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Samantha Greenfield

Organizing your job contacts


I know from personal experience what a pain in the neck it can be to keep up with all the details of your job contacts.

It seems every job posting has a different application method, website, user name/password, fax number; some give you a company name, some don't. It can be overwhelming if you do not stay organized. After applying to so many jobs, it is hard to remember if you applied a week ago or three weeks ago.

Having a way to organize all this information in one place will help you stay on track, check your application status and schedule appropriate follow ups.

Consider a spiral notebook, or even better, a spreadsheet that is broken down into the following categories:

  • Date applied
  • Job description/number/title
  • Company name
  • Name of contact
  • E-mail or physical address
  • Method of contact (e-mail/phone/in person)
  • Phone number
  • Method of application (e-mail/online application/paper application/other)
  • Website user name/password
  • Follow up date

Revisit your list often to make sure you are following up on the applications that you are sending out, and don't forget to cross out job listings when you learn that they have been filled or that you are no longer being considered for the position. This will help you focus your energy on active job leads, and not waste your time with positions that are no longer available.

Caution: Don't be too quick to take a job listing out of the running. Sometimes employers take weeks to get back to potential candidates, so allow a few weeks and several attempts to contact them before crossing it off your list.

I have an Excel template that I have created for your use. If you would like me to e-mail you my job tracking spreadsheet, drop me a line (samantha.Greenfield@vec.virginia.gov) or call 540-722-3415.

Workshop reminder:

Tuesday Sept 14 @ 8:30 a.m. - Job Networking Club - free and open to everyone!
Tuesday Sept 14 @ 9:30 a.m. - Mastering the Electronic Job Search
Thursday Sept 16 @ 1:30 p.m. - Marketing Yourself in a Highly Competitive Job Market
Friday Sept 17 @ 9 a.m. - Orientation session to learn more about the Workforce Investment Act, which covers funding for training for career switchers. For additional info on this program, contact Donna Holloway (donna.Holloway@vec.virginia.gov or 540-722-3415



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