When you’re looking for a new job, you probably have a lot of different events and priorities going on. You’re following up with employers, filling out applications, going to interviews, cold contacting, networking, and in between all of this – fulfilling family obligations who think you may have “free time” to help with any variety of situations.
How do you manage all of this? Getting organized: you will be in better control of your time, resources, and energy.
1. Create an email address just for job search. This will allow you to properly follow up with employers, and you won’t miss a message because it was buried under junk mail. Get into the habit of even checking your Spam folder, because sometimes employer contacts get accidentally mistakenly filtered through there.
- You can register for a free email account from many sources including MSN/Live accounts, Yahoo, or Google. Google is the most dominant but there is heavier advertising in your inbox with these accounts as opposed to Live or Yahoo. Find one you are comfortable with and choose a professional username such as “firstname.lastname@example.org.”
- If your name isn’t available, avoid using the year you were born or zip code. This could provide either too much personal information or be an easy indicator for age. If your original username option isn’t available, add in parts of your middle name or include your target industry/job title, such as “JohnTSmith@youremail.com” or “Erin_SalesRep@youremail.com.”
2. Schedule your day. This will help you keep a balance of personal and professional activities. Treat job searching like a full time job, and put in around 8 hours a day towards your search. This can include working on your resume, meeting with a career advisor, networking, filling out applications, following up, and researching employers. Remember to keep a balance: if you start working 12 or 13 hours a day towards your job search, you could get stressed out and may not get at least 6 hours of sleep which is required for better cognitive functioning. Getting a good night’s rest and visiting with friends or family can re-energize you and may improve your efforts and contacts with employers throughout the rest of the week.
Below is a sample schedule to visualize the balance of professional and personal activities. Note that the weekends are slim, with Sunday excluded. If you treat your job search like a full time job, you can keep bigger activities for later in the week, and enjoy your weekends. Just don’t forget to check your email in case an employer responds to you and requests a follow up.
|Follow-up meeting with XYZ Builders: 10AM||Coffee with Jen: 9AM||Application and Resume to ABC Co.||Review ACME Corp research.||Application and Resume to Retail Co.||Follow up via email with employers|
|Resume Critique at Job Center: 1PM||Networking Club: 10-11:30AM||Phone call with referral contact.||Interview at ACME Corp: 1-?||Research employers. 1-4PM||FREE|
|Research employers. 1:30-3:30PM||Work on cover letters for ABC Co. and Retail Co.||Babysit nephew: 5-9PM.||Send thank you emails.||Dinner with Greg and Lori: 8PM||FREE|
- Google calendars, Microsoft Outlook or Excel, a day planner, an app on your smartphone, or a regular calendar can all be useful tools for organizing your daily schedule. Using a calendar that is connected to your email account has many benefits that make scheduling much easier: if you have travel plans, Google can sync your inbox content with your calendar and search features. Whichever one you choose, stick with it.
- For the schedule to work well you need to consistently use it. This will eventually allow you to chart your progress and you can see how much you accomplished over the past weeks. Use this as an evaluation tool. If you notice you haven’t gotten an interview call, see if you can modify your resume or have someone review your application materials to see how you can improve the contact efforts.
3. Storage: save emails or hard copies for later reference. When you apply to a job, save the job description and announcement. When you have an interview with the company, these materials will be useful to review. Also, if you find yourself applying to multiple jobs and an employer calls you, you want to know the company and job you applied for immediately to make a positive impression.
- Hard Copies: When saving hard copies, organize job announcements by company. If you are targeting different jobs, you can create separate folders based on occupation. Alphabetizing is quick for an easy reference. Using file folders or accordion folders can make storing the documents more convenient. If you customized a resume or cover letter specifically to that job, it may not hurt to place copies of those materials in the folder as well. When you’re called in for an interview, you can review your contact with the company up until that point, and make copies of your customized resume to provide at the interview.The main goal is to not have cluttered piles of papers at your work station. if you have a desk with your laptop or PC on it, it may be easier to focus if your desk is clear and you can reference your other materials when needed. Seeing all the piles or your desk may get your materials disorganized, and could potentially add to any stress which would not be optimal when filling out your next application.
- Electronic files: When using your professional email account, you can save your contacts and messages to folders within your inbox. Right-clicking on your inbox or seeing a “+” sign by your folders can lead you to an option similar to “Create New…” Under this option, you can select “Folder,” and within each folder, you can make sub-folders.
For example, in the picture below, you will see folders with sub-folders, organized by Job and Company.
Keep in mind, these directions will be slightly different from provider to provider. If you have any difficulty, consult your email providers FAQs or Help options. Typing a question into a Google search can also refer you to helpful forums where experienced users help others resolve issues and provide tips.
Creating a separate email, scheduling your days for professional and personal activities, and organizing your storage system for employer contacts will make your job search more efficient. When you have balance in your schedule, you perform at your best. When you are in work mode, your job search email account and organized contact system will optimize your time spent on job search activities. You won’t need to hunt around for a particular file or resume, because the email won’t be buried under unrelated forwarded messages, nor will you have to search through piles on your desk and add on any stress. If you have any questions on these tips, feel free to message me or comment below.
If you have more organizational tips that have helped you in your search, please share!