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Most Fortune 500 companies rely on an Applicant Tracking System (ATS) for hiring. That’s right, most major businesses rely on this tool to streamline their hiring processes, helping them sift through resumes quickly and efficiently. But while ATS systems have revolutionized hiring, they can also be tricky to navigate if you’re not using them to their full potential.
In this guide, we’ll break down how you, as a recruiter, can make the most of an ATS, ensuring you save time, while still finding the best candidates.
Understanding How Applicant Tracking Systems Work
Before you start optimizing, it’s essential to know the basics of how ATS functions. Applicant Tracking Systems are designed to filter resumes based on specific keywords, qualifications, and experience. This cuts down the number of applicants recruiters need to go through manually.
The Role of Keywords
One of the key features of an ATS is its use of keywords. When a job is posted, the system scans resumes for particular words or phrases relevant to the role. As a recruiter, it’s critical to include relevant keywords in both job postings and when you search through applicants.
Use industry-specific terms
Ensure job descriptions reflect the specific terminology your target candidates are likely to use.
Match job titles carefully
Many candidates use different job titles for the same duties. Be broad in your keyword searches to capture all variations.
Resume Ranking
ATS systems don't just collect resumes; they rank them. Candidates who match more of the required criteria (keywords, experience) are ranked higher. This ranking helps recruiters prioritize who to review first.
Optimizing Job Postings for ATS
If you want to attract top candidates through your ATS, it all starts with crafting the right job posting. The language you use can make or break the search results within your system.
Clear and Specific Job Descriptions
Keep your job descriptions straightforward and specific. Avoid jargon or overly creative titles that might confuse both the system and potential candidates.
Be concise
Long paragraphs can be misinterpreted by an ATS.
Include must-have skills upfront
List essential qualifications early in the description to guide both the system and the candidate.
Formatting for ATS Compatibility
While it may not be obvious, how a job posting is formatted can affect how well the ATS reads it.
Use standard bullet points
Fancy symbols or unusual bullet points can confuse the system.
Stick to common fonts
Avoid excessive use of fonts and bolding that can throw off the ATS when reading the post.
Fine-Tuning Your Search Process
When using an ATS to sift through candidates, the search filters and strategies you employ can make all the difference.
Customizing Search Filters
Each ATS has different filter options, but you should be able to customize based on specific needs. Don’t rely solely on pre-set filters; tweak them based on each unique position.
Set specific criteria
Tailor filters for each role, such as location, years of experience, or certifications.
Expand searches when necessary
While filters narrow results, sometimes broadening criteria can help you catch strong candidates who might otherwise be overlooked.
Screening Candidates Efficiently
Once resumes are ranked, it’s easy to get caught up reviewing the top few. However, taking the time to screen beyond the top 10 can uncover hidden gems that algorithms might not have flagged initially.
Using ATS Reports to Improve Hiring
Many ATS systems provide reports and analytics on hiring trends and success rates. These insights can help improve your future recruitment efforts.
Analyzing ATS Data
Look at which keywords are generating the best applicants and which job postings lead to the highest-quality hires.
Review past performance
Use data from past postings to refine future job descriptions and keyword choices.
Adjust based on candidate flow
If certain filters aren’t bringing in enough qualified candidates, tweak your criteria.
Conclusion
An Applicant Tracking System (ATS) is much more than a resume-filtering tool—it’s a powerful resource that can save time, streamline hiring, and ensure you're connecting with the best candidates. By understanding how these systems work, optimizing job postings, and utilizing filters and data effectively, you can make the most of your ATS.
Ready to supercharge your business? Visit the United States Staffing Association for expert insights and resources to maximize your recruitment network.
Kristen Moyher
Director of Global Sales, Back Door Hire Solutions
Throughout my career, I have consistently established my capability as a top performer by demonstrating my total commitment to the attainment of targeted goals and objectives. Being innovative and extremely dedicated, I have always identified and pursued new opportunities and strategies to meet the needs of stakeholders and exceed the set goals of an organization. With the extensive communication and training skills I have developed, I proactively developed and maintained successful relationships with internal key stakeholders and readily act as a liaison between property and regional/corporate systems support.