Job Search Record Keeping

Job Search Record Keeping. There’s no shortage of work when you’re looking for a new job. Brushing up your resume, tailoring it for applications, preparing for interviews, and then interviewing. And don’t forget the?Thank You Note. Well, I hate to break it to you, but there’s another important task on your plate: paperwork. You should keep good records of your search.

Why job search record keeping is important

There are many reasons you should keep detailed records of your job search. I’ll give you four good ones.

1. Make a good impression

First, you never know when you’ll get a phone call from a recruiter replying to an application you’ve sent. If you have a hard time remembering which company and what job you applied to or why you were interested in the first place, it’s going to be tough to make a good impression. Keeping records means having the information you need to be professional and prepared.

2. Prevent duplicate applications

Second, sending multiple applications for a single job is not good practice. In addition to being a waste of your time, you’ll risk appearing disorganized or even desperate to the prospective employer. It’s essential when you’re applying through an external recruiter like me. I need to know if a candidate has already applied to a company client so I don’t waste anyone’s time. This does not mean I might not be able to help you; it means I can help better if I know you’ve already applied.

3. Follow-up

The third reason is that it’s easy to lose track of your job search to-do’s, especially if you’re actively on the market and applying for numerous jobs. When it’s appropriate to follow up on an application by phone or email, getting a prompt ensures it gets done.

4. Networking

And finally, these records are helpful in the longer term, too. On your job search journey, you’ll inevitably meet many people and might want to keep in touch with them. Networking is all about making connections like this, and keeping track of the new contacts you make during your job search is one way to grow your network.

How to track your job search information

The best way to keep these records is whatever way you’re most likely to keep them up to date. If you prefer using a contact database, like a CRM, great. Use a notebook if you’re more of a pen-and-paper person. I like spreadsheets. It’s easy to search for information quickly with keywords, and you can sort data by date or company name when needed. Here’s a?link?to a printable job search log sheet.

However you choose to track your information, two things are vital. Make it easy to commit to keeping it current. And make it easy to access quickly – documents you can access on your mobile device (in a cloud drive, for example) are ideal.

What information should you track?

If you’re very active on the market, the volume of information will grow surprisingly quickly. This is another reason I like spreadsheets – it’s easy to update individual records and add information as you go, and each field can be as large as you need it to be.

As a starting point, I recommend the following as a minimum:

• Company name
• Contact name and info (you might not have it when you first apply but have a field ready for it)
• Website and phone number
• Points of interest (a few notes about things that caught your attention about the company and the job are helpful memory triggers)
• Application date
• Resume version (You?are?tailoring your resume for each job, right? If you’re using a cloud drive, you can link to the resume and cover letter you sent.)
• Follow-up prompt (if you plan to follow up, noting the date to do so makes it easy to scan your notes each day for emails to send or calls you need to make)
• Interviews (leave yourself ample space for notes – whom you met, how it went, and what the next steps are)

If you’re using a spreadsheet (can you tell I’m a fan?), I recommend assigning these fields to columns, with each employer prospect on a new row.

Job search record keeping is worth it

As the old saying goes, no job is finished until the paperwork is done. And when your job is a job search, keeping good records is integral. Yes, it takes time and effort. Yes, you’re already very busy with the things you need to do when looking for a job. And yes … it’s worth it.

Additional Resources

Jobscan:?Simplify your Job Search with a Job Search Spreadsheet

Indeed:?How To Create and Use a Job Search Spreadsheet

The Muse:?This Spreadsheet Is Exactly What You Need to Track Everything in Your Job Search

JimNewcomb.com:?Resources

Last week’s blog, in case you missed it: In-training:?The 4 Stages of Learning

[Jim Newcomb has been a Senior Recruiting Partner with?Goodwin Recruiting?since 2013, 2016 Partner of the Year, 2017 Ambassador of the Year, 2018 Extensive Support Coach of the Year, 2020 created Daily Positive Thoughts, and 2021 created JimNewcomb.com website for consistent contribution.]