7 Job Search Organization Tips

Most job seekers need to apply for numerous positions during their job search. As time goes on, managing the volume of applications, follow-ups, and responses can become overwhelming. This can result in missed deadlines, confusion over interview times, forgotten follow-ups on older applications, and more. Therefore, understanding how to effectively organize a job search and track all related activities is a crucial step in securing your dream job.

Implement these 7 job search organization tips to help you quickly secure your dream job and reach your career goals.

1. Outline your career goals.

Before diving into the job application process, it’s essential to clearly identify the type of job you are seeking and your expectations for that role, both in the short term and long term. This crucial first step enables you to refine your search. When deciding on the jobs to pursue, take into account your professional skills, job expectations, and personal goals. If you are feeling overwhelmed with this step, a career coach can help you. They specialize in helping people find meaningful work that will help them to meet their personal and professional goals.

2. Determine your ideal companies.

Identifying the companies you most want to work for can streamline your job search so that you can stay focused on a specific list of target organizations. By researching their culture and history, you can tailor your job applications, which can enhance your chances of success in interviews. Use your list of companies as a benchmark when evaluating opportunities with other organizations.

3. Schedule time for your job search.

Fitting a job search into your already busy schedule can be challenging; especially when you’re already juggling other responsibilities like a job, school, or a family. Assess how much time you can commit to your search, and then develop a schedule to help you stay organized and hold yourself accountable. Remember, a job search is a process. In the early stages, you’ll likely spend time refining your resume and researching potential employers. As you progress, you’ll typically invest more time in communicating with companies, following up on your applications, and then interview preparation and actual interviews.

4. Create a job application spreadsheet.

To stay organized, you can monitor all of your job applications in a spreadsheet. Additionally, if your search goes on for several weeks, the spreadsheet is helpful for revealing areas that you need to improve on. Here are the key job search metrics to include:

Company name: Name of company you are applying to.
Company details: Add information about each company, such as location, products or services they offer and their number of employees. You can have separate columns for these details or include it in a notes section.
Contact employee: Include the name of the employee in charge of the recruiting process for each job you apply for.
Contact information: Record the the email address and phone number for the contact person at each company.
Date of application: The date you submit each application.
Date of interview: The date of any scheduled interviews.
Interview notes: Take time to note down anything important you learned during an interview. This will be helpful if you go back for second interview so that you can remind yourself what was discussed.
Thank you note sent: Sending thank you notes after an interview is a nice gesture. If you decide to send them, track the date sent in a column.
Follow-up: Include a record of any follow-up messages that were exchanged after you submitted your application.
Status: Track the current status of each application. Remember to keep this updated as your job search goes on.
Listing source: Note the location you found each job.
Your rating: Rank each position you have applied for.
Outcome: Job offer/no offer

Networking

You may also want to add a tab in your spreadsheet to track any networking you do, with the following categories:

Name
Contact info
LinkedIn profile
Relationship details (how you connected with them)
Connection date and details (for example, “7/19: Sent LinkedIn message regarding referral for open position at XYZ company,” or “10/27: Met for coffee to discuss job search and what type of role I’m looking for,” or 11/08: Met at XYZ job fair”)
Thank you note sent
Follow up
Outcome (did connection help you get an interview?)

5. Focus on quality over quantity.

Often, people believe that applying for a greater number of jobs increases your chances of landing interviews. However, this is often not true. Submitting high numbers of applications can lead to insufficient attention given to each one. In this case, less is more. By focusing on fewer opportunities, you can dedicate more time to each application, enabling you to tailor your resume and cover letter for every position (see more on that in the next section). Choose roles that best match your short-term and long-term aspirations, as well as your skill set.

6. Optimize your resume for each application.

Your resume often plays a crucial role in determining whether you receive an invitation for a job interview, so it’s essential to match your relevant experience to the open position. If the positions you’re applying for require varying levels of experience and skills, you should adjust your resume to emphasize the most relevant qualities you possess for each role. This doesn’t mean you need to completely overhaul your resume for every job application. Instead, you can start with a core resume and make minor tweaks to align it with the job description.

7. Organize your email and computer folders.

When you’re applying to and interviewing with several companies, there will likely be several emails and files exchanged. Without proper organization of your files and correspondence, things can easily become disorganized and slip through the cracks.

This is why having a system in place is essential. By utilizing labels, folders, and consistent file naming conventions, you can effectively manage your inbox and documents. This will help you keep track of whom you’re communicating with, the topics of your discussions, and any files you’ve shared—such as which version of your resume each company has on file.

Email

Begin by creating labels for the various types of emails you will receive during your job search, such as “In-Person Interview,” “Phone Interview,” or “Reference Check.” Next, set up individual folders (in Gmail, you’ll use labels) for each company and/or position you’re applying for. When an email arrives, assign it to the appropriate label and place it in the correct folder. Once your system is established, you’ll be able to easily access different types of emails (such as all your interview requests from the last month) or review all of your correspondence related to a specific role or company.

You can also create a Google Alert for companies or industries you are interested in working for. Create a folder to organize these, as well.

Documents

You will be creating a large number of files, so it’s essential to keep track of which ones you are sending out. Store all relevant documents—such as your resumes, cover letters, portfolios, and work samples—in a dedicated folder on your computer or in a cloud service like Google Drive or Dropbox. Maintain a consistent file naming convention to quickly identify which version you have.

Whenever you send a file to a company, record it in your spreadsheet. This will help you keep track of which version of each file has been sent where, and also allow you to maintain consistency and avoid sending the wrong version of your resume or portfolio to a company.

Lastly, remember to take care of yourself during this process. The job search process can be stressful, so it’s important to set aside time for self-care activities that help you relax and recharge.

By implementing the job search organization tips outlined above, you’ll be better equipped to manage the complexities of searching for a job and ultimately increase your chances of landing the position you desire.