How AI Pulls Your Resume: 6 Things You Need to Know to Stand Out
In the past, a creative resume design with colors, graphics, or unique fonts might have made a candidate's application stand out. But the hiring landscape has transformed dramatically with artificial intelligence (AI) and applicant tracking systems (ATS) now in the picture. Today, these technologies look less for artistic flair and more for specific, strategically placed keywords and clear formatting. For job seekers, especially new graduates, understanding how AI processes resumes can be the key to getting noticed in competitive fields.
As an instructor, I've worked with students on the best practices for resume writing, emphasizing a few essential rules:
Live type or don’t flatten your files (i.e., text readable by software rather than images or graphics).
Matching the job description key words. Check out what Indeed has to say.
Adhering to trusted guidelines from sources like Harvard's Office of Career Services.
Here's a breakdown of how AI systems interact with resumes and how you can optimize yours to make it to the top of the stack.
The Role of AI in Hiring Today
AI is now integral to hiring for many companies, especially larger organizations. When you submit a resume online, an ATS scans it for specific criteria. These criteria are based on keywords, experience levels, and qualifications the hiring company has set. ATS software can do everything from scanning for specific words to ranking candidates based on experience.
This means getting the technical details right is essential for applicants. Gone are the days when a creative layout would make your resume stand out; now, a well-structured resume with the right keywords is what sets you apart.
2. Crafting a Keyword-Optimized Resume
Keywords are the lifeblood of ATS screening. Without them, even the most qualified candidates can fall through the cracks. To ensure your resume aligns with the role you're applying for, review the job description carefully.
Note key terms, such as specific skills, qualifications, and required experience. Incorporate these keywords naturally throughout your resume in relevant sections such as the summary, skills, and experience.
For example, if a job description mentions "project management," "data analysis," and "customer relations," make sure these terms appear in your resume. This approach helps the ATS match your resume to the criteria it's programmed to find.
3. Formatting for ATS and Readability
ATS software isn't perfect. Complex layouts with graphics, images, and unusual fonts can create issues for the system, leading to incomplete or misinterpreted information. Here are some tips for ensuring your resume is ATS-friendly:
Use Standard Fonts: Choose fonts like Arial, Times New Roman, or Calibri, which are widely recognized by ATS software.
Live Text Only: Avoid using images or graphics for important information. The ATS can't "read" text embedded in images.
Stick to Simplicity: Avoid tables, columns, and text boxes, as some systems struggle with these formats.
Use Standard Headings: Stick to typical headings like "Experience," "Education," and "Skills." These are easily recognizable to both ATS and hiring managers.
When I work with students, I emphasize that less is often more when it comes to resume formatting. A clean, streamlined format is more effective than a visually complex one.
3. Tailoring for Each Job Application
One of the best ways to get your resume pulled by an ATS is by tailoring it to each job. This may sound time-consuming, but it's a necessary step in today's competitive market. Customization doesn't mean rewriting your entire resume; rather, it involves making targeted adjustments to align with specific job requirements.
Start by:
Revising Your Summary: Ensure your summary statement matches the role you're applying for. This is often the first section that the ATS scans.
Adjusting Keywords: Add or emphasize keywords that align with the job posting. This may involve swapping out some terms or slightly changing phrasing to match the language of the job ad.
Rearranging Skills: Move your most relevant skills to the top of the list to ensure they're visible at a glance.
These techniques can help the ATS recognize you as a strong match for the role.
4. Focusing on Live Type and Easy-to-Scan Copy
While a creative, colorful resume might catch the human eye, it often confuses an ATS. When I teach students about resume best practices, one of my core recommendations is to use live-type—text that can be selected, copied, and read by software. This approach ensures that ATS can parse your resume correctly.
In practice, this means avoiding any graphics or images and focusing instead on concise, powerful language. For instance:
Quantify Achievements: Replace "Improved sales" with "Increased sales by 15% within the first quarter."
Avoid Uncommon Abbreviations: Use industry-standard terms and avoid acronyms that may not be recognized.
Each of these tactics can make your resume easier for the ATS to read and improve your chances of getting pulled.
5. Using Harvard's Resume Standards for Simplicity and Clarity
Harvard University's Office of Career Services offers one of the best resources for resume formatting and content guidelines. This standard suggests that resumes should prioritize simplicity, focusing on clear headings, reverse chronological order, and relevant skills. Harvard's guide emphasizes that resumes should be a concise summary rather than a complete autobiography; often, less is more.
I encourage students to review job postings closely, identify the most relevant experiences, and keep the resume focused. For example, a resume for a management role might emphasize leadership skills and team achievements, while a technical role should highlight specific tools and technical proficiencies. This targeted approach not only makes it easier for AI to read your resume but also helps a hiring manager quickly see why you're qualified.
6. Testing Your Resume with Free Tools
There are several tools available that allow you to test how well your resume performs in ATS software. These tools can give you keyword usage, formatting, and more feedback. Some popular tools include Jobscan, SkillSyncer, and Resumeworded. These tools can help you pinpoint areas for improvement and fine-tune your resume before submitting it.
Using a tool like this can be especially helpful if you're new to ATS or applying for a role with specific qualifications. It's a practical step I often recommend to students to help them feel confident that their resume will make it through the initial screening.
Final Thoughts: Balancing Technology and Personal Touch
While AI and ATS play a significant role in the hiring process, it's essential to remember that a human being will ultimately review your resume. Writing for an ATS doesn't mean losing sight of quality and relevance. Each bullet point should add value, quantify achievements, and highlight your best qualities.
My advice to students and job seekers alike is to view AI and ATS as an opportunity to refine their resumes and emphasize what makes them great candidates. By blending technology with best practices like keyword optimization, clear formatting, and a focus on simplicity, you can increase your chances of standing out in a crowded digital landscape. Stay tuned for more tips on how to stay relevant in today’s modern job market.