Guidelines for preparing CV's

The Art of Creating an Eye-Catching Resume:

Recently, I had the privilege of referring many fantastic talents for openings I posted on LinkedIn. During this process, one thing consistently caught my attention that could significantly elevate candidates' chances of getting shortlisted: a well-crafted resume. Through this article, I would like to share comprehensive guidelines to prepare CVs that truly stand out in today's competitive job market. At the end of article, I have shared a link to a very useful resource to prepare CV's and Cover letter.

Understanding How Resumes Get Processed

Before diving deeper into the topic, let's explore some critical facts about how resumes get shortlisted in today's hiring landscape:

1. The Applicant Tracking System (ATS) Filter

Most medium to large companies use ATS software to manage the high volume of applications they receive. These systems act as the first gatekeeper your resume must pass through before human eyes ever see it.

The ATS technology uses several parsing methods:

• Keyword Matching CV parsing: Scans for specific keywords related to the job description
• Rule-based CV parsing: Follows predetermined rules to categorize and evaluate resume content
• Large Language Models (LLMs) based CV parsing: Uses AI to understand context and meaning beyond keywords
• Hybrid CV parsing: Combines multiple methods for more accurate results

Understanding this technology is crucial because up to 75% of resumes are rejected by ATS before a human reviewer ever sees them.

2. The "6-10 Second" Reality

HR professionals typically spend only 6 to 10 seconds reviewing a resume during the initial screening process. This brief window determines whether your application advances or gets discarded.

The timing of when your resume is reviewed can also impact its chances:

• Recruiters may have less time to review thoroughly if they have several meetings during the workday
• Monday mornings and Friday afternoons tend to be particularly rushed periods
• Later in the hiring cycle, reviewers may become more selective as they compare against stronger candidates already interviewed

With so many elements influencing how much attention your resume receives, structuring it to allow hiring managers to quickly identify essential qualifications becomes paramount.

3. Your Digital Footprint Matters

Your job application extends beyond your resume. Recent research shows that 91% of employers screen candidates' social media profiles during the hiring process.

I recently read about a case where a candidate's social media posts led to the rejection of their application despite impressive qualifications. Certain advanced ATS platforms now integrate social media screening alongside resume evaluation.

Quick Digital Hygiene Checklist:

• Ensure your professional social media profiles (particularly LinkedIn) align with your resume
• Review privacy settings on personal accounts
• Remove or make private any content that might create a negative impression
• Google yourself to see what potential employers might find
• Develop a consistent professional brand across all platforms

4. The Reality of Bias in Resume Screening

Despite efforts to eliminate bias, human reviewers can be influenced by factors unrelated to qualifications. I've observed that including photos on resumes can sometimes trigger unconscious bias based on appearance.

Research from several studies shows that resumes with:

• Names suggesting specific ethnic backgrounds
• Graduation dates indicating age
• Photos revealing appearance
• Addresses suggesting socioeconomic status

...can all influence screening decisions, regardless of qualifications.

Link - Understanding Bias in Resume Screening and How to Reduce It

Comprehensive Guidelines for Creating an Outstanding Resume

When I prepared my own resume, like most professionals, I grappled with decisions about format, font, content organization, and appropriate length. With today's AI hype, numerous services offer "ATS-optimized" resumes for a fee.

Let me assure you: you don't need to pay for a quality resume. Creating one from scratch actually helps you better understand and articulate your core competencies and strengths. Here's a detailed breakdown of how to craft an effective resume:

1. Professional Summary: Your First Impression

Your resume should begin with a powerful Professional Summary section that concisely outlines:

• Your professional identity (who you are professionally)
• Key qualifications and expertise
• Unique value proposition (what distinguishes you from peers)
• Career trajectory and aspirations

This section should be tailored for each position, incorporating relevant keywords from the specific job description. Limit this to 3-5 impactful sentences that immediately communicate your professional value.

AI tools like Claude or ChatGPT can help refine this section for clarity and impact, but the core content should reflect your authentic professional self.

2. Core Competencies: Strategic Organization

I personally recommend organizing your competencies into three categories:

• Strategic competencies: Leadership, vision, planning abilities
• Operational competencies: Project management, team coordination, process improvement
• Technical competencies: Specific tools, technologies, methodologies

This organization helps recruiters quickly assess your fit for roles requiring different skill balances. Use bullet points and industry-specific terminology that ATS systems will recognize.

For technical roles, consider adding a skills matrix that rates your proficiency level in each technology or tool.

3. Professional Experience: Telling Your Career Story

Always present your experience in reverse chronological order, with your most recent position first. Each entry should clearly display:

• Position title (in bold)
• Company name and location
• Duration of employment (MMM-YYYY format is preferred for clarity)

For professionals with multiple positions at the same company, highlight the highest position held, then list previous roles within that organization in reverse order to demonstrate career progression.

Content Structure for Each Position:

Divide the content for each position into two distinct sections:

Responsibilities:

• Outline your scope of work and key projects
• Describe technical and non-technical capabilities demonstrated
• Highlight teams managed or collaborations led
• Note budgetary or resource responsibilities

Achievements:

• Focus on quantifiable results (percentages, monetary values, time savings)
• Highlight recognition received for specific accomplishments
• Describe problems solved and their organizational impact
• Include metrics that demonstrate growth or improvement

Limit each section to 3-4 bullet points, focusing on quality over quantity. Use powerful action verbs to begin each statement, avoiding passive language.

4. Education: Clear and Relevant

Your education section should be concise yet complete:

• Degree earned and field of study
• Institution name and location
• Graduation year (consider omitting if concerned about age bias)
• Notable academic achievements (high GPA, honors, relevant coursework)

For recent graduates, this section might appear higher in your resume. For experienced professionals, it typically follows your work experience.

5. Recognition and Professional Development

Create a dedicated section for:

• Industry awards and recognitions
• Professional certifications
• Continuing education
• Speaking engagements or publications
• Professional association memberships

This section demonstrates your commitment to ongoing growth and industry participation.

Formatting for Maximum Impact

The visual presentation of your resume significantly impacts its effectiveness:

Length and Readability

• For most professionals, 1-2 pages is ideal.
• Use white space strategically to improve readability
• Maintain consistent formatting throughout
• Utilize section headers to guide the reader's eye

Typography and Design

• Choose professional, ATS-friendly fonts (Arial, Calibri, Garamond)
• Use 10–12-point size for body text, 12-14 for headers
• Implement limited, consistent styling (bold, italics) for emphasis
• Ensure high contrast between text and background

Harvard University offers excellent resume templates that embody these principles. I particularly recommend the "Jesse Jayant" sample template (page 13 in their guide), which I've found to be exceptionally readable and effective for quick assessment.

You can access these resources here: HES Resume & Cover Letter Guide – Harvard FAS | Mignone Center for Career Success

The Final Check: Optimizing for ATS and Human Reviewers

Before submitting your resume, perform these final checks:

1. ATS Compatibility Test Run your resume through a free ATS simulator to identify potential issues Ensure proper formatting remains when saved as a PDF Verify that all section headers are recognized correctly
2. Keyword Optimization Compare your resume against the specific job description Incorporate relevant keywords naturally throughout Include industry-standard terminology and acronyms (spelled out at first mention)
3. Human Readability Test Ask a colleague to review your resume for 10 seconds, then recall key information Ensure the most important qualifications stand out visually Check for grammatical errors, inconsistencies, or awkward phrasing

Conclusion

Creating an effective resume is both an art and a science. While AI tools can assist with formatting and language refinement, the core content must authentically represent your professional journey and value proposition.

Remember that your resume is often your first introduction to potential employers – it should be crafted with the same care and attention to detail that you bring to your professional work.

I hope these guidelines prove valuable in your job search. Best of luck to all of you in your professional endeavors!

Bonus Tip: The Harvard resource I mentioned also contains excellent guidelines for preparing compelling cover letters, including powerful action verbs that can elevate both your resume and cover letter content.