Applicant Tracking System: Learn How To Optimise Your Resume

Applicant Tracking System: Learn How To Optimise Your Resume 03-Feb-2025

Ever applied for countless jobs and never heard back? You’re not alone. Many candidates don’t realise their Curriculum Vitae (CV) is being screened by an Applicant Tracking System (ATS) before a human even sees it. If your resume isn’t optimised, it might get rejected before reaching a recruiter’s desk. 

Understanding how an Applicant Tracking System works can highly enhance your chances of landing an interview. By using the right format, keywords, and structure, you can ensure your CV gets through automated filters and directly to hiring managers. In this blog, we’ll show you exactly how to optimise your resume for ATS success. 

Table of Contents 

1. What is an Applicant Tracking System? 

2. Why use an Applicant Tracking System? 

3. Benefits of an Applicant Tracking System (ATS) For Candidates 

4. Most Commonly Used Applicant Tracking Systems 

5. Things to Consider while Selecting an Applicant Tracking System (ATS) 

6. How to Optimise Your Resume For the ATS? 

7. What's the Difference Between an ATS and a CRM? 

8. The Future of Applicant Tracking Systems 

9. Conclusion 

What is an Applicant Tracking System? 

Consider this scenario: A recruiter faces 300 applications for a single position. Overwhelming, right? That's where an ATS comes in – the digital recruitment assistant that transforms hiring processes. This sophisticated software helps organisations streamline their recruitment by scanning, sorting, and ranking job applications based on how well they match the job requirements. 

Think of it as a highly efficient digital filing cabinet that can read CVs, parse information, and determine potential superstar employees. But unlike a human recruiter, it follows strict rules and patterns – which makes understanding its functionality crucial for job seekers. 

Most candidates simply don't understand how to optimise their applications for these systems. However, with the right knowledge and approach, these odds can be significantly improved. 

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Why Use an Applicant Tracking System? 

In today's fast-paced job market, manual recruitment is more like using a typewriter to send emails. Companies receive hundreds, sometimes thousands, of applications for a single position. Google, for instance, reportedly receives around 3 million applications per year – an impossible number to process manually. 

But it's not just the tech giants who benefit from ATS. Even smaller companies are adopting these systems, and for good reason. These systems offer a level of efficiency and consistency that human recruiters alone simply can't match. They help eliminate unconscious bias, ensure compliance with employment laws, and create a standardised hiring process that benefits both employers and candidates. 

Consider the case of a mid-sized marketing agency in Manchester. After implementing an ATS, they reduced their time-to-hire from 45 days to just 18 days. More importantly, they reported a significant improvement in the quality of candidates reaching the interview stage. The secret? Their ATS pre-screened candidates based on specific criteria, ensuring only the most qualified applications made it through to human reviewers. 

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Benefits of an Applicant Tracking System (ATS) For Candidates 

Applicant tracking Systems brings significant benefits from immediate post-hire results to better candidate experience. Let’s explore them in detail: 

1. Immediate Results Post-hire 

1. Streamlined onboarding process with pre-populated forms 

2. Instant access to company policies and procedures 

3. Clear timeline for initial training and orientation 

4. Direct connection to HR systems for payroll and benefits 

5. Automated setup of necessary accounts and access rights 

2. Improved Candidate Experience 

1. Real-time status updates on application progress 

2. Personalised communication throughout the process 

3. Mobile-friendly application interface for on-the-go applying 

4. Easy document upload and management system 

5. Option to save incomplete applications and return later 

6. Automatic job recommendations based on your profile 

3. Increased Efficiency in the Hiring Process 

1. Reduced waiting time between application stages 

2. Automated scheduling tools for interviews 

3. Standardised assessment process 

4. Clear feedback channels 

5. Simplified background check process 

6. Quick internal referral system 

Origin of Applicant tracking System 

Most Commonly Used Applicant Tracking Systems 

The ATS landscape offers diverse options, with several systems emerging as clear favourites. Workday, Greenhouse, and iCIMS rank among the most popular, each serving different organisational needs. However, Oracle Taleo stands as the market leader, serving over 40% of Fortune 100 companies. 

Each system brings unique strengths to the table. Workday excels in enterprise-level integration, while Greenhouse is renowned for its user-friendly interface and excellent candidate experience. iCIMS offers robust reporting capabilities, and Taleo provides unmatched customisation options. 

Take the case of Sarah, a marketing executive who successfully navigated three different ATS platforms during her job search. Her strategy? Understanding how these systems work and optimising her CV accordingly. "It's like learning a new language," she explains. "Once you understand the basics, you can communicate effectively regardless of the specific dialect." 

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Things to Consider while Selecting an Applicant Tracking System (ATS) 

While the Applicant Tracking System streamlines the whole hiring process, there are some vital points you need to keep in mind when harnessing its power. Consider the following: 

1. Align Investments with Organisational Capabilities 

1. Comprehensive assessment of current recruitment volume 

2. Detailed budget analysis and ROI projections 

3. Evaluation of team size and technical expertise levels 

4. Long-term growth projections and scalability requirements 

5. Training needs and resource allocation 

6. Implementation timeline and migration strategy 

2. Identify the Problem That Requires Resolution 

1. Analysis of current recruitment bottlenecks 

2. Assessment of specific feature requirements 

3. Integration needs with existing systems 

4. Reporting and analytics capabilities 

5. Compliance and security requirements 

6. User adoption challenges 

7. Mobile accessibility needs 

3. Evaluate Your IT Infrastructure 

1. Current technology stack compatibility assessment 

2. Security protocol requirements 

3. Data protection and General Data Protection Regulation (GDPR) compliance 

4. Integration capabilities with existing Human Resources Information System (HRIS) 

5. Mobile accessibility requirements 

6. Backup and disaster recovery plans 

7. System maintenance and update procedures 

How to Optimise Your Resume For the ATS? 

Here are a few key steps to follow when optimising your resume for ATS:  

Learn how to optimise your resume for ATS 

1. Use Standard Section Headings 

1. Choose conventional headers like "Work Experience" instead of creative alternatives 

2. Maintain consistent heading hierarchy throughout 

3. Use clear, recognisable section titles 

4. Avoid industry jargon in section headings 

5. Include all standard sections (Education, Experience, Skills) 

6. Ensure proper spacing between sections 

2. Tailor Each Resume 

1. Analyse the job description for key terms 

2. Include relevant industry-specific keywords 

3. Match skills to the exact job requirements 

4. Use both abbreviated and full versions of terms 

5. Incorporate company-specific language where appropriate 

6. Maintain a natural flow while including keywords 

3. Use an Online Tool to Check Your Resume 

1. Test regularly with ATS simulation tools 

2. Compare different versions of the CV 

3. Verify keyword optimisation and density 

4. Check formatting compatibility 

5. Review for potential parsing errors 

6. Analyse overall ATS compatibility score 

4. Stick to Standard Fonts 

1. Choose from Arial, Calibri, or Times New Roman 

2. Maintain consistent font size throughout 

3. Use bold and italic sparingly 

4. Avoid underlines and special characters 

5. Keep text alignment simple 

6. Ensure proper line spacing 

5. Avoid Headers and Footers 

1. Place all contact information in the main body 

2. Remove automatic page numbering 

3. Eliminate custom headers and footers 

4. Keep all content in the main document area 

5. Use simple page breaks if necessary 

6. Maintain consistent margins throughout 

6. Use Simple Formatting 

1. Avoid tables and text boxes for layout 

2. Skip graphics, images, and charts 

3. Use standard bullet points only 

4. Stick to basic formatting options 

5. Keep paragraph formatting consistent 

6. Use clean, simple layouts 

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What's the Difference Between an ATS and a CRM? 

The distinction between these systems lies in their core functionalities. An ATS serves as a dedicated job application manager, focusing specifically on the recruitment process. In contrast, a CRM (Customer Relationship Management system) functions as a comprehensive relationship management tool, handling interactions with customers, leads, and partners. 

Understand difference between ATS and CRM 

To illustrate: if the recruitment process were a party, the ATS would be the bouncer checking guest lists and managing entry, while the CRM would be the host tracking everyone's preferences and maintaining relationships long after the event ends. 

The key difference centres on their primary focus: an ATS moves candidates through the hiring process efficiently, while a CRM nurtures long-term relationships with customers and prospects. Many organisations utilise both systems in tandem, creating a powerful combination for managing both hiring needs and customer relationships. 

The Future of Applicant Tracking Systems 

The landscape of Applicant Tracking Systems (ATS) is undergoing essential transformations, driven by advancements in technology. Here are some key trends and developments to look out for: 

1. Integration of AI and Machine Learning: Future ATS will leverage advanced Artificial Intelligence (AI) and Machine Learning (ML) to not only screen CVs but also predict candidate success, identify skill gaps, and suggest development opportunities. 

2. Enhanced Matching Algorithms: Sophisticated algorithms will improve the accuracy of matching candidates to job roles, making the recruitment process more efficient. 

3. Innovative Assessment Methods: Platforms will incorporate video interviews and gamified assessments to evaluate candidates in a more dynamic and engaging manner. 

4. Predictive Analytics: These systems will use historical data and pattern recognition to forecast which candidates are likely to excel in specific roles and even suggest tailored interview questions. 

5. Candidate-centric Features: Future ATS will focus more on the candidate experience, offering personalised career development suggestions, skills gap analysis, and custom learning pathways. 

6. Chatbots and Instant Feedback: The use of chatbots will become more prevalent, providing candidates with immediate feedback and guidance throughout the application process. 

7. Virtual and Augmented Reality: Virtual Reality (VR) and Augmented Reality (AR) technologies will allow candidates to take virtual tours of workplaces or complete simulated tasks, enhancing the assessment of their skills and cultural fit. 

Conclusion 

Mastering Applicant Tracking System or ATS optimisation proves essential in today's competitive job market. Following certain instructions significantly increases your chances of advancing past the digital screening stage. Success lies in balancing ATS-friendly formatting with your unique professional narrative. 

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