6 STEPS TO ORGANIZE YOUR JOB SEARCH

In today's job market, it's not uncommon to submit applications for many positions. That involves lots of time, and it's a lot to keep track of. You don't want to squander those precious hours by missing important application deadlines, garbling companies and positions, confusing interview times, or forgetting to follow up.  

Accordingly, properly organizing and managing your job search is just as important as identifying job opportunities and submitting your application.

Here are ten ways to get organized, keep track of your job applications, and stay on top of the job search process.

 Create a Job Application Spreadsheet

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If you're familiar with Microsoft Excel, Google Sheets, or a similar program, creating a spreadsheet is a simple and effective way to keep track of your job applications.

You can use an spreadsheet to keep track of which companies you applied to, when you submitted your application, what materials you submitted, and other important factors in the application process.

It doesn't have to be fancy, and it's up to you how detailed you want to get. But, here are the key columns to include:

• Company Name - The name of the organization you're applying to.
• Contact - Your point of contact at the company; probably who you addressed your cover letter to, such as a Director of Human Resources or Office Manager.
• Email - The email of your point of contact, or, if preferred, a phone number.
• Date Applied - When you submitted your application.
• Application Summary - What you submitted: a cover letter, resume, and any additional materials, like a portfolio or reference list.
• Interview - When your interview is scheduled.
• Follow-Up - Did you send a thank you email or letter? If so, indicate here.
• Status - If you were rejected, offered the job, asked in for a second interview, etc.

Create a Job Application Table in Word

If Excel isn't quite your cup of tea, don't fret. You can create a simple table in Microsoft Word, Google Docs, or a similar word processor.

Use your word processing program to create a table to keep track of important information, dates, and deadlines relevant to your job search.

Just insert a table and choose the number of columns based on how many categories you want to keep track of  (company name, contact information, date applied, and so on) and the number of rows relative to how many positions you're applying for.

In addition to the basic categories listed above, if you're feeling especially ambitious, here are some other points you might want to include:

• Application deadline
• Potential start date
• Where you found the job listing
• Company information, like its location, number of employees, size, recent developments, etc.
• Names and contact information of any network connections at the company
• Estimated likelihood of getting the job
• Your relative preference for the position compared to other jobs

Use Google Drive and Calendar

If you like to stay organized online, Google is a great way to go. If you have a Gmail account, you can use Google Drive, through which you can create, save, and export spreadsheets, in addition to written documents, like your cover letter and resume. You can also link up with Google calendar to make sure you stay on top of important dates. 

Develop Your Marketing Plan

Now you are armed with information and resources, the question is do you have a written plan? Most job seekers are surprised by this question. They haven’t considered the possibility that they need to have a written plan. But the truth is: your job search is way too important to ‘wing it’. It needs to be thought through, planned out, and then executed. Goals need to be set. Results must be reviewed, and adjustments made. Your search should be managed like any other important work project – but in fact, it’s the most important project you’ll ever manage.

 

A good job search plan should contain the following: 

• Your 3 critical lists
• Verbal marketing tools
• Your questions
• Strategies and activities, online and offline
• Contact management, including follow up management 
• Goal setting

This series underscores one undeniable truth – that the job search process today is complex and multi-faceted. There is no single approach that guarantees a job, and failure to incorporate multiple approaches may significantly increase the amount of time it takes to land. Job transition is not about identifying positions you can apply for – but instead it’s about how many people you can talk to. No longer a question of filling out a form, job search now is all about relationship management.

Create Your 3 Critical Lists

Building and managing 3 key lists can make all the difference in the length of your search. 

1. Your Personal Network. People you know are your most important resource. These are people you have worked with in the past; including colleagues, co-workers, managers, supervisors, mentors, trusted advisors, customers, vendors, strategic partners, friends, and neighbors. These are your biggest fans – the people who know you, your integrity and the quality of your work; and are happy to recommend you to others. Your personal contacts and the people they know are the most important resources in your job search. Set up informational interviews with as many as you can, and start asking questions. Start looking for problems that you can solve. 
    
2. Target Employers. What companies are you most interested in? Which companies are within 15 minutes of your home? Where do your friends work? What is their experience? Do they like it and have they worked there for a long time? Which companies have a great reputation? Who do your contacts know at those companies and can they introduce you? Build your list of target employers and be proactive in your search efforts. 
    
3. Recruiters. For almost every profession and level of responsibility, there’s a third party recruiter for that. Recruiters can offer permanent placements or contract work. Sometimes temp or contract work is the best way to get a foot in the door. But if your search is limited to filling out applications, you are probably missing out on some opportunities. The recruiter channel is a very important direction that many people neglect. Build your list of the top recruiters in your field or industry nationwide, and contact each one to see if you want to work with them,

It’s not just about finding a job, but developing multiple opportunities so that you can leverage the best opportunity. Sell smart by building your Critical 3 lists, and see what kind of results you can produce.

Have Your Questions Ready

Job search is all about getting answers to your questions, so it’s important to know what those questions are and have them easily accessible. Of course, the types of questions you might ask will vary depending on the situation:

 

1.) Questions for Hiring Managers 

• What stood out in my background and experience (from my resume)? 
• Can you share the history of this position?
• Is there a typical day in this role? If so, what does it look like?
• How would you describe the company culture?
• What do you like best about working here?
• What do you like least?
• How would you describe your management style?
• What are the next steps in the hiring process?

2.) Questions for Recruiters

• What companies are you hiring for?
• What are your specialties?
• What can you tell me about the market for professionals in my field?
• How do you set up interviews?
• Do you help candidates prepare for interviews?
• Do you give feedback after interviews?
• Do you source candidates for contract opportunities as well as permanent positions?

3.) Networking

• Who do you know that I can talk to?
• What companies should I be looking at?
• Do you know any good recruiters? 
• What strategies do you suggest?

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