CREATING RESUMES FOR ELECTRONIC / INTERNET JOB SEARCHING

Job search techniques have changed and evolved rapidly over the last few years. Less than ten years ago applicant tracking technologies, computerized systems for storing and searching applicants’ resumes by keyword, were adopted into common use. Today, many surveys indicate that well over 50% of large and medium organizations are using these technologies. Even the smaller companies (those with less than 500 employees) are joining the game. Although very few actually have their own systems, more and more are using independent, Internet-based resume database services.

What does this mean for today’s job hunter? For those who have not taken the time to learn and apply the rules for byte-able resume creation it can mean disaster! For example, the old rules dictated that it was to the advantage of the job-hunter to submit multiple resumes to the same employer. Each of these resumes were written to accentuate a different skill set, effectively allowing an individual to apply for different positions within the same company. Because the resumes were kept in paper format and filed away in separate drawers, there was little chance that anyone would ever make the connection between John Doe the financial manager and John Doe the marketing specialist. Today, however, each of John Doe’s resumes will be electronically stored in the company’s applicant tracking system. These duplicate resumes will be easily spotted and John Doe will be labeled as a person without a clear objective. Even worse, he may be perceived as a sneaky, desperate, or deceitful person. At interview time he will be skipped over for an applicant with a more defined objective.

Another important difference is the focus of your resume. The traditional resume (yes, it does still have a place in the job search) is designed to attract the human eye and attention while the electronic or computer-optimized resume is designed to attract the computer’s attention. Miss this point and the effects could be harsh ...you might send out hundreds of resumes only to sit at home and wonder why nobody, not even one company, has called you for an interview. There are important differences between traditional and electronic resumes and if you don’t understand these differences you will make it into very few - if any - resume databases.

Clearly, as a job hunter today it is absolutely essential that you understand and apply the new rules of the game. Hopefully, this article will help you do just that, by answering some of the most common questions asked about byte-able resumes.

RESUME FORMATS

What are the differences between a keyword, scannable, traditional, and a text resume?

A traditional resume is designed, as we already said, to persuasively compel the human reader to take further action and call you for an interview. Layout and design are critical and should be strategically planned to draw the eye to areas of emphasis. The most effective traditional resumes are achievement-focused and written in powerful, active language that will attract and hold the attention of the reader. A scannable resume, on the other hand, is primarily designed to be accurately scanned into a computer as an image and then fed through OCR software that reads and extracts the text. This text is then stored and later recalled by keyword from an applicant tracking system. A text resume is just what the name implies, an ASCII text version of either your traditional or scannable resume. This text version of your resume may be uploaded to online resume databanks or it may be emailed directly to employers. A keyword resume refers most often to either a scannable or text resume that incorporates a focus on nouns and phrases that employers are likely to use when searching for an applicant with your skills. Sometimes the keyword resume has a section at the top called a keyword summary that lists the keywords separated by either commas or periods. Still confused? Our recommendation is to simply maintain three separate versions of your resume:

Traditional resume - If you wish to send a hard copy, paper version of your resume and are certain that the recipient does not utilize an applicant tracking system, you should send your traditional resume. It is worth a call to the HR department to learn how they handle resumes, but if you still can’t find out, you have two choices:

	Send both a traditional resume and a scannable resume (cover all bases).
	Send the scannable resume and bring a copy of your traditional resume to the interview.

Scannable resume - As described above, if you are sending a hard copy, paper version of your resume and know or suspect that an employer makes use of applicant tracking, you should send a scannable resume. You may also decide to send a traditional resume as a supplement. Whatever you decide, ALWAYS write your scannable resume in keyword format to maximize its searchability.

ASCII text resume - Always have an up-to-date text version of your resume on disk. This is the fastest way to contact potential employers and to apply for jobs advertised online. You must also have a text version of your resume if you wish to post in online resume databanks. Because the text versions of your resume will almost always end up in a searchable database, you should ALWAYS use a keyword format.

PREPARING BYTE-ABLE RESUMES

What do I need to know about writing keyword resumes?

Keywords are generally nouns or phrases that an employer will use when searching for an applicant with your skill set. To maximize the chances of your resume being recalled in a search, you will want to use as many keywords in your resume as possible.

 

	Keywords should focus on technical and professional areas of expertise, industry-related jargon, and your work history. Also, include the names of associations and organizations of which you are a member.
	Whenever possible, use synonyms of keywords in different parts of your resume and if you use initials for a term in one section, spell the term out in another. This is where the keyword summary becomes useful. If you use the initials B.A. in the education section of your resume, spell it out, Bachelor of Arts, in the keyword summary.
	Always be specific. For example, while it may be fine to include the phrase "computer literate," you will also want to list the specific software that you are proficient in using.

The content of a keyword resume does not need to differ from the content of your traditional resume. With careful attention to rhythm and flow, it is possible to prepare a resume that is keyword optimized, but that also includes the powerful, compelling, active language of a traditional resume. Not only will this simplify your resume preparation, but it will also insure that the content of all versions of your resume will be optimized for both the computer and the human reader. Furthermore, if you incorporate a professional summary and bulleted list of qualifications in the text of your resume, there is little if any need to prepare a separate keyword summary.

Unfortunately, it is impossible to recommend a specific list of the best keywords to use in your resume. The very best keywords depend mainly on your unique career objective and background. What is certain, however, is that a well-prepared keyword resume is so critical to your success in a job market that largely relies on electronic resume tracking systems, if you have any doubts at all you should consult with a professional resume writer.

How do I maximize the scannability of my resume?

Early projections regarding the growing popularity of scanning resumes have not matched forecasts. The main reason for this variance has been the increased use of email as a transmission mode. Although an emailed resume will likely be entered into a tracking system, it can be done so automatically, with no need for scanning. However, many corporate websites and employment ads still recommend scannable resumes, so you will need to be prepared. 

Again, keep in mind the reason that your resume will be scanned (to store it in an applicant tracking system) and how it will be searched (by keywords), and then write your resume in keyword format. To confuse the issue further, many modern OCR systems are able to accurately translate even fairly complex formatting. In many cases, if even your traditional resume was scanned and run through an OCR program, it would be accurately stored. However, if the recipient does not have the most updated software and system, you scanned resume may become a jumble of indistinguishable words when run through the OCR program. For this reason, it will be best if you prepare your scannable resume using simple design and format. Here are some tips for creating a resume that can be accurately scanned and stored in all systems:

 

	Always print your resume on white or very light-colored paper. Never use colored or patterned paper for your scannable resume.
	Use 8 1/2 X 11 paper. Never use formats that are printed in a folder style or on 11 X 17 paper.
	Send your resume flat in a large envelope. Do not fold or staple it.
	Use a standard sans serif typeface such as Helvetica or Arial.
	Use a font that is 10 to 14 points in size.
	Your name should be the very first line on your resume. Do not have any other information on this line.
	Each phone number should be placed on a separate line and your address should be typed in standard format.
	Don’t ever condense spacing between letters to try to save space. Each letter should be separate and not touch.
	It is okay to use boldface and capitals to highlight certain sections of your resume, however, make sure the letters do not touch.
	Never use underlines.
	Don’t use vertical lines, boxes, or graphics. Horizontal lines are generally okay, but make certain that they do not touch the text.
	Most OCR software can handle bullets but use them sparingly.
	Always send crisp originals of your resume. Photocopies do not scan well. You should never fax your scannable resume, but if you have no other choice, use fine mode.
	If the employer gives specific instructions for formatting your resume, FOLLOW THEM!

How do I prepare an ASCII text version of my resume?

Preparing a text version of your resume is not difficult, but again, this version should be in keyword format. Once converted to ASCII format, you will be able to email your resume in response to an ad or paste it directly into web-based forms and submit it to Internet resume databanks. To prepare it properly, follow these simple steps:

 

	Using your word processing program, create your resume and save it as a "text" document. If it is already created, use the “Save As” function to save a copy as a "Text Only" or “ASCII (DOS)” document. Title your document with an easily distinguishable name; perhaps “rsm_internet.txt”
	Close your word processing program and re-open the ASCII file. Note that it has been stripped of virtually all original formatting.
	Go through your new ASCII document line-by-line. Align all text flush to the left-hand margin.
	Remove all "centering," "right hand margin," and "justification" alignments.
	Although you should no longer see them, if visible, remove all graphics, artwork, and special character formatting.
	Remove all tab characters.
	Remove all columns.
	Replace bullets with a simple ASCII asterisk (*).
	Carefully check the spelling and the accuracy of your data.

The above steps convert your resume to ASCII without line breaks. When pasted into a web-based form, your resume will automatically wrap to the size of the window. If you intend to transmit your resume by email, there is one final step you must take. Prepare a second version of your ASCII resume following the nine basic steps, but manually insert line breaks to prevent line wraps in unintended places. It is best to aim for no more than 65 characters per line. To distinguish this ASCII resume from your other version, title it “rsm_email.txt.” Your email resume is now ready to be copied and pasted into the body of an email or attached as a separate file.

Your new ASCII resumes have the advantage of being universally readable, no matter what computer system the recipient uses. They can also be easily manipulated and entered into a resume tracking database. They eliminate the inherent difficulties of scanning and converting your paper resume with OCR systems. Finally, they dramatically lower the cost of submitting your resume, allowing you to contact hundreds or even thousands of hiring authorities of just a tiny fraction of the cost of doing so through traditional methods.

Michelle Dumas is the principal of Distinctive Documents, a leading Internet-based resume preparation and job search coaching firm that has been serving clients across the U.S. and internationally since 1996.

Ms. Dumas has earned her NCRW, CPRW, CCM, JCTC, and CEIP industry credentials. As one of only two professionals worldwide to earn all five of the recognized industry credentials, she is considered one of the top professionals in the resume writing field. Since 1999, Michelle has worked on the National Resume Writers' Association (NRWA) Certification Commission, setting and upholding resume writing quality standards through rigorous training and certification programs for members. She has also served as the NRWA New England Regional Board Representative, 1998 to 1999, and 2001 to present.

Michelle is a contributor to five nationally published books on resume preparation, and her articles on job search and career management topics have been featured on numerous websites. Through active membership in the Professional Association of Resume Writers/Career Coaches (PARW/CC), the Career Masters Institute (CMI), the Association of Job Search Trainers (AJST), and the Career Planning and Adult Development Network, Michelle maintains up-to-date knowledge of global trends in resume development, career management, and job searching

For more information about the services of Distinctive Documents or to contact the author about this article, please call (800) 644-9694, send an e-mail message to information@distinctiveweb.com, or point your browser to http://www.distinctiveweb.com

Copyright Michelle Dumas 1997, 2000, 2001
This article can be reprinted on your web site or in your print publication provided you print or post the name and contact information exactly as it appears above and print or post the copyright notice.
 

Contact Us Today to Learn How Our Resume Writing Services Will Benefit YOU!

It is your turn. How can we be of service to you?

P.O. Box 105
Somersworth, NH 03878
Toll Free Phone/Fax: (800) 644-9694  
Contact us by email

 Home |  About Us  |  Hire Us  |  Success Stories  |  Resume Samples | Partners