Step one: Review the cover letter
Not all employers require a cover letter, but candidates may still decide to include one to explain why they believe they are the best fit for the role. Cover letters offer additional context beyond what is presented in a resume. They can clarify a candidate’s skills and experience, demonstrate their confidence and self-awareness, express enthusiasm for the opportunity and showcase any background research they have conducted before applying.
Cover letters help employers see candidates as more than a list of qualifications, offering insights into their motivation and fit for the position. It can also give you a peek into their personality, revealing important traits about the person behind the resume and helping you choose the right candidate.
When reviewing a cover letter, assess how well it aligns with the role’s core responsibilities and the company’s values. Focus on how well the candidate articulates their unique value proposition and demonstrates genuine interest, as this can be a strong indicator of cultural fit and motivation.
Step two: Perform a resume scan
Resumes contain a lot of information, so it can be a good idea to read through them more than once. The first time, perform a quick scan. Skim the document and look for any keywords, relevant information or specific skills that align with the job description.
You’ll also want to check for grammar and spelling, which can help you identify whether a candidate pays attention to detail and knows how to present themselves professionally. Noticing subtle details in resumes, such as tone or presentation, can reveal deeper insights into a candidate’s suitability and professionalism.
For efficient scanning, focus on key sections like the “Experience” and “Skills” sections first. Quickly check for job titles, company names, and dates for a general overview. Use the job description as a checklist, scanning for specific required skills or keywords.
Step three: Deep dive into skills and qualifications
Your second review of the resume allows you to examine specific elements more closely. First, assess the candidate’s skills and qualifications, determine whether they are relevant to the role you’re hiring for and look for concrete examples that demonstrate their skills. It is also important to evaluate these qualifications within the context of the industry to ensure they align with industry standards.
Ideally, candidates tailor their resumes for each job they apply to and highlight proficiencies that will help them excel at your company. Compare their list of skills with the job requirements and the specific job description, and identify any gaps. If the job role requires a skill the applicant hasn’t listed, note this. If you decide to advance them to the next stage, you can ask them about their abilities in that area.
When reviewing examples, focus on those that include quantifiable results or clear descriptions of the candidate’s specific contribution and impact. Look for examples that directly relate to the challenges or objectives of the role you’re hiring for. For example, achievements such as increased sales or evidence of being a team player can distinguish candidates from others.
Step four: Thoroughly review previous employment
Next, review the applicant’s employment history thoroughly. Consider job titles, previous roles and primary duties to determine if this experience will help the candidate fulfill the responsibilities outlined in the job description. Carefully review dates of employment and note any gaps in employment or short stints.
When encountering employment gaps or short tenures, make a note to explore these during an interview in a non-judgmental way. Focus on understanding the candidate’s growth, challenges overcome or new skills gained during these periods, rather than just the absence of employment.
For qualified candidates, use the interview stage to clarify any questions their resume raises, including employment gaps or short tenures. Consider conducting reference checks for your top candidates after successful interviews for further verification before making a final decision.
Step five: Identifying red flags
Look out for resume red flags that may signal a candidate isn’t the right fit for the position. Common red flags include unexplained employment gaps, frequent job hopping and vague statements about job responsibilities that don’t clearly outline the candidate’s contributions.
Resumes with grammar mistakes or inconsistent formatting can also indicate a lack of attention to detail. Additionally, a lack of relevant skills or experience related to the job description should prompt closer scrutiny.
Hiring managers may also consider conducting a social media background check to uncover potential issues. Be aware of privacy regulations and potential biases and focus only on publicly available information directly relevant to professional conduct and job requirements, avoiding personal information that could lead to discriminatory practices.
Step six: Resume review best practices
To ensure a fair and effective resume review process, follow best practices that promote consistency and objectivity. Begin by applying standardized evaluation criteria for all resumes, focusing on a skills-first approach to assess hard and soft skills, relevant work experience and education. This may help you gain a comprehensive understanding of each candidate’s potential.
Review resumes in a consistent order and take detailed notes on each candidate’s strengths and areas for improvement. When taking notes, use a uniform rubric or scorecard for each candidate. This lets you objectively rate relevant experience, key skills and quantifiable achievements, ensuring consistency across all reviews.
You can streamline your hiring process with applicant tracking system (ATS) integrations. ATS can help reduce human bias by standardizing the initial screening based on objective criteria and keywords, but remember to regularly audit your ATS configurations to prevent algorithmic bias from inadvertently filtering out qualified, diverse candidates.
Step seven: Using technology to streamline resume screening
Technology has transformed how hiring managers handle resume screening, making it easier to review large numbers of resumes more efficiently. Applicant Tracking System (ATS) tools are central to this transformation. They can automatically scan resumes for specific keywords and phrases that match the job description, helping to identify the most qualified candidates quickly. Beyond initial screening, these tools also help organize and manage candidate information, making the overall process more efficient for managers.
Online recruitment platforms expand access to a broader pool of candidates, help hiring managers find good employees, and reduce the time and cost associated with traditional hiring methods. However, it’s vital to ensure that the technology used is fair and does not unintentionally exclude qualified candidates. To maintain an effective ATS, regularly audit its keyword filtering and ranking algorithms. This ensures they align with evolving job requirements and do not inadvertently filter out diverse or non-traditional candidates. Additionally, regularly review system reports to identify any patterns of bias.
Consider providing regular training for hiring managers on how to maximize the features of ATS and online recruitment platforms. This training may include understanding search logic, interpreting candidate scores and identifying potential system biases that might require manual review.
Step eight: Ensuring compliance and fairness
Ensure the resume review process complies with relevant laws and regulations. To achieve this, use evaluation criteria directly related to the job requirements and avoid practices that could lead to discrimination. Hiring managers should familiarize themselves with local, provincial/territorial and federal anti-discrimination laws that apply to hiring practices in Canada. When in doubt, always consult with legal counsel or HR professionals to ensure your processes are fully compliant.
To further promote fairness and reduce unconscious bias, consider implementing blind hiring techniques, such as removing personal information from resumes during the initial review. This practice helps focus evaluations solely on qualifications. Also, maintain detailed records of the resume review process, including notes on each candidate’s qualifications and the reasons for their selection or rejection. This helps ensure transparency and serves as crucial documentation for legal compliance.
Step nine: Determine whether the applicant qualifies for the next phase
When determining the applicant’s eligibility for the next phase in the hiring process, consider how well candidates might fit into your company’s work environment. While cultural fit is typically best assessed during interviews, initial clues can typically be found in a candidate’s volunteer work, interests listed (if any) or the organizations they’ve previously worked for. For example, try looking for alignment with your company’s stated values and mission.
Once you’ve made your selections for the current role, be sure to file other impressive resumes for future consideration. If a candidate’s resume is strong but doesn’t perfectly align with the current job requirements, keeping it on hand can be beneficial in case they may be a good fit for another opportunity in the future.
These nine steps will help you learn how to read a resume efficiently to quickly recognize which applicants are the best fit and proceed to the next stage of the hiring process. Explore additional resources and related articles for more advice on enhancing your resume review and interview process.
