If you’re a PhD who has applied to industry roles, you’ve probably experienced this frustration: you upload your carefully crafted résumé and then the system makes you re-type every detail into little boxes. Education history, publications, every job title and date – over and over again for each application. This repetitive process, often dictated by Applicant Tracking Systems (ATS), is exhausting. It’s no wonder many job seekers feel “ATS fatigue,” a kind of burnout from endlessly filling out online forms.

For busy STEM PhDs transitioning to industry, this tedious ritual wastes valuable time and energy. The good news is that you can take steps to minimize the pain without sacrificing your chances at landing a job. Let’s explore why online applications are often so burdensome and how you can streamline your workflow.

Why Are Online Applications So Time-Consuming?

Many companies use standardized online application portals (frequently powered by ATS software) to collect candidate info in a uniform way. Unfortunately, these systems don’t always play nice with your uploaded résumé. Here’s why this process can be so laborious:

• Data for the Database: ATS platforms parse your résumé to auto-fill fields, but often the parsing is imperfect. If you have an academic CV with an unconventional format, the software might not extract the information correctly. That’s why you end up manually fixing or re-entering details. The company wants structured data for their database, and the burden falls on you to provide it.
• One Size Fits All Forms: Applications are designed to gather everything an employer might want to know. That means lots of fields (many of which duplicate what’s on your résumé) and sometimes long questionnaires. They’re built with compliance and HR metrics in mind, not speed. A recent survey found 60% of candidates quit in the middle of online applications because the process is too long or complex blog.hiringthing.com. Yet many employers still haven’t streamlined their forms to match what candidates expect (five steps or fewer) blog.hiringthing.com.
• Academic Histories Are Complex: As a PhD, you likely have a longer education and work history than a typical applicant. Multiple degrees, research roles, publications, maybe teaching or committee service – that’s a lot of data. ATS forms often aren’t tailored for academic credentials, so you’re stuck figuring out how to squeeze your experience into their dropdowns and text boxes. It’s no surprise it takes forever.

The result? Applying to one job can feel like a part-time job in itself. When you’re trying to apply to many positions, this repetitive data entry leads to serious fatigue.

Tips to Fight ATS Fatigue and Save Time

While we may not be able to fix clunky HR software from the outside, we can adapt our approach to make the online application grind more bearable. Here are some strategies for PhD job seekers to streamline the process:

1. Create a Master Profile Document: Maintain a master file (or spreadsheet) with all the details you commonly need to enter: previous job titles and descriptions, supervisor names and contact info, course titles, etc. Break it into sections matching typical application fields. When faced with a long form, you can copy-paste from your master document instead of recalling and typing everything from scratch each time. This is a huge time saver.
2. Use Browser Autofill and Tools: Leverage your browser’s autofill for basic info like your name, address, and email. Additionally, consider tools or plugins that auto-fill job applications. For example, some browser extensions are designed to recognize ATS fields and populate them with your info. (HirePilot’s upcoming beta focuses on this exact convenience – integrating with popular ATS sites to auto-fill your details and even import your résumé directly.) Such tools act like a personal assistant for those pesky forms.
3. Tailor Efficiently: Yes, you still need to customize your résumé or cover letter for each position (to avoid the generic blast that employers can sniff out). But do it smartly: maintain a base version of your industry resume for PhD graduates, and then tweak key sections for each application. That way, the core data entry (education, core skills) remains consistent, and you only spend extra time on the portions that truly need customizing (like a brief summary or specific keywords for that role).
4. Prioritize Quality Over Quantity: It’s tempting to throw your hat in the ring for every vaguely relevant job. But application fatigue is real – and not just for you, for hiring managers too. A tailored, well-thought-out application for a role you’re excited about will likely yield better results than ten copy-paste submissions to jobs you’re lukewarm on. Save your energy for opportunities that really fit. This will naturally reduce the number of painstaking forms you have to fill.
5. Keep an Application Log: Tracking your applications (roles, dates, and statuses) can prevent you from accidentally duplicating efforts or missing follow-ups. It also gives a sense of progress. Whether you use a simple spreadsheet or a specialized tool, a log is your friend. Many PhDs search for the best job tracker for PhDs – you might use a template or software designed for academic job hunts. HirePilot, for instance, offers pipeline management to launch applications and track progress in one place. By having a centralized dashboard, you won’t have to dig through your email or brain trying to remember if you applied to Company X or not.

HirePilot streamlines your job search with three steps: import your résumé, manage your application pipeline, and reach decision-makers with AI-driven outreach. Tools like this can save you time and reduce repetitive data entry, letting you focus on the quality of applications rather than quantity.

6. Set Time Limits and Breaks: If you have a stack of applications to get through, don’t do them all back-to-back. Treat it like writing or research: work in focused bursts. For instance, give yourself 1 hour to complete as much of an application as possible. If it’s still dragging on, take a break and return later. This prevents total burnout. Also, tackle the most straightforward apps first to build momentum, then approach the long, tedious ones when you’re fresh.

Work Smarter, Not Harder

As a PhD, you have the advantage of being analytical and resourceful – apply those skills to the job search process itself. Small efficiencies add up. If you can cut a 60-minute application down to 20 minutes with templates and autofill, that’s a huge win. The time saved can be redirected to higher-value activities, like preparing for interviews or networking with industry contacts.

Remember, you’re not alone in feeling ATS fatigue. Many job seekers abandon lengthy applications (over half, by some measures blog.hiringthing.com). By staying organized and using the right tools, you’ll stand out as a candidate who’s both qualified and proactive.

Call to Action: Ready to escape the endless cycle of repetitive forms? HirePilot is here to help. Our AI-powered job search assistant was built to eliminate ATS fatigue for advanced-degree holders. It auto-fills applications on many popular sites, tracks your progress, and even helps you contact hiring managers directly – all in one place. Don’t let tedious forms slow you down. Sign up for the HirePilot beta and reclaim your time. Turn the application grind into a smarter, smoother process!