by sean@higheredcareercoach.com | Feb 1, 2013 | hiring, Job Search, job search tools, Resumes and CVs
Where the Screening Process Might Break Down
In any screening process, there is always room for error. In fact, there is always a degree of error. This applies to machine-driven processes and human-powered ones.
Let’s talk about ways that each type of screening process might break down.
Computer Screening Software
Applicant Tracking Systems (also known as ATS) are highly sophisticated software packages that scan information in the résumé to determine the degree of match between an application and available positions. They do not simply look for keywords. Many can also read for terms in context, much like a human reader. For example, some screening programs are advanced enough to interpret how recent your experience is in a particular area, and rank you accordingly. Some can even relate relevant terms to other key terms or phrases. And they are at times a bit “picky” about how information is formatted. Some things to know about ATS that could result in your résumé being kicked out of the system, garbled, or ranked differently:
- Keywords without context. Basically, this is what I mean when I say “buzzwords.” They are on the résumé, but it may not be clear why. Today’s ATS systems are smarter than that, and so you are less likely to be able to game the system through simply putting keywords in.
- Graphic elements, including lines, boxes, tables, shading and non-standard fonts. These may be misunderstood by the ATS system and may result in your résumé coming back as garbled nonsense. Because of the volume of applications many employers receive, it’s not likely the recruiter will bother to follow up with a candidate whose résumé is unreadable. There are probably many qualified candidates that submitted materials that were readable.
- Files submitted in the wrong format. Many systems ask for Word or pdf for a reason. Word (.doc) documents are more easily read and scanned by the ATS systems. So submitting in another format might result in the résumé being flagged or ranked lower by the ATS. (for a great free online pdf converter, go here.)
- Cutting and pasting a text version rather than uploading another acceptable format. This is simple enough: text files may come back with interesting errors in spacing or tabs. If you accidentally cut and paste HTML into a text field, your markups will result in a document coming back loaded with garbage. And even if these things don’t happen, anything you have conveyed or emphasized through formatting or design will be lost. If you are given the option, ALWAYS use the format that will convey both the content and design as you intended. These days. .pdf (portable document format, which is easily read by Adobe Acrobat Reader, Preview for Mac and many web browsers and word processors) is the standard. If given the option to upload a .pdf, do so. As such, both humans and machines will be able to read your content in context.
In my practice as a Certified Professional Resume Writer, I use a tool that emulates a typical ATS and can estimate the potential match of a resume to a job posting, by:
- Relating keywords between the documents,
- Estimating how recently a candidate has used a skill, and
- Estimating the length of experience with different skills.
The tool also tells the user whether an ATS will have difficulty finding some information, which helps identify possible formatting errors that might result in the ATS having difficulty parsing out information. By using keywords that mirror and match the language of the employer, and eliminating formatting errors, a writer can make smart revisions that result in a highly targeted argument for a candidate’s potential match to an employer’s requirements.
In the next installment in this series, we’ll explore the human factor: how human errors and bias can derail your candidacy during the screening process. This post is adapted from my e-book “7 Points to a Winning Resume,” which is available here. I am developing a brief resume-writing crash course based on this e-book, and will have details about that program in a later post.
by sean@higheredcareercoach.com | Jan 30, 2013 | hiring, Job Search, Resumes and CVs
How Will You Stand Out from the Crowd?
Once a job application arrives at an employer’s office, the screening process can begin. As mentioned before, screening might be done by a single person, by a group of persons, or by a machine. You may not know which approach a company takes, unless you ask specifically about how screening is done in the department or division where an opening exists.
There may also be nuances between writing for a machine and writing for human. Lacking information specific to a particular type of screening software, job seekers must do their best to present their arguments in language that can be easily filtered by both human and machine.
Let’s imagine a “typical” screening process, discuss some possible stages in that process, and then imagine some strategies that might be useful for capturing and keeping the reader’s attention.
It’s probably impossible to give one explanation that will cleanly and accurately describe all the nuances to different stages of the job search process, but let’s try to describe some generalities.
I have been on many screening and selection committees during my career, and I’ve seen a few thousand résumés during that time. My explanation of the screening process is heavily drawn on my personal experience. In no way should it be construed that my experiences are somehow universal. However, I do believe that I can bring some insights about how résumé screeners and job search committees might conduct their screening processes.
A “Typical” Screening Process
In my experience, screening works like this:
- Application packets arrive at the employer. This usually happens these days via e-mail or through a database-driven form that is part of an online application system.
- Some companies may use software to scan your documents or keywords and phrases before a real person takes a look at. This is less common in small businesses, non-profit organizations, local governments, and academic institutions.
- Other companies may allow a recruiter or members of a search committee to view a candidate’s materials as soon as they are available in the system, and to rank them.
Keywords/Scanning/Rubrics
Whether your résumé is screened by a person or by a computer, some sort of ranking system will likely be used to determine the degree of “fit” between the candidate and a fictional “ideal” candidate. Such a system relies heavily upon the use of scoring rubrics, which are much like the guides that a teacher might follow in grading a standardized test.
Ideally, the screeners use a scoring rubric to rate each candidate on their match to minimum and preferred qualifications. Ideally, those members of the committee follow those guidelines and come up with a list that accurately reflects the match between each candidate and the stated needs of the employer.
Ideally. Not always in practice. But ideally.
In the next post in this series, we’ll explore ways the screening process might break down, and what you might be able to do to minimize the possibility that you will be screened out of a process.
by sean@higheredcareercoach.com | Jan 28, 2013 | Job Search, Resumes and CVs
Think of your resume as a ticket. It gets you in the door. That’s it.
A good resume captures and keeps the attention of the person reading it, and creates in that person a desire to know more about you. Hopefully, that desire will lead the reader to seek out more information about you and to put your candidacy into context. This could mean that the reader goes on to read your cover letter. It could mean that you get invited to interview for the position. But it’s not likely that someone will just read your resume and offer you a job.
Resumes are used by employers for screening candidates, but interviews are used for selecting the best qualified person for the job.
If you’ve never been on the hiring side of the table, the screening process may be foreign to you. So let’s dive into that part of the process and try to understand it.
The Screening Process
Screening can happen in many different ways.
- A single person might do it.
- A committee might do it.
- Sometimes, a machine might do it. (Initially.)
But let’s not confuse the issue. They are all looking for the same things. You might call them keywords or key concepts or key phrases, but essentially they are the same thing.
A keyword is not the same thing, necessarily, as a “buzzword.” It can be, but it really depends. Many job seekers spend time consulting websites, resume books, and their colleagues and mentors about what the latest hot topics are in their industry. The difference between a “buzzword” and a keyword is this: a “buzzword” is a word that everyone is talking about; it may or may not relate to the position you are applying for; a keyword is a term that relates directly to the specific role to be played, and therefore, is directly relevant.
It’s important to recognize the difference between these two concepts. One (using “buzzwords”) is a cynical ploy that may lack coherence; the other (using keywords) is a smart, strategic move that brings together the aspects of your unique offering, and shows the match between what you offer and the employer’s needs.
I’m often asked by job seekers if I have a great list of keywords for jobs in higher education, and I tell them that I do not have a comprehensive list. In fact, I think it would be a disservice to develop one and put it out there as the end-all, be-all guide. In a later post, I’ll tell you why I feel that way, and give you some practical tips on ways find the best keywords for your target position. But next, we’ll delve further into screening processes, how they work, and how they might break down.
This post is adapted from my e-book “7 Points to a Winning Resume,” which I am adapting into a resume-writing crash course, for those who can’t afford to hire a professional resume writer, or who simply want to write a better resume on their own. Over the next couple of weeks, we’ll delve into resume and CV writing strategies, though additional excerpts from the e-book, and guest posts from professional resume writers and career coaches.
by sean@higheredcareercoach.com | Jan 24, 2013 | Job Search, networking, Social Networking, Take 5
One aspect of career planning that is sometimes overlooked is the importance of networking, both in the real world and online. Statistically, only a fraction of available higher education positions are publicly advertised, so it is critical to cast a wide net in your job search. Online networking can help job seekers connect to advocates and decision-makers.
Here are some great tips to help you put your name and credentials out there and land the right job!
- Start with those who know you best, but don’t be afraid to branch out. The people who can help you most are those who know you best. Let your friends, family, and professional colleagues know you’re on the hunt. Not only can they provide you with valuable leads, they can introduce you to others and help you expand your network. Online networking is a great way to keep in contact with former coworkers, employers, and classmates, and enlist their assistance.
- Learn to use social media effectively. Social media is a great tool for network building if you learn to use it right. Join professional outlets such as LinkedIn and actively engage other social outlets such as Twitter and Facebook. This is a good way to reach out to other professionals in your industry, reestablish contact with former associates, keep your network informed, and stay current on trends in your industry. It is also a good idea to do routine checks of your online presence. Google yourself on a regular basis to look for inconsistencies and false or unflattering information. Prospective employers are turning to web searches more often to check out job candidates ahead of time. Remember that what you do and say online can come back to haunt you.
- Reciprocity is key. Networking is a give and take relationship, not a one way street. Share ideas and information with your network. Actively engage in forums, blogs, and other online communities. Add benefit to your interactions with others in your network, but do so with sincerity and integrity.
- Narrow your focus and follow up. Know exactly what you’re looking for before you look to your network for help and information. Monitor your social media time as well. Remember that these sites are great online networking tools and don’t get caught up in the social aspect of the medium. While these sites are fun and interesting, they are sometimes also a drain on your time and productivity. Make sure to follow up any leads from your network with diligence. Information is only helpful if you use it, and it helps you to maintain credibility. People are less willing to recommend someone who lacks commitment and follow through.
- Network for the long term. Networking should never considered be a quick solution to job placement, but a means of building ongoing professional relationships.
Online networking isn’t about applying pressure or asking for favors. Networking is an excellent way to make contacts and establish professional relationships that are fulfilling and mutually beneficial. Extending your professional network to cyberspace is an excellent way to expand your contact base beyond your immediate geographic location and increase your exposure in the job market.
by sean@higheredcareercoach.com | Oct 23, 2012 | Job Search, Resumes and CVs, Take 5
When it comes to landing the job of your dreams, you need to ensure your resume is up to par. Don’t just throw together information on a piece of paper, but work to incorporate pertinent information that applies to the job you’re seeking.
Some of the top tips for creating the perfect resume are outlined below:
10 Tips to Bullet Proof Your Resume from Free Resume Tips
Create Content that Showcases Your Abilities – Beyond the design, you need to ensure you have content that sells your abilities and skills. The information provided within your resume will help determine how many interviews you are going to receive, as well as the salary compensation you will earn on the job.
Resume Writing Tips from Resume Help
Use Action Words – Using action words helps your resume to stand out among all of the other applicants. Don’t use the same verbs on a continual basis; make sure to switch up the verbs you use. If your computer goes through an electronic scanning, the action words help the computer to recognize your resume and pick it out of the crowd. Some companies are using computers to pull only those resumes that have certain words incorporated into them, which is why it is imperative to utilize the correct words in the document.
44 Resume Writing Tips from Daily Writing Tips
Proofread Your Resume Twice – Many people fail to realize the importance of proofreading. All it takes is one simple typo and your chances of landing that dream job are down the drain. Even though you may think you only need to proofread your document once, you need to do it at least two or more times.
Top Ten Resume Writing Tips from About.com
Include All Pertinent Contact Information – When compiling your resume, it is imperative that you include all contact information for a potential employer. Be sure to list your name, full address, home phone number, cell phone number and your email address. Leaving out pertinent contact information could mean the loss of a great working opportunity.
Resume Writing Tips from Resume.com
Presentation – Ensure your resume is presentable. You will want the document to be clean and free of errors. There is no room for any grammatical or spelling errors. Always have someone else look at your resume before submitting it to someone else. A fresh set of eyes may be just what you need to catch any little errors that could be costly in the end.
by sean@higheredcareercoach.com | Oct 10, 2012 | Career Tracks, Career Transitions, Higher Education, Job Search, Student Affairs
Like most people who end up working in Student Affairs, I didn’t imagine my career when I was a child. I wasn’t even aware that Student Affairs was a career. And, once I chose it as a career, I realized that many people still think it isn’t one.
Texas A & M’s Department of Educational Administration and Human Resource Development has a great humor page, where I found the Top 10 reasons you became a Student Affairs professional, and I particularly connected with #3 . . .
“You enjoy the challenge of trying to tell people what you do for a living.”
The last time I think my parents really understood what I did for a living, I was a resident assistant. And for many of my friends and acquaintances, that is pretty much what they thought I did, up until I left my last formal position in Student Affairs (Assistant Director of Residence Life at Penn State University.) I was in college for a living, and I settled roommate problems and busted people for drinking. (Which many acquiantainces thought was irony in action, on both counts, but that is a story for another day.)
Academics and “serious” professionals don’t know what to make of us, either. For example, Wikipedia’s current entry for Student Affairs has a section on criticism of the field which reads, in part…
“The field of Student Affairs has been criticized for its emphasis on formal, professional training, calling into question whether the field is theoretical or practical. Complicating this criticism is the question of the role of student development theories in student affairs practice. It is claimed that student development theories are used to “proactively identify and address student needs, design programs, develop policies, and create healthy…environments that encourage positive growth in students.”
“Yet, often student affairs practices often bear little resemblance or connection to student development theories. As Paul Bloland (1979) wrote in an article in the NASPA Journal, “We have cultivated an expertise that was not requested, is not sought out, and for which there is little recognition or demand. Many entry-level and (many) seasoned professionals know little of student development theory and practice and, in fact, do not really need such expertise to meet the role expectations of their supervisors or, in too many instances, their institutions.”
Yet, for almost 20 years now, I have planned my life around the idea that Student Affairs is a career. In 2009, I left a stable job to venture out on my own, and establish a career coaching practice dedicated to helping others pursue their passions for working with students and find their own niche in Student Affairs. My perspective is that Student Affairs is actually a calling, within which you will find many career tracks. And it isn’t for everybody. I actually think it is the responsibility of those in the field to both recruit people with potential, and to “counsel out” out those who don’t have the passion and the fortitude to do the work. It’s no kindness to someone to show only the benefits, and none of the sacrifices, that go along with the profession.
In his song “Mr. Bad Example,” Warren Zevon recalled many career exploits of the song’s protagonist, and like those who work in Student Affairs, the protagonist clearly wore many hats, including the following…
“…worked in hair replacements, swindling the bald, where very few are chosen, and fewer still are called.”
The same could be said about Student Affairs. Very few are chosen, and fewer still are called. And I don’t think that a love of student development theory is required for success. I don’t care much about academics, or about student development theory, but I do know that Student Affairs is a calling, and that you can make a great career in it, if you are passionate about working with young people, and believe that helping people find their way is a worthy pursuit, you may be cut of the right material. But only if you have the strength of will and character to ignore the assaults on your dignity, your professional worth and your profession. They come with this line of work. The only thing that is truly important is that you know who you are and what you are about. If you are meant to serve students, you will. It’s just a matter of time. And in many cases, of strategy. If it’s meant to be, you will find your way. Just know, in the meantime, that many are in your corner, and have been in your place, before you. And we are here to help.
October is Careers in Student Affairs month. In honor of this, I am offering a coaching package for new professionals, to help them get off to a good start. It includes the following:
- A professionally written resume, geared toward your preferred target positions ($85 value)
- LinkedIn C0aching Package (1 hour LinkedIn training, plus profile optimization advice ($50 value)
- Practice interview, by phone or Skype ($85 value)
- One additional coaching session ($85 value)
- Access to an online job search group, with activities, lessons, and a private discussion board): $50 value
Purchased separately, this package would be $355, but this deal gives you nearly 30% off! For only $250, you get all of the above, including 6 months of access to the group, and any additional workshops or activities added to the job search group.
I’m opening this deal up only to new professionals (either those finishing school and looking for their first job, or with less than 5 years of professional experience). Availability is limited, and this special will not be repeated.
Sign up now!
This offer is no longer available.
