How to review a resume in six simple steps

Imagine facing the overwhelming challenge of sorting through hundreds of resumes, each one representing a hopeful candidate eager to stand out.

As hiring managers struggle to sift through this deluge of applications, some candidates have adopted a "spray and pray" approach—sending out dozens of resumes with little personalization in hopes that something sticks.

With AI tools now being used by nearly half of global job hunters to optimize their applications, the volume of submissions has only increased. This leaves recruiters overwhelmed yet still struggling to find quality candidates in the mix.

This short guide is here to help you cut through the noise—providing a simple six-step evaluation framework. Whether you're leveraging AI tools or conducting manual reviews, by the end, you'll have the insights you need to make confident, informed hiring decisions that truly matter.

The fundamentals of resume reviews

To avoid getting overwhelmed by the sheer volume of resumes, having clear criteria in place is essential for staying focused. Without a well-defined process, it becomes easy to lose sight of what truly matters for the role you're hiring for.

1. Establish clear criteria

Before diving into resumes, it’s crucial to define what you’re looking for. This means creating a checklist based on the job description and required qualifications. (Hopefully you've already done this as part of your intake call.)

1. Skills and qualifications: Identify must-have skills versus nice-to-haves.

2. Experience: Consider the relevance and depth of their previous roles.

3. Cultural fit: Reflect on how their values align with your organization’s mission.

By setting these criteria, you create a focused framework that guides your evaluation.

2. Use a systematic approach

To avoid feeling overwhelmed, adopt a systematic approach to reviewing resumes. Consider these steps:

1. Initial scan: Spend about 30 seconds on each resume to identify potential matches based on your criteria. Taking more time to parse resumes is shown to lead to better hiring outcomes.

2. In-depth review: For those that catch your eye, take a deeper look. Analyze the details and verify that they align with your established checklist.

3. Comparison: Once you have a shortlist, compare candidates side-by-side to better assess their strengths and weaknesses. This method not only saves time but also enhances your decision-making process.

3. Look for key indicators

Resumes that feature quantifiable achievements indicate a results-driven mindset. For example, instead of stating “managed a team,” a stronger statement would be “led a team of 10 to increase sales by 30% in one year.”

1. Action-Oriented Language: Focus on candidates who use active verbs that convey responsibility and impact.

2. Metrics: Look for specific numbers that demonstrate success and growth.

4. Assess Consistency and Professional Growth

A candidate’s career trajectory can tell you a lot about their work ethic and adaptability.

1. Career progression: Look for upward movement in roles or increased responsibilities over time.

2. Gaps in employment: While gaps can be concerning, they can also tell a story. Look for explanations or valuable experiences gained during those times. Understanding context helps in making informed decisions about a candidate’s potential.

5. Leverage technology

In today’s digital age, tools like Applicant Tracking Systems (ATS) can streamline your resume review process.

1. Keyword matching: Ensure that your job description contains relevant keywords that candidates are likely to include in their resumes.‍

2. Automated sorting: Use technology to filter candidates based on your predefined criteria, allowing you to focus on the best fits.

6. Be Aware of Red Flags

While it’s important to focus on the positives, being aware of potential red flags is equally crucial.

1. Inconsistencies: Look for discrepancies in job titles or employment dates.‍

2. Generic resumes: Be cautious of resumes that appear overly generic or lack personalization for the role.

Recognizing these signs can save you from costly hiring mistakes.

How to review resumes with ChatGPT

To automate resume reviews using ChatGPT and Zapier, you can set up a workflow where resumes are automatically analyzed by ChatGPT, and key insights are sent to you for review.

Here's a step-by-step guide to help you set this up:

Step 1: Prepare your tools

• Zapier: Ensure you have a Zapier account. You’ll use it to automate the workflow between tools.
• ChatGPT API: Obtain access to OpenAI’s ChatGPT API if you don’t have it already.
• Form tool (Optional): You might use Google Forms, Typeform, or another tool to collect resumes, or have resumes emailed directly.

Step 2: Set up a Zap in Zapier

1. Trigger selection:
   • Go to Zapier and create a new Zap.
   • Choose your Trigger App. For example:
     • If resumes are uploaded via a form (e.g., Google Forms), select Google Forms.
     • If resumes are emailed, choose Gmail or Outlook as the trigger, setting it to trigger when a new email is received with an attachment (the resume).
2. Configure trigger:
   • If using a form: Set the trigger to fire when a new form submission (resume) is received.
   • If using email: Set the trigger to run when a new email with an attached resume arrives.

Step 3: Send the resume to ChatGPT for analysis

1. Set Up OpenAI (ChatGPT):
   • In the next step, select OpenAI as the action app.
   • Choose the "Send Prompt" action.
   • Connect your OpenAI API key to Zapier.
2. Craft the prompt:
   • In the “Prompt” field, use this AI recruiting prompt for ChatGPT to review the resume. For example:

Review the attached resume. Summarize the candidate's qualifications, work experience, skills, and highlight any potential red flags. Assess whether the candidate meets the following criteria: [list the job criteria].

Then use dynamic data from the resume (via form or email) as part of the prompt. Map the resume file or content (extracted from the form or email) into the request to ChatGPT.

Step 4: Configure the output

1. Action step:
   • Select where you want the results from ChatGPT to go. Options include:
     • Email: Send an email summary of the resume review to yourself or your team.
     • Slack: Post the results to a specific Slack channel.
     • Google Sheets: Record the analysis in a Google Sheet for tracking.
2. Customize the message:
   • If sending via email or Slack, customize the message to include ChatGPT’s response, and add any relevant details (e.g., candidate name, contact info).

Step 5: Test and activate the Zap

1. Test the workflow:
   • Test the Zap to ensure that resumes are being sent to ChatGPT and that you’re receiving the summarized output as intended.
2. Activate the zap:
   • Once everything works, activate the Zap so it runs automatically whenever a new resume is submitted or received via email.

Step 6: Create a feedback loop

• You can add an additional action in the Zap to request clarification or follow-up prompts from ChatGPT for specific cases (e.g., "Does this resume indicate leadership skills?").
• Alternatively, you can set the Zap to flag resumes for human review if certain criteria aren’t met.

Conclusion

Reviewing resumes as a hiring manager doesn’t have to be an overwhelming experience. By establishing clear criteria, employing a systematic approach, and leveraging technology, you can make the process more manageable and effective.

Remember, the goal is not just to fill a position but to find the right candidate who will thrive within your organization.