My advice is always to customize your resume for each job opportunity, but how can you keep track of everything? Create a document folder for each position that you submit a resume for. In this folder include the resume version you submitted for that job plus a copy of the job description, cover letter, and any other related documentation or correspondence. Be sure to save a copy of the full job description rather than just the url to the online posting as the posting may be removed from the company’s web site at any time.
Name your documents in such a way that they can be clearly identified – by the company’s recruiter and/or hiring manager as well as by you. For the recruiter/hiring manager, document tiles should include your name and the type of document; ie resume or cover letter. Don’t overlook the fact that this simple title is a mini writing sample, and so you should make sure that there are no spelling errors. Even if you’re careful to keep the right resume version in the proper folder, you may want to add something that identifies the company and/or position. Here are some examples:
- Schwartz, Mauri – Resume (Google)
- Schwartz, Mauri – Cover (Google-VP, Finance)
You may add a date if you’d like but it’s much less important.
- Schwartz, Mauri – Resume (2013)
- Schwartz, Mauri – Cover (2013-0718)
Finally, you should create an Excel spreadsheet to track your job search progress and include the following information.
- Company Name
- Job Title
- Person Contacted/Person to Contact
- Contact Info
- Action Taken
- Date Action Taken
- Next Action to Take
- Date of Next Action to Take
It’s important to keep your tracking spreadsheet up to date. I’ve found that clients who do this make more progress in their search if only because they have a written plan which specifies what they need to do next and when. In this way, they keep themselves accountable.
Here’s a lagniappe: If you use Word’s Tracking feature to show changes you’ve made or those made by someone else whom you’ve asked to proofread your resume, don’t forget to turn tracking off before sending it out! (A lagniappe is a word use chiefly in Louisiana which means “a small gift given with a purchase to a customer, by way of compliment or for good measure; a bonus.”)
Hi my name is Mauri, and I am the President of Career Insiders, a career management and talent acquisition consulting firm. I speak frequently at conferences, job fairs, and career panels. I recently was invited to participate on a panel discussion at NCHRA’S Annual HR West Conference. I consult with career centers at universities including UC Berkeley’s Haas School of Business, Tulane University, Mills College, and others, and contribute regularly to publications such as TheLadders RecruitBlog. I am what some might consider a professional “people person.”