Introduction to Applicant Tracking Systems (ATS)

Applicant Tracking Systems (ATS) are sophisticated software applications employed by employers to streamline and optimize the recruitment process. These systems efficiently filter and rank resumes by identifying specific keywords, skills, and qualifications that match the job description. For instance, when applying for a cybersecurity position, an ATS will scan resumes for pertinent keywords such as “network security,” “firewalls,” “penetration testing,” and “threat analysis.” By leveraging ATS technology, companies can quickly identify the most qualified candidates from a large pool of applicants, ensuring a more efficient and targeted hiring process. Understanding how ATS systems work is crucial for job seekers aiming to make it past this initial screening and into the hands of hiring managers.

In this article, we will discuss

• What is an ATS system
• How does it work
• Do’s and don’ts of a resume

How ATS Systems Work

ATS systems work by parsing the content of resumes and matching it against the criteria set by recruiters. Here’s a step-by-step example of how an ATS operates:

• Resume Submission: You submit your resume through an online job portal.
• Parsing: The ATS parses your resume, extracting information such as your name, contact details, work experience, education, and skills.
• Keyword Matching: The system then matches the parsed content against the job description. For example, if the job description requires “certified ethical hacker,” the ATS will search for this exact phrase in your resume.
• Scoring and Ranking: Resumes are scored and ranked based on how well they match the job criteria. A resume with more relevant keywords and experience will rank higher.
• Shortlisting: Recruiters review the top-ranked resumes for further evaluation.

How to Write a Resume to Pass ATS Systems

Use Relevant Keywords

Incorporating relevant keywords from the job description into your resume is crucial for passing ATS filters and catching the attention of hiring managers. Keywords are specific terms and phrases that highlight your skills, qualifications, and experiences that align with the job requirements. For instance, if the job listing mentions “cybersecurity risk assessment,” make sure this phrase is included in your resume, especially in the skills or experience sections.

Using the right keywords not only improves your chances with the ATS but also demonstrates to recruiters that you have the specific expertise they are looking for. Be strategic in your keyword placement, ensuring they appear naturally within the context of your job descriptions and skill sets.

For Red-Teaming Skills

For Blue-Teaming

Note that in above examples, we are using keywords that are very related to the cyber security field we are applying for.

Optimize Your Resume Format

There are many points we need to consider while writing a resume. The format of the resume defines if the ATS systems can process that or not. Let’s discuss a few points from it.

DO NOT Use Graphics

ATS systems cannot process graphics, and including them in your resume can significantly hinder your chances of getting through the initial screening. People sometimes use images, tables, charts, and graphs to summarize their skills or achievements, but these elements confuse ATS software, leading to misinterpretation or omission of critical information. Instead, focus on clear, text-based content that the ATS can easily parse and analyze. For instance, list your skills and achievements in bullet points rather than embedding them in visual formats. This approach ensures that all your qualifications are recognized and considered. Remember, the goal is to create a resume that both ATS systems and human recruiters can easily read and understand. Below is an example illustrating the difference between a graphic-heavy resume and an ATS-friendly, text-based resume. Prioritize simplicity and clarity to enhance your chances of success.

Avoid Using Special Characters

When crafting your resume, it’s important to avoid using special characters or symbols that ATS systems may not be able to process. ATS software is designed to scan and parse text, but special characters can cause errors, leading to misinterpretation or omission of crucial information. Stick to plain text and standard formatting to ensure that your resume is accurately read and evaluated by the ATS.

Special characters such as symbols, emoticons, and non-standard punctuation can disrupt the parsing process. For example, using unusual bullet points or decorative symbols might look appealing but can confuse the ATS. Instead, opt for simple, straightforward formatting that maintains the integrity of your content.

For Example, below are the examples of using special characters in a resume that can impact our resume in a bad way.

One more example for it can be to add a special character in title of our position in current company i.e.

Use Small Sentences

ATS systems are designed to quickly scan documents, and lengthy sentences or dense paragraphs can hinder this process. Breaking down your information into concise bullet points or short, clear sentences increases the likelihood of your resume passing through the ATS and reaching a human recruiter. Short sentences help the ATS parse your qualifications more efficiently, ensuring that key skills and experiences are easily identifiable. Additionally, a well-organized resume with brief statements enhances readability for recruiters, allowing them to quickly grasp your qualifications. Aim for clarity and brevity to make a strong impression.

Below is the example of how it should not be done i.e.

And let’s check how to do this now for ATS system i.e.

Quantifying Achievements

To make your resume stand out, use specific numbers and metrics to highlight your accomplishments. Quantifying your achievements demonstrates your impact and makes your resume more compelling to potential employers. For example, instead of simply stating that you “improved network security,” say that you “enhanced network security, reducing breaches by 30%.” This approach provides concrete evidence of your contributions and shows how you added value to your previous roles. Metrics like percentages, dollar amounts, and time frames help employers understand the scope and significance of your work. By clearly illustrating your successes with quantifiable data, you create a stronger, more persuasive resume that effectively communicates your capabilities and achievements. Now let’s take two examples of how it should not be done vs how it should be done. Lets see the first one below

Now lets see how we can improve this

Avoid Acronyms and Abbreviations

Avoiding acronyms and abbreviations in your resume is crucial for successfully navigating Applicant Tracking Systems (ATS). ATS software may not recognize or correctly interpret industry-specific jargon or shortened terms, which can lead to your resume being overlooked. Instead, spell out acronyms and abbreviations at least once, followed by the acronym in parentheses. This ensures that the ATS understands and matches your qualifications accurately with the job requirements. Additionally, recruiters who may not be familiar with every acronym will appreciate the clarity. By providing the full terms, you increase the likelihood that your resume will be correctly parsed, scored, and ranked, thus enhancing your chances of moving forward in the hiring process. Ensuring clarity and completeness in your resume content helps both automated systems and human reviewers understand your qualifications. Lets see this with an example

In the end, after considering all the points and writing a resume for a specific job, we can also check if our resume is worth it or not by passing it from a demo ATS system. For example, “Resume Worded” website can check our resume and linkedin profile and guide us on what to improve in our resume so that ATS systems and recruiters can get access to our resume after passing from ATS system.