How to prepare a CV in the age of AI

Artificial intelligence has become one of the most important tools supporting modern recruitment processes. It automates repetitive tasks, organizes large data sets, and enables faster analysis of applications – especially in situations where the number of submissions is very high. AI undoubtedly streamlines the hiring process. There is, however, one caveat – it cannot replace the work of a recruiter, particularly at the stage of assessing a candidate’s competencies, motivation, and cultural fit. An expert from Smart Solutions HR explains how to write a CV so that AI systems pass it on to recruiters for further review, while at the same time emphasizing that final decisions should belong to humans.

AI in recruitment: a process that cannot be stopped

Companies are increasingly implementing artificial intelligence–based tools to improve job posting creation, job profile analysis, application preselection, and automated communication with candidates. However, conclusions from the report “Towards the Future. How to Build a Career in the Age of AI,” prepared by Experis Manpower Group, show that adoption of these solutions in Poland is still at an early stage. Only 17% of companies declare full-scale use of AI in recruitment, while one third use such tools only at selected stages of the process. Another 26% plan to implement them within the next year, confirming growing interest in the automation of HR activities. Employers point to implementation barriers such as costs, a lack of specialized teams, and concerns about the quality of decisions made by algorithms. Despite this, the increasing scale of AI use confirms that these tools are beginning to play a significant role in recruitment processes – although for now mainly as support rather than as an independent decision-making mechanism.

Will AI tell you the truth?

ATS (Applicant Tracking System) solutions are currently among the most commonly used artificial intelligence–based tools in recruitment. They automatically scan CVs and identify key information: terms relevant to the job profile, job titles, technical skills, and descriptions of previous responsibilities. As a result, they organize applications and create an initial shortlist of candidates who best match the requirements of the process. In recruitments with a large number of candidates, this significantly shortens the time needed to review documents. However, these systems are not without flaws.

– The ATS mechanism is based on matching the content of a CV to patterns stored in the system, which is why documents prepared in a non-standard way may be misclassified. Problems include, among others, creative layouts, less commonly used job titles, or overly general descriptions of experience that do not contain specific keywords – points out Grażyna Pogan, Business Development Manager at Smart Solutions HR. – An algorithm does not interpret content; it only processes recognizable data, which may lead to overlooking candidates who have the right qualifications but describe them using different language. It is very important for job seekers to be aware of this and to prepare their CVs in a way that increases the chances of a positive assessment by AI.

How to prepare a CV so that an AI system reads it correctly?

The expert from Smart Solutions HR emphasizes that the effectiveness of preselection depends primarily on the readability of the document.

– A CV should have a simple, linear structure, free of complex graphics and non-standard layouts that may disrupt content recognition. Common file formats, standard section headings, and concrete, precise descriptions of professional experience increase the chances that information will be correctly identified by the algorithm. It is also important to use terminology consistent with the job posting requirements – both in terms of competencies and technologies used in the role – explains Grażyna Pogan.

It is worth avoiding unusual abbreviations, tables, and graphical elements that may be misread or completely ignored by the system. Candidates should pay attention to consistency in naming – differently described responsibilities or varying job titles may cause the algorithm to fail to recognize key information. A good practice is also to tailor the wording to a specific job offer and place the most important details at the beginning of the document to increase their visibility during the scanning process.

Artificial intelligence in recruitment – yes, but under control

Ultimately, even the best-prepared CV cannot replace a direct assessment of a candidate. Although AI significantly speeds up selection and facilitates work with a large number of applications, these tools are not capable of evaluating the most important elements of a candidate’s profile, such as motivation, personality, communication style, development potential, or cultural fit with the organization.

– Technology can indicate which documents are worth reviewing first, but it will not verify the quality of interaction with a candidate or assess their credibility during an interview. That is why maintaining human oversight over decisions based on system results is crucial – it is the recruiter who is responsible for a full and reliable evaluation of the candidate. As someone who deals with recruitment on a daily basis, I have a personal piece of advice for recruiters – take a bit more time and also review CVs that the system has rejected. If we do not do this, we may miss the chance to acquire truly valuable talent. Care in CV preparation is one indicator, but certainly not the only one – emphasizes Grażyna Pogan.

Sources: report “Towards the Future. How to Build a Career in the Age of AI” by Experis Manpower Group, Smart Solutions HR internal data.