The Scannable Resume
Understanding The Process
Applicant Tracking Systems are being used more and more by companies, replacing the old metal file drawers where they would store large numbers of hard copy resumes. These computerized systems scan the resume into their computer using a piece of scanning equipment. The resume becomes an image in which software looks at the image and translates it into a universal computer language. The computer then "reads" the resume.
When a job opening occurs, the employer finds applicants' resumes by typing in keywords associated with that opening. Therefore, you can see how important using the correct words in your resume can be as well as ensuring your resume scans into their computer properly.
Preparing Your Scannable Resume
Please keep in mind that different applicant tracking systems treat your resume differently. Some systems may take an exact picture of your resume, some may extract a summary of your resume. Some software has limited font recognition and some can read any font.
So these tips attempt to help you maximize "scannability" (how well the computer can understand and "read" your resume) and "hits" (how many times your resume information will be grabbed by the computer for the employer to view).
Tips for Maximizing Scannability
- Play it safe and use sans serif fonts (fonts without the little strokes at an angle to the vertical lines of a character such as Helvetica) or popular serif fonts such as Times Roman. (Good fonts are Helvetica, Futura, Univers, Optima, Times, New Century Schoolbook, Arial, Palatino).
- Use a font of 10 to 14 points. Avoid Times 10 point.
- You can use boldface and capital letters as long as the letters do not touch each other.
- Avoid fancy italics, underline, shadows, and reverse backgrounds. Also avoid graphics and shading and boxes. Use horizontal and vertical lines sparingly.
- Avoid compressing space between letters.
- Be sure your name is at the top of the page on its own line. Your name should also be the first text on multiple pages.
- Use a standard address format below your name and be sure your phone number is on its own line.
- Do not fold or staple or tape your resume.
- Provide a laser printed original if possible. Avoid dot matrix printouts. If you must fax your resume, set the machine on "fine mode".
- Use white or light colored, smooth textured, standard size 8 1/2" x 11" paper, printed on one side.
Tips on Content for Maximizing Exposure of Your Resume
Employers access electronic resume information differently, depending on the system they are using. But, basically, the idea is to rethink the wording in your resume so the computer system will display your resume for appropriate positions. The key to this is through the use of keywords.
Keywords?When an employer sends a request through an applicant tracking system, he/she is seeking the applicants most suitable for the position. The employer will use keywords to do this. The computer will then find those who match the keywords for the employer to review. The trick is to put as many keywords as possible on your resume, thereby increasing the chances of being chosen. Become smart in keywording your resume! You can do some research to reduce the guesswork about what an employer will ask for. Read job openings in your desired field. Look for descriptors and buzz words. Remember that keywords will probably be nouns not verbs. Samples of Keywords: Supervisor, MBA, Will travel, Reduced cost, C++, American Society of Civil Engineers, DOT License, Customer Oriented, Creative, Team Player, Flexible, Leadership, Communication Skills, Problem Solving, Takes Initiative.
The Tips- Use enough key words to define your skills, education, experience, professional affiliations etc.
- Describe your experience with concrete terms. For example: 'manager of mechanical engineering team' instead of 'responsible for managing professionals'.
- When in doubt, spell it out. Some systems are programed with basic abbreviations like BA, MS, PhD. But, the general rule is if you are not sure, spell it out. You can assume employers will search for standard abbreviations for terms in your field.
- Remember to use interpersonal traits and attitudes. For example: communication skills, leadership, time management, high energy.
More Advice
- You can use a multiple page resume for a scanned system. Be sure you have your text only on the front of each page.
- You may decide to have more than one type of resume - one for the scanners and one for humans. So, you need to have an idea of which employers you apply to use scanning systems to store resumes.
- Your resume can be set up the same as a traditional resume with the choice of formats such as chronological, skills oriented, functional. You may consider having a separate category listing keywords. A heading could be keyword summary or keywords. This way you could list words or phrases that will increase the odds of being noticed by the computer system. For instance, you may not have used the noun, 'management'. You may have said 'managed'. The computer may not pick up on that verb, but only the noun. Thus, in your keyword category, management would be there to be noticed by the computer.