This month, I've been getting a lot of questions about Applicant Tracking Systems and keyword matching.

So let me break this down!

​97% of Fortune 500 companies rely on an Applicant Tracking System (ATS) to help them hire new employees.

The purpose of this software system is to automate time-consuming tasks - like application screening and tracking - for talent teams and create a database of applicants for future opportunities.

As a high-achieving professional, it’s important to understand what an ATS is and how to create your application in a way that makes it easy for the ATS to capture your information and match you to the right roles.

Enter Keyword Matching.

Keywords are crucial for a resume because they play a significant role in getting your resume noticed by both automated systems and human recruiters. Once your application is in their system, industry recruiters will search for applications that include keywords associated with the job they’re hiring for.

Then they pull a shortlist of candidates to review and book for an interview.

For example, if they’re looking for a programmer who can code in C++, then having this skill on your resume is important so that your application will get noticed on an initial screen of the ATS database.

So having the right keywords on your application can be the difference between getting shortlisted or not.

As with any part of the application process, there are a few “do’s and don’ts” when it comes to identifying and integrating keywords into your application.

Here are my top recommendations (and ChatGPT prompts) to help you prepare an ATS friendly application.

Questions along the way? Reply to this email and I (or my team) would be happy to help.

1. Analyze the Job Description Carefully

• Identify Key Phrases: Look for specific skills, qualifications, and responsibilities listed in the job posting. Highlight recurring keywords and terms.
• Focus on Hard Skills: Technical abilities, software, certifications, and tools relevant to the role are often critical keywords.
• Match Job Titles: If your past roles have similar duties but different titles, consider aligning your job titles to the job posting (as long as it's accurate).

ChatGPT Prompt “Summarize the top 10 hard skills and the top 10 soft skills required to be successful in this role [Paste Job Posting]”

2. Incorporate Keywords Naturally

• Use Keywords in Context: Don’t just list keywords; incorporate them into your descriptions of job duties and accomplishments. For example, instead of listing “Project Management,” write: “Led project management for cross-functional teams to deliver projects on time.”
• Avoid Keyword Stuffing: Ensure your resume reads smoothly and that the keywords make sense. Overloading your resume with excessive keywords may hurt readability and turn off recruiters.

ChatGPT Prompt “What are the top 15 skills-based keywords to include in this resume? [Paste Job Posting]”

3. Optimize Key Sections

• Professional Summary: Include the most important keywords early in your resume by integrating them into your summary or profile section.
• Skills Section: Create a “Skills” section to list relevant hard skills, certifications, and technologies. This is especially effective for ATS scanning.
• Work Experience: Highlight accomplishments using relevant keywords within your job duties and achievements. Focus on the most important tasks that match the job description.
• Certifications and Education: Use industry-specific terms when listing certifications, courses, or degrees that align with the job requirements.

4. Use Industry-Specific Language

• Reflect Industry Jargon: Use terminology and language common to the industry or profession you're applying to. This can include technologies, processes, or standards commonly used in the field.
• Look for Relevant Variations: Sometimes the same concept is referred to in different ways (e.g., “SEO” and “Search Engine Optimization”). Make sure to include multiple versions of key terms when appropriate.

5. Research Similar Job Listings

• Compare Multiple Job Listings: Look at similar positions from different companies to find common keywords. If several companies emphasize the same skills or qualifications, those should be added to your resume.
• Research Industry Trends: Stay up to date with emerging skills, certifications, or technologies in your industry to ensure you're using relevant, modern keywords.

6. Use Action Verbs Alongside Keywords

• Pair Keywords with Action Verbs: Strengthen your keywords by pairing them with dynamic verbs. For example: "Developed marketing strategies using SEO techniques" is better than just listing "SEO."
• Examples of action verbs: "Led," "Managed," "Created," "Developed," "Implemented," "Optimized."

7. Tailor for Each Application

• Customize for Each Job: Adjust your resume for each job you apply to, using keywords that are specific to each position. This improves your chances of getting past ATS filters and landing an interview.
• Prioritize Important Keywords: Focus on the keywords that are emphasized in the job description. Place the most relevant ones higher on your resume.

8. Leverage Your LinkedIn Profile

• Align Your Resume with LinkedIn: Ensure your resume and LinkedIn profile use similar keywords. Recruiters often search LinkedIn using keywords, so aligning your profile with the job description increases your visibility.

9. Use Synonyms and Variants

• Include Variations of Keywords: Use both the acronym and full version of terms (e.g., “PMP” and “Project Management Professional”). Some ATS might look for one while others may prefer the other.
• Synonyms Help Broaden Reach: Use similar terms or synonyms that recruiters might also use, such as “Customer Service” and “Client Relations.”

10. Review with ATS-Scanning Tools

• Use Online ATS Review Tools: Test your resume with ATS scanning tools (like Jobscan or Resumeworded) to check if it's optimized for the keywords in a specific job description.
• Make Adjustments Based on Results: These tools will give you a score or feedback, allowing you to adjust keyword placement and frequency for better results.

By strategically adding keywords to your resume and tailoring them to the specific job you're applying for, you'll improve your chances of passing both ATS systems and impressing recruiters.

Ready to fast-track your job search? Next month, I’m introducing The Resume Revamp - a comprehensive, step-by-step program designed to help high-achieving professionals land interviews in half the time. You’ll learn exactly how to write a standout resume that commands attention and converts into real opportunities with hiring managers at your dream companies.

“The Resume Revamp gave me the structure to showcase my achievements and the confidence to press send on new applications, knowing that I’d get a call back (and I did!). Beckie’s step-by-step instructions were so helpful!” - Todd A.

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