How to track your job search | old vs new methods in 2024

Before the development of digital tools and platforms, a variety of manual and analog procedures were often employed for tracking job searches. Here are a few of the main conventional techniques:

- Keep a journal or notebook:

Recording information on job applications, such as firm names, positions sought, application dates, follow-up dates, and interview schedules, in a special notebook or diary.

- Spreadsheet:

To build a table with columns for job application details including firm name, job title, application date, contact information, application status, and follow-up dates, use a paper-based spreadsheet. 

- Physical Calendar:

Dates for interviews, application deadlines, and follow-up reminders should all be noted on a physical calendar when conducting a job search.

- Folder System:

Maintaining physical folders for each job application containing copies of the resume, cover letter, job description, and any correspondence with the employer.

- Index Cards:

Writing down job application details on index cards and organizing them in a box or file. Each card could include the company name, position, date applied, and contact information, with follow-up notes added as needed.

- Bulletin Board:

Using a bulletin board to pin up job leads, application details, and reminders for follow-ups. This visual method can help keep the job search organized and in plain sight.

- Phone/Address Book:

Recording contact information of hiring managers, recruiters, and professional connections in a physical phone or address book for easy reference.

- Mail Tracking:

Keeping track of job applications sent by mail, including dates of dispatch and receipt confirmations, using a mail log or by retaining copies of sent applications and cover letters.

- Events for Networking:

Getting information about job openings and establishing contacts by going to industry conferences, job fairs, and in-person networking events. Organizing notes and business cards from these gatherings so you can refer to them later.

- Newspaper and Classified Ads:

Regularly checking newspaper job listings and classified ads, clipping and saving relevant job postings for reference and application.

These traditional methods, while effective, often require significant time and effort to manage compared to modern digital tools, which offer more convenience, automation, and efficiency in tracking job applications and related activities.

Job tracking is part of the project management processes within field service operations. It’s what you follow to keep an eye on the pipeline of jobs and their statuses. This allows your entire team to identify potential obstacles and delays and ensures jobs are completed within SLAs and budgets.

In fact, leading field service businesses use job tracking software to monitor job progress in real-time so that you can visibly see on one platform how the entire business is performing – instantly!

Let’s delve a little more into how this benefits field services businesses.

Enhancing efficiency: 

Top benefits of real-time job tracking

The biggest benefit of moving from manual job tracking to a digital solution is the power of real-time data. Field teams can literally update jobs in seconds so the entire business has a live view of job statuses and can take action if needed (like ordering parts or spotting trends and minimising bottlenecks). But, there’s more. Real-time job tracking also provides:

Improved comms and collaboration:

Naturally, with better visibility comes better communication. With the entire business on the same page, teams can work more closely together to solve challenges, get invoices issued, and resolve customer queries.

More efficient planning: 

Better communication means things are less likely to slip through the cracks. For example, you can be more “on it” with monitoring stock needed, prepare back-up during staff absences, or reconfigure job schedules if jobs overrun.

Delivery on customer expectations: 

You can then alert customers quickly if this is likely to  impact jobs. But beyond this, job tracking software allows you to alert customers automatically of an engineer’s ETA and even allows you to track the engineer’s vehicle live so they can see when they are nearby.

- Check in weekly:

Compiling a list of all the jobs you’ve applied to and the information associated with those applications is great, but part of the reason for doing this is to check back in on these opportunities. Weekly check-ins help you establish a schedule for when you should follow up with your job, how many positions you’ve applied for, and how well your search is going overall.Establishing a routine for reviewing your application spreadsheet or document at the end of the week improves your chances of getting the position because you’ll be on top of deadlines and dates of when you applied.

- Avoid applying too much:

Applying to every job that even slightly relates to your experience could be tempting, but doing so could make it more difficult for you to get the job you desire. It generates an abundance of businesses and positions for which you have applied, which may cause a great deal of confusion.Furthermore, applying to too many jobs at once can wear you out quickly. Being mentally exhausted is something you want to avoid at all costs when looking for a new employment. Apply only for jobs where you can picture yourself thriving and where your professional ambitions align with the role. 

- Turn on job search notifications:

Many job search websites offer a helpful option to receive notifications when job listings in your field of expertise get posted to their site. Receiving email notifications about job openings with your search parameters keeps your search and organizational system current with the most up-to-date opportunities. It also takes a lot of the hassle out of logging into job search websites every day to see new postings.

- Use your calendar to follow application timelines:

Including the date when you applied in your job search organizational system is needed to create an accurate timeline of how long it’s been since you reached out.Putting this information on your calendar can also reiterate this point and keep you on top of following up with potential employers. It can also be convenient when calls for interview start rolling in, and you need to focus on scheduling.

- Include a company summary for jobs you’ve applied to:

Including a company summary for the job openings you’ve applied to can be helpful for several reasons. The primary reason is that it can be a useful reminder when an employer reaches out or asks you to come in for an interview.

Additionally, writing a summary about the companies you’ve applied to can get you more familiar with their values and goals. This can provide insight for if you even want to work with them in the first place, and if you do, it gives you an explanation for why.

- Create checklists for job applications:

Applying for a job is a process with a lot of steps. To stay on track with your applications, implement a checklist of steps that lead to either getting the job or not for each opportunity you’re going after.

After applying for a job, manage a tally of the actions that follow, such as:

• Receiving a call for an interview
• Following up
• Being informed that you didn’t receive a position
• Keeping up with what actions have been taken in the application process for each possible position makes it easier to know what opportunities are still possible and which doors have closed.