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ATS Basics
What you need to know about the software behind online job applications, without the myths.
3–4 minute read
Many employers use an Applicant Tracking System (ATS) to handle online job applications.
An ATS may screen, rank, or match candidates, but that is only part of what it does. Mostly, it helps employers collect, organize, search, and manage applications. Features vary by product and by employer.
ATS ≠ one mysterious robot.
ATS = software that helps manage recruiting.
When a company gets hundreds of applications, an ATS keeps them organized. Depending on the system, it may:
So an ATS is not a single robot. It is the system recruiters use to manage hiring.
Resumes are written for people. Computers need information in labeled fields. Parsing means pulling details out of your resume, such as:
Parsing is useful, but it is not perfect. Workday’s documentation says results can vary with resume format and word order (Source: Workday). Greenhouse says graphics, photos, resumes uploaded as images, complex tables, headers and footers, and columned layouts can cause a parse to fail, and then a recruiter has to type in the details by hand (Source: Greenhouse). Lever says it cannot read image files such as JPG or PNG (Source: Lever).
That doesn’t mean a two-column resume never works. Systems read documents differently, so simpler formatting means fewer things can go wrong.
You can still use the second list. Just know that it raises the chance of errors.
Keywords help recruiters and systems find relevant experience. Use the employer’s language only when it is accurate, and don’t copy the whole job posting.
If you’ve done project management, say so. If you haven’t, don’t add it just because a scanner says it’s missing.
Probably not, and trying isn’t worth it. Researchers have shown that some ranking systems that compare text can be fooled by carefully chosen wording (Source: Samadi, Banerjee & Nilizadeh, 2021). The study tested two kinds of ranking: one based on word counts and one based on meaning. It does not show that every commercial ATS works this way, and it does not justify keyword stuffing.
Instead, show how your real experience fits the job.
Sometimes. Employers can use screening questions, filters, assessments, matching, and scoring, and some set them up to screen applicants out automatically. How much of this happens depends on the employer, the software, and how they run their hiring process.
This is a recognized risk. U.S. Department of Justice guidance says hiring technology, including tools that score resumes, can unfairly screen out qualified people with disabilities, and that employers are responsible for this even when they use another company’s tool (Source: ADA.gov, 2022).
Technology can make hiring more organized. It doesn’t make it perfect.
Modern systems do more than match keywords, but they still can’t fully understand a career. Neither can a recruiter, if the resume doesn’t explain things clearly.
Unclear
Helped with reports.
Clearer
Prepared monthly financial reports for senior management.
Unclear
Worked with customers.
Clearer
Resolved customer account issues and worked with operations teams to complete service requests.
The goal isn’t to make simple tasks sound more important than they were. It’s to say clearly what you did. Clear writing helps both software and people understand your resume.
You don’t need a secret formula:
Complex layouts can cause problems, which is why Creating Tomorrow offers an ATS-focused, single-column option. Creative resumes are fine, but clarity comes first.
Focus on making your experience clear, easy to understand, and easy to trust.
Clarity + Relevance + Truth
Use what you've learned with Creating Tomorrow's free tools.
Resume Basics
Keep it ready before you need it.
5–6 minute read
Most people treat their resume like a fire extinguisher. They know they should have one and hope they won’t need it urgently. Then an opportunity appears, and they have to find out whether it still works.
That usually means trying to remember months or years of projects, responsibilities, results, skills, and promotions, mostly from memory.
There’s a simpler way than rewriting your resume every weekend:
Keep a record as your career happens.
A resume shows what you can do right now. Your experience keeps growing after you save it. You may have:
The University of Illinois Urbana-Champaign Career Center calls a resume “always a work in progress” and recommends updating it regularly as your experience grows (Source: UIUC Career Center).
That doesn’t mean updating your resume every time something changes. It means you shouldn’t have to rely on memory when you’re in a hurry.
Memory isn’t a perfect recording. Research on episodic memory (memory for personal experiences) found that some details fade faster than others: the main idea of an experience tends to last, while finer details blur (Source: Sekeres et al., 2016). That study used short film clips, not work experience, but the idea still applies.
You might remember “I worked on that big client project,” but not:
Weak
Helped with client projects.
Clearer
Coordinated client and internal teams to resolve onboarding issues and keep delivery on schedule.
The experience stayed the same. Only the description improved.
Keep your finished resume short and clear, and keep a more detailed private record on the side. A phone note, document, spreadsheet, or notebook all work. The habit matters more than the tool.
Six questions turn a vague memory into something you can use later:
What happened?
What project, responsibility, problem, or opportunity came up?
What did you do?
What was your specific part?
Who or what was affected?
Customers, coworkers, a department, a process, time, revenue?
What tools did you use?
Software, systems, equipment, methods, languages?
What changed?
Did something get faster, easier, safer, cheaper, clearer, or more accurate?
Is there a number?
Volume, percentage, dollars, people, time, or turnaround.
Not every accomplishment needs a number, and you should never make one up. Record real evidence while you still have it.
Doing something and noticing what you learned are different things. In one study, call-center trainees who spent a few minutes at the end of each training day reflecting on what they had learned scored higher on a final assessment than colleagues who didn’t (Source: Di Stefano, Gino, Pisano & Staats, 2014). That study looked at structured training, not resumes or general job performance, but it suggests that reflection can help you learn.
Keeping a career record helps you notice things like:
Career management means tracking your growth, strengths, and options, not only job hunting. NACE, the National Association of Colleges and Employers, includes career and self-development among its career readiness competencies (Source: NACE). A 2017 meta-analysis examined how career adaptability, a person’s resources for handling career tasks, transitions, and setbacks, relates to how people adapt and how their careers turn out (Source: Rudolph, Lavigne & Zacher, 2017).
A current resume doesn’t guarantee a new job. It does make your growth easy to see.
Projects
What did you build, launch, coordinate, fix, or improve?
Problems
What went wrong, and what did you help solve?
Results
What got better because of your work?
Scope
How many customers, accounts, people, or dollars were involved, if you’re allowed to share it?
New responsibilities
What are you trusted with now that you weren’t before?
Tools & learning
What have you learned to use, and what have you earned?
Specific evidence is stronger than naming a skill. The UIUC Career Center puts it this way: use action words to “show (not tell)” your expertise (Source: UIUC Career Center, Action Words).
Write down useful details as they happen. Review them on a schedule that works for you. Update your main resume after important changes. There is no single right schedule.
Your private record can be as long as you like. For each application, pick only the most relevant examples. That way you never have to remember everything at once.
Write down details you can prove while you still have access to them. Don’t guess, and don’t invent numbers later.
Respect confidentiality, privacy, and security rules. Include only enough detail to explain your role, and don’t copy restricted company information.
An up-to-date resume isn’t a sign you plan to quit. It can help you get promoted, move to a new role, apply for education or leadership opportunities, or handle an unexpected conversation.
Research shows that people forget details over time and that reflection can help learning. It does not prove that updating your resume on a set schedule will get you a job, a promotion, an interview, or higher pay.
Your resume needs attention from time to time, not all the time. With a good record, you can finish it quickly and confidently when it matters most.
Be ready before you need it.
Use Creating Tomorrow's free resume tools to build or update your master resume.
LinkedIn Basics
Present yourself honestly by showing others what you know, what you’ve accomplished, and how you can add value.
3–4 minute read
A resume is usually written for a specific job. LinkedIn is a public introduction that can include your headline, About section, experience, education, skills, certifications, projects, volunteer work, and recommendations.
Avoid copying your resume word for word. Ask yourself what someone who doesn’t know your field should understand after viewing your profile.
LinkedIn creates a default headline from your positions, but you can rewrite it to promote an area of expertise (Source: LinkedIn Help). A simple formula:
What you do + what you know + where you add value
A few examples:
Being clear is better than trying to sound impressive.
LinkedIn says your About section should express your mission, motivation, and skills, ideally in one or two paragraphs (Source: LinkedIn Help). A short summary can cover:
Who you are at work
Your role, field, and experience.
What you’re good at
Your real strengths.
What problems you enjoy solving
The work that energizes you.
Where you’re headed
What you’re building toward, if you know.
“I’m a banking operations professional experienced in client onboarding, problem resolution, process improvement, and cross-functional coordination. I enjoy turning complex processes into clear next steps, and I’m building expertise in payments technology and operational transformation.”
Be accurate and specific about your work.
Too thin
Helped customers with banking needs.
Clearer
Supported commercial banking clients with account servicing, treasury requests, and issue resolution while coordinating with operations teams.
List only skills you have really used, even if they weren’t part of your job title. If you can’t explain when you used a skill, think twice before adding it.
One study found that evaluators rated candidates with sparse LinkedIn profiles as less hireable when the profile was their main source of information. When a complete resume was also available, that effect did not appear (Source: Mönke et al., 2025).
You don’t need to fill in every section, but give people enough to get to know you.
Depending on your settings, your public profile can be seen by people who aren’t signed in to LinkedIn, including through search engines (Source: LinkedIn Help). Share only what is true, professional, allowed, and easy to talk about in an interview.
Never share confidential customer or employee details, private financial information, unreleased products, secret pricing, credentials, or restricted strategies. Show your contributions without sensitive information.
LinkedIn says your profile photo should reflect your likeness (Source: LinkedIn Help). A clear, recent photo and a simple background image that fits your professional identity work well. A recommendation is a note from another member recognizing your work (Source: LinkedIn Help), so the best ones describe real, specific work, not just general compliments.
A useful LinkedIn presence can be simple: keep your profile current, connect with people you know, follow topics that matter to you, engage thoughtfully, use job alerts, and make sure people can reach you. Your profile is valuable even if you don’t post often.
Networking works best when you build real, ongoing relationships, not just when you ask for something.
Don’t exaggerate or downplay your work. Try the coworker test: would a trusted colleague agree with how you describe it? If yes, keep it. If it’s missing details, add them. If not, rewrite it.
Photo
Can people recognize you?
Headline
Can they quickly understand what you do?
About
Can they follow your professional story?
Experience
Can they see evidence?
Skills
Can they identify what you can do?
Education and certifications
Can they see how you’ve developed?
Optional proof
Projects, recommendations, volunteer work, publications, or portfolio material.
That’s enough for a strong profile. You don’t need every section. Just include enough accurate information for people to understand you.
Being accurate, specific, and easy to understand is the best way to market yourself honestly.
Show what you know, what you’ve done, and how you add value.
Start with the experience you already have.
Interview Basics
How to prepare for an interview without memorizing a script.
8–9 minute read
An interview can feel strange. You walk into a room or join a video call, and people you don’t know start asking about your career. Knowing they’re judging your answers can make even your everyday work hard to describe.
Most people try to memorize their answers. There’s a better way.
Don’t memorize the interview.
Prepare the evidence.
You can’t predict every question. Understand the job, know your experience, prepare real stories, and practice explaining them clearly.
An interview is a way for an employer to gather information about whether you can do the job. Structured interviews ask every candidate the same job-related questions and score the answers the same way (Source: U.S. Office of Personnel Management). Even casual questions usually measure something specific.
Take a question like “Tell me about a time you dealt with an unhappy customer.” Underneath it may be:
You aren’t being asked for a beautiful story. You’re being asked for evidence. Give your clearest example and make the point obvious.
OPM describes structured interviews as asking about past behavior or how you would handle hypothetical situations (Source: OPM). A major research review concluded that structured interviews are more reliable and valid than unstructured ones (Source: Levashina et al., 2014). No interview predicts job performance perfectly, but questions about your real experience are worth preparing for.
Prepare six to eight real experiences. That is enough to answer common questions without feeling scripted or overwhelmed. Think of times you dealt with a:
One experience can answer several questions. Fixing an onboarding problem, for example, can show problem-solving, teamwork, initiative, and process improvement. Use each story broadly.
STAR stands for Situation, Task, Action, Result. The U.S. Office of Personnel Management recommends it for writing structured interview questions (Source: OPM). If acronyms make interviews feel harder, set the letters aside and answer four questions:
What did you do? is the most important part. Lead with your actions, then add just enough context.
Question: “Tell me about a time you solved a difficult customer problem.”
Too vague
We had an upset customer, and our team worked together to solve the issue.
Clearer
A commercial client’s account issue delayed a payment. I found where the transaction stopped, coordinated with operations, and kept the client updated. We fixed it that afternoon, and I documented the escalation path for future cases.
The vague answer doesn’t show what you did. The clearer one shows:
Investigation Communication Coordination Ownership Process improvement
Same experience. Better evidence.
Many candidates spend too long describing the situation and too little explaining their actions.
Too much setup
Six departments were involved, our manager had recently changed roles, and we had been meeting about the problem for several weeks…
Clearer
My responsibility was coordinating the open issues. I created a single tracker, assigned owners, and set up a weekly review until everything was resolved.
Give only the background needed to understand the situation. Spend most of your answer on what you did, decided, and achieved.
CareerOneStop recommends researching the employer and the job before you practice (Source: CareerOneStop). Start with the job posting:
What are they hiring someone to do?
Look past the title to the actual responsibilities.
What skills appear repeatedly?
Repeated words usually signal what matters most.
What problems will this person solve?
Think about the day-to-day, not just the mission statement.
What experience connects to those needs?
This is where your story bank comes in.
If a posting keeps mentioning client relationships, project coordination, data analysis, and executive communication, those are your key areas. Match your stories to the job and make the connection easy to see.
Learn what the organization does, who its customers are, what its industry looks like, what the department does, any meaningful recent news, and what genuinely interests you about the opportunity. That gives you a real answer to “Why are you interested in this role?” beyond “Your company seems great.”
Reading an answer silently and saying it aloud are different experiences (Source: CareerOneStop).
First attempt
Say everything.
Second attempt
Make it clearer.
Third attempt
Make it shorter. Then stop.
Practicing aloud shows whether your answer is clear, focused, and the right length. The goal isn’t to memorize every word or sound rehearsed. It’s to sharpen your answer.
This question usually doesn’t need a life story or a line-by-line reading of your resume.
“I currently work in banking operations supporting commercial clients — that’s where I am. Before that, I spent several years in customer service, where I learned to stay calm under pressure and communicate clearly — that’s how I got here. I’m looking for a role like this one because it lets me combine both of those strengths — that’s where I’m going.”
It’s an introduction, not a speech. Keep it brief so the interviewer gets the key idea quickly.
A meta-analysis found that interview anxiety is linked to lower interview performance (Source: Powell, Stanley & Brown, 2018). Another study looked at whether interview anxiety predicts later job performance and did not find that it did (Source: Schneider, Powell & Bonaccio, 2019).
Interviewing well and doing a job well are not the same thing. If you’re nervous, return to the basics:
Listen. → Think. → Give evidence.
You don’t have to start talking the instant a question ends. You can say:
Asking for clarification isn’t a weakness. Skilled people do it at work all the time.
Don’t invent one. Say so honestly, then connect the question to your closest true experience:
Not having done something before doesn’t mean you have nothing relevant to share. Find the closest true example and make that your evidence.
You don’t need a fake weakness like “I care too much.” A real development area that you’re actively working on is more credible.
What I noticed
A real pattern in how you used to work.
What I learned
What that pattern was costing you or your team.
What I’m doing differently
The specific change you’ve actually made.
“Earlier in my career, I tended to move too quickly into problem-solving before fully hearing everyone’s perspective. I’ve been working deliberately to ask more questions and pause before proposing solutions. It has made my conversations much more effective.”
The goal isn’t to look perfect. It’s to show you’re aware of your growth.
You’re gathering information too. Prepare a few thoughtful questions:
CareerOneStop suggests a professional-looking background, muted notifications, a quiet space, and a few practice runs (Source: CareerOneStop). A short checklist helps:
You don’t need a perfect setup. The goal is to avoid technical problems that distract from the conversation.
Under the Americans with Disabilities Act, employers generally can’t ask disability-related questions or require medical exams before making a conditional job offer (Source: U.S. Equal Employment Opportunity Commission). Employers should focus on job-related qualifications, and state and local protections may be broader.
A practical redirect: “If you’re asking about my availability, I can meet the schedule listed for this position.” That answers the job-related question without volunteering personal information.
Employment laws vary by location and situation. This section is general information, not legal advice.
While it’s fresh, note the questions you were asked, your strong and weak answers, key information, interviewer names, and any promised follow-ups. Then review what worked, what didn’t, and what you’ll do differently next time. Save your strongest answers, refine the weak ones, and keep building your story bank.
A brief thank-you note, sent within 24 hours, can reinforce your interest (Source: CareerOneStop). It doesn’t guarantee an outcome, but it’s a reasonable, low-cost habit.
Can you explain one real example of each?
With all six, you still won’t be ready for every possible question, and that’s okay. You’ll have evidence.
Do I understand the job?
Can I explain my experience?
Am I ready for the conversation?
Once you’re ready, stop preparing and focus on having a real conversation. Prepare enough that you can think clearly, but not so much that you stop sounding like yourself.
You can’t know every question you’ll be asked. You don’t need to.
Don’t memorize perfect answers. Prepare real stories.
You’ve already lived these experiences. The interview is your chance to help someone else understand them.
Start with the experiences you already have.