Crack the Code Your Guide to Beating the ATS

EP 3062 Are you sick of applying online only to be GHOSTED by the "evil ATS system"? You've been LIED TO! That dreaded Applicant Tracking System isn't some rogue AI out to destroy your career dreams. It's mostly just a DATABASE for recruiters to manage thousands of applications. The TRUTH About ATS Systems and How to FORCE Recruiters to See Your Resume! ABOUT JEFF ALTMAN, THE BIG GAME HUNTERPeople hire Jeff Altman, The Big Game Hunter to provide No BS job search coaching and career advice globally because he makes job search and succeeding in your career easier. Schedule a discovery call to speak with me about one-on-one or group coaching during your job search at ⁠www. TheBigGameHunter.us. You will also find great info and job search coaching to help with your job search at ⁠⁠JobSearch. Community⁠⁠ You can get free copies of 25 Interview Questions and Answers, How to Craft a Compelling Elevator Pitch in 20 Seconds or Less, Get Ready for the Job Jungle, Diagnosing Your Job Search Problems, No BS Resume Advice, and Prove Your Worth First, Then Negotiate. Receive free weekly suggestions and more. Subscribe to No BS Job Search Advice Radio, the #1 podcast in Apple Podcasts for job search with more than 3000 episodes. Connect on LinkedIn: ⁠https://www.linkedin.com/in/T⁠⁠heBigGameHunter⁠ We grant permission for this post and others to be used on your website as long as a backlink is included to ⁠www. TheBigGameHunter.us⁠ and notice is provided that it is provided by Jeff Altman, The Big Game Hunter as an author or creator. Not acknowledging his work or providing a backlink to ⁠www. TheBigGameHunter.us⁠ makes you subject to a $1000 penalty which you proactively agree to pay. Please contact us to negotiate the use of our content as training data.

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• 1:00Speaker 02

  Okay, so you've been there, right? You hit submit on that job application, pour your heart into it, and then silence. It feels like your resume just vanished into, I don't know, a digital black hole.

• 1:11Speaker 03

  Oh, absolutely. That feeling is incredibly common. And that black hole, that's usually the applicant tracking system, the ATS.

• 1:18Speaker 02

  Right. And today, we're diving deep. We're not just going to talk about what happens after you click submit. We want to show you how to navigate that system, that ATS, so your resume actually gets seen and lands you more interviews.

• 1:31Speaker 03

  Exactly. The mission here is, uh, let's bust some myths around the ATS. There are so many misunderstandings.

• 1:37Speaker 02

  Totally. And give you real, actionable strategies. Stuff that actually works based on what recruiters are looking for.

• 1:44Speaker 03

  And, you know, there's a real aha moment waiting for people here. When you understand how these systems really work, it's not about tricking them.

• 1:52Speaker 02

  Right.

• 1:52Speaker 03

  No, it's about understanding the process. And that gives you a massive advantage. Seriously. It saves so much time and honestly frustration.

• 2:01Speaker 02

  Okay, let's start with that common idea then. The one that paints the ATS is this, like, evil AI gone rogue, just waiting to shred your resume.

• 2:09Speaker 03

  Yeah, the resume destroyer myth. Let's clear that up right away. An ATS, fundamentally, it's a database. It's basically sophisticated software that helps companies manage huge numbers of applicants.

• 2:21Speaker 02

  Huge numbers, like how many are we talking?

• 2:23Speaker 03

  Well, think about big companies. They might have thousands of open jobs, maybe tens of thousands of applications coming in. It's just a tool for organization and efficiency.

• 2:33Speaker 02

  So not Skynet for resumes, then?

• 2:35Speaker 03

  Uh huh, no, definitely not. And that whole rogue AI thing, it's misleading. The system does what humans tell it to do. The recruiting teams, they set the parameters for filtering.

• 2:45Speaker 02

  Ah, so people are setting the rules. It's not the machine randomly deciding, nope.

• 2:49Speaker 03

  Exactly, it's more accurate to say a recruiter's filtering using the system based on criteria they decided were important for that specific role.

• 2:56Speaker 02

  Okay, that changes things because you hear that stat, right? Like seventy-five percent of resumes never get seen by human eyes. You automatically think it's the ATS keyword scanner just trashing them.

• 3:06Speaker 03

  Right, and that's where the nuance comes in. While yes, many applications are filtered out automatically, it's often not because of a keyword scan of the resume itself, initially, anyway.

• 3:17Speaker 02

  So what is the main reason for that first automatic cut?

• 3:20Speaker 03

  It often comes down to what we call knockout questions. These are direct questions you answer when you apply. Simple yes/no stuff, usually.

• 3:29Speaker 02

  Like?

• 3:29Speaker 03

  Like, are you legally authorized to work here? Or maybe this role requires thirty percent travel? Are you willing to do that? Or do you have the required certification, like a specific license?

• 3:40Speaker 02

  And if you answer no to one of those?

• 3:43Speaker 03

  If it's flagged as a critical, non-negotiable requirement by the recruiter, then yes, the system will likely automatically filter you out right then and there. It's based on your direct answers, not necessarily the resume content at that stage.

• 3:54Speaker 02

  Wow, okay, that makes so much more sense. So most companies use an ATS for organizing everything?

• 4:00Speaker 03

  Mm-hmm, virtually all large and mid-sized companies do.

• 4:02Speaker 02

  But fewer use it to automatically rank resumes based just on scanning the document for keywords.

• 4:09Speaker 03

  That's a much better way to think about it. Some do use keyword scanning, absolutely, but it's often more about stack ranking.

• 4:15Speaker 02

  Stack ranking, what's that?

• 4:17Speaker 03

  It means the system scores your resume based on how well it matches the keywords and criteria from the job to And then it presents the applications to the recruiter in a ranked list. Best matches on top.

• 4:29Speaker 02

  So you're not necessarily rejected by the scan.

• 4:31Speaker 03

  Yeah.

• 4:32Speaker 02

  You might just be like number 300 in the pile.

• 4:35Speaker 03

  Exactly. You might be buried if your resume isn't a strong match. The recruiter facing that long list is naturally going to start reviewing from the top. They might only look at the first 20 or 50.

• 4:45Speaker 02

  So the big takeaway here seems to be focus on making your resume appealing to the human who will eventually see it, assuming you get past those initial knockout questions.

• 4:55Speaker 03

  That is the absolute golden rule. Optimize for the human reader. If you do that well, you'll almost certainly be optimizing for the ATS ranking too. The goals are aligned.

• 5:04Speaker 02

  Okay, that feels much less daunting. So rule one, optimize for the human. Let's break down how to do that. What's the first big strategy?

• 5:12Speaker 03

  Number one, and this is non-negotiable. Customize your resume every single time.

• 5:21Speaker 02

  Every time, really? That sounds like a lot of work.

• 5:23Speaker 03

  It is work, but sending a generic resume is honestly just wasting your time. It's such a missed opportunity. Think about it. Each job is different, right? They need specific skills.

• 5:33Speaker 02

  True.

• 5:33Speaker 03

  Your resume needs to scream, "I have exactly what you're looking for for this specific role." A generic one just whispers, "I'm generally qualified for something."

• 5:41Speaker 02

  Okay, point taken. Tailor it directly to the job description, which brings us nicely to the next point. Keywords, they're still important, even if it's not just about robot scanning.

• 5:51Speaker 03

  Oh, absolutely crucial. Maybe even more crucial now we understand stack ranking. Recruiters actively search the ATS database using keywords. It's like Google for resumes.

• 6:00Speaker 02

  So if the keywords aren't on your resume?

• 6:02Speaker 03

  You simply won't appear in their search results. It doesn't matter how perfect you are for the job if they can't find you.

• 6:07Speaker 02

  Okay, so how do we find these magic keywords?

• 6:10Speaker 03

  They're usually hiding in plain sight, right there in the job description. That's your cheat sheet. Read it carefully. Note the skills, the qualifications, the specific software mentioned, the responsibilities.

• 6:22Speaker 02

  Use the language they use.

• 6:24Speaker 03

  Precisely. Mirror the language. If they say "project management," use "project management." If they list specific tools like Salesforce or Python, make sure those are listed in your skills or experience if you have them. There are even some online tools that can help analyze a job description and highlight likely keywords.

• 6:42Speaker 02

  But wait, we shouldn't just cram every possible keyword in there, right? Like, fill the margins with white text or something.

• 6:48Speaker 03

  Oh, please don't do that. That's called keyword stuffing, and it's a terrible idea. First, some ATS systems are smart enough to flag it, or they strip formatting and suddenly that white text is visible.

• 6:58Speaker 02

  Ouch.

• 6:59Speaker 03

  And second, even if it gets past the ATS, a human recruiter will notice, and it looks desperate and unprofessional. Your resume still needs to be readable, make sense, and tell your career story naturally. No synergy and ingo stuff.

• 7:11Speaker 02

  Right, keep it professional. Which leads to another point. Standard titles and terms. What if your company uses weird internal job titles?

• 7:23Speaker 03

  That's a great question. If you have a unique title, like "innovation catalyst,"

• 7:28Speaker 02

  Okay.

• 7:28Speaker 03

  Consider using a more standard industry equivalent on your resume, like maybe "product development manager," if it accurately reflects what you did. Recruiters search for standard titles.

• 7:38Speaker 02

  So translate your internal title to the common industry language.

• 7:42Speaker 03

  Yes, exactly. And also vary your terminology slightly for common things.

• 7:45Speaker 02

  Yeah.

• 7:46Speaker 03

  Like, use both IT and information technology. Use VP and vice president. This covers more bases for how a recruiter might search.

• 7:53Speaker 02

  Makes sense. And along with professionalism,

• 7:55Speaker 03

  Yeah.

• 7:55Speaker 02

  accuracy, spelling, and grammar, still super important.

• 7:58Speaker 03

  Absolutely critical.

• 7:59Speaker 02

  Mm-hmm.

• 7:59Speaker 03

  Non-negotiable, keep it polished, no cutesy stuff, as we said. But typos, especially typos in keywords, that can kill your chances.

• 8:05Speaker 02

  Ouch.

• 8:06Speaker 03

  Well, think about it. A recruiter isn't going to search for "project manager" with a K. If you misspell a key skill or software name, the ATS search won't find you. And a human recruiter will just see it as sloppy. Proofread. Get someone else to proofread.

• 8:21Speaker 02

  Good advice. Okay, now let's get into the really techy part. Formatting. This is where the ATS can apparently get really tripped up, right?

• 8:28Speaker 03

  Oh, massively. This is a huge hurdle. Complex formatting is the enemy of many ATS parsers. They just can't read it properly.

• 8:35Speaker 02

  So what should we do? What's safe?

• 8:37Speaker 03

  Stick to clean, simple, standard formats. Avoid columns. Definitely avoid text boxes. No fancy graphics or images embedded in the text. Don't use tables for layout. Keep the fonts standard and simple, like Arial, Calibri, Times New Roman.

• 8:52Speaker 02

  Why no columns or tables? They look organized.

• 8:54Speaker 03

  They might look organized to us, but an ATS often reads columns straight across, mixing up the text, or might just ignore the content in tables or text boxes entirely. Key achievements could just disappear.

• 9:05Speaker 02

  Wow. Okay, here's a practical tip I heard. If you upload your resume and the system makes you retype a ton of information that's clearly on your resume...

• 9:13Speaker 03

  That's a huge red flag. It means the ATS couldn't parse your formatting correctly. Go back and simplify your resume design immediately.

• 9:20Speaker 02

  What about file types? Worddoc, .pdf... Something else?

• 9:25Speaker 03

  Good question. Generally, Word documents .doc or .docs are the safest bet. Most ATS systems handle them well.

• 9:33Speaker 02

  And PDFs. People love PDFs.

• 9:35Speaker 03

  PDFs are usually okay these days, but they can still sometimes cause issues, especially if they were created from a complex design or are image-based. Some older ATS systems just struggle with them. If the company gives you a choice, Word is often safer for parsing.

• 9:49Speaker 02

  And never, ever an image file, right? Like a JPG of your resume?

• 9:52Speaker 03

  Absolutely never. An ATS cannot read text in an image file at all. It's like submitting a blank page. Instant rejection.

• 9:58Speaker 02

  Okay, one more formatting detail. Heads and footers in Word. Safe place for contact info?

• 10:03Speaker 03

  No. Avoid putting critical info like your name, email, phone number, or even key skills in the header or footer. Some APS systems completely ignore those sections. Integrate all vital info into the main body of the document.

• 10:15Speaker 02

  Got it. And standard practice: reverse chronological order for work experience.

• 10:19Speaker 03

  Yes, stick with that. It's what recruiters expect, and it's what the ATS handles best. Most recent job first.

• 10:25Speaker 02

  And our last resume point. Standard section headers, simple but important.

• 10:31Speaker 03

  Very important. Use clear, common headings like work experience, education, skills, professional summary. Don't get creative with section titles like where I've been or my superpowers.

• 10:42Speaker 02

  Why not?

• 10:42Speaker 03

  Because the APS is often programmed to look for these specific standard headers to correctly categorize the information on your resume. If it doesn't recognize the header, it might misinterpret or even ignore the entire section. Keep it simple and clear for both the system and the human.

• 10:57Speaker 02

  Okay, so we've optimized the resume. It's tailored, keyword-rich, but natural, clean format, standard headers. Is that enough? Or are there other things we can do after applying online?

• 11:09Speaker 03

  That's a great question. The optimized resume gets you through the digital door, hopefully high up in the ranking, but applying online is just one path. It's often the most crowded path.

• 11:17Speaker 02

  So what's another path?

• 11:18Speaker 03

  It's what some people call back-channeling. Finding another way to get noticed besides just waiting for the ATS and recruiter to find you in the pile.

• 11:26Speaker 02

  Intriguing. How does back-channeling work?

• 11:29Speaker 03

  Well, once you've submitted your application online, you still usually have to do that part where you try to find a connection inside the company.

• 11:36Speaker 02

  Like who?

• 11:37Speaker 03

  Could be anyone. A former colleague, someone you went to school with, maybe even someone you connect with on a professional network like LinkedIn, perhaps an HR person, or even the hiring manager for the role, if you can identify them.

• 11:49Speaker 02

  And what do you do? Just ask them for a job?

• 11:52Speaker 03

  No, not usually. The approach is more subtle. You reach out, mention you've applied for a specific role you're really excited about, and politely ask if they might keep an eye out for your application, or maybe even mention it to the hiring team.

• 12:04Speaker 02

  Ah, so it's like getting someone on the inside to pull your resume out of the stack?

• 12:09Speaker 03

  Essentially, yes. It can dramatically increase the chances that a human, the right human, sees your application quickly. It shows initiative, too. Don't be afraid to do this. The worst they can say is no or just ignore you, but the upside is huge.

• 12:24Speaker 02

  That's a powerful tip, taking that extra step. Any final crucial advice before we wrap up?

• 12:29Speaker 03

  One last thing, and it sounds basic, but it trips people up constantly. Follow.

• 12:34Speaker 02

  Yeah.

• 12:34Speaker 03

  Instructions.

• 12:35Speaker 02

  Simple as that.

• 12:36Speaker 03

  Simple as that. If the application asks for a cover letter, provide one. If it asks for salary expectations in a specific field, fill it out. If it specifies a file format, use that format. Not following instructions is often an automatic disqualifier programmed into the ATS. It's seen as a basic test of attention to detail.

• 12:54Speaker 02

  Don't fail the easy test. Okay. This has been incredibly insightful. Now, I have a kind of provocative closing thought for you, for the listener.

• 13:03Speaker 03

  Let's hear it.

• 13:04Speaker 02

  Okay, so we know companies are swamped with applications, and we know there are now AI tools that let job seekers spray "apply" to hundreds of jobs with a click. Given that reality, if you're a qualified candidate and you do take the time to meticulously tailor your resume, would you actually prefer that companies use ATS sorting software?

• 13:24Speaker 03

  Hmm. That is provocative. You're asking if the system could actually be your friend in that scenario.

• 13:29Speaker 02

  Yeah. Could it help the good tailored resumes rise above the flood of generic mass applications?

• 13:37Speaker 03

  You know, that's a really interesting way to frame it. And maybe the answer is yes. If your well-crafted tailored resume gets highly ranked by the ATS because it's such a good match, that might be your best shot at getting noticed quickly amidst all that noise.

• 13:52Speaker 02

  So the ATS, instead of being the enemy, could actually be an ally for serious candidates.

• 13:58Speaker 03

  Potentially, yes. It could help filter out the noise, giving your targeted application a clearer path to the recruiter. It's definitely something to think about, a potential advantage hiding in plain sight.

• 14:08Speaker 02

  A fascinating perspective to end on. Thank you so much for breaking all this down. Hopefully, everyone listening feels much more empowered now.

• 14:14Speaker 03

  I hope so. It's about strategy, not fear.

• 14:17Speaker 02

  Exactly. Thank you for joining us on this deep dive into beating the ATS. We really hope these insights help you tackle your job search with new confidence. Remember, you're not fighting a mysterious black box. You're just learning its language. Put these strategies into practice. You might be surprised at the results. Visit jobsearch.community. Download the free content and become an insider to receive answers to your questions and coaching from Jeff Altman, the big game hunter.

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