Part 2 discusses,

“How do applicant tracking systems work?”

Most online applications end up in one of two places: an applicant tracking system, or an email inbox. Neither are particularly easy to get out of.

Although companies can search their database for candidates (much like you would query Google to find what you’re looking for), most companies use their ATS only to manage applications for a specific job. They only look at resumes submitted for that particular job; they don’t query the database for other candidates.

There are numerous different ATS software programs on the market — including a few new ones that operate “in the cloud” — and all applicant tracking systems are slightly different. However, they all work in a similar way, by allowing for filtering, management, and analysis of candidates for a particular job opening.

Applicant tracking systems “parse” the information in the resumes submitted, pulling them apart and placing information in specific fields within the ATS database, such as work experience, education, contact data, etc. The system then analyzes the extracted information for criteria relevant to the position being filled — such as number of years of experience or particular skills. Then, it assigns each resume a score, giving the candidate a ranking compared to other applicants so recruiters and hiring managers can identify candidates who are the “best fit” for the job.

Criteria used by the applicant tracking system to determine a match includes:

• Appearance of a keyword or phrase — this can be measured by its presence in the document at all — as well as the number of times the keyword or phrase appears.

• Relevance of the keyword within context. (Does the keyword or phrase appear with other keywords you would expect?)

The higher the resume ranking, the more likely the application will end up being reviewed by a human reader.

Success in navigating an applicant tracking system isn’t simply about the volume of keywords and phrases — it’s the right keywords — and, in particular, how unique those keywords are. Most jobseekers include the “obvious” keywords, but many applicant tracking systems put value on related keywords, not those specific terms.

Applicant tracking systems see some keywords and phrases as more “valuable” than others. Many systems also allow the hiring manager or recruiter to “weight” criteria — applying greater significance to certain terms or qualifications. Hiring managers can also apply filters to further refine the candidate pool — for example, geographic or educational criteria. They can also specify keywords as either “desired” or “required,” which affects rankings.

In many cases, however, the system itself determines the most relevant keywords and phrases, as outlined in the job posting.

Companies that create applicant tracking systems continue to refine their processes and algorithms — and the systems are becoming less expensive as more providers enter the market. And jobseekers continue to learn to adapt their career communication documents (especially resumes and cover letters) to meet the needs of both humans and computers.

Newer ATS software doesn’t simply identify keywords and apply a score based on how many times that keyword appeared. (Older systems were subject to manipulation by jobseekers who would simply “keyword stuff” their documents, using white text or a tiny font to include the same keywords over and over again to trick the ATS into assigning a higher ranking to the document based simply on the number of times the keyword appeared.)

Context is the new part of this. It’s not enough to have the right keyword in the resume — nor have it appear more than once (i.e., in a “keyword” section). Instead, the system looks for relevance of the keyword to your work history and/or education. Those keywords are analyzed and weighed in the context of the entire resume. Also considered in context is how recent the desired skill has been used, and the depth of knowledge the candidate possesses of the topic (by assessing whether relevant and related terms are also present in the resume in relation to the keyword or phrase).

Resume effectiveness goes beyond the ATS, however. Once your resume pops up in the ATS search results, it needs to reflect what the recruiter or hiring manager expects from a candidate with the qualifications they desire.

Think about when you’re conducting a search on Google. You type in your search criteria, and a list of results appears. You begin clicking on results and can tell within a matter of seconds if the item fits what you were looking for. If it does, you’ll read further. If it doesn’t, you’ll click onto the next result. The same is true with the ATS.

For resumes analyzed by an ATS, it is important to include as much relevant information as possible. Inadvertent omission of key data can be the difference between having your resume appear in a list of candidates meeting search criteria — and not making the cut.

For example, if you are pursuing a degree or certification, it should be included in your resume (labeling it as “in progress” or “pending completion”), because a hiring manager may search for a specific type of degree or keywords contained in an area of study.

If the missing information is keyword-rich (i.e., a relevant job, educational credential, or certification), that can negatively impact the resume’s rating — and, therefore, the likelihood of being selected for an interview.

Keywords can be nouns, adjectives, or short phrases — and describe unique skills, abilities, knowledge/education/training, and/or experience.

How can you find the keywords or search terms that are likely going to be used to query the ATS?

- Review job postings for the type of position you’re seeking

- Analyze your current job descriptions (and job descriptions of positions similar to the one you have, and the one you want)

- MyNextMove (http://www.mynextmove.org/)

- Occupational Outlook Handbook

- Dictionary of Occupational Titles (www.occupationalinfo.org)

- Occupational Outlook Handbook (http://bls.gov/ooh/)

Also look for synonyms to the keywords you identify.

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Stuck about how to identify relevant keywords and phrases?

1. Find 6-8 job postings for the type of position you want. Copy the text from the ad into a Microsoft Word document.
2. Select all the text and copy it to your clipboard.
3. Go to www.tocloud.com or www.wordle.net to create a tag cloud.
4. Paste your selected text into the “text” box and generate the word cloud.

The word cloud will reveal keywords and phrases that are relevant for the type of job you’re seeking. The larger the word appears, the more relevant it is for that type of position.

You can also use Google’s Keyword tool to find keywords to make your resume more effective with applicant tracking systems.

1. Go to www.googlekeywordtool.com/
2. Click on the link for “Google Keyword Tool.”

1. In the “Word or phrase” box, type in one or more of the keywords you’ve already identified.

1. For example, Jane Jobseeker might use the phrase “attract event sponsors.”

1. The Google Keyword Tool will return a list of results that are similar to that word or phrase. Look for additional keyword ideas.

If your resume has keywords naturally woven throughout it, the process of preparing it for submission to an applicant tracking system is quite simple — simply ensure the resulting document is cleanly formatted for compliance with the ATS.

Applicant tracking systems fulfill two purposes: to manage applications for positions (especially where there is a high volume of applicants), and to screen out candidates who lack the required skills for the job.

The ATS can assist companies with hiring compliance. U.S. employment law prevents employers from discriminating in hiring based on age, gender, and ethnicity. By using an applicant tracking system to select candidates to interview, the system allows employers to comply with the law.

They also provide hiring managers with metrics and data which can improve the hiring process. Some systems collect Equal Employment Opportunity Commission (EEOC) data from candidates as part of the job application, streamlining compliance reporting.

Some applicant tracking systems facilitate internal communication among hiring professionals — allowing those with access to the system to share applicant resumes and notes.

Any time new technology is introduced into the hiring process, there is concern among jobseekers about what it means. It’s important to remember that technology is often used as a means to facilitate one goal: To make the hiring process more effective and efficient.

In the case of applicant tracking systems, the goal is to help hiring managers and recruiters more easily identify candidates with the skills, education, and experience that are most desired of candidates. Just like you want the most relevant search results returned when you type a query into Google, the hiring manager doesn’t want to sift through hundreds or thousands of resumes to find the handful of people he or she really wants to talk to. So if you focus your goal on ensuring you are the best fit for the types of positions you are seeking, the things that will make you findable in applicant tracking systems will already be in your resume and cover letter — because they are important qualifications for the type of position you are seeking.

When there are a large number of applicants for a position, the ATS allows the hiring manager to screen out low-ranking resumes, saving valuable time. In this instance, the applicant tracking system works a bit like your email spam filter. It separates out resumes it doesn’t feel would be relevant for the position being filled. Like a spam filter, it recognizes content that might not be important.

The appeal of an ATS for those doing the hiring is clear. Looking for a candidate with specific skills? Type them into a database and receive a targeted list of candidates with exactly those skills.

Unfortunately, the reality hasn’t quite panned out that way. These applicant tracking systems are limited by the information they acquire from jobseeker resumes. If the resumes aren’t structured in a way that fits the applicant tracking system, they can enter a black hole. Success on the hiring side of things depends on querying the system with the right keywords, specifications, and requirements to draw out resumes that are the best fit for the position.

However, even if an applicant can do the job, if the resume doesn’t work well with the ATS, the recruiter or hiring manager won’t find him or her.

One advantage for jobseekers applying through an applicant tracking system is that some systems automatically notify candidates whose resumes don’t meet the position requirements as identified by the ATS software. Receiving a response to a manual resume submission is rare due to the volume of applications many employers receive — so notification by the ATS that the application has been rejected allows the candidate to pursue other opportunities to be considered for the role (i.e., using networking contacts), to tweak the resume, or to simply move on.

There are no clear statistics about the number of companies using applicant tracking systems; however, it’s clear that those numbers will continue to grow as the software’s cost comes down. You also might not be aware of which companies are using an ATS when you submit your resume; however, applicant tracking systems are currently being used primarily in midsize and larger companies. Research indicates that almost all Fortune 500 companies use ATS software.

Click here to read Part 2: How do applicant tracking systems work?

In general, what ONE specific activity do you engage in that gives you the best results in your job search?

A full 67% of respondents indicated that NETWORKING produced the best results. Networking – reaching out to potential employers, talking with peers, and building relationships – is often touted as the best use of your time when engaged in a job search. These findings are interesting because – rather than coming from recruiters, career industry professionals, or other experts – they come from job seekers themselves. It’s one thing to tell someone, “Networking works.” It’s another thing entirely to have someone tell you, “Networking worked for me.”

Once every few months, a job seeker contacts me to inquire about my services, reporting that he’s applied to hundreds of jobs in the past few months without getting a single interview. Responding to online job postings is a time-consuming and generally ineffective process. Certainly, if you come across that perfect job opening, you should apply with a keyword-optimized and strongly branded resume – but only after mining your professional and personal network to reach a decision maker.

Your time is best spent building relationships, making contacts, and meeting new people.

Read the results from the Job Seeker Success survey here: Survey Results.

This was one of the findings in the Career Thought Leaders Consortium’s white paper published on March 18. While participants in the global career brainstorming day agreed that LinkedIn is “essential” in a job search, the job seekers who could benefit the most from this tool (executives, older workers, and veterans) are not using it.

Earlier this week, I was working with a veteran who has a LinkedIn profile but has less than 100 connections. This is a common scenario. If all of your coworkers and supervisors are in the military, and if military personnel don’t use LinkedIn, how do you build your network?

The first step is to identify who is in your network. It’s broader than you think. Your network can include: friends, relatives, parents of children’s friends, parents and relatives of your friends, club members, cousins, neighbors, current and previous co-workers and managers, suppliers, professional association contacts, your community contacts (civic leaders, clergy, etc.), and your doctor, financial advisor, or attorney. Your holiday card list, if you have one, can be a good starting point for identifying who is already in your network.

If you don’t already have a list, start one! Make a list of all of your contacts — past employers, vendors, customers, colleagues, competitors, bankers, and others. You never know who may have a great lead or know of an unadvertised opportunity.

Then, expand that list. Here are some ideas for other people to add to your network.

Personal Contacts:

• Friends

• Relatives

• Parents of children’s friends

• Parents of your friends

• Relatives of friends

• Club members (country club, swim club, sports club)

• Associations

• Military service personnel

• Sorority/fraternity

• Cousins

• Neighbors

• Sports team members

Business Contacts:

• Current co-workers

• Previous co-workers

• Previous managers

• Consultants

• Vendors and suppliers

• Retirees

• Seminar, conference, and workshop attendees

• Business owners

• Competitors

• Clients/customers

• Venture capitalists

• Members of industry associations

• Contacts you make at conventions and job fairs

Third-Party Contacts:

• Accountants

• Doctors

• Real estate brokers

• Financial advisors and bankers

• Attorneys

• Dentists

• Mortgage bankers/brokers

• Insurance agents

• Travel agents

Educational Contacts:

• Elementary, middle, and high school friends and teachers

• College classmates and friends

• Alumni association contacts

• Graduate school classmates

• Other alumni of your schools

• University career-placement office staff

• Former professors and advisors

Community Contacts:

• Civic and political leaders

• Librarians

• Clergy/ministers

• Chambers of Commerce

• Community groups (Kiwanis, Rotary, Scouts)

• People you meet while volunteering

• Health club members

Assemble the contact information for these individuals and add them to your list.

You can also brainstorm contacts you need to make. Write your desired job target at the top of a piece of paper. Then, make a list of possible employers on the left side of the page. On the right side of the page, make a list of people you know who can connect you with these companies.

Here are some more opportunities to develop your network:

• Attend networking events (for example, those hosted by your professional organization, Chamber of Commerce, and tips groups). Attend association meetings and take advantage of educational opportunities.

• Work as a volunteer. For example, in your industry association, the Membership Committee is a great place to start. The Program Committee (that plans events) or the Finance Committee (that helps line up sponsors) can also be good choices. Getting involved in any organization is beneficial. Volunteering is one of the best ways to network your way to new contacts.

• Participate in an online community. This can be a social networking site like Facebook or LinkedIn, an alumni site (like Classmates.com), or your trade association’s website (which might have an elist or message board to connect members).

• Contact your alumni groups. Your college or university should have an alumni association (often with a directory of members) that can be useful. You can mine the directory for contacts in your field, even if they didn’t graduate in the same year as you. Your alma mater connects you.

• Read your local business journal to find out about growing companies. Pay particular attention to the “People” section (the section that highlights promotions and new hires at companies) and see if there are any contacts you can make.

• Reference directories can also lead you to the right people. For example, the Manufacturers’ News (www.mnistore.com) sells databases and print directories of manufacturing businesses and contact information for the decision-makers at these companies.

Make connections with local business leaders, government officials, bankers, commercial real estate professionals, and others who can network you into the top opportunities within the area. Ask for the opportunity to meet with them to learn more about a specific company, opportunity, or the industry. Make it clear you are not asking them for a job — only for information that may be useful to your job search.

Consider contacting members of the professional associations to which you belong. Your colleagues can be a tremendous asset in helping you find unadvertised opportunities. Email them asking for their help and assistance. You want contact names and numbers, ideas, and company information. Be sure to ask if you can mention their name to “get in the door” with their contacts to arrange an informational interview.

In the interview, use your time wisely. Prepare a list of questions to ask in the informational interview. Ask questions related to the type of work required in the position, what kind of preparation is required for success in the job, which skills are used most often in the job, what qualities are appreciated in successful employees, and what the individual thinks are the prospects of finding a position in this field.

Be sure to ask questions that allow the person you’re interviewing to talk about themselves. How did they get started in the field? What is their educational background? What do they wish they knew when they got started that they know now? What is the toughest part of their job? What challenges/problems do they have that need solving?

Get business cards from these contacts and write a personalized thank you note. Follow up with your resume only when appropriate, or if you’re asked to provide it.

Myth: You Should Only Work With One Recruiter At A Time
You can — and should — work with multiple recruiters (2-3) at a time. Recruiters often have a relationship with many companies — but certainly not all companies in an industry. So working with a few recruiters simultaneously can help you be exposed to multiple opportunities. But make sure you let your recruiters know who else you are working with — and what companies they are submitting you to.

Myth: A Recruiter Will Help Me Find a Job
Remember, recruiters get paid by a company for filling a position, so they don’t work for you — they work for the employer paying their fee. Working with a recruiter is just one component in a well-rounded job search (along with networking, direct contact with employers, and other methods).

Myth: Recruiters Can Help Me Make a Career Change
Recruiters are often working from very specific search assignments where the employing company’s criteria is well-defined. Therefore, they are looking to find candidates with those specific qualifications, not someone with an interest in the field. The better your credentials meet the search assignment specifications, the more likely you will be considered as a candidate, and the more likely you will be successfully placed in the role. If you are looking to make a career change, working with a recruiter isn’t likely to be an effective strategy.

Myth: There’s No Cost to Working With a Recruiter
You should not be charged a fee by the recruiter for placing you in a position; however, you may incur some expenses related to your work with a recruiter. For example, if you are asked by the recruiter to make changes to your résumé, you may need to work with your résumé writer to create a version of your résumé for that recruiter. The recruiter may also recommend resources for you — such as interview training and coaching — that may help you be more effective in your interviews. Some recruiters will pay for these services for you — or provide them to you directly — to make you more marketable. However, you should always feel free not to spend any money on services recommend by recruiters.

Be aware that there are unscrupulous practitioners out there who promote themselves as recruiters but charge jobseekers large fees to help them access job opportunities. Not only are these not legitimate recruiters, but they often do not deliver on their promises. While you can — and should — employ the services of legitimate career industry professionals such as professional résumé writers and career coaches to assist in your job search, do not be misled by someone asking for a substantial investment ($3,000 or more) in exchange for access to “hidden” jobs or “preferred” opportunities. And legitimate recruiters will never ask for the jobseeker to pay a fee — before, during, or after placement.

One of the best ways to prepare for a time when you will need to share your accomplishments is to collect details of your achievements as you go along — and there’s no better time than now to start!

Accomplishments demonstrate your skills and experience. It’s one thing to claim you can do something — it’s another to prove you’ve done it.

In sports, we keep score. It helps us evaluate our progress compared to others. But in your career, it’s sometimes harder to measure your progress. If your current boss doesn’t provide performance evaluations, tracking your own accomplishments is even more important. You can track your metrics and communicate this information to your boss — you can provide it in an “end-of-year review,” and even if you only submit the information in writing, it can help you showcase what you’ve done and the value you add to the organization.

When to Collect Accomplishments
There are many situations when you can benefit from a review of your accomplishments — and it’s not just when you’re developing your résumé for the first time, or when it’s time to update your résumé.

Here are some other reasons for collecting your accomplishments:

- For performance evaluations or an annual review
- To set your personal and professional goals for the next year
- Tracking the progress of projects you’re working on
- To support your candidacy and qualifications in a job interview
- When you want to make the case for a raise or a promotion
- To remind you of your achievements when you’re having a bad day
- When applying for recognition (awards or scholarships)

Quantifying your accomplishments also helps you stand out from others who do the work you do — whether you’re using the information for a raise or promotion request, or when seeking a new job opportunity. But accomplishments go beyond the basic job duties and responsibilities.

There is also value in simply collecting and reflecting on your personal and professional accomplishments. If you don’t “toot your own horn,” who will?

Tracking and Documenting Your Accomplishments

There are several ways you can collect your accomplishments:

• Online. You can create a Microsoft Word file to document your achievements. (Be sure to back up your file regularly.) In your email program, you can create a folder for accomplishments and send yourself emails to store in that folder. You can also use an app like Evernote.
• Offline. Something as simple as a file folder or notebook can be used to track your achievements. You could also use a diary.

When you receive a “kudos” email, forward a copy to your personal email account. To help you organize it, tag or label it with a specific subject line (like “Kudos”).

If you receive notes of appreciation from customers, coworkers, or your company, compile those. You can make a copy and keep it in hard copy form, or take a screen shot and keep a digital copy.

You should also print out and/or take a screenshot of any LinkedIn Recommendations you have on your profile. These are an important part of your accomplishments record as well.

Other ways to document accomplishments:

• Take photos.
• Collect news clippings (the digital equivalent is setting up a Google Alert for yourself)
• Create a brag book or portfolio.

How often should you update your accomplishments? As often as necessary. For some, that may mean weekly updates (for example, if you’re working on a series of projects); for others, that could mean a quarterly assessment. The most important thing is to take the time to do this on an ongoing basis. Put an alarm or task reminder on your calendar so you remember to set aside the time to track your accomplishments regularly.

Don’t say “no”! Declining to ask questions can leave a very poor impression. It shows you are either (a) not interested in the position, (b) not prepared for the interview / not familiar with the company, or (c) not paying attention.

Over the course of the interview, some questions will naturally come up. But be prepared. Choose 4 or 5 of these questions, write them down, and bring them with you to reference during the interview.

1.   How long has this position been open?

2.   Is this a new position? If so, why was it created? If not, why did the person who held this position leave the position?

3.   What are the company’s priorities, and what specific results would be expected from me in the first 90 days or so?

4.   What kind of opportunities for advancement are available?

5.   Why did you (the interviewer) join the company? How long ago was that? What is it about the company that keeps you here?

6.   Did my resume raise any questions I can clarify?

7.   What do you look for in an employee?

8.   What type of training is required and how long is it? What type of training is available?

9.   What would my first assignment be?

10. What are the skills and attributes most needed to get ahead here?

11. How regularly do performance evaluations occur?

12. Do you have a job description available for this position?

13. Are there any expansion plans for the company?

14. What are the opportunities for on-the-job training and further education?

15. Do you have a tuition assistance or book reimbursement program?

In correspondence with prospective employers or recruiters, mention that you are conducting a “confidential” job search. You can use a phrase such as “I am contacting you in confidence about this position.” However, keep in mind that prospective employers are under no obligation to respect your wishes. Also be careful when replying to blind advertisements (ones that do not provide a name for the prospective employer). More than one job seeker has accidentally submitted a résumé to his or her current employer this way.

Don’t conduct your job search on the company’s time — or dime. Reserve your jobseeking activities to before work, on your lunch hour, or after work. If necessary, take personal leave (not sick time) to go on interviews. (You can simply say you have an appointment.) Don’t use your company computer (including accessing your personal email account) for your job search. Don’t take employment-related phone calls during your work time; allow these messages to go to your voice mail, and return the calls during breaks or before or after work. And don’t list your employer’s phone number or your business email address on your job search documents.

How you dress during your job search can also be tricky. If you work in a “casual” workplace, wearing “interview attire” to work can be a red flag that something is up. You may want to change into your more formal clothes before an interview (don’t change at work!) — or schedule job interviews on a day when you’re not working.

Providing job references is also likely to be an issue. Even if you’ve told the prospective employer that your current employer doesn’t know that you’re looking, you may still want to mention that you do not want the company to contact your current employer for a reference until they are ready to extend a job offer, so as not to jeopardize your current position. In this situation, you may need to provide several references outside of your company who can speak to your credentials and expertise.

Put your LinkedIn profile up sooner rather than later. Developing a comprehensive LinkedIn profile — and building up your network of contacts — is something to do right away. If you create one before you start your job search, you can honestly say that you’re doing it to create a network of contacts to assist you in being more effective in your current position. Having a newly-minted LinkedIn profile (especially one that mentions you’re open to “new opportunities”) can tip off your supervisor (or co-workers) that you’re looking for a new position. Routinely updating an existing profile, however, is not as suspicious.

The first thing to consider when you’re ready to resign is whether your company has a policy or guideline about how much notice you should provide. You should also check your employee handbook and any employment agreement you have with the company. If you’ve worked at the company for any length of time, you should have some idea of how resignations are handled. Does your boss ask the resigning employee to leave immediately, or do they generally ask him or her to stay on until a replacement is found? How much time is it customary to offer to stay? You should always offer to stay two weeks, but have a contingency plan in place if you’re asked to leave immediately.

Before you notify your supervisor of your resignation, make sure you are prepared to leave. You don’t want to tip anyone off that you’re leaving — things like taking your photos off your desk or boxing up personal items on your bookshelf are noticeable — but you can quietly clean out your desk and files.

This includes cleaning off your work computer. If you have personal documents on your computer, save them to a jump drive or CD, and then delete the originals from your computer. You can forward any personal email messages you want to save to your non-work email address, and then delete the originals. (Be sure to delete messages in your “sent mail” folder too.) If you have online accounts that use your business email address for the log-in, change the accounts over to your personal email. If you downloaded software to your computer that isn’t related to your job, be sure to uninstall it. And, finally, learn how to delete your computer’s browsing history, cookies, and saved passwords from your Internet browser.

When cleaning out your desk and files, shred or trash old files that won’t be needed by your successor.

If you bring home a few personal items at a time, it won’t be as noticeable. The goal is to be able to easily bring home all of your personal belongings in one or two boxes — and, to be able to leave your job without leaving behind any personal information.