How I'm using CRM to track job applications

Most of us, at one time or another, have used a Customer Relationship Management [CRM] platform. There are many to choose from and, for the most part, they’re all pretty good at doing their core job: helping a business keep in touch with its customer.

You may also hear the term Customer Data Portal [CDP]. So here’s the over-simplified difference:

CRM - core function to manage one-on-one conversations between a business and an individual customer. Multiple users of the platform, let’s say across Sales, Support and Accounts, can see the interaction each user has, whether it be by phone call, email or face-to-face.

CDP - core function of taking data, segmenting it into ‘audiences’, and mass-communicating to that audience. For example, targeting a female audience, aged 40-49, in the CB7 postcode, who all drive an Audi. 

The more data you have, the more you can personalise and, in turn, improve open rates, conversion rates and deliver a strong return on investment.

Thanks to the ongoing Covid situation, I’m seeking new employment. Many of us are. With a strong background in digital communications strategies, I’m working with agencies and targeting opportunities on my own, but I quickly became aware that the same jobs were appearing in different locations or being readvertised.

It’s easy to lose track of who you’re applying to, for which role, at which salary, through which channel.

My method of filing each application under a separate folder in my email and Google Docs account quickly looked like it was going to become cumbersome; a nightmare to maintain.

I decided a CRM platform could be a solution here. Normally used to manage sales communications and pipelines, I could see no reason this couldn’t be adapted to track application processes.

I chose Hubspot to be my platform, although there are many alternatives out there that offer similar services. The free version provides more than enough for me to monitor my applications and I'm familiar enough with this platform that I could set it up quickly.

For fun, I’ve rebranded it ERM [Employer Relationship Management] and within it I can manage the companies I’ve applied to, the channel through which I’ve applied, and the contacts within the companies that I’ve spoken with or emailed. 

On top of that, the sales pipeline, usually used for tracking the progress of a deal, can be restructured to track the application pipeline, from applying, first interview all the way through to offer or, whisper it, rejection.

I can make notes, log calls and, if I'm working with a recruiter on one or more jobs, build up a portfolio that helps me understand who is being proactive and who might not be. I can upload files, so if I've tweaked a CV specifically for a role, I can file this against the application too.

There’s even an app for my phone so, while waiting for an interview to start, I can quickly read through the notes I've made on the company and the questions I might have written down to ask.

I’ve connected Hubspot to my Gmail account, so emails I send to prospective recruiters or employers, and the subsequent email trail, can all be tracked through ERM too, and the reporting function and dashboards that Hubspot provide help me see at a glance who needs following up with, how many jobs I’ve applied for and my success rate through the application process, as well as loads more.

If you’re a jobseeker who’d like help setting up a similar method to track your applications, get in touch and let’s have a chat.

If you’re a business looking to understand your data better, develop your CRM/CDP and email communications strategies further, I’m available for consultation, contract or full time roles…