Creating an ATS-Optimized Resume: Tips to Get Your Resume in Front of Hiring Managers

Image by Microsoft Designer

The digital age has transformed the hiring process, and one of the biggest hurdles job seekers face today is the Applicant Tracking System (ATS) — what I call “HR-bots.” As if it wasn't already difficult to get past “talent management,” over 90% of large companies now use ATS to filter resumes before they even reach a human being. That means your first audience isn’t a hiring manager; it’s software. To make it past this automated gatekeeper, your resume needs to be optimized to meet ATS standards.

So how do you navigate this increasingly common barrier and ensure that your resume gets into the hands of a hiring manager? Here are some practical tips to build an ATS-friendly resume without sacrificing the quality or depth of your application.

Use Standard Section Headings

ATS is designed to scan for specific headings when parsing resumes. The system may not recognize critical information if you get too creative with your resume structure or language. That’s why it’s essential to stick to traditional section titles such as:

• Work Experience
• Skills
• Education
• Certifications
• Professional Summary

These headers are universally recognized by most ATS software. Avoid using headings like “Career Journey” or “Achievements to Date,” which could confuse the system. Think of ATS as a checklist — if it doesn’t see what it expects, it may discard your resume before it’s even been read.

Focus on Keywords

ATS systems are programmed to look for specific keywords that match the job description. These keywords are often pulled directly from the job posting itself, meaning that tailoring your resume for each job you apply to is crucial. Here are some strategies for incorporating the right keywords:

• Mirror the Job Description: Study the job description and extract the main skills and qualifications the employer is looking for. Then, ensure these terms are woven naturally into your resume. If the job requires “project management” skills, make sure that phrase appears in your resume in relation to your relevant experience.
• Use Industry-Specific Terminology: ATS systems are programmed to recognize industry jargon, so use terms and phrases common to your field. For example, a product manager might include keywords like “Agile,” “Scrum,” or “Product Lifecycle Management.”
• Include Both Abbreviations and Full Terms: Some systems may recognize abbreviations while others may only capture full terms, so it’s best to use both. For example, write “Search Engine Optimization (SEO)” rather than one or the other.

Incorporating the right keywords will not only get you past the ATS but also help your resume resonate with a hiring manager once it reaches their desk.

Avoid Fancy Formatting

While you might want your resume to stand out visually, ATS is built to read plain, simple documents. Complex formatting, including images, tables, and columns, can disrupt an ATS scan and cause your resume to be rejected. To ensure your resume gets read properly, keep it clean and straightforward:

• Use standard fonts like Arial, Calibri, or Times New Roman.
• Stick to bullet points to list skills, achievements, and responsibilities.
• Avoid graphics, images, tables, and logos.

If you’re tempted to use an elaborate template, know that most ATS systems prefer basic formatting. A clean, readable resume ensures that all your relevant information is captured.

Here’s how your resume looks to a bot:

Stick to a Chronological Format

One of the most ATS-friendly resume formats is the reverse chronological resume. This format lists your work experience from the most recent role backward, making it easier for the system to follow your career timeline.

Functional resumes (which focus on skills rather than work history) can confuse ATS because they don’t provide the clear job titles and dates that the software looks for. So, even if you’re switching industries or trying to highlight a particular skill set, it’s still wise to use a chronological format to avoid being misinterpreted or ignored.

Avoid Headers and Footers

Many job seekers put their contact information or LinkedIn URL in a header or footer, thinking it’s an efficient use of space. However, ATS systems often fail to read content in headers and footers. To ensure that your key information is scanned and retained, place your name, phone number, email address, and LinkedIn profile in the main body of your document.

This will prevent your resume from being discarded due to missing contact details — something that happens all too often because of this simple formatting mistake.

Save as a .docx

Most ATS systems can easily parse resumes saved in Microsoft Word (.docx) format. However, some job postings may explicitly request resumes in PDF format. If PDFs are acceptable, ensure that you create a proper PDF directly from a Word document, rather than scanning a printed version into a PDF, which could result in unreadable text.

Always check the job listing for format requirements and save your resume in the preferred format to avoid automatic rejection.

Include Contact Information Clearly

This might seem obvious, but ensure your contact details are clear and placed right at the top. ATS systems expect to find your name, phone number, and email in this area, and some might even reject resumes without clear contact details. It’s a good idea to include a link to your LinkedIn profile as well, but make sure it’s a clickable URL in the body of the resume rather than an embedded hyperlink in a header.

Use Simple, Consistent Formatting

While we’ve touched on the importance of avoiding over-the-top designs, it’s equally important to make sure your formatting is consistent. Consistency helps both ATS and human reviewers easily scan your document. Stick to:

• One or two standard fonts throughout the document.
• Consistent bullet points (avoid using arrows, checkmarks, or non-standard symbols).
• Simple margins and spacing — no need to squeeze everything into one page by shrinking the font size to illegibility.

Emphasize Measurable Achievements

Hiring managers aren’t just looking for a list of tasks you’ve performed — they want to see impact. Quantifiable accomplishments (especially ones that include numbers) stand out to human readers. For example:

• “Increased product adoption by 25% over 12 months.”
• “Reduced customer churn by 15% through implementation of user feedback loops.”

While ATS won’t necessarily give extra weight to these measurable outcomes, they will resonate with the hiring manager once your resume makes it through the system.

Avoid Keyword Stuffing

While using keywords is essential, don’t go overboard. Some candidates are tempted to repeat key terms over and over, thinking this will increase their chances of being selected by ATS. However, both ATS and hiring managers will notice keyword stuffing, and it can come across as disingenuous. Use keywords strategically and naturally, making sure they fit within the context of your actual experience.

Customize for Each Job Application

One of the most effective ways to beat the ATS is to tailor your resume to each job application. This doesn’t mean a complete rewrite every time but adjusting key sections such as skills and professional summary to match the specific job description.

For instance, if a job description emphasizes experience with “Agile methodologies,” make sure your experience with Agile is front and center. Customizing your resume not only helps you get past the ATS but also shows hiring managers that you’ve paid attention to what they’re looking for.

Keep Job Titles and Dates Simple

ATS is programmed to scan for job titles and employment dates, so it’s important to present this information clearly. Make sure your job titles are accurate and aligned with the industry standard. For example, if your official title was “Product Ninja,” but the industry term is “Product Manager,” use the more standard title to ensure ATS picks it up. Similarly, present dates in a consistent format (e.g., MM/YYYY), as ATS may struggle with unconventional formats.

I’ve heard (but have no proof) that the bots also filter based on the year you graduated from university, so it may be necessary for older workers to omit this information from their resumes and LinkedIn profiles.

Proofread for Spelling and Grammar

Finally, don’t underestimate the importance of a clean, error-free resume. Many ATS systems flag resumes for spelling and grammar mistakes, and errors could prevent your resume from reaching the hiring manager. Use tools like Grammarly (I love Grammarly!) and have a friend review your resume for any potential mistakes.

The goal is to create an ATS-friendly resume that not only gets past automated filters but also stands out to hiring managers. In a competitive job market, ensuring your resume makes it through the initial screening process is critical. But remember, while it’s important to optimize for ATS, your ultimate audience is still a human being. Keep your resume readable, concise, and focused on the value you bring to the table.

It’s tough out there. Let’s hope these techniques will get you to the next step.