Get organized: Why you need a simple system to track your job search

Folder Organization Image

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)
  • JD – Google VP, Finance [JD=job description]

You may add a date if you’d like but it’s much less important since you can always check the date the document was created and most recently modified using the Properties feature.

  • Schwartz, Mauri – Resume (2015)
  • Schwartz, Mauri – Cover (2015-0418)

Finally, you should create an Excel spreadsheet to track your job search progress and include the following information.  You can find a sample of what this may look like on the Career Insiders web site.

  • 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
  • Notes/Comments

Sort the list according to 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.”)


Mauri Schwartz Head Shot 1 B&W v2 - 2014-0806

Mauri Schwartz, President and CEO of Career Insiders, is a leading figure in the San Francisco Bay Area career and talent management community. Career Insiders consults with companies and nonprofit organizations regarding executive recruitment as well as outplacement for all employee levels, and job seeker services for individual clients. In addition to her outstanding success rate in helping clients achieve their career goals, Mauri is a frequent speaker at conferences, job fairs, and career panels. She has served as Adjunct Advisor of Career Services at the Haas School of Business, University of California, Berkeley where she received her MBA and delivered seminars at other universities (Tulane, Mills, San Francisco State, others), nonprofits, and businesses.  Mauri’s motivational style uses techniques that combine old fashioned interpersonal relationship building skills with the latest technological tools.  Career Insiders has been certified by the City and County of San Francisco as a woman-owned business.


How you recruit is a reflection of your brand

InterviewMost of my posts are directed at arming job seekers with the ammunition needed to conduct a successful search. This time, I set aim at the other side of the table. I hear the same complaints repeatedly from clients about how they were treated during the recruitment process.  So, to those in charge of recruiting for your organizations, here are some recommendations.


According to Dr. B Lynn Ware, President/CEO at Integral Talent Systems, organizations should do more to develop and hone their employment brands and then ensure that every touch point with targeted candidates consistently reflects that brand. Much attention is focused on the marketing of programs and services while employment branding and its execution are an afterthought. As a result, candidates may have misperceptions about what it is like to work there.


Read the entire resume.  You asked for it, so read it carefully.  With so many resumes to review, most recruiters are looking for a way to make that pile smaller and use the average 6-second scan to find a reason to reject. You could be eliminating some of the best candidates. The extra time up front is much shorter and less expensive than making a mistake.

In screening a resume, recruiters should focus on identifying the candidate’s achievements, whether for work or a side project, and should learn to read between the lines, watching for these factors.

Overselling:  In reading through her job descriptions, the candidate may look like she’s the greatest thing since sliced bread.  However, practically speaking, could all of the stated achievements been made in the specified timeframe?

Ambiguity:  Because only so much information can fit onto a resume, oftentimes responsibilities are described very generally. Recruiters should make sure they can ascertain the activities executed by this candidate specifically. It’s rare that an organization will be hiring the entire team at once.

Depth of Experience:  How long has the applicant been engaged in the pertinent experience?  How much a part of her role was it?  She may be able to truthfully say she has the knowledge, but is it strong enough?  Look for length and level of her participation.

Having said this, candidates need to be able to convey their achievements on “paper” articulately, based on educating themselves as to how their resume will be reviewed.

Annoying recruiting procedures

Lengthy application forms have got to go. Some go on for pages, and each must be completed before continuing to the next. There is no way to look ahead to see what more will be required. Who wants to fill them out? No one. Who wants to read them? No one. Fortunately, some smaller organizations are opting for a much simpler route with a simple upload of a resume or social media profile. Why insist on entering every job’s details when they’re already on the resume? There’s no reason to ask for all the candidate’s personal information unless and until she’s seriously being considered.

Make your entire process comfortable for candidates and as streamlined as possible. Treat them like guests in your home when they come in to interview, and provide clear feedback and status quickly. Lack of clear and timely communication is probably the #1 complaint of candidates.
Hi I’m Mauri, President/CEO of Career Insiders, a career management and talent acquisition consulting firm. I speak frequently at conferences, job fairs, and career panels.  Recently Career Insiders has increased its Talent Acquisition line of business and has successfully placed a VP Marketing at a rapidly growing company, and have another one on the way. Our recruiting focus is on executives in sales/marketing, finance, corporate legal, and HR.