Throughout our career services guide, we discussed many aspects of your job search, from CV optimisation to handling job rejection. One theme has been ever-present: the importance of tracking your job applications.
In this guide, we want to show you what your tracking system could look like, how to keep it organised, and the tools available to help you.
Let's repeat it: Why tracking job applications is important
An employer or job agency will receive over a hundred applications for every online job posted. We see this every day on our job board. However, every job only requires one successful candidate, so as an individual, your success rate is relatively low. What that means is that you need to apply for more jobs to receive an opportunity.
You will likely spend a lot of time applying for various roles to ensure you find your dream job, so it makes sense to be organised. You need a job application tracking system.
What does a basic job application tracking system look like?
At its root, a job application tracking system is a list of jobs you have applied for. It should show you where and which job you applied for and other vital details about your communications or research. Everything you need to remind yourself of if you get offered an interview.
It also needs to go deeper than just examining your search as individual job applications. It needs to be viewed as a holistic approach to job search. By taking this stance, you can quickly spot patterns or problems. For example, if you aren't getting interviews yet and have applied for many jobs, it's time to relook at your application tools. If you aren't getting past the interview stage but have had several, you need to revisit your interview approach.
Tools to help you track job applications
A binder and notebook are the most simple forms of job application organisation. If you do not have regular internet access, then start here. Organise your binder by application and use your notebook to track correspondence, outline your research and create a contact list.
If you have regular internet access, you can use a digital project management tool to help you. And there are lots to choose from. Let's take a look!
4 project management software apps you can use for your job search
Here are four of our favourites.
1. Notion
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You can choose either a free or a paid account. If you use Notion for free, you will be limited to the templates you can choose.
Once you set up your workspace, add a new page from the available templates. There are quite a few to choose from, but we think that Notion's free job application tracker is all you need. It's also easily customisable.
Due to the level of customisation available with Notion, you can essentially build a bespoke job search system. No more reaching for secondary tools. You can add images, screenshots, links and audio to each job card. The only issue we have found is that you need to manually set notification triggers, which can be an issue for time-based tasks.
2. Trello
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Our second choice is Trello. Again, it is free but has limited features. It also sends you email notifications when tasks have due dates.
Setting up your workspace is easy. You create a project and then delegate task cards. These have limited writing space, but you could add screenshots or photos that might help your job search. Otherwise, it's a simple system for tracking applications.
3. Asana
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You can also use Asana for free with limited features. It's powerful and quick to set up. They have a calendar email notifications feature to help you keep track of tasks. Simply create a job application project, and away you go.
4. Monday.com
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There is also a free option for Monday.com, which is very limited by comparison to the paid version, but it can give you an overview of an application's progress. Set up a new project and your goals, and add tasks underneath.
What about a spreadsheet?
We get asked this a lot. A spreadsheet will be great for tracking basic information, but you will need a secondary tool, like a notebook or a text file, to keep detailed research.
So, it is possible to track your job search with a spreadsheet. If that system feels right for you, please go ahead.
What about a notebook?
Yes, a notebook is a perfectly reasonable tool for your job search. If you find you prefer this to an online tool, then by all means, use one. Organise your notebook into sections to find what you need quickly and easily.
How to keep your job application tracking system organised
Let's talk about organisation. When considering which tool to use, you will need to understand what you want to track and why.
Here's a handy list of the things we suggest you track:
Your goals and tasks - What do you want to achieve as career goals, and how will you reach them?
Industry research - What important information do you need to keep track of as industry research?
Job and company research - What jobs and companies have you been looking at?
Job applications - Which jobs have you applied for? How did you update your CV, cover letter and portfolio for each role? And what is the progress of each application?
Interviews, follow-up and negotiations - Which applications have resulted in interviews? Have you entered any job negotiations? What follow-up have you sent and received?
Contacts - Who are your valuable contacts during your job search?
How to keep your job application tracker up to date
As with any system, your job application tracker must be updated regularly. To do this, you need to remain motivated. That's why we mentioned creating a system that keeps track of your constantly evolving goals and job search tasks.
Creating time and space for your job search and a routine is always helpful. Using tools that automate notifications is also beneficial. They shape your mindset and commitment to your search.
If we were to suggest how much time you dedicate to your search, we'd say at least 30 minutes every other day. During this time, you can complete simple tasks, respond to communications, and carry out research. When you get an interview, you should spend a little longer on preparations.
Job applications: Now it's time to set up your tracking system
Now that we have discussed what you could use to track your job applications and why, it's time for you to take the next step. Choose your tools and get started.
Good luck.
If you need further help, check out our Career Services guide.