big difference. They make you look careless and unprofessional, and they can also confuse the ATS.
Use spell check and grammar check: These tools are helpful, but they're not perfect. Don't rely on them solely.
Read your resume aloud: This can help you catch errors that you might miss when reading silently.
Get a second (or third) pair of eyes: Ask a friend, family member, or career counselor to proofread your resume for you. A fresh perspective can often catch mistakes that you've overlooked.
Network, Network, Network:
While optimizing your resume for ATS is important, networking can often be the most effective way to get your foot in the door.
Attend industry events: Go to conferences, workshops, and networking events to meet people in your field.
Connect on LinkedIn: Build your professional network on LinkedIn and engage with people in your industry.
Informational interviews: Reach out to people who work in your desired field and ask for informational interviews. This is a great way to learn about different career paths and make connections.
Referrals: Employee referrals often bypass ATS.
By focusing on these practical strategies, you can significantly improve your chances of getting your resume seen and landing an interview, regardless of any arbitrary ATS score.
Ready to take control of your career journey? Schedule a free 30-minute exploratory call with me to discuss personalized strategies for tackling your job search. From planning a career pivot, to optimizing your resume, to perfecting your interviewing skills and more, let's work together to build a path that leads to greater career success!