How to Get Past the Applicant Tracking System (ATS): What PhDs Transitioning to Industry Need to Know

When transitioning from academia to industry, one of the common concerns for PhD graduates is navigating the Applicant Tracking System (ATS). The internet is flooded with advice on how to create an "ATS-proof" resume, but the reality is that there is no such thing. Understanding how ATS works can help you optimize your resume effectively and ease your transition into the professional world.

THE TRUTH ABOUT APPLICANT TRACKING SYSTEMS

There’s a lot of misinformation circulating about ATS. Contrary to popular belief, ATS does not automatically screen out resumes in most cases. Instead, it functions as a centralized database where applications are stored, allowing recruiters and hiring managers to efficiently manage and track candidates throughout the hiring process, somewhat similarly to CRM (Customer Relationship Management) software.

How Does an ATS Work?

To clarify how an ATS operates, here’s a step-by-step breakdown:

1. Submission: Applicants submit their application through a job board or website.
2. Storage: The application is automatically pushed into the ATS.
3. Dashboard View: The reviewer sees a dashboard of all applicants.
4. Review Process: The reviewer can click on an applicant from the list to review their resume.
5. Decision: The reviewer then clicks a button to either move the applicant to the next phase or send them a templated rejection email.

This process highlights that while the ATS is involved in managing applications, it does not make the decision to reject or advance candidates on its own - that's up to humans.

The Importance of an ATS-Friendly Resume

Even though there is no foolproof method to guarantee your application will be reviewed, making it ATS-friendly can make it easier for human reviewers to reach out to you. Here’s why:

• Accurate Data Entry: An ATS-friendly resume allows the system to correctly populate your contact information into the database. This accuracy is crucial for scheduling interviews and maintaining communication throughout the hiring process.
• Readable Formatting: While ATS may import your experience, the way this information is displayed is often not ideal. Thus, most reviewers prefer to examine the resume you originally submitted. Ensuring your resume is formatted simply and clearly can help it be parsed correctly by the ATS and easily read on the off-chance that the reviewer is using the databased content.

PRACTICAL TIPS FOR CREATING AN "ATS-FRIENDLY" RESUME

Here are some actionable tips to optimize your resume for ATS:

• Use Standard Fonts and Simple Formatting: Stick to widely-used fonts like Arial or Times New Roman and avoid complex formatting that might confuse or be unreadable by the system.
• Include Keywords from the Job Description: Tailor your resume to include relevant keywords, but ensure they fit naturally within your experience and skills sections. This allows human reviewers to quickly and easily pick up on your fit.
• Avoid Images and Graphics: These can cause parsing errors, making parts of your resume unreadable by the ATS.
• Save as a .docx or .pdf: These formats are generally ATS-compatible, but check the job posting for any specific instructions. Be cautious of using coding scripts to generate your PDF resume as some ATS' may not be able to read the coding of these types of PDFs.

FINAL THOUGHTS

While an ATS is an essential tool for recruiters and hiring managers, it’s important to remember that it doesn’t make the final decision. By focusing on clarity, accuracy, and relevance, rather than how to hack the ATS, PhD graduates can successfully transition from academia to industry roles.

For more personalized guidance and support in your job search, consider reaching out to Alma.Me, where we specialize in helping PhD graduates navigate the complexities of the job market.