Navigating the ATS Maze + Dispelling Myths and Unlocking Secrets for Your Job Search

In the world of job hunting, few systems provoke as much apprehension and misunderstanding as Applicant Tracking Systems (ATS). I spent 18 years using the Applicant Tracking Systems and have seen both the pros and cons. I've also seen a lot of resume writers and career coaches who have never used an ATS give bad advice on applicant tracking systems just to gain business. 👎🏻

So, let's reveal the secrets of applicant tracking systems and dispel some common myths so you can move forward in your job search with some informed hiring system knowledge.

The "Secrets" of How ATS Works

An ATS serves as the central hub for managing the recruitment process, from receiving applications to onboarding new hires. Designed to streamline hiring operations, ATS software comes in various forms, each with its own unique features and functionalities. Some of the most common ATS platforms include Taleo, iCIMS, Greenhouse, and Workday. If you ask any Recruiter or Talent Acquisition, they all have a favorite ATS that makes their day easier.

And if you ask most candidates which system is the biggest pain, they'll most likely say Workday.

Workday is notorious for being a laborious process for candidates, requiring you to create a Workday username and password that is unique for every single employer. When you're applying to hundreds of jobs, that becomes a total pain!

Workday or not, Applicant Tracking Systems are typically designed with several key components:

1. Resume Parsing: ATS is equipped with algorithms that can extract and parse information from resumes, allowing recruiters to quickly review candidate qualifications and experiences. Systems read your resume for headers like "Education" and then copy and paste that information into the system as "Education" for the Recruiter to see in other fields or areas of the ATS.

HOT TIP: Because of this copying and pasting, some hiring systems don't like certain formats that contain a lot of boxes, unique fonts, or hard to follow formatting. This is one area of ATS-defense that I recommend: use a format that is eye-catching for a human reader, but also makes logical sense for an ATS reader. For an ATS reader, logical sense generally means that the headers are clear, the font is recognizable, there are no graphics/images without descriptors, etc.

1. Job Posting Management: Recruiters can create and post job listings directly within the ATS, ensuring consistency across various job boards and channels. They're typically able to route them for internal review and approval as well.
2. Candidate Database: ATS maintains a database of candidate profiles, making it easier for recruiters to search and retrieve relevant candidates for current and future openings.
3. Workflow Automation: From application screening to interview scheduling, ATS automates various aspects of the recruitment process, saving time and reducing manual effort.
4. Reporting and Analytics: ATS provides insights into recruitment metrics such as time-to-fill, source effectiveness, and applicant demographics, enabling data-driven decision-making.

While ATS has revolutionized recruitment practices, they are not without their challenges. Let's dispel some of the most common myths about Applicant Tracking Systems so you can be better informed on how they may or may not impact your job search.

The Myths:

Myth 1: ATS Block Candidates

One prevalent myth is that ATS act as gatekeepers, blocking candidates from opportunities based on arbitrary criteria. In reality, ATS serves as an organizational tool, efficiently managing applicant data and streamlining the recruitment process. They're designed to assist recruiters, not hinder candidates. While ATS may filter out applicants who don't meet basic qualifications, they do so based on predefined criteria set by recruiters, not autonomously blocking candidates.

It's important to realize that most (not all) systems use some kind of question set or defined criteria based on what the job poster deems to be qualified. This may sound like questions in the application like:

• Do you have a minimum of 5 years in sales?
• Do you possess a Bachelor's degree?
• Do you have experience with Salesforce?

If you answer yes to all three questions, you're "qualified" for review. If you answer no to one of these questions, you "don't meet the minimum requirements" and are either auto-dispositioned or placed in a different bucket for recruiter review.

Myth 2: ATS Only Focus on Keywords

Another misconception is that ATS relies solely on keyword matching to evaluate resumes. While keywords play a role in ATS algorithms, modern systems are far more sophisticated. They assess various factors, including job titles, skills, experiences, and qualifications, to determine candidate suitability. Additionally, many ATS prioritize contextual understanding, meaning they can recognize synonyms and related terms beyond exact keyword matches.

Keep in mind that sophisticated algorithms, machine learning, or other tools to read context and keywords are the exceptions in hiring practices. Most organizations (small to mid-size) are still using an ATS as a CRM to track candidates. Keywords become important as part of a persuasive narrative to influence a human reader to interview you.

Myth 3: Human Review Is Obsolete

Contrary to popular belief, ATS hasn't rendered human review obsolete. While these systems automate certain aspects of the recruitment process, human judgment remains essential. Recruiters still play a pivotal role in assessing candidate qualifications, cultural fit, and potential beyond what ATS algorithms can discern. In fact, most organizations utilize ATS to complement, not replace, human decision-making in recruitment.

An ATS works like a CRM in a sales process. Your leads (candidates) may be assigned a score, but you're still managing your leads (candidates) appropriately to catch good leads (candidates) that fell through the cracks or were misinterpreted by the system.

Bottomline: Your resume is still going to pass the eyes of a human reader. It's most likely either going to be a Recruiter or someone who manages hiring (like HR) and/or the Hiring Manager directly. I've seen recruitment processes where both exist:

• HR or Recruiter pre-screens candidates and presents the "top" to Hiring Manager and/or
• Hiring Manager posts their own roles/Have access to review candidates as they apply.

Myth 4: ATS Are One-Size-Fits-All

Some perceive ATS as rigid, one-size-fits-all solutions that work the same across organizations. The truth is that every company is different and ATS platforms offer customization options, allowing organizations to tailor their systems to their unique needs and preferences. From adjusting screening criteria to configuring workflows, ATS can be adapted to accommodate diverse recruitment processes and candidate experiences.

That's exactly what makes the job search process so hard. Every. Company. Is. Different. While best practices exist, how those practices are implemented by people in companies widely varies. There are different opinions on what a good resume is or isn't. What one reader finds compelling, another reader finds obsolete. Some hiring processes are clear and efficient, and some are broken, convoluted, and lack communication.

Hopefully, though, by dispelling the myths surrounding ATS and gaining a deeper understanding of their capabilities and limitations, you can navigate the job market with more confidence and clarity.

Bottomline: The best way to be proactive in hiring systems is a well-designed resume that speaks to your wins, achievements, and impact. Focus less on what an ATS may or may not do and use that time optimizing your resume to be a powerhouse of your accomplishments, skills, and what makes you wildly more talented than anyone else in the hiring system.

🔔If you found this article helpful, you should check out my LinkedIn page designed to help you manage your career.

www.mycreativeresumes.com

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