In today’s competitive job market, simply having a well-designed resume isn’t enough. Many companies use Applicant Tracking Systems (ATS) to manage and streamline their hiring processes. These systems scan resumes for relevant keywords, formatting, and structure—often before a human ever sees your application. If your resume isn’t ATS-friendly, it may never make it past the first digital hurdle.
Here’s how you can optimize your resume to ensure it gets noticed by both the ATS and the hiring manager.
1. Use a Simple, Standard Format
ATS software struggles with complex formatting. Avoid using:
- Tables
- Text boxes
- Columns
- Images or graphics
Instead, stick to a clean, linear layout with standard headings like Experience, Education, and Skills. Use a common font (e.g., Arial, Calibri, or Times New Roman) and keep your font size between 10-12 points.
2. Use Standard Section Headings
The ATS looks for familiar labels to categorize your information. Stick to headings like:
- Professional Summary
- Work Experience
- Education
- Skills
- Certifications
Avoid creative alternatives like “Where I’ve Worked” or “My Academic Journey.”
3. Tailor Your Resume with Keywords
ATS software scans for keywords that match the job description. Here’s how to leverage them:
- Read the job posting carefully and identify the most relevant skills, qualifications, and technologies mentioned.
- Incorporate those exact keywords and phrases naturally throughout your resume—especially in the Skills and Work Experience sections.
- Use both acronyms and spelled-out versions (e.g., “Search Engine Optimization (SEO)”).
Tip: Use a word cloud tool or keyword scanner to help identify commonly repeated terms in job listings.
4. Use the Right File Type
Unless the job posting says otherwise, submit your resume in .docx or .pdf format. However, some older ATS versions can have difficulty reading PDFs, so .docx (Microsoft Word) is often the safest bet.
5. Avoid Headers and Footers
Some ATS software may not read content in headers or footers. Keep all important information—like your name and contact details—in the body of the document.
6. Write Out Your Experience Clearly
Use reverse chronological order to list your work experience. Each entry should include:
- Job Title
- Employer Name
- Location
- Dates of Employment
- Bullet points with your accomplishments and duties (incorporating keywords)
Start bullet points with strong action verbs (e.g., “Led,” “Developed,” “Implemented”).
7. Include a Skills Section
The Skills section is crucial for keyword optimization. Include both hard and soft skills relevant to the role. Examples:
Technical Skills: JavaScript, Microsoft Excel, Salesforce, Python
Soft Skills: Leadership, Communication, Time Management
Tip: Don’t exaggerate—only list skills you’re proficient in.
8. Keep It Concise and Relevant
Most ATS and hiring managers prefer resumes that are 1–2 pages long. Focus on relevant experiences and eliminate outdated or unrelated roles (especially anything older than 10-15 years unless it’s highly relevant).
9. Test Your Resume
There are free tools available online that simulate how an ATS will read your resume. Use them to:
- Identify formatting issues
- Check keyword density
- Score your resume against a specific job description
Examples: Jobscan, ResumeWorded, SkillSyncer
Final Thoughts
An ATS-friendly resume is the first step to getting your foot in the door. While optimizing for the system is crucial, always remember that a real person will (hopefully) read your resume next. Strive for a balance between technical compatibility and readability. With a well-optimized resume, you’ll greatly increase your chances of landing interviews and moving forward in the hiring process.
