Recently, I went through the process of hiring for two key positions: an editor and a reporter. I posted a job ad and expected to be inundated with applicants, but what I actually got was just a pile of resumes.
Initially, I felt a spark of excitement, but it quickly faded as I opened each PDF. Many looked impressively polished, yet they fell short in terms of the specifics I had outlined in the job description. I found myself sifting through a collection of objectively “good” resumes from applicants who didn’t quite fit the bill.
If you’re diving into the world of reviewing resumes for the first time, it’s crucial to understand that much of what you’re seeing is just marketing jargon. Your goal isn’t to be dazzled—it’s to thoroughly evaluate.
For business owners—especially those running small businesses—this feeling is probably all too familiar. Your schedule is packed, you’ve probably picked up the slack for the position you’re filling, and you still need to carve out time to process a mountain of PDFs. Honestly, it’s exhausting. Some data from ZipRecruiter reveals that assessing applications and resumes ranks as the second most time-consuming part of hiring, right after the actual interviews.
Given the reality of our time constraints, meticulously reading every resume isn’t practical. To effectively go through applications without feeling overwhelmed, you’ll need a streamlined system.
The issue at hand (and it’s not getting easier)
Let’s cut to the chase: it’s not just that your pile of resumes is growing. You’re also dealing with artificially enhanced documents.
According to a 2024 survey by ZipRecruiter, 66% of job seekers are using AI to aid in their job searches, while 24% are using it specifically to create or edit their resumes.
This isn’t necessarily negative. In fact, two-thirds of employers are open to candidates who leverage AI tools for writing resumes and cover letters. However, this surge in polished applications means that the expectations for a standout resume have skyrocketed.
A perfectly formatted resume doesn’t automatically mean you’re dealing with a top-tier candidate. It might just show that they know how to use ChatGPT effectively.
So, it’s essential to get straight to the point and see if the content really matches the style.
Immediate scan: what to focus on
When you open a resume, skip the top-to-bottom reading. Just scan for about six seconds. The aim here is to identify deal-breakers right away, so you can reserve your detailed analysis for those that make it to the “yes” pile.
Here’s what to scan for in those six seconds:
- Location: Are they geographically appropriate? If the job is in-house and they live far away with no mention of relocation, that resume just saved you from a wasted call.
- Essential qualifications: Did they include a required portfolio link? Or the necessary state license? If not, that resume gets tossed. Don’t assume it was an oversight. If they can’t follow application guidelines, chances are they won’t follow job instructions either.
- Recent job relevance: Look at their last two positions. Do the titles and tasks align with what you need?
- Focus on “us” vs. “me”: If the bullet points mostly say “helped” or “assisted,” they might not be the driving force you want. Instead, look for action words like “Owned,” “Built,” or “Executed.”
Spotting generic resumes
Not every reason for disqualifying a candidate pertains to credentials. Sometimes, it boils down to effort—or a lack of it.
One common issue is the prevalence of copy-pasted resumes. If nothing in the document relates specifically to your company or role, this is a red flag that’s hard to miss. Even if the words seem fine, they may start with a bland “Dear Recruiters.” If a person can’t bother to customize even a line for your job, you can guess how much effort they’d apply in the role itself.
The “three-pile” method
After the initial filtering, you’ll need a method for organizing the resumes you still have. Don’t stress about the borderline candidates; categorize them into three distinct groups.
- “Yes” pile: These candidates meet your essential criteria and illustrate clear career paths, complete with measurable achievements (e.g., “Increased newsletter revenue by 20%” instead of just “Worked on newsletters”).
- “No” pile: Those with missing qualifications, significant unexplained gaps, or resumes generated by mass application bots.
- “Maybe” pile: They have relevant skills but may lack exact industry experience. Or perhaps they have experience, but the resume lacks necessary detail.
Here’s the kicker: Only consider interviewing candidates from the “Maybe” pile if the “Yes” pile is completely empty. Many managers waste time trying to convince themselves that a “Maybe” is worth it. Just…don’t.
Look for meaningful attributes
As you review the resumes, shift your focus from pedigree to potential. In fact, a whopping 72% of employers favor skills over formal degrees when hiring.
Use a consistent evaluation process for all resumes to minimize personal biases.
| Skills/Requirements | Importance | What it looks like on a resume |
|---|---|---|
| Adaptability | Rapid changes occur. They shouldn’t panic. | Signs of substantial lateral movement or quick learning of new software. |
| Ownership | They tackle problems head-on, instead of merely reporting them. | Bullet points showcasing metrics, percentages, and amounts saved or earned. |
| Direct relevance | They’re ready to hit the ground running. | Exact software proficiency or alignment with prior tasks and daily responsibilities. |
Forget about finding a candidate who ticks every single box. Identify key qualities that fulfill about 80% of what will lead to success and then create a plan to bridge the gaps.
Time to move from reviewing to discussing
Resume screening has diminishing returns, and many first-time hiring managers don’t recognize this. We’re not after the ideal candidate on paper. You should be aiming for about 3-5 people worthy of an interview.
If you find narrowing down candidates overwhelming after several hours, the issue might not lie with them, but rather with your job description. Take a moment to revisit it. Vague or exaggerated requirements will attract similarly vague candidates.
This is where using a platform like ZipRecruiter can be a game changer. Instead of being inundated with unfiltered applications, AI technology uses extensive data points to match candidates to jobs. It finds those whose skills line up with your needs and encourages them to apply.
You can even set screening questions to filter out unqualified contenders before resumes hit your desk. It’s like having a tireless assistant who analyzes documents at 3 a.m.
Reviewing resumes can be daunting, but it doesn’t have to feel like a chore. I recommend scoring candidates consistently. Trust your gut, but also double-check it. Your future team will rely on the choices you make.
FAQ: A guide to resume screening for newbies
How many resumes should I review before making a hiring decision?
There’s no one-size-fits-all answer, but if your job listings are well-crafted and circulated through platforms that actively match qualified candidates, you should ideally be working with fewer but stronger applications from the start. Thoroughly reviewing 10 to 15 solid resumes is more effective than skimming through 150 mediocre ones. Quality trumps quantity.
How can you tell if a resume was written entirely by AI?
Look for impressive-sounding phrases that lack specificity. Lines like “results-driven leader with a proven track record” are akin to vague horoscopes—potentially profound, yet applicable to virtually anyone. The real test lies in the interview. Ensure you ask specific questions. If you can’t do that, AI may have done the bulk of the work for the candidate.
What are some significant red flags on a resume?
A resume that clearly isn’t tailored for the job you’re offering. For instance, if someone applies for your Marketing Coordinator role but their resume heavily focuses on logistics, and there’s no cover letter to explain, they probably aren’t right for the role.
Should I use screening questions before reviewing resumes?
Absolutely. A couple of targeted questions, like “Do you hold X certifications?” or “Are you available to work Saturdays?” can help eliminate unqualified candidates before you even glance at their resumes. This is one of the most efficient ways to filter applicants.
Is it worthwhile to pay for a recruitment platform just to review resumes?
If you value your time, yes. Sorting through applications is the second most time-consuming task for employers after interviews. Platforms like ZipRecruiter do more than gather resumes; they use AI matching techniques to present candidates that genuinely fit your requirements, allowing you to focus on the right people rather than noise. They also provide a free trial if you want to test the waters before making a full commitment.
