What are Applicant Tracking Systems, and how do they work?

A common fear that I see among job seekers can be summed up in 3 words: Applicant Tracking Systems. These are the big, bad, intimidating gatekeepers many companies use to screen applicant resumes before they reach the view of a human eye. With the increased benefits and simplifications provided, they are becoming more common today, and understanding how they work is important when you are embarking upon a job search

Applicant Tracking Systems (ATS) are databases or other software systems that store and retrieve job information, and in theory identify and match applicants to specific positions open at any given time within an organization. Although ATS’s really only became mainstream in 2006, they are becoming more popular, and more companies are beginning to use them. An ATS can fulfill many functions, and can not only be used for screening candidates, but also for applicant testing, scheduling interviews, managing the hiring process, checking references, and completing new-hire paperwork. Each resume that is submitted can be stored for several months, or many years. It all depends on the time parameters set by the company. An ATS streamlines the search process as it can organize, screen, sort, track, and reply to applicants.

When used properly, an Applicant Tracking System can simplify the candidate sourcing process significantly. But they are not completely foolproof either, so keep that in mind when applying to jobs electronically. In theory, the best candidates are found by searching for key words or phrases within resume (and sometimes cover letter) stored in the database. Along these lines, an ATS should increase the probability of finding the right candidate for the job since there is a larger pool to draw from. But this isn’t always the case, and there are many great applicants who slip through the cracks each day. A prominent example would be when the employer conducts a search and uses the wrong key words, or when otherwise great candidates do not have the right words incorporated. It is VITAL that you position your resume with the right key words so that you give yourself the best chance of being selected.

But what key words should you use?

The easiest way to incorporate key words is to read through the specific job posting a few times, and be mindful of the words that stick out as being the most important. These are the words you need to infuse in a key word section, Profile and Summary of Qualifications. But I caution you that you should include key words or phrases ONLY IF you have actual experience with it. For example, if you are an accountant and you are applying for a position with a publicly traded company that requires Sarbanes-Oxley (SOX) experience, don’t include “Sarbanes-Oxley” or “SOX” unless you actually have that experience. It will catch up to you sooner or later if you do make it past the screening. The closer you can align key words wanted for the position with your resume, the greater your chances are to be selected. It may take 5-10 extra minutes to do so, but if it saves you searching for months, it is well worth it.

One last area of Applicant Tracking Systems that I want to mention so that you will be aware of is the aspect of social media. Social media avenues are being used now, and will be used well into the future to recruit for new jobs. Don’t be surprised if you are notified via Twitter, Facebook or LinkedIn about new opportunities within a company. The advantage social media presents is not only it’s reach to a wider audience, but also the precise manner it can target specific candidates. There is still much to be defined on exactly how social media will be used, but be aware that it is going to be the next big thing used in Applicant Tracking Systems. I will be expanding on this subject in greater detail in the near future.