Best Practices for Working with Applicant Tracking Systems

Applicant tracking systems (ATS) have developed a negative reputation, garnering perceptions of a stringent gate keeper in the job application process. Whether true, not true, or a little of both, the ATS can be a deterrent if the candidate doesn’t consider it in the process of preparing and applying to a company.

Many companies have shared to be aware of the process, but it isn’t the “gate keeper” we think it is.  ATS is a file and organization system for the resumes that are submitted to job postings.  They don’t “sort out” the non-qualified applicants, despite the help that might be for recruiters.  Brianna Stimson, University Campus Manager with Collins Aerospace, shared that they look at every resume that is submitted to a position, and while it might be desired to sort by degree or experience level, this is not an option in their system.  They use Workday for their application process and HireVue for digital first interviews to determine who they want to talk with further.  Tips that Brianna shared include:

• Meeting with recruiters at a career event (fair, information session, on-campus meet-up, etc.) is always best
• If a major does not exactly match the job, include projects and courses that align with the major being sought
• They look for the following:
  • Graduation date
  • Major(s)
  • Extracurricular activities and leadership roles
  • Work experience, regardless of relevancy
  • Project experience
  • Targeted statement (objective, profile, summary) for the position
    • *Note*: Collins’ system show the most recent resume uploaded, so if varying positions are applied to only the most recent resume uploaded is seen/reviewed

When asked what the biggest “do not” was for her, she shared do not leave the resume blank or with a lot of open space.  Terrific tips, Brianna!  ERAU Career Services Office agrees completely!

There is a lot of information about do’s and don’ts for working with ATS, and some of the information conflicts.  There does seem to be some consistency when it comes to formatting a resume.  Consider these suggestions:

1. Avoid templates with built-in formatting, resumes with text boxes and tables
2. Use standard fonts (Arial, Times New Roman, Calibri, Georgia, Tahoma) because it is easier to read
3. Standard size font (10-12 pt font)
4. Avoid using inserted symbols, instead use elements that are on the keyboard (squares and solid bullets and vertical divider on the backslash key are ok)
5. Left-aligned text (rather than justified) and margins set at 0.5 - 1” will best align the content of the resume
6. Header/Footer on resumes is not suggested
7. Do not abbreviate, unless it is for formal name that has already been spelled out previously (ERAU, etc)
8. Reverse chronological order for Education and Experience sections is best
9. When the candidate has the skills the company is seeking, make sure to use the exact language of the job description
   1. NOTE: do not try to “trick” the ATS (more below about this)

A recent conversation with a representative from Leonardo DRS in Melbourne, FL led to insights into some myths about ATS. 

Myth #1 – White Lettering on a Resume – use white font letter to trick the ATS by including words that cannot be seen from the job description

• Like Collins Aerospace, Leonardo DRS reviews every resume that is submitted, so they can tell if a candidate is “tricking” the ATS, which isn’t a good impression
• Myth Busting Tip – Reflect on the job description and how real-life experience can relate to the requirements

Myth #2 – Don't Be Creative – referring to the resume format

• ATS read resumes from left-to-right, like people that read the English language, so vertical columns and info graphic-style resumes can become distorted in ATS, but the original document that was uploaded is still in the system and can be accessed by a recruiter
• Myth Busting Tip – Create an eye-pleasing, easy to read document that works for both ATS, the recruiter, and the hiring manager

It appears that the best practice for working with ATS is to follow the aged advice:

• Tailor a resume, reflecting skills a candidate has with the skills the company is seeking
• The resume should tell your story for you
• Keep trying, have resumes reviewed for the career field being pursued to make sure they align
• Demonstrate experience and knowledge through projects, work experience, classes, skills and clubs/student organizations
• Networking and attending events is still a good way to meet people

Sandi Ohman is an Assistant Director in the Career Services Office at Embry-Riddle Aeronautical University, in Daytona Beach, FL. She has been with the University and in Career Services for over 18 years, has advised students in many degree areas offered at ERAU, taught UNIV 101 classes to incoming students, and enjoys maintaining the many alumni relationships she has cultivated through the years. Sandi brings additional experience and perspective from her previous career in the finance industry. She is a past Chair for CCFCC, active in FloridaACE, and was the recipient of the 2021 Brownlee Leadership Award. She received her Bachelor of Science degree in Business Administration from the University of Florida, and her Master of Arts degree in Educational Leadership from the University of Central Florida.