Memory
You know you’re crazy busy when, not one, but two British career sites (one of which offered to pay me!) send you content to post on your blog and you can’t even take the time to compose a short introductory paragraph to accompany said posts. The good news is that I survived a busy eight weeks of work and school, specifically six papers, six quizzes, three homework assignments, two final exams, and a whole slew of reading – not to mention weekly and sometimes bi-weekly career events on the campus where I work (in between serving an average of 50 students per week), several new clients, and a job club catering to transitioning job seekers. I also barely observed to major Jewish holidays and missed two friends’ 30th birthdays, a baby shower, a wedding shower, and a lot of social gatherings. Needless to say, I am happy to have my life back and happy to be writing to you! Thanks to those of you who kept me in your memory during my hiatus.
Now on to the post…Position Ignition, a U.K.-based career-coaching firm graciously provided the following entry related to resumes and getting yours noticed by an employer’s Applicant Tracking System (ATS). I think you will find that the advice is not all that different from what you might hear on this side of the pond. Speaking of sides of the pond, I am excited that the founders of Position Ignition offered to meet me when I’m in London next month. Career coaches uniting across the globe – how cool!
Post by Nisa Chitakasem of Position Ignition
The way that hiring companies and recruiters are storing, evaluating and shortlisting new graduates’ resumes is already drastically different than to when I was a new graduate. Before, a recruitment agent or an employer’s in-house HR professional would go through a whole pile of resumes that had been submitted to them for just one graduate position. As you can imagine, the individual sorting through these documents only had time to quickly scan each submission for the type of keywords they were looking for. The keywords they were looking for were those words and phrases that indicated a particular candidate was right for the position.
Manually skim-reading each application was never going to be the most scientific or sophisticated way of identifying these all-important keywords, so it’s little wonder that recruiters and employers have embraced new I.T. technology with open arms in order to digitize the process. Nowadays, anyone in the business of hiring and with sufficient resources uses a computerized Applicant Tracking System (ATS) to rank resumes in terms of how pertinent they are to the position they were submitted for. Whilst this is good news for the employer, it’s potentially bad news for you, the graduate job seeker, if you don’t know how to tailor your resume to get you the highest ranking possible. Help is at hand though, with these tips on ensuring your resume impresses any ATS.
- Start your resume with a concise summary that’s rich with keywords pertaining to the job you’re applying to.
- Follow up the summary with short, bulleted points detailing your qualifications and accomplishments, again including keywords that match up with the advertised position.
- If you’re not sure exactly what keywords are relevant to the role on offer, look at the job specification and candidate criteria and identify the words that seem the most integral to the text.
- Be warned that the most advanced ATS technology will take into account the context in which the keywords are used, not merely the actual keywords themselves. Surround keywords with content that actually describes your relevant experience and expertise.
- Don’t misspell words. Misspellings are bad, not because the ATS will pick up on them, but because it won’t. If you misspell a keyword, the ATS won’t notice that word and the word won’t contribute to your resume’s ranking.
- Similarly, it’s wise to avoid using abbreviations, because the ATS may not recognize them. For example, when talking about your degree, type out ‘honors’ instead of using the abbreviation ‘hons.’
- An ATS can also be confused by complicated formatting, so keep the format of your resume as clean and clear as possible.
- Including logos or, in fact, any kind of graphic on the resume is a big no-no for the same reason.
- How you send your resume is almost as important as what you put on it. Before your resume even gets stored on a company’s ATS, it still has to get pass the organization’s email security screening. Attachments may automatically be marked as suspicious so copy and paste the contents of your resume into the body of the email message instead of setting it as an attachment.
- Because of belligerent spam filters, it’s also important to watch what characters and letter-strings you include in the email. Do not, for example, include any exclamation marks or potentially spammy words/letter-strings in either the text of the resume or the rest of the email. For example, if you went to high school in Penistone, England it’s perhaps better to just say that you went to high school near Barnsley in England.
- If you have the option of uploading your resume directly to the company ATS through the employer’s website instead of emailing it, do so.
- Submitting your resume via the website may require you to fill in additional fields as part of the online submission. Fill these fields in even if they are optional. Recruiters often use these optional fields to initially filter out a percentage of the original applications. Make sure you survive this first cut by putting the relevant information into all the fields.
- As the resumes may get sorted out according to these optional fields before they are even opened and read, it’s worth including relevant information in the fields even if you’ve already put it in the actual body of the resume.
So what do you do once you’ve emailed or uploaded your resume to an ATS? Of course, it’s a case of playing the waiting game to some extent but don’t forget to keep an eye on your spam folders when you’re waiting for that email reply to come through. Often, an ATS will automatically generate an email reply to your submission and such an automated email may well end up being recognized by your email filter as spam, even if it’s legit. If you check your spam folder and find that there is indeed an email marked as coming from the organization but you’re not sure if it really has or if it’s a phishing scam, it’s always best to check before opening it. Call up the company to see if its ATS would have started automating replies by now.
Once you receive the email reply, attentively follow any instructions it gives you. If the company wants you to contact it to take your application further, contact the company using the method it has indicated and within the time frame it gives. You will not only be guaranteed a response by doing so; you’ll be guaranteed the fastest possible response.
By following these best practices from start to finish, you have the best chance of negotiating a recruiter’s or employer’s email screening system, spam filters and ATS with optimal success. With the ATS in particular, it’s important for first time job seekers to know that there really is no mystery to it. It’s as simple as giving the ATS what it wants and pushing its buttons—and if you’re applying for jobs you’re actually suited to, pushing all the right buttons is not that difficult at all.
About the author:
Nisa Chitakasem, created Position Ignition to help support professionals through their career challenges. She has co-authored a range of ebooks to help people through various career challenges including: How to Get the Job You Want, How to Ace the Interview, 125 Twitter Job Search Tips, 125 LinkedIn Job Search Tips and 135 Networking Career Tips.
You can also find more career articles from Nisa on their Job Search and Career Advice Blog.
Love Stinks
Have you ever noticed how closely the job search parallels the dating scene?
Two things recently triggered this comparison in my mind – one, hearing a song from the Wedding Singer musical on the radio and two, a student whose recruitment experience reminded me of what is feels like to be “dumped”. As an aside, “Love Stinks” is The Wedding Singer movie, not the musical. I know this because when two college friends came to visit me (while I was still living in the New York Metro area) this was the show they suggested we see – out of all of the wonderful Broadway classics. Not Phantom, not A Chorus Line, not even Grease (the show I detest the most), but this one. I probably should not even admit this, but the musical was actually really good and some of the tracks are very funny, especially those which conjure up images of New Jersey.
To get us back on topic, I composed a list of the Top 10 Reasons Why the Job Search is Like Dating. I hope they give you a laugh and a good walk down memory lane.
10. You get nervous (and usually sweaty) during the first live meeting
Do you find that your palms sweat when you’re nervous? This is a typical physiological reaction – both in dating and especially in an interview. Within the job context, make sure you have a handkerchief or tissue on hand to combat this. Honestly, few things gross a recruiter out more than a candidate with sweaty palms – yuck! And…you can bet your dating partner won’t be too keen on it either!
9. You’d rather communicate electronically than over the phone
I am pretty sure that it is nearly impossible to contract a communicable disease through the use of telephone, so why are men (sorry, it’s your gender that is usually to blame here) and candidates so terrified of Alexander Graham Bell’s miraculous communication tool. It is easier to pick up the phone and have a conversation (and arrive at an immediate outcome for that matter) rather than to go back and forth over email.
8. What you wear can make a BIG difference
I wish I could teleport those two smooth talkers on What Not to Wear every time I see a student make a professional wardrobe blunder. Dressing for one’s body type is critical, whether it’s for a date or an interview. When I was growing up, my mom would not let us go to the mall until we perused the selection at TJ Maxx and Marshalls. I used to complain incessantly that those stores would not have the embroidered sweatshirts and jeans I wanted from the Limited Too. Now, I can give her credit for teaching me a.) that you can still get fabulous clothes for a great price if you take the time to search and b.) that “designer” (shocking to see what goes for tween designer fashion these days) clothes are not made for every body type. Fortunately, I have a great local friend who also introduced Steinmart into the mix. My mom would be so proud that I found a local bargain-hunting sidekick!
7. When they like you, you know it 
I stole this from He’s Just not That Into You. As in most cases, the book was far better than the movie, which was unrealistic and contradictory. Therefore, since that awful movie stole two hours of my life, I have no qualms whatsoever about stealing a key concept from the book. Whether it’s a dating partner or a prospective employer, the level of attention you receive and the time frame in which you receive it are usually indicative of the level of interest in you. If they are not calling (or emailing/texting, whatever) the guy/gal/company IS NOT THAT INTO YOU.
6. The way someone presents him/herself on paper may differ dramatically from the in person presentation
Someone who reports that he or she “likes long romantic walks on the beach” may actually prefer long adrenaline-pumping football games in front of the television with a beer. This could be a real deal breaker. Similarly, a candidate who cannot clearly articulate the accomplishments from his or her resume is unlikely to make it past the career fair booth or an initial round interview.
5. Establishing a connection beyond a social context is critical
We all know someone who met their spouse/significant other in a bar. One of my friends actually met her spouse on spring break while doing a keg stand in Panama City Beach. You can also meet your ideal employer in such a situation, but the key part is establishing a meaningful connection when beer, techno, and bar attire are absent from the scene.
4. Timing is everything 
How many stories have you heard that start this way, ‘well if only Beth hadn’t dragged me out to dinner that night I wouldn’t have met Bobby…” It works the same way with the job search. You have to take advantage of every opportunity that comes your way. I continually remind my job-seeking sister-in-law that if she doesn’t apply for an opportunity as soon as it is posted, the job may go to a more eager beaver candidate. Further, if you don’t take advantage of professional networking events you hear about, you may miss the boat on making a great connection. If you stay at home watching Buffy the Vampire Slayer reruns in your sweatpants you have zero chance of meeting Mr. Right (or Ms. Right Job).
3. The on-line search is not enough
In life and in love, you must supplement your on-line research with live networking and personalized follow up. If you apply for positions on-line, it is imperative that you identify a human being (at least one, but identifying multiple humans is better) in the organization to whom you can send your resume and possibly ask them to “put in a good word” for you. You may recall from a previous blog entry that a student I know sent a hard copy resume and customized cover letter with a matching envelope directly to the hiring manager for every role for which he applied. I can hear you groaning behind your computer/phone and saying to yourself, “that seems so time consuming.” Well, so is investing in a relationship, and wouldn’t you rather be with someone who values and appreciates that investment?
2. Parting gracefully is always the way to go
No one likes a scene (unless you’re a member of my crazy family). If an employer chooses not to further pursue your candidacy, it is not appropriate to mail every piece of company literature you collected back to them, leave nasty messages via voice mail or email, or to speak ill of them to everyone in your personal and extended network. While these are extreme cases of sour grapes (that we have all, at one time or another, done to a prospective significant other – don’t lie, you know you have), even mild forms of exhibiting frustration over not being hired are inappropriate. If you receive a regret, send a thank you for the opportunity, ask to stay in touch, and keep any heated venting over your situation to a trusted few. Do not burn down any proverbial bridges!
Drumroll please… #1. Sometimes you get dumped (regretted/rejected) for no reason at all and it STINKS!
How many times have you had to counsel a friend not to call an ex-boyfriend/girlfriend to understand why he/she was dumped? Typically, the reason is either lame, non-existent, and/or not worth knowing. While meaningful feedback from an employer could help you improve the next time around, it is unlikely that you will ever receive said feedback. An interviewer puts his or her organization at risk by sharing specifics about your interview performance. You are better off having a career counselor (shameless plug), friend, or mentor conduct a mock interview with you in order to receive advice on where you need to improve. As in love, when you ask “why” you’re likely to get a vague and unsatisfying answer.
Career Blunder: A student I recently worked with (let’s call him James) participated in a structured internship recruiting process several years ago. All of James’ friends received internship offers and subsequently full-time offers from one particular organization. James did not receive an offer, and has been on a slow search for a full-time gig ever since. James shared that he possessed the same credentials as all of his friends, so he was and I quote “entitled” (yes, actually used the words) to the same job. This conversation drove home the point that sometimes we just don’t know why an employer isn’t “interested in us”. Fortunately, this student’s friends were giving him the same advice I would have given, so I didn’t have to go into a diatribe on why no one is entitled to a job. The point is that companies have personalities just like people do, and in the long run an employer is not attracted to candidate just because he or she looks good on paper. It’s hard not to take things personally in a situation like this, but as in love, you have to let go of the string of emotions and eventually move forward.
Coming to America
I have been waiting anxiously to tell the story of one student with whom I have worked since I started my career counseling post, who (in my not so humble opinion) did all the right things and eventually landed a FABULOUS job. During our interview this week, he shared his trade secrets (even some I was unaware of) as an active job seeker, but also as a job seeker who happens to be an international student.
Some background on international students: Although immigration policies may vary (and I am certainly no expert), international students (e.g. those on a short-term student visa) come to the U.S. to further their education and then the expectation is that they return to their home country within one year of graduation. That said, many students come to the U.S. with the hope of securing employment or additional education in order to remain in the country. In order for a student to stay, his or her employer must provide corporate sponsorship in the form of visa which grants the student three years of potentially renewable work authorization. This is a risky process (visas are granted through a lottery system) and sometimes viewed as cumbersome when open positions are limited and employers can fill their hiring goals from a domestic candidate pool. When the economy is sluggish or recovering as it is now, opportunities for these students are scarce. Therefore, according to Jim (the name we’ll use for the student I interviewed) “international students must work twice as hard [to find a job].”
In an effort to keep my promise of shortening the length of these entries, I’ll simply highlight some of our discussion points below:
General Job Search Advice:
- Take advantage of all of the resources your college/university has to offer, e.g. Career Services (shameless plug), volunteering, networking events and lectures
- Develop personal relationships with as many people as you possibly can. (For the record this is how Jim became aware of some great opportunities, specifically his full-time job, because the people he met kept him top of mind)
- Apply for EVERYTHING – any job for which you are interested and applicable.
- “Be in the moment” i.e. be fully present – whether in class, at an organizational meeting, or when interacting with someone one-on-one. People will remember that you gave them your undivided attention.
- Join professional associations off campus, attend many networking events, and listen to speakers (approach them afterward). Jim and I found ourselves at some of the same events several times!
- Utilize every coaching opportunity out there – keep improving yourself
- DO NOT quit networking after you secure a job or internship. Your new network is a source for future business and employment opportunities. Jim still attends (on average) one networking event a week.
- TRADE SECRET: Every time Jim applied for a job on-line he mailed a hard copy resume and cover letter to the hiring manager. He says, “don’t skimp on the paper – use high quality resume paper with matching envelopes [make sure you print rather than hand write the addresses]. The application is not enough and can go into a black hole.” Personalize wherever you can.
- Rehearse, rehearse, rehearse! Every time Jim reached a job search mini-milestone, he scheduled an appointment with me to make sure he crossed all of his t’s and dotted his i’s before interacting with a prospective employer live or in writing.
- Sell yourself and make sure you take advantage of every opportunity to relate your experiences back to the job/company.
Advice for [Job Seeking] International Students:
- Do what the locals do – take on a “when in Rome mentality”
- Join student organizations and not just those related to your cultural background. Take on leadership roles while you’re at it.
- Learn to speak the language [and it is critical to speak it well] is only half the battle. Immerse yourself in the culture.
- Don’t watch television with the captions on in your primary language. Watch with English captions or none at all.
- “Do your homework. Google is king! If you don’t know what something is – look it up.” When I asked Jim for an example of a time that doing his homework helped him, he shared that he was once invited to a Honky Tonk (only in Texas, right?), so he Googled the words and viewed images of people dancing to country music, wearing whatever people wear, and I suppose watching cows? at said establishments. He did have a good time for the record!
- Use the web pronunciation feature on Google. Between that and the images, Jim claims that you can at least try prepare yourself for what to expect in new situations.
- Jim’s biggest pet peeve (of his fellow international students) is that they don’t eat American food. I had a hard time agreeing with this particular piece of advice as I’ve never been a meat and potatoes kind of gal myself. That said, Jim recommends at least trying American cuisine when out with others and attempting to cook some local cuisine to get a preview.
- Seek out mentors who can help you develop a better understanding of the corporate culture of employers of interest
- KNOW THE IMMIGRATION LAWS. Working closely with your campus network for international students can help in this regard.
Career Blunder: During my time as a recruiter, my firm once offered an international internship opportunity for a group of students from another country. These students were housed in a fabulous hotel in New York City. One student in particular called one of my colleagues in a fit of rage (okay, maybe not rage, but he was livid) one morning. The student was angered because the orange juice in his mini-fridge was expired! Then, he claimed that he should be compensated for his hardship!!! This, after not having to drop a dime on a nice hotel in Manhattan. If you’ve ever visited New York, you know that there is a bodega or OJ-selling establishment on every street corner. Hardship, please! While this student’s behavior may have been a culture clash, his behavior was inappropriate regardless of his background. Moral of the Story: be grateful for the opportunities and perks an employer bestows upon you. If you aren’t sure of the cultural norms within another country or within a company, seek out a trusted source to show you the ropes. You don’t want to be known as the Mr. OJ (for more than one reason) all summer!