Learn how to optimize resumes for Applicant Tracking Systems (ATS) with practical tips for jobseekers. A guide for workforce professionals and career coaches.
In today’s job market, understanding how to navigate Applicant Tracking Systems (ATS) is essential—not just for jobseekers, but for the professionals guiding them. These automated systems are used by most employers to screen resumes, rank candidates, and manage the hiring process. While they improve efficiency for employers, they can also present a barrier for applicants whose resumes aren’t optimized for digital screening.
To support jobseekers more effectively, workforce professionals must be able to demystify how ATS works and teach practical strategies to improve visibility in these systems. Below are key insights and actionable tips to ensure applicants have the best chance of making it through the digital gatekeeper and into the hands of a human recruiter.
Understanding the ATS
ATS platforms are software tools employers use to collect, scan, and rank resumes. When a jobseeker submits an application, the system parses the document, searching for keywords and formatting elements that match the job description. Applications are then scored and ranked before a recruiter ever reads them.
Why Resumes Get Rejected
Many resumes are rejected before they’re seen by a human simply because they don’t align with how ATS systems are programmed to interpret information. Common issues include:
Overly complex formatting (e.g., graphics, tables, columns)
Missing keywords from the job description
Use of unusual job titles or acronyms that don’t match employer expectations
Inappropriate file types (some ATS only scan .doc or .pdf files)
Strategies for Workforce Professionals to Share
Match Keywords Thoughtfully
Encourage jobseekers to tailor each resume to the job posting. The most effective resumes reflect the language used in the job description, including both hard skills (e.g., “data analysis,” “project management”) and soft skills (e.g., “communication,” “leadership”).
Tip: Use exact phrases when possible, but don’t overdo it. The resume should remain natural and readable.Stick to Simple Formatting
ATS systems have difficulty parsing resumes that include graphics, icons, columns, embedded tables, or unusual design elements. A straightforward, single-column layout with standard section headings is best.Use Standard Headings and Job Titles
Unusual section titles or creative job titles may confuse ATS software. Recommend using conventional headings like “Work Experience” and standard job titles that match the posting.Prioritize File Format
Many ATS systems prefer Word documents (.doc or .docx), although some accept PDFs. Unless otherwise specified, a Word document is the safest option.Include Both Acronyms and Full Phrases
Some ATS systems only recognize either acronyms or full phrases. Encourage jobseekers to include both—for example, “Search Engine Optimization (SEO)”—to improve their chances of matching the system’s filters.Don’t Hide Keywords in White Text
Trying to game the system with hidden keywords (e.g., white text on a white background) can backfire. Such tactics may lead to automatic rejection or damage credibility.Use a Skills Section
A “Skills” or “Technical Proficiencies” section helps ATS identify qualifications quickly. Encourage jobseekers to align this section with the job description whenever possible.Avoid Headers, Footers, and Unusual Symbols
Some ATS tools don’t scan headers or footers. Make sure critical information like name, phone number, and email address is placed in the main body of the document.
Supporting Jobseekers Beyond the Resume
Helping applicants understand and optimize for ATS is only part of the picture. Encourage jobseekers to:
Network strategically. A referral can sometimes bypass the ATS entirely.
Follow up when possible. A personal connection or message can draw attention to an application.
Stay organized. Maintain copies of each resume version and track which jobs were applied to and when.
Final Thoughts
As workforce professionals, our role is to empower jobseekers to succeed not just in interviews, but in navigating the digital systems that stand between them and opportunity. By providing up-to-date, practical guidance on ATS best practices, we can help clients feel more confident and prepared—and ultimately, help them get hired.