How to make a simple & efficient resume
– based on what recruiters and HR persons say
Two years ago I published an article on creating a resume template as I was exploring Sketch. So, but a lot of you asked about how to design a simple version, without having to use any design software.
Most recruiters and job sites still ask for something modest — doc/pdf files with small file sizes. I wanted to design a resume that is both high quality and practical, so I reached out to a few recruiters and people in HR to get to know their needs more. 🕵🏻
Research with recruiters and HR
I asked a dozen recruiters and people in HR about what makes a CV good. Most said that previous role, experience and skillset are key. 🤕
They suggest avoiding graphical elements, profile pictures and “unique” layouts. It distracts them from the key elements and increases the file size unnecessarily.
Word doc files aren’t the favourite anymore; PDFs are preferred. That said, they should be able to email and submit your resume without getting “large file” warnings. So an optimized PDF, at about 1–2 megabytes, file is the best format.
Two-thirds also check CVs on their phones regularly. Two-thirds still need to print out the CVs at one point or another. Keeping these needs in mind will help them out.
On their computers, resumes are saved by profession. When they’re looking for a UX candidate, they’ll open the UX folder on their computer or search for the keywords common with the field. Don’t forget that desktop search tools typically collect three types of information:
- file and folder names
- titles, authors, comments in file types such as PDF
- file content.
Adding your profession to the file name helps get you in the right place and facilitates at-a-glance views. Note the year in the filename to let them know if this is the most up-to-date or not.
All of the recruiters/HR I spoke with double-check candidates’ CV’s on social networks often or regularly. So, if you update your CV, makes sure you update it everywhere. Be consistent in this social media world.
Beyond this, they mentioned obvious tips, which suggests they’re still common — check grammar, keep it short and use keywords (they search for them).
How to build a good CV template
Based on this, this is how I organize my resume. First of all, I start with Google Docs.
Layout & fonts
Whitespace 🐚
Whitespace will make the content that’s there stand out more. It also gives recruiters and HR a place to leave notes, which is a considerate touch. More white space pushes you to write less. This is a good thing. Remember — they want short summaries; enough to get you in the door.
Mobile
They open CV’s on their phone often. Try emailing the CV to yourself, as you would to a recruiter, and see how it looks on the phone. Some tips — avoid multi-column layouts. Instead, use typographic hierarchy well. 📱
Stand out, but stay standard
You’re not an Arial or Georgia kind of person. You’re cutting edge. 👩🏻🎤🚀 You want this to come through. The recruiters I spoke with said graphics, colors and photos are common ways to make a resume “too unique” (read: too much). Standard, but elegant fonts are a way to show “cutting edge” with restraint. My favorites are Helvetica Neue, Avenir, Alegreya Sans, Source Sans Pro, Lato, Signika Negative and Nunito Sans. You can use any other custom fonts as well, because PDF includes the typefaces you use in the document, but be aware that if you use too many font styles, your PDF file’s size will increase dramatically.
Do not overuse bold fonts
Bold is for highlighting and emphasizing. Don’t emphasize too many things. Also, be careful about using too many emphasis styles (bold and italic). Remember, they glance quickly. I stick to font size & bold for a clear, simple hierarchy. Try to use bold once per paragraph. It’s tough, but worth the try. Let the reader focus on the key point.
Colors
Your CV will be printed at one point and nothing looks worse on paper than blurry, light grey spots. Use high contrast. 👩🏻🎨
Because they print
Page numbers and name
Printing means papers start getting mixed up after a while. Add page numbers and your name to each page to keep it clear.
One section per page
Do not float your sections or paragraphs across pages. Try to restrict yourself to one section per page. Always check the exported pdf to check the page breaks.
Links on print have to be re-typed. Use tiny urls if needed. Even better note keywords that’ll help them find your work. Also, use subtle link styles that won’t be confusing once printed.
Content
Do use links
Links work perfectly in a pdf document and they can help keep your CV short. Link to company sites, portfolio pages, prototypes instead of describing them. This saves recruiters and HR from spending time searching for them. 👀
Add data
Data means measurability, comparability, professionalism, accountability. Use data and numbers. For example: users/audience, importance, increase in revenue, number of people you worked with, how long the project lasted, any data basically that helps keep your work/performance in context. 👩🏾🔬
Availability ⏲
It’s in your own interest to point out when you are available for a chat or for interviews. Make it easy for them to reach you by telling them when you are available on an average week day.
Keep it simple and digestible
Short sentences and summarized experience are key. Also in mind that the person reading your CV probably doesn’t have insight into companies and projects you worked for. You are telling this story to a stranger. Phrase your sentences with this in mind.
Relevant experience
If you have 14 years of work experience, but only 2 years relevant experience to that role, try not to get into details about that 12 years. It won’t be useful. Try to think with your future employer’s mind.
Discoverability 👩🏻🚀
When they want to find a relevant candidate, recruiters and HR normally search their computer or network hard drive. And, they search for keywords. This is why it’s important to use profession-relevant keywords in your CV and make your PDF as discoverable as possible. Make sure that you fill out your PDF’s meta data properties and that your document is ready for search. In Adobe Acrobat select the Tools > Recognize Text. Also go to File > Properties > Description > Additional Meta Data, and fill the form accordingly. You can also check on the Fonts tab if you included the font styles you really want to use in your document. File name is another opportunity to optimize your CV. Using your name isn’t enough. Add important at-a-glance info: your profession and the date update. 💆🏻
John-Doe-UX-Designer-2017-Jan.pdf
Sharing & versioning
When sharing my CV, I save a PDF to a Google Drive folder and share the folder instead of the file. In this way you can always update and correct your file without having to send newer and newer versions to them.
After an interview or feedback you will be able to add comments to the Google Doc. Later, you could make the changes and export the PDF again. So this way you can continuously improve your CV.
Summary
So focus on a simple, single font style, single column document that has all the necessary info on the first page. Keep it short and simple, avoid using colors and too many font styles. Add side margins, export pdf, add meta data to your file and filename. Always check your document on mobile and in print. Make sure you use relevant keywords, and check your grammar.
Try to avoid any imported graphic elements. If you want to add a little personality, use unicode standard elements, like dashes (―) or fleurons (❧) or others (→,|,■) to add rhythm to your document.
Still not sure how to start? Here’s a draft layout.
Feel free to comment on this file.
And good luck.
