How to Help Your Students Create ATS-Friendly Resumes: A Step-by-Step Guide for Career Coaches

A Harvard Business School study found that over 90 percent of employers use Applicant Tracking Systems (ATS) to screen and rank candidates. For university career centers, guiding students to craft ATS-friendly resumes is crucial. It’s not just about making a resume look good—it’s about ensuring it gets seen.

Despite best efforts, resumes might be filtered out before a human ever sees them, simply because of formatting issues, missing keywords, or improper file types. This can be incredibly frustrating for both your team and your students, especially when you know they’re perfect for the roles they’re applying for.

In this guide, we’ll walk you through how to convert resumes into ATS-friendly formats to boost visibility, get students noticed by recruiters, and increase their interview chances. This will help you to better assist your students in navigating the complexities of the modern job market.

How to Make Sure the ATS Can Read Your Resume

Over 97% of Fortune 500 companies rely on ATS to streamline their hiring processes and quickly sort through a vast number of resumes. But how can you ensure that the resumes you help create don’t get lost in the shuffle?

Here are the steps you can take to make sure the ATS can read and rank resumes effectively:

1. Keep the Layout Simple and Clean

ATS systems are not designed to appreciate complex designs. They scan for straightforward text and easily recognizable sections. Here’s how to keep it simple:

• Stick to Standard Fonts: Use readable fonts like Calibri or Cambria. Fancy fonts might look great but can confuse ATS software.
• Use Traditional Section Headers: Terms like “Experience” and “Education” are your safest bets. Creative headers may not be recognized.
• Avoid Graphics and Tables: These can disrupt the ATS’s ability to read the content properly.

Pro Tip: Instead of using a template with multiple columns or graphics, opt for a clean, single-column format that is easier for both ATS and human recruiters to navigate.

2. Choose the Right File Format

Not all file formats work well with ATS. Here’s what you need to know:

• .docx: The most compatible format with ATS systems. It preserves formatting and is easily readable by the software.
• PDF: While many ATS systems can handle PDFs, some might struggle with certain types of PDF formatting. Always double-check compatibility.

Example: Recommend that students use a .docx format whenever possible, as it’s the most universally accepted by ATS systems.

Keep in mind: The format can impact how a resume is parsed by the ATS. For best results, we recommend trying Jobscan’s resume scanner to see if the chosen format is optimized for ATS readability. This tool also highlights any formatting issues that could prevent a resume from being properly scanned and ranked.

3. Integrate Relevant Keywords

ATS systems filter resumes based on keyword matches. If a resume doesn’t include the right keywords, it might be filtered out even if the candidate is qualified. Here’s how to get it right:

• Analyze Job Descriptions: Extract the most important keywords from the job posting. These often include job titles, skills, and specific qualifications.
• Incorporate Keywords Naturally: Make sure the keywords fit seamlessly into the resume rather than stuffing them in awkwardly.

Actionable Tip: Show your students how to match their skills and experiences with the job description. For instance, if the job ad emphasizes “project management,” ensure that term is clearly featured in their resume.

Keywords Matter, But Keep It Real

While incorporating keywords is crucial for getting past ATS filters, it’s equally important to ensure that the resume remains authentic and easy to read. Instead of stuffing keywords in an unnatural way, think about how to integrate them naturally:

• “Project Management” rather than “Managing Projects of Various Scales and Types”
• “Team Leadership” instead of “Leading Groups to Achieve Common Goals”

If you’re looking for guidance on which keywords to include in the resume, Jobscan’s resume scanner is a great tool to use. It evaluates a resume and compares it directly with the job description a student is targeting.

After the scan, Jobscan offers a detailed score along with a report that highlights essential keywords tailored to the specific job, ensuring the resume is optimized for ATS compatibility.

Here’s a snapshot of how the keyword section of the scanner report is presented:

4. Avoid Headers and Footers

Information placed in headers and footers can be missed by ATS systems. Critical details like contact information should always be placed in the main body of the resume. Here’s what to avoid:

• Contact Information: Place this in the main body at the top of the resume.
• Avoid using headers for sections like “Experience” or “Skills.” These should be part of the main content to ensure the ATS reads them.

Quick Fix: Ensure that all important information is placed within the main content area to avoid any chance of it being skipped by the ATS.

5. Standardize Dates and Formatting

ATS systems need consistency, especially when it comes to dates and formatting:

• Use Consistent Date Formats: Whether it’s “MM/YYYY” or “Month YYYY,” keep it the same throughout the resume.
• Stick to Bullet Points for Clarity: Bulleted lists make it easier for ATS to parse information.

Example: Instead of using a mix of date formats like “May 2020” and “05/20,” standardize all dates to one format to avoid any potential confusion.

Remember: Consistency in formatting isn’t just about aesthetics; it’s about making sure the ATS reads and ranks the resume accurately.

6. Double-Check with an ATS Tool

Before submitting a resume, it’s essential to run it through an ATS checker. This step ensures that all the hard work put into optimizing the resume doesn’t go to waste:

• Use Jobscan’s Resume Checker: This tool simulates an ATS scan and highlights any issues that could prevent a resume from ranking well.
• Make Adjustments as Needed: Even small tweaks can make a significant difference in how an ATS reads and ranks a resume.

Final Step: Always recommend running the resume through an ATS tool to catch any last-minute issues before sending it out.

Make sure: Jobscan’s resume scanner doesn’t just point out issues—it provides actionable insights on how to fix them. This way, you can ensure that your students’ resumes are in top shape before they land in the hands of a recruiter. Speak to our sales team to learn more.

What is a Resume Converter, and How Does It Work?

A resume converter is a tool designed to transform a standard resume into one that is optimized for Applicant Tracking Systems (ATS). It works by scanning a resume, analyzing the content, and then offering specific recommendations to improve its compatibility with ATS software.

This includes suggestions for formatting changes, keyword adjustments, and other modifications that can help ensure the resume gets past initial screenings and into the hands of recruiters.

Convert Resumes into Job-Winning Applications with Jobscan

Jobscan’s resume converter tool leverages advanced AI technology to ensure that resumes are perfectly tailored to the position job seekers are applying for. By scanning a resume and comparing it with the specific job description, Jobscan provides a detailed report highlighting essential changes to make the resume more visible in ATS searches.

How it Works:

1. Upload a Resume: Start by uploading a copy of an existing resume.
2. Upload the Job Description: Provide the job description for the role the job seeker is targeting.
3. Receive a Comprehensive Report: Jobscan will analyze the resume and give it a score while offering actionable insights on formatting, keyword inclusion, and any other necessary adjustments.
4. Convert the Resume: Follow Jobscan’s personalized recommendations to convert the resume into an ATS-friendly format, ensuring it stands out to recruiters.

Additional Benefits:

ATS-Specific Tips: Jobscan’s ATS Tip feature identifies the specific ATS software the company is using and offers expert advice on how to tailor your resume for that system.By using Jobscan’s tools, you can transform a standard resume into one that not only gets through ATS but also catches the eye of hiring managers. Get in touch with our team to see Jobscan in action.