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Writing a CV for Human and Machine

When writing a CV it is important to know that your CV will be read by both human and machine. A little knowledge on what this signifies for you means you will get rewarded by being found rather than missed by recruiters.

For example, you may apply to a position or company by submitting a CV electronically via their website, or a third party, such as this job board. You expect the recruiter at the other end to open your CV, read it, assess it against available jobs and then decide whether to interview you or leave you in the system. It’s not that simple.

A machine – the recruiter’s database, where all applications are stored, known as a recruitment management system (RMS), also assesses you. Some large companies use an RMS to score your application automatically according to keywords in your CV; resulting in only those with high scores being read. Agencies and company recruiters use RMS too, for example, when asked, ‘Find me a secretary, 60wpm, MS office expert, invoice experience, strong PowerPoint skills’, the recruiter first checks the RMS to find matching candidates for that spec. They type in the keyword search tool of their RMS spec words such as: ‘Secretary, PA, personal assistant, 60wpm, MS Office, Word, Excel, PowerPoint, invoices, invoicing’. Next they hit the search function and up pops the list of candidates by keyword search ranking. If the list is lengthy, say over 50 candidates, they may reduce it by asking the RMS to show only applications submitted in the last 3 months.

Recruiters can also add detail to RMS, after the initial screen of your CV, by adding specific keywords against your detail on the RMS to assist them in searches, for example how many people you supported as a secretary.

What does this mean for you?

It means you must second-guess what keywords the recruiter may use to find you and you have to think like a machine by assisting it to score and rank you highly. Your CV must not only sell you it must be filled with keywords that may be used to score your CV or used in searches. For example, if you are looking for a secretarial role, make sure you use variations of secretary: secretary, secretarial, PA, personal assistant, administrator, (actual typing speed), invoice, invoicing, MS Office, Microsoft Windows 2000, Excel, Word, PowerPoint 2007, presentations etc. Recruiters may also search for industry experience therefore after company name add the industry in brackets For example, if you have been a secretary in the legal industry use variations of industry key words such as: legal secretary, legal, legal practice, solicitor practice, law firm; add anything the recruiter might enter in the search tool.

Some RMS prioritise candidates with higher keyword counts, therefore repetition of main keywords is good but resist from detracting from the sellability and readability of your CV, 3-10 repeats of the same keyword is better than 50 because your CV must still look professional and sellable.

Place important keywords towards the top of the CV, highlight desired role, industry and key word experience in your personal profile section at the top of the page, as RMS sophistication can score keywords higher when found towards the top. If you are still looking for a job two months later send your CV in again to remain a recent applicant.

So there you go, by thinking like a human and a machine you stand a greater chance of getting to the top of the list of any applications and searches using RMS.

Recap:

Know your keywords, look at job specs, pick keywords out and make sure you have them on your CV
Use synonyms and variations of keywords
Under ten repetitions of a particular keyword is fine
Resend your updated CV in to the recruiter, via their RMS, if you are still looking for a role two months later

RTO Group is based in Dublin 2 and specialises in interview coaching, CV writing and psychometric testing. www.rtogroup.ie