Job Hunting: What's an ATS and How Does It Affect Me?

ATS, or applicant tracking system, is a software used by HR department to ingest and filter resumes from you, the jobseekers, for the hiring managers or decision makers. Often used by larger companies, ATS is a hurdle you must pass before your resume was viewed by a human eye... if you go through the normal application process. 

There are many different ATS's out there, and most of them are branded. You may recognize the name "ICIMS". This is one of the largest ATS out there. Next time you apply at an employer portal, you may see this mentioned at the bottom. However, this is only one of many systems out there. 

ATS is just software, written by humans, so they are stuck in interpreting certain patterns, and they present information in certain patterns to the users. Over time, details about ATS have leaked, and some commonalities have emerged, which resulted in the following tips. While the following tips do NOT apply to all ATSs, every bit of advantage you can get to get past the ATS, the better. 

Bypass the ATS

The best way to get past the ATS is with an internal referral. So check your friends and family for a connection at the prospective employer. Don't hound LinkedIn and spam new employees. They can't refer you since they're still on probationary period. 

Keep in mind that this does not always bypass the ATS. The resume you pass off to your referral may still end up in the ATS, but the fact that you were referred internally usually makes your resume appear earlier.

Name Your Resume with Full Name and Job Title

When you upload your resume, what was its filename? Resume.docx? You're missing an opportunity to stand out. Name it instead Resume_YourName_JobTitle_EmployerName.pdf where you substitute the fields with your name, the job you're applying to, and the employer's name. Not only it keeps YOUR OWN resume variations easy to find, it looks much better on the ATSs that display the full filename, not just the contents. 

Export Your Resume in PDF format

Some ATSs prefer certain document types, but most of them will process PDF correctly. If you can (and why can't you?) export your resume as PDF. 

Single Column Layout Only

Your resume will be parsed by the ATS to extract skills, experience, and so on. The fancier your layout, the less likely the ATS will parse it correctly, and a multi-column layout is one of the messiest to parse. While ATS have advanced, you have no idea what sort of ATS was being used by your prospective employer. Therefore, stick with single column layout. It is the safest choice to ensure your resume is parsed properly. 

Do NOT Stuff Keywords

You may have heard somewhere that if you include extra copies of keywords in your resume, your resume will score higher in the search results, and thus get seen by a human eye. This cuts both ways. While it may get you past the ATS, you'll get rejected at the human review phase. It's quite obvious you've been keyword stuffing just by reading it. Some ATS will highlight every instance the keyword(s), and your resume will show a plethora of yellow highlights.  

Research Which ATS is being used

The aforementioned tips are meant to be generic tips that applies to most ATS. If you can find out which ATS is used by your prospective employer, you may be able to research the optimal way to present your resume to the ATS to make sure you don't get rejected immediately. 

In Conclusion

If you have managed to optimize your resume for the ATS, then any rejection you suffer would be from criteria that may not be as obvious or just plainly not written in the job description. ATS for each job usually has a set of "knockout questions" specified by HR or Hiring Manager that will immediately disqualify you. Why they don't put those criteria in the job description and not waste your time, I have no idea.  But then, when some companies put up fake job listings, I guess anything goes. Still, job hunting is about doing all you can, and if that happens to be not enough due to what's beyond your control, there's always another job listing to apply to. 

Good luck in your job hunting. 

Job Hunting: How Should You Tailor a Resume to the Job?

Frankly, most people write their resume wrong. They don't tailor a resume specifically for the job. 

Consider how a hiring manager approaches the culling process. They get 100+ resumes at a time, even for a pretty plain job. And they can't just get the "most qualified". They actually have to consider "best fit" into an existing team, as well as other factors that don't go into a job description. They only have seconds to evaluate each resume... If it's "meh" it'll likely be passed over. 

Photo by Resume Genius on Unsplash

In other words, the top 1/4 of your resume, which is the portion hiring manager sees first, is the most important. EVERYTHING there should be telling a story... that you are the ideal candidate for their needs. 

(Yes, this means the stock photo I used above is NOT a good example, except maybe for digital marketers. The multi-column layout is bad for ATS. The top bar just for the name is wasted space. The cute clipart is superfluous. At least it looks pretty neat.)

"I don't know what they need!" 

Not a problem... because you can ask AI LLMs, such as ChatGPT or Claude. Use a prompt like "Take on the role of a hiring manager in the industry of (insert industry) similar to the company (company name). What are the (insert number) most important employee traits-and-skills you are looking for?"

Now that you know the answer(s), make sure your objective/exec summary portrays you as an ideal candidate having those traits and skills. 

Then go through the job description and pick out the keywords that they were looking for, and incorporate those into the objective /summary. Do NOT use ChatGPT (or similar tools) for this as it would come across as very "AI-ish". Obviously, only incorporate those skills and traits you actually have. 

Don't make the summary too long, as you don't want a "wall of text" in front of the hiring manager. Keep the formatting of a resume intact, and keep the resume visually appealing. 

"Okay, what about the rest of the resume?"  

Now that you've caught their attention, you have to make the rest of the resume support your story. 

Go through every job in your employment history, and adjust the description so it incorporates one or more relevant keywords and/or trait/skill that you used in the summary. 

Tweak the job title if the title does not accurately reflect your duties. Don't reinvent the whole thing though. Don't claim to be "Team leader" when you work alone, for example. 

For details of the job, try to use the STAR method: Situation, Task, Action, Result. Each bullet point should contain all 4... starting situation, what solution did you develop, how you implemented it, and what results did you get (in numbers or percentages if possible, like increased accuracy to virtually 100%, double throughput in 90 days, improved customer satisfaction by 250%, etc.). 

If you spent a long time at one particular job (more than 3 years), break it up into multiple job titles that subsequent titles reflect some sort of growth. If you are training others in your department, you're definitely "senior _____" rather than just the plain version, for example. This makes you look like you're growing rather than staying stagnant.  

Conversely, if you end up taking a lot of short contracts and temp work at different companies, but they are usually the same type of job, you may want to group them together as "Freelance _____" rather than list them individually as it makes you less like a "job hopper". 

Your resume can go over a single page. 2 pages are fine. If you're really senior, you can probably go 3 pages, but generally 2 pages max. 

"But this is so much work!"

Job searching is a job in itself, is it not?  Besides, most requirements stay the same for jobs in the same industry, so any rewrites for similar jobs should be minimal. 

"How would I know if all this tweaking helped?"

You need feedback, but since employers won't give you feedback, you need to get them from a different source... Fellow jobseekers, or those already employed, i.e. former job seekers.

Join fellow jobseekers in Facebook groups or Reddit subreddits and put your resume out for critique. 

Make connections on LinkedIn and make friends with those that have the positions you wanted, then when relevant (weeks later, as you want to learn more about the job), ask for their honest opinion on "do you think this resume may be good enough to get me into your company?" You did not ask for a referral, but if they want to refer you, even better.. 

SIDENOTE: Some people with no shame ask for referrals from brand new employees. "Get me in!" was all they sent. Frankly, that's so rude and immature it should be rejected as spam. New employees have no referral powers, as they are still in probationary period! 

Track your submission to interview ratio, compare with fellow jobseekers. 

As you tweak your resume to improve your "story", see if the ratio improves. 

Good luck. 

Job Hunting: What Are Your Transferable Skills?

 A transferable skill is a skill that an be applied to multiple roles. These may include both hard (technical) and soft (people) skills. Transferable skills are very important if you are applying for a job that was outside your typical employment history, such as a career pivot or (re-)entry into job market. 

Photo by João Ferrão on Unsplash

Here is a list of 88 transferable skills. Obviously this is not an exhaustive list, and many of them sound alike (analytical skills, critical thinking, problem-solving, etc., or flexibility vs adaptability) You need to choose the term that's closest to the ones used in the job description, and either use the same words to describe your prior job, or describe the prior job in sufficient detail to show how that skill is transferable to the job you're seeking. 

Going through this list should give you some ideas on what transferable skills you have. It had to be at work though, and don't embellish. You keeping your bank account from being overdrawn every month does not really entitle you to "budgeting" skill. 

Think of this list as a "basis" for your own list, so you can write a better resume / CV.  

• Active Listening: understanding, responding, and remembering what was said
• Adaptability: Adjusting to new conditions and environments.
• Analytical Skills: Examining information to understand it better and make decisions.
• Anticipating Possible Obstacles: Predicting potential challenges and preparing for them.
• Assertiveness: Expressing oneself confidently without being aggressive.
• Attention to Detail: Noticing and addressing small details in tasks.
• Budgeting: Planning and controlling the financial resources.
• Collaboration: Working jointly with others to achieve a common goal.
• Complaint Handling: Addressing and resolving customer complaints effectively.
• Conflict Resolution: Settling disputes and finding mutually acceptable solutions.
• Contract Negotiation: Reaching agreements on the terms of contracts.
• Creativity: Thinking of new and original ideas.
• Crisis Management: Handling emergencies effectively.
• Critical Thinking: Analyzing facts to form a judgment.
• Cross-Functional Collaboration: Working with different departments to achieve a common goal
• Customer Engagement: Interacting positively and meaningfully with customers.
• Customer Relationship Management: Managing interactions with current and potential customers
• Customer Service: Assisting and supporting customers to meet their needs.
• Data Analysis: Examining data to draw conclusions and inform decisions.
• Decision-Making: Making choices by identifying options and assessing consequences.
• Detail-Oriented Work: Paying close attention to all aspects of a task or job.
• Diplomacy: Managing sensitive situations and relationships tactfully.
• Document Management: Organizing and controlling documents.
• Editing and Proofreading Documents: Reviewing text to correct errors in grammar, punctuation, spelling, and style
• Effectively Explaining Complex Concepts for Non-Experts: Simplifying complicated ideas to be understandable by normal people
• Emotional Intelligence: Recognizing and managing your own and others' emotions.
• Empathy: Understanding and sharing the feelings of others.
• Event Planning: Organizing and coordinating events.
• Expressing Ideas Verbally: Clearly and confidently sharing thoughts through spoken words
• Flexibility: Adjusting to changes and new challenges.
• Giving and Receiving Constructive Feedback: Providing helpful feedback and being open to receiving feedback
• Goal Setting: Establishing objectives and devising plans to achieve them.
• Goal-Oriented Mindset: Focusing on achieving specific aims.
• Honesty: Being truthful and transparent.
• Initiative: Taking action without being prompted.
• Innovation: Introducing new ideas or methods.
• Integrity and Ethics: Adhering to moral principles and professional standards.
• Interpersonal Communication: Interacting effectively with others.
• Leadership: Guiding and motivating a team towards achieving goals.
• Learning Agility: Quickly learning and applying new skills or knowledge.
• Market Research: Gathering and analyzing information about market conditions.
• Meeting Deadlines: Completing tasks on time.
• Meeting Etiquette: Conducting oneself appropriately and professionally during meetings
• Mentoring: Guiding and supporting others in their professional development.
• Motivational Skills: Inspiring and encouraging others to achieve their best.
• Multilingual Abilities: Communicating in more than one language.
• Multitasking: Handling more than one task at the same time.
• Negotiation: Discussing to reach an agreement or compromise.
• Networking: Building and maintaining professional relationships.
• Organization: Keeping tasks and materials orderly and systematic.
• Ownership of Work: Taking responsibility for your tasks and results.
• Performance Monitoring: Tracking and evaluating performance.
• Persuasion: Convincing others to agree with your ideas or to take a specific action.
• Phone Skills: Communicating effectively and professionally over the phone.
• Policy Implementation: Putting policies into practice.
• Presentation Design: Creating visually appealing and effective presentations.
• Presentation Skills: Effectively conveying information to an audience through speech, visuals, and gestures
• Priority Management: Determining the order in which tasks should be completed based on importance
• Problem Solving: Finding solutions to difficult or complex issues.
• Procedure Development: Creating and improving processes.
• Process Improvement: Identifying and implementing ways to make processes more efficient.
• Product Knowledge: Understanding the features and benefits of products.
• Project Management: Planning, executing, and closing projects.
• Public Speaking: Speaking to an audience effectively.
• Punctuality: Being on time for appointments and deadlines.
• Quality Assurance: Ensuring that products or services meet certain standards.
• Rapport-Building: Creating a connection and trust with others.
• Relating to Diverse Populations: Understanding and interacting well with people from various backgrounds
• Resourcefulness: Finding quick and clever ways to overcome difficulties.
• Respectfulness: Showing consideration and appreciation for others.
• Responsiveness: Reacting quickly and positively to needs, inquiries, or feedback.
• Results-Driven Attitude: Focusing on achieving specific outcomes and goals.
• Sales Techniques: Effectively selling products or services.
• Scheduling: Planning and organizing time and resources.
• Social Media Skills: Using social media platforms effectively for communication, marketing, and networking
• Spelling and Grammar Proficiency: Using correct spelling and grammar in writing.
• Stakeholder Management: Managing relationships with those who have an interest in a project or organization
• Statistical Analysis: Using statistics to analyze data and draw conclusions.
• Strategic Planning: Defining strategies and making decisions to achieve long-term goals.
• Teamwork: Working effectively and harmoniously with others.
• Technical Support: Assisting others with technical problems or questions.
• Technical Writing: Writing clear and precise documents related to technical information
• Time Management: Using time effectively and efficiently.
• Training and Development: Enhancing the skills and knowledge of others through teaching and support
• Troubleshooting: Diagnosing and solving issues.
• Vendor Management: Handling relationships with suppliers.
• Workplace Safety Knowledge: Understanding and applying safety practices.
• Written Communication: Conveying information clearly and effectively in writing.

Scam? Or... just a way to sell you a service of dubious value?

Scammers are not stupid, and some of the scams can get pretty elaborate. With the economy in the tanks, and people looking for jobs, there's a growing "market" for scams against jobseekers. 

I don't know if this is one of them, but I have seen a similar scam before that did not involve a job. So, read on, and at the end, you tell me, is this likely to be a scam? But let me start from the beginning... 

Photo by Microsoft 365 on Unsplash

I was looking for a technical support position on LinkedIn when I came across this listing by a recruiter, allegedly recruiting for a top law firm with a large tech budget. The requirements are quite soft. In fact, it didn't even list "years of experience required" or any certification. I'm on the west coast, but this recruiter... is on the east coast? Well, it's not impossible... And the LinkedIn listing clearly says "SF Bay Area On-site"... 

So I hit apply, mainly out of curiosity. And I'm at the recruiter's website. And there's the position... Except it's for New York Metro Area. Huh?  

There's an upload resume button, which loads your resume to be parse with their ATS (applicant tracking software). That's fine, every recruiter has that. But right below that, is a button that claims to "AI Match your resume". 

So I clicked it. As I wondered what's that button doing there. 

It sent me to another website, where it claimed my resume is deficient in half of the categories they rate (in fact, my resume allegedly scored 0/0/5/5 where a full score is 5/5/5/5), and for a fee (of SEVERAL HUNDRED dollars), it will rewrite the the resume for me using AI to make sure I cover all the keywords. 

I looked at the ad again, there are no requirements, no expected duties, no "what you bring to the table". So how did this resume analysis software even came up with this rating for my resume, if there are no requirements in the ad? 

And what kind of recruiter puts TWO BUTTONS on every alleged job page that sends prospective candidates to that service, possibly pocketing money at every one who coughed up the dough? 

Minutes after I clicked away, decided not only I don't like this service, I can't afford it anyway, an email appeared in my inbox... The inbox attached to my job hunting email address... and nowhere else. Not only they "scanned" my resume, they are now spamming me with it. "This is the resume review you requested" yeah, sure. 

So I hit UNSUBSCRIBE. 

What do you mean I have to enter my email address again? WTF? 

For that, they are marked as spam. 

Then I reported the listing to to LinkedIn. 

And they acted upon it. 

No, I am NOT going to tell you what they did. This is NOT a name and shame session. 

The point is actually much simpler. If you don't feel comfortable, STOP! You often notice something wrong BEFORE you can verbalize or reason out what's wrong with it. 

Don't get scammed out there.