Getting your job application through computer firewalls

Job searches are tough — especially now. Your applications are competing with those of a large number of others to capture the attention of potential employers. The flood of resumes, cover letters and other materials can easily overwhelm any recruiter trying to sort through the documents. Employers end up turning to technology to cope with the burden.

Applicant tracking systems are often seen as the solution. We’ve talked about these systems before in #GetHired, but I want to revisit them now that so many people are out of work. You can read the previous edition of the newsletter focused on those systems by clicking here.

One of the most important facts you need to know is that the term applicant tracking system, which is often shortened to just ATS, encapsulates many different software applications that offer companies and their recruiters a wide range of services. Some of these systems have the ability to accept applications from job seekers, sort those applications depending on criteria set by the company and help manage the entire hiring process from start to finish. Others offer a limited number of services.

Why do companies use these systems?

Many job seekers have told me that they disagree with the use of applicant tracking systems because they seem like the easy way out for companies and recruiters. While these systems are meant to make recruiters’ jobs easier, it’s for a very practical purpose. Imagine being a recruiter at a large company overseeing the hiring of just five new positions. Each position receives 750 applications. You would need to work more than 15 eight-hours days without breaks to spend just two minutes on each application. Instead of that impractical approach, companies often turn to applicant tracking systems.

The technology is also meant to benefit the job seekers who break through the system’s gates by speeding up the entire process. Recruiters get to spend their time shepherding candidates through the hiring process instead of reading endless piles of resumes.

Resume-sorting robots

The most important part of an applicant tracking system for job seekers is how it analyzes and ranks application materials, such as resumes and cover letters. Knowing some basic best practices can help your materials get to the human on the other side. 

I reached out to recruiters and job search experts to learn their ATS tips for job seekers since each system varies from the others. While I can’t feature all of the responses, you can read them by clicking here.

“My recommendation [is to] review the job posting and use the same language the company is using,” wrote Dilys C., who works as a recruiter. “Adding keywords in the resume is important to be picked up by ATS. In my experience, it is best to use the keywords more than once in your resume.”

Marvin F. who works in talent acquisition echoed the importance of keywords. “Employers may use keyword filters to screen applications/resumes to ensure that only candidates who meet the minimum skill and experience requirements for a role are moved on to the recruiter review phase,” he wrote. “Customize the resume based on the job description/ad posted for the role. Highlighting key-words and key experiences.”

You can learn more about finding keywords in a job ad in a previous edition of #GetHired by clicking here.

(As an aside, I’ve seen some people suggest copy and pasting job descriptions in white text into the background of a resume as a way to capture all the possible keywords. Experts told me that is a very bad idea because you will most likely get caught and eliminated from consideration.)

In addition to the language you use, you should also be mindful of your resume’s formatting. Many people like to include graphics or images in hopes of grabbing a person’s attention. Unfortunately, those embellishments can inhibit the applicant tracking system’s ability to read your resume. “Make sure the aesthetics of your resume (font, formatting, etc) are consistent,” wrote Micahel M., who works in talent acquisition.

Additionally, it’s important to follow the system’s directions as you’re applying for a job. Many people try to speed through the application process without properly filling out some forms or answering questions. Instructions within the application system will often also answer many of your questions, including the correct file format for your resume and cover letter.

An ATS is — at most — half the battle

Not all companies use an applicant tracking system. Roughly three-quarters of employers in the U.S. use applicant tracking systems, according to a 2019 survey. Many recruiters also try to review the applications by hand even if they use an ATS. I’ve been told by many recruiters that they like reviewing resumes and often make second passes through piles already sorted by technology.

“We do use ATS to help filter the resumes and we still read/review as many of the applications we get,” wrote Mike P., who works in talent acquisition. “If not for the current job, for the next ones as we build our pipelines.”

Brenda K., who works as a talent advisor and recruiter, wrote that she follows a similar approach. “I do try and scan every resume and 'read' those that are a good fit now or could be in the future, … letting that candidate know where their application stands,” she wrote. “At times, many times, I have been able to reconnect down the line and have them reapply and even get an offer.”

Even if your application materials don’t get viewed by human eyes during the initial review, a human will eventually see them if you’re a top candidate.

“Update your resume and have someone else review it,” wrote Debbie W., who works in talent acquisition. “Please make sure there are no grammatical, spacing, etc. issues and the format is consistent. This is the potential employer’s [first] impression of you. Make it a good one.”

Increase your odds by getting your foot in the proverbial door

Relying solely on applications to get a job will likely lead to a lot of frustration and disappointment. While you may get callbacks and a few interviews, most job search experts agree that you’ll get better results by harnessing the power of your professional network.

While you may be stuck inside, it’s still important to make networking part of your job search. You can read about it in a previous edition of #GetHired by clicking here.

You should see who you know at that company or see if anyone in your network knows someone at that company, added Debbie W. “There is a much better chance your resume will be top of mind if it comes through as an employee referral. Although the intention of an ATS is good, all too often recruiters are not able to look at every resume that comes through.”

What has been your experience with applicant tracking systems? Join the conversation.

? Want even more #GetHired?

I host a weekly discussion about job searching during this difficult time Fridays at 12 p.m. ET from the LinkedIn News page. We’ll discuss important issues affecting job seekers and answer your questions about looking for work. I spoke with Jena Viviano, who is the founder of Recruit the Employer, on the most recent episode. You can watch it below or by clicking here.

Coming up: I’ll be chatting Friday, July 31, with Latesha Byrd, who is a career and talent development consultant. You can RSVP by clicking here and tune in that day at noon ET on the LinkedIn News page.

? The follow-up

Many people experience imposter syndrome throughout their careers. The phenomenon can be especially problematic for people in the middle of a job search because it can keep them from applying to great positions. We discussed some strategies for fighting back against those feelings of being a fraud in the last edition of #GetHired. Richard Orbé-Austin, who is the co-author of Own Your Greatness: Overcome Impostor Syndrome, Beat Self-Doubt, and Succeed, suggests you list your experience and accomplishments as evidence that you’re not a fraud. You should also realize that no one is perfect, including you. You shouldn’t expect to meet all the qualifications listed in a job ad. You should also build a support system into your job search. Here’s what people are saying about the advice.

? Other news to help you #GetHired:

The pandemic caused unprecedented job losses at airlines. The aviation industry was one of the first industries to suffer financial hardship due to the coronavirus. Airlines have laid off or furloughed roughly 400,000 employees so far, according to Bloomberg. More are likely to come as a ban on layoffs imposed by a $50 billion U.S. government bailout expires at the end of September. Here’s what people are saying about the job losses.

Remote work isn’t all it’s cracked up to be — at least for employers. Companies are starting to realize that working from home may lose its appeal after several months, reports The Wall Street Journal. Some of the issues cited by executives include projects taking longer than they used to, workers being distant and challenges when hiring. Some said challenges may grow if work-from-home continues to be the norm over the next several months. Here’s what people are saying about the report.

Here’s who’s hiring right now. As I’ve said before, we’re doing our best to connect you with companies that are still hiring during these troubled economic times. Part of that effort is a regularly updated list of companies we know to be hiring. Some of those include Amazon, Walmart and CVS Health. Click here to see more.

? Up next:

Many of you took a poll last week telling me which areas of your job search are the most troublesome. I plan to work through many of the topics over the next few months, but I want to start next week at the beginning — creating a job search strategy. Creating a framework for your job search is incredibly beneficial whether you’re at the start or middle of your journey. Let me know in the comments below if you’ve found any strategies that have helped your job search.

Thanks for reading! Feel free to reach out to me if you have ideas on topics or questions I should address in future editions of #GetHired. You can also email me at GetHired[at]LinkedIn.com.