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Understanding Applicant Tracking Systems

Question: How do I know if a company uses applicant tracking system software?

More than one-fourth of all companies use some kind of an applicant tracking system to manage applications and candidates, and this number continues to grow. ATS software is more likely to be used in large companies (more than 100 employees) and certain types of industries — technology, healthcare, and government organizations. Unless you’re personally handing your resume to the hiring manager, it’s possible an ATS might be used in the applicant screening process. (And even then, the resume may be scanned in!) When in doubt, submit an ATS-friendly resume. You can always follow-up with a hard copy of a more formatted (non-ATS-friendly) resume or bring the formatted version with you to the interview.

Question: What is an ATS-friendly resume?

An ATS-friendly resume is formatted in such a way that it can be easily imported and read by the ATS. However, because there is no industry standard, the general guidelines are: No charts, graphs, or special formatting. Use only keyboard characters (*, >, /, etc.) to separate information. Save the file in .DOC or .TXT format (do not upload a PDF, RTF, or JPG).

Question: If I’m given the chance to upload my resume or copy-and-paste it in, which should I do?

If you’re given the choice, upload a Word file with your ATS-friendly resume. Larger companies are likely using newer ATS software that will keep formatting mostly intact. For smaller companies, copy-and-paste an ATS-friendly text file into the application form.

Question: How do I know which keywords will be used in the ATS search?

Many times, you can identify the keywords that will be used by reviewing the job posting for the position and job postings for similar roles. Also check out skills and other qualifications in resources like the Occupational Outlook Handbook (http://www.bls.gov/ooh/) and O*Net (www.onetonline.org).

Question: How does the length of the resume fit into this?

Resumes that will initially be screened through an ATS can be longer, because the computer file generally doesn’t show pages, only characters. Some ATS software has character lengths — but you’ll generally only see that if the resume is copied-and-pasted into an online form. In those instances, it will list a character limit (for example, “Submissions are limited to 20,000 characters.”). But not many systems have that limitation.

Question: How can I bypass the ATS?

Remember: People hire people. Ultimately, if you can get your resume in the hands of the hiring manager, recruiter, or company owner directly, you don’t have to worry about making it out of the applicant tracking system in order to get an interview. Research shows that approximately 75 percent of jobs are never formally advertised or posted, and only about 5 percent of candidates are hired from job postings. So focus on getting your resume to the right person in order to land an interview. It’s especially important to bypass the ATS if you don’t have the “perfect” qualifications, as outlined in the job posting.

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How to Work Effectively With Recruiters

“R-E-S-P-E-C-T / find out what it means to me” is a line made famous by Aretha Franklin, and one that recruiters have adopted as their mantra. This is probably because there is a love-hate relationship between candidates and recruiters. Specifically, candidates love what recruiters can do for them, but at the same time, aren’t fond of the fact that they need their services.

One can hardly blame candidates, since over the years recruiters have been branded as uncaring, money-hungry vultures who have their eyes set only on the bottom line. Whether there is a grain of truth to that belief or not, I can’t say for sure. However, what I do know is that recruiters have been, and will continue to be, a viable resource for candidates. For this reason, recruiters shouldn’t be dismissed, but instead appreciated for the role they play in the career services industry.

Many recruiters suggest that job seekers don’t fully understand what a recruiter’s function is in the job search process, and that this is where the lack of respect originates. In an effort to educate job seekers, below are some pointers that recruiters want every job seeker to know.

 

Respect what recruiters do. Although recruiters don’t work for you, the good ones will work with you. With a hiring company in mind, a recruiter will make recommendations on how you should change your resume, the way you interview and/or the way you dress. If this is the case, heed his or her advice. Recruiters have insider information on the specifications the hiring organization is searching for, and the clues they provide are based on that knowledge.

Respect what recruiters can’t do for you. The recruiter’s allegiance is to the hiring organization. Therefore, he or she is going to spend his/her time and resources on scouting a candidate that fits the hiring organization’s specifications, not on finding you a job. That’s why it is important to realize that recruiters are just one source of getting interviews. Your job search plan should include other methods of gaining employment such as networking, answering want ads and responding to Internet postings.

Respect the interview with a recruiter. Save your war stories for your local bartender. When you contact recruiters, be discriminating about the type of information you provide. A meeting with a recruiter is an interview. Don’t allow the informality of the conversation to convince you otherwise. During a meeting with a recruiter you will be judged on your performance; therefore, be professional at all times.

Respect a recruiter’s time. When a recruiter has recommended you for a position, that means he or she has invested time in your career; therefore, respect their time, return their phone calls, and provide them feedback on the company after any interview. Recruiters are especially interested in knowing your interest level, your thoughts about the interviewer, the rundown of the interview process, and the next step agreed to by you and the company.

Respect a recruiter’s reputation. Recruiters aren’t just out to fill a job order. Their credibility is dependent on the caliber of candidates they send on interviews. As a result, recruiters look for candidates who know what they want, present themselves professionally, and are out to win job offers.

 

When working with a recruiter, a partnership is formed; and in order for the relationship to be successful, there must be a mutual respect between the two of you. Recruiters want to work with candidates who want to work with them, not candidates who are having difficulty finding a job and want to be rescued. If you can effectively convey to a recruiter that you have a sincere interest in working with him or her, you’ll find yourself in turn treated with respect.

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Handling Illegal Interview Questions

Jim, 48, is sitting in an interview, which has been going well. He’s confident that his qualifications match those of the position, and he believes he’ll fit into the corporate culture. As the interview is winding down, the interviewer casually asks: “Will your family mind the relocation from New York to Texas?”

How should Jim answer this question?

There are several questions that employers may not legally ask applicants. Federal law attempts to ensure that candidates are hired on job qualifications and not by prejudicial criteria. Questions structured to obtain information on race, gender, religion, marital status, age, physical and/or mental status, ethnic background, country of origin, sexual preference, or any other discriminatory factor are generally illegal as grounds for making employment decisions.

With few exceptions, these factors contribute nothing to your ability to perform a job, and an employer must substantiate those cases where a direct relationship is thought to exist.

Anything that is not a bona fide occupational qualification may not be covered directly, although the interviewer may seek the information indirectly.

So, how do you handle an illegal interview question?

First it is important to assess the intentions of the interviewer.

Most illegal interview questions are asked in true innocence — or, better stated, in true ignorance: ignorance of the law, ignorance of what questions are proper, and ignorance of how the information could be used by others in a discriminatory way.

Ironically, most illegal questions are asked when the untrained interviewer is trying to be friendly and asks a seemingly innocent question about your personal life or family background.

Therefore, any attempt by the candidate to assert his or her constitutional rights will merely throw up the defense shields and put an end to any future consideration for employment. Warning lights go on, sirens sound, and the interviewer begins backing down from what otherwise may have been a very encouraging position.

So what is the proper response?

Any response depends on the particular situation and the personalities and motives of those involved, but overall you have three basic options:

(1) Answer truthfully if you feel your response will not hurt you;

(2) Inform the interviewer that the question is illegal and risk offending them and ending your chances for the position;

(3) Base your answer on the requirements of the job and your ability to perform it.
Here are a few examples of casually asked illegal questions and suggested responses:
Q: Does your family mind the travel required for this position?

A: I am accustomed to significant business travel. In fact, I find being on the road invigorating, and my track record has been very consistent under these conditions.

Q: Are you religious? Will your religion prevent you from working extra hours or on weekends when we have a big project?

A: I suppose everyone is religious in their own way. I do not foresee any circumstances that would interfere with the quality or commitment of my performance.

Q: You have a very unusual last name. What is its origin?

A: It really is a mouthful, isn’t it? I’ve always used my first name and last initial in my business e-mail address, as it is easier.

Q: Are you planning a family in the near future?

A: Currently, I am focused on my career and although having a family is always a possibility, it is not a priority at the moment.

Q: How many more years do you see yourself in the work force (before retiring)?

A: In today’s world people don’t retire like they used to; some can’t. My career and my need to earn an income are priorities that I do not foresee changing in the near future.

How you choose to handle these types of questions depends on the perceived motivation of the interviewer as well as your desire to have the position. However, no matter how badly you want or need a position, always keep in mind that if a company is capable of asking illegal questions before you are an employee, there is a greater potential for mistreatment after you are hired.

Your best bet is to try and keep the interview focused on the qualifications of the position and your qualifications as a candidate.

Blatant discrimination does take place. If it does and you are offended, you have the right to end the interview immediately (“I don’t think we’re a good match. Thank you for your time.”) — You never wanted to work there in the first place!

So, how did Jim in our example above answer the question? He could have said, “It’s none of your concern,” which likely would have quickly ended a promising interview.

But Jim thought about the underlying intent of the company in asking the question, which was “Will relocating an employee who likely has a family be so troublesome that he/she will be unproductive for months?” Considering that, he might have responded, “My family and I are committed to my career, so relocation is absolutely not a problem.”

But Jim’s family of five was used to moving every several years because of his ascending career, so Jim responded: “I’ve moved my family every three years, and they always consider it a great adventure. I’ve talked to them about the possibility of this move, and they’re very excited.”

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How to climb the ladder you have created for your career

How do you advocate for your career in today’s workforce?

Simple. Own your success instead of having it predetermined for you.

Katrina Brittingham, Chief Resume Writer & Career Coach at VentureReady LLC provides some tips on how to climb the ladder you have created for your career.

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The Value of the Written Word

Thank You Letters

As kids we were taught to write thank you notes whenever someone did something nice for us. Today, thank you notes seem to be a thing of the past. In a job search they can separate you from the rest.

Your resume distinguished you from your competition. Now you need to narrow the playing field even more by writing a thank you note for the interview. Send a slightly different one to everyone you interviewed with. It does not have to be long.

Tell the recipient how much you enjoyed meeting him or her. Comment on something you learned at the interview and end it by telling them that you would really like to be on their team. This can, also, be an opportunity to clarify something from the interview or a chance to mention your strengths again.

Mail it within 24 hours after the interview. If the company has corresponded with you primarily via email then send a quick note via email when you get home from the interview. Also, send a longer version via snail mail.

 

Letters of Resignation

Always submit a letter of resignation.

Deliver it the same day that you verbally inform your boss that you will be leaving. It will document the fact that you are leaving and verify that you did, in fact, notify your employer well ahead of time. Date the letter of resignation and give the exact date of your last day at work there. Say nice things about the company and thank them for the opportunities you received there. This is not the time to vent anger and hostility. You may need them as a reference in the future. Send it directly to your boss but also send a copy to your personnel department.

 

Networking Letters

They say that at least 60% of all U.S. job openings are not advertised. They are filled through personal contacts. If you substitute the word TALKING for NETWORKING you might feel better about the prospect of doing it. Those job are what is called the hidden job market.

The purpose of a networking letter is not to ask friends and colleagues for a job but to ask for their help in finding a job for you through their connections. Just about everyone is eligible to receive a networking letter from you. Make the letter as brief as possible. Don’t waste the reader’s time. Get right to the point. Don’t leave the reader guessing.

If the letter is going to someone you do not know well then by all means refresh their memory. If you met them at a conference or a lecture or some association function remind them where you met.

If you know the recipient well, then get right to the point. Tell them that you are about to be downsized and what position you are looking for.

Tell the reader some of your strengths such as increasing revenues, expanding production, building new facilities, whatever they are. Come right out and ask them for leads. That is what you are really interested in. Send them your resume if you think it will help.

End the letter by thanking them for their assistance. And offer to help them with a future job search.

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Set SMART Goals

In this video Chief Resume Writer and Career Readiness Coach, Katrina Brittingham provides you with the tools for setting SMART goals for your job search and continued professional development.

Set SMART Goals

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What You Should Do With Your Life?

Job satisfaction: We all want it, but we’re not exactly sure how to secure it.
That’s because we believe our satisfaction is dependent on factors we don’t control, like the work balance at our current company, or the specific tasks our supervisors delegate to us. And while it is true that some of the job satisfaction factors are outside our control, that doesn’t mean we have no control at all!
Not satisfied in your job? Here’s a quick exercise many career coaches use to help you get to the core of what it is you should be doing with your life:
What Drives You?
1. What did you dream about doing when you were a kid?
2. What would you do if you didn’t have to worry about making money?
Make a list of the above. You should start to see commonalities in terms of general skills. It should come as no surprise, but those general skills will probably be related to your biggest strengths.
What Are Your Natural Talents?
1. What do people most appreciate about you and what you do?
2. What are the unique skills you have that people comment on at work or at home?
3. What areas do you excel in? For example, are you always being thanked for your insight, objectivity, organizational skills, etc.?
What Are Your Work Values?
1. What do you value in your work?
2. Do you appreciate the ability to work independently, or is a team environment something you value more?
3. Do you prefer constantly learning new skills, or do you value having the opportunity to really fine-tune one skill?
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Your combined answers to the questions above can guide you in your job search and will help you figure out if you’re on the right path or way off course.
The good news is that even if you discover you’ve gone astray, you’ll now have a roadmap to get you back on track.

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Need A New Year’s Resolution? 10 Ideas For A Stronger Career In 2017

As we finish off one year and prepare to start the next, it’s a good time to think about how we want 2017 to be better, which for purposes of this column means a better career. Here are 10 ideas for new year’s resolutions to adopt for a stronger career in 2017:
1. I will stay in touch.
You can start the networking habit with a holiday mailing. You can continue by reaching out in the new year to ask about people’s holidays. You can make additional contacts throughout the year by dedicating your lunch hour to meeting up with people and getting out from behind your desk, or reconnecting with at least one person you don’t see day-to-day. Even if you only do this once per week, that’s 52 chances for staying in touch.
2. I will manage my professional online presence.
You probably already surf your social media platforms of choice to keep in touch personally. From a professional standpoint, you can extend your outreach to a broader network (to help with #1-staying in touch!) and you can post about topics in your industry or functional expertise. You can also update your profiles, including your picture (it needs to look like you do now, not five years ago).
3. I will preserve my focus.
One of the most common obstacles for my clients when reaching for a career goal is the fatigue factor – most are working a hectic, complex day job and feel too depleted to take on something else. Unfortunately, that something else is often what they really should be focused on – the search for a more ideal job, the pursuit of a promotion, the transition to a new career. If this sounds like you, then make 2017 the year you carve out specific time before, during and at the end of each day to take action on your “real” career aspiration, not the one you happened to be assigned to in your day job.
4. I will maintain my energy.
Part of the focus problem stems from a lack of energy. Demanding jobs are physically, mentally and emotionally demanding. This means that in addition to preserving a focus on career action, you need to focus on preserving your energy reserves. Exercise, meditation, enough sleep, and good eating habits are all career moves when they give you the stamina to make that extra push.
5. I will spend my mornings wisely.
Adopting a good energy habit is a logical candidate for how you might remake your morning. If the days seem to get away from you before you get the important stuff done, create a new morning routine. Take one hour and spend 20 minutes each on exercise, meditation and reading. Or spend 10 minutes each and add additional habits, such as journaling, prioritizing the day, or reconnecting with your network (staying in touch!). Or resolve to spend the morning on your most important task. Whatever you decide, if you get your morning right, even if the rest of the day does get away from you, you will have at least have accomplished one thing.
6. I will stretch.
You could take this point literally and add stretching to your morning routine, which would also be a good idea. But from a career standpoint, stretching means doing something outside your day-to-day and perhaps beyond your comfort zone. This could mean taking on a cross-functional activity (which could be joining an employee resource group or even the company sports league). It could be stretching for a leadership role (which could be a committee role in your community non-profit and not necessarily at your current job).
7. I will grow.
You want to take on new activities outside your day-to-day so you keep yourself challenged and grow your career. You can also grow by updating old and developing new skills and expertise. Definitely see what your company offers, but you can also find professional development opportunities for yourself by tapping resources in your own network and community.
8. I will ask for what I want.
Of course, if your company doesn’t offer the professional development opportunities you’re seeking, you could ask for them. Learning to ask for what you want is a critical career skill, and finding opportunities to ask is the only way you’ll get practice at this. Ask for training, ask to attend a conference, ask for a membership to your industry association, ask for a mentor, ask for feedback so you can identify areas to develop (and strengths to build on).
9. I will be marketable.
You want to keep growing and developing so you maintain your career value. Even if you aren’t actively looking for a new job, you always want to be marketable. A change in business conditions or new management can quickly alter your otherwise comfortable situation. In addition to keeping your skills and expertise updated, you stay marketable with resolution 1-staying in touch. If your network doesn’t already include recruiters and other people active in the career field, then make it a priority to develop relationships here. Finally, your marketability means you have updated tools, like resolution 2-a professional online presence, as well as a resume and cover letter template (so you can quickly put together an introduction of yourself and your value when you need to).
10. I will keep my options open.
You don’t need to actively look for a job, but resolve to keep your options open. Return recruiter calls. Look at LinkedIn invites you don’t automatically recognize. Don’t be so quick to dismiss a request to work on something outside your normal expertise. While you don’t want to overextend yourself unnecessarily, you might have gone the opposite extreme, where you’re only interacting with people you already know, working on assignments you know you can do, and keeping the same rut, I mean schedule, day-in and day-out. Keep your options open by keeping an open mind.
You may already be doing some of these things but not others. Think about whether you want to focus on doing more with the good habits you already have, or on adopting new habits altogether. If all or many of these are of interest to you, consider focusing on one at a time – making a 30-day commitment to just one and then building from there or switching it up if you want variety. If you resolve to do just one more activity than you did this year, it will already be an improvement.
Contributor – Ms. C. Ceniza-Levine

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10 SKILLS THAT ARE HARD TO LEARN BUT PAYOFF FOREVER

The best things in life may be free, but that doesn’t mean they won’t take time, sweat, and perseverance to acquire. That’s especially the case when it comes to learning important life skills. What are the hardest and most useful skills to learn? We’ve highlighted our favorite takeaways.
1. Time management Effective time management is one of the most highly valued skills by employers. While there is no one right way, it’s important to find a system that works for you and stick to it, Alina Grzegorzewska explains. “The hardest thing to learn for me was how to plan,” she writes. “Not to execute what I have planned, but to make so epic a to-do list and to schedule it so thoroughly that I’m really capable of completing all the tasks on the scheduled date.”
2. Empathy “You can be the most disciplined, brilliant, and even wealthy individual in the world, but if you don’t care for or empathize with other people, then you are basically nothing but a sociopath,” writes Kamia Taylor. Empathy, as business owner Jane Wurdwand explains, is a fundamental human ability that has too readily been forsworn by modern business. “Empathy — the ability to feel what others feel — is what makes good sales and service people truly great. Empathy as in team spirit— motivates people to try harder. Empathy drives employees to push beyond their own apathy, to go bigger, because they feel something bigger than just a paycheck,” she writes.
3. Mastering your sleep There are so many prescribed sleep hacks out there it’s often hard to keep track. But regardless of what you choose, establishing a ritual can help ensure you have restful nights. Numerous studies show that being consistent with your sleep schedule makes it easier to fall asleep and wake up, and it helps promote better sleep in general.
4. Positive self-talk “Ultimately it does matter what others think of you,” writes Shobhit Singhal, “but what you think of yourself certainly does, and it takes time to build that level of confidence and ability to believe in yourself when nobody else does.” On the other side of positive self-talk is negative self-talk, which Betsy Myers, founding director of The Center for Women and Business at Bentley University, believes can slowly chip away at your confidence.
5. Consistency Whether you’re trying a new exercise routine, studying for the LSATs, or working on an important project, Khaleel Syed writes that consistency is vital to maintaining any kind of success.
People often stop working hard when they reach the top, he explains, but to maintain that top position, they must work harder and be more consistent in their work.
6. Asking for help “I once was told in a job interview, ‘You can’t have this job if you can’t ask for help when you need it,'” Louise Christy writes. “Naturally, I said I could.
Later, I found out that the previous person with that job had screwed up big-time because he was in over his head but couldn’t admit it and didn’t ask for help.” She explains that knowing when you need help and then asking for it is surprisingly difficult to learn and do because no one wants to be perceived as weak or incompetent. But a recent study from the Harvard Business School suggests doing so makes you look more, not less, capable. According to the study, when you ask people for advice, you validate their intelligence or expertise, which makes you more likely to win them over.
7. Knowing when to shut up — and actually doing it “You can’t go around whining about every other thing that seems not-so-right to you in this world,” writes Roshna Nazir. “Sometimes you just need to shut up.” There are many instances when keeping to yourself is the best course. “When we are angry, upset, agitated, or vexed,” writes Anwesha Jana, “we blurt out anything and everything that comes to our mind.” And later, you tend to regret it. Keeping your mouth shut when you’re agitated is one of the most valuable skills to learn, and of course, one of the most difficult.
8. Listening Along with shutting up comes listening, says Richard Careaga. “Most of us in the workplace are so overwhelmed with things to do — instant messaging, phones ringing. I mean, our brain can only tolerate so much information before it snaps,” Nicole Lipkin, author of “What Keeps Leaders Up At Night,” previously told Business Insider. One tip for active listening is repeating back what you heard to the other person. “It makes things so much easier when everyone is on the same page,” she said.
9. Minding your business “It takes ages to learn and master this,” writes Aarushi Ruddra. Sticking your nose into other people’s work isn’t helpful and wastes time and resources, she says. “You have no right to put forth your two or four cents, even if you are the last righteous person standing.”
10. Mastering your thoughts to do what you want to do and accomplish what you want to accomplish, you need to consciously direct your thinking, writes Mark Givert. “The challenge is that we are the product of our experience and all of our thinking is the result of this,” he says. “However, the past does not equal the future.

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Is Your Digital Visibility Costing You the Job?

Digital visibility is important for every careerist, especially when you’re looking for a job. According to a 2016 survey done by CareerBuilder, the number of employers using social media to screen job applicants has skyrocketed 500% over the last 10 years. If you didn’t think it was important before, now you know why having a social media presence is critical to your career.
A Trend That’s Here to Stay
But it goes beyond just having a digital presence. Since developments are constantly evolving, it’s important to stay on top of what’s going on. If you’re looking for a job, that means adapting your current job search to the shifts in recruiting, hiring, and labor markets. Otherwise, you may be positioning yourself as an out-of-touch job seeker who doesn’t know what it takes to be competitive.
Where to Start
The easiest way to incorporate social media into your job search campaign is to begin creating content within the channel you’re most comfortable with and use most (e.g., LinkedIn, Google+, Facebook, Twitter, etc.) to get your name out there. Don’t forget to advertise your social presence on your resume by including URLs for your LinkedIn profile, Facebook, blog site, BrandMe profile, etc.
Create & Manage Your Online Reputation
• Another key survey takeaway was that 60% of employers use social networking sites to research job candidates with 53% of employers interested in whether the candidate has a professional online persona or not.
• And if you don’t have a presence, 2 in 5 employers said they’re less likely to interview someone if they can’t find any online information about that job candidate.
• Interestingly, more than 25% of employers uncovered online content that compelled them to reprimand or fire an employee.
Here is a ranked list of social media content that turns employers off:
• Inappropriate / provocative photographs, videos, or info: 46%
• Content / information about drinking or drug use: 43%
• Discriminatory commentary (e.g., race, religion, gender, etc.): 33%
• Bad-mouthing previous employer or fellow employee: 31%
• Sub-par communication skills: 29%
So, it’s time to make sure your online presence is professional and squeaky clean. How? Control your public online reputation, making sure that you think “professionally” when you remark, post, and even joke online. Either Google yourself regularly or set up a Google Alert so you’re notified via email any time your name appears online. If you come up with some digital dirt on yourself, it’s time to scrub, scrub, scrub until your public reputation is spotless.
Either your job candidacy or the job you’re in may depend on it!

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