Writing an Industry-Ready Resume: A Guide for PhDs

Transitioning from academia to industry requires more than just a shift in mindset—it demands a complete overhaul of your resume. As a PhD graduate, your CV is likely filled with detailed research experiences, publications, and academic achievements. However, industry employers look for different qualities and formats when assessing candidates. In this article, we'll guide you through transforming your academic CV into an industry-ready resume. By focusing on key skills, relevant experiences, and a clear, concise format, you can create a compelling resume that highlights your unique qualifications and helps you stand out in a competitive job market.

What is the Point of a Resume?

Many people treat resumes as a detailed historical document of everything you've done. In reality, a resume is a sales brochure where you pitch yourself for the job.

“In reality, a resume is a sales brochure”

Imagine you’re hiring a plumber to fix a broken toilet. You care about their ability to fix toilets, not how many sinks they’ve fixed. Similarly, employers are looking for two key things:

1. That you meet their specific needs.

2. That you have a proven history of success.

Your resume needs to first demonstrate that you’re qualified for the position, meaning you have the skill sets they’re seeking. Second, it should alleviate any concerns about your ability to succeed by showcasing your past achievements. Remember, the ultimate goal of a resume is to get an interview. Your resume should highlight your most significant accomplishments and focus on why you’re the right fit for the job.

Consider the Audience

Most people spend less than 10 seconds reading a resume. Try reviewing your own resume in that time, and you’ll see how little information you can absorb. To understand why this happens, consider the hiring manager's perspective. If they have 100+ resumes to review for a single position, they’ll quickly skim to identify which ones match the job requirements.

When I worked in consulting, I was often given stacks of resumes to review on top of my other responsibilities. To expedite the process, I focused on "disqualifying features." If a resume was in a strange format, lacked a LinkedIn profile, or omitted education information, it was discarded. These candidates weren’t necessarily unqualified, but with so many resumes to choose from, I had to pick the top few that seemed like the safest bets. Speaking with hiring managers and colleagues, I found I was actually more lenient than most. The takeaway? Making your resume easy to read and process is crucial. At this stage, they’re assessing qualifications, not your character..

I often recommend to my clients to keep their resumes to 1 page and to use a format that’s very standardized. Many companies won’t even show the hiring manager the 2nd page and beyond without significant work, so just assume that it won’t be seen. For Industry professionals with 5+ years of experience it is okay to consider expanding to a second page, but even then make sure the 1st page alone has all the main content.

It’s important to consider that resumes typically pass through several stages:

1. Applicant tracking systems (ATS)

2. HR representatives or hiring managers

3. Team leaders

4. Potential teammates

5. Other company members

To ensure your resume is processed correctly, avoid using tables and opt for a straightforward format that is ATS-friendly. You can test your resume’s readability with tools like Jobscan.com. One tip is to use a consistent date format like “Jan-1999” to make your resume more ATS-compliant.

Next, consider the hiring manager, who may not have a technical background. Your achievements need to be clear and understandable to a layperson. Highlight your successes in a way that anyone can appreciate.

I’ve developed a free template resume that’s ATS compliant, and easily formatted that you can use from the resources section of my website. Click the link below to download it!

Core sections of a resume

Every resume should include a few core sections. Additional sections to highlight specific achievements can be added, but make sure these basics are covered.

1. Education:
Especially for PhDs, your educational background is of high interest. Include the school, dates, location, and the labs or mentors you worked with.

2. Relevant Experience:
For new PhDs, I often focus on their thesis in this section. Include relevant jobs and extracurricular activities. For example, if you’ve participated in a business club or led a student organization, include that to show business acumen. You don’t need to list every job you’ve ever had—only those relevant to the position you’re applying for.

3. Skills:
Given the importance of keywords and automated systems, having a section dedicated to your skills is crucial. This is where you can highlight proficiencies with specific tools, software, or methods. Group similar skills together and be specific. For example, "Proficient in programming: Python, R, MATLAB."

Meeting the qualifications - Using keywords

Since HR reps and hiring managers may not have the technical background for every job, they often rely on keywords from the job description to assess candidates. Job descriptions are templates of the ideal candidate, so it’s critical to focus on the keywords in the requirements section.

A side note on years of experience. Since the description represents an ideal candidate don’t be afraid to apply to jobs where you have fewer years of experience than they list. If you meet the qualifications, they’ll still very much consider you.

Here’s an exercise to help you identify the top keywords:

1. Compile five job descriptions for similar positions.

2. Use a word cloud tool like WordArt.com to identify the most common keywords.

3. Create a list of around 20 top keywords and phrases present across the descriptions, and incorporate these into your resume.

This ensures that both automated systems and hiring managers can correctly assess your qualifications.

Demonstrating a History of Success

Once you’ve identified the right keywords, the next step is to highlight your successes. This is usually done through bullet points under each of your experiences. These bullets should give the reader confidence in your ability to succeed in future roles.

Here are some guidelines for crafting effective bullet points:

1. Start with the result:
   Instead of listing tasks, focus on the results of your actions. For example, "Created multiple paper figures by setting up PCRs" highlights that you have the skill and that it leads to positive outcomes.

2. Quantify your results:
   Specify the impact of your work. For example, "Saved the department over $200,000 by leading budget meetings over six months." This can add significant weight to an achievement and further reveal the true nature of the success.

3. Use action verbs and keep it simple:
   Ensure that the key point is clear within the first half of the sentence as many readers will not always finish reading every line. For example, "Founded a new club for..."

In terms of tone, I always recommend simplicity. You won’t impress anyone with jargon, but you will by explaining complex concepts in straightforward language. I tell my clients to try writing as if they’re explaining their resume to someone they just met on the street.

Additional sections Summary, Achievements, and More

There are many additional sections you can add to a resume. First, focus on perfecting the core sections. Once those are strong, and if space allows, you can include other sections to further illustrate your history of success. Below, I’ll touch on some of these optional sections and when to add or avoid them.

Summary: Many career coaches recommend using a summary to provide an overview of your resume. Personally, I advise against it, as most readers tend to skip summaries. However, if you choose to include one, place it at the very top and keep it concise—no more than 1-2 sentences. If it takes more than three seconds to read, it’s probably too long.

Achievements / Awards: This section is useful if you have a strong history of academic or professional achievements. However, if you’re further along in your career, awards from high school or undergrad may not be as relevant. If you decide to include this section, be sure to highlight the significance of each achievement. For example, "Recipient of John Smith Travel Grant (Awarded to top 5 applicants out of 500 attendees)."

Publications: Publications can be tricky. In industry, the fact that you’ve published at all is often sufficient, and a long list of publications is less impressive than relevant skills. For PhDs, focus on your top papers, particularly first-author publications. I recommend showcasing 2-3 key publications and titling the section “Selected Publications.” Use your preferred citation format, but remember that space is limited. As with the achievements section, if you’ve been published in a high-impact journal, include details to emphasize the significance of the work. For example, "Nature (Ranked #1 in X field)."

Hobbies / Interests: I generally advise against including this section. If you have space to add these, it’s likely more beneficial to expand on your skills or highlight your most relevant experience. Most employers don’t hire based on shared hobbies or interests.

Conclusion

Updating your resume for industry requires a strategic approach. The key takeaways are to make your resume easy to read, highlight your most significant achievements, and tailor your content to the job description. By focusing on these areas, you can create an industry-ready resume that effectively showcases your qualifications and opens doors to new opportunities. For more personalized advice, consider scheduling a free coaching session available on my website!