Awhile back on Profhacker, I posted suggestions for keeping up with job postings. But it was clear from the comments that keeping up with job applications is also on many people’s minds.
We want to hear from you: how do you keep up with the status of your job applications? Do you use a spreadsheet, or some other type of software? Do you have follow-up reminders in place via a calendaring system? Let us know. We’ll combine the suggestions into a later post.
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12 Responses to Reader Input Wanted: Keeping Up with Job Applications
cliotropic - October 4, 2010 at 11:10 am
On Mac, I use OmniFocus for tracking deadlines and the particular parts of each application I need to do (or have done). In the comments field for each application, I paste the URL of the job listing followed by the full text of the listing, which minimizes the number of times I have to go back to any given jobs website.
lizgloyn - October 4, 2010 at 11:15 am
I’m afraid I’m very untechnological about it and use MS Word with bullet points, which has all the deadlines bolded; I work each application into my diary system to make sure everything gets done, but other than that I’m very, very low tech about it. I’m sure a spreadsheet would make more sense, but for some reason my brain just prefers bullet points!
phdeviate - October 4, 2010 at 11:18 am
Similar to @cliotropic, I also use OmniFocus (mac) to track deadlines, with individual tasks for each item required by the app (CV, writing sample, etc.). I also keep the URLS in OmniFocus. I also try to link any downloaded portions (instructions in PDF, etc.) to the OmniFocus task. I also do my drafting in Scrivener (also for Mac) so that the various portions are very accessible and modular. So I have the 1500 research proposal for this application and then can copy it for the 1000 word proposal required for the other application. On my hard drive, my file structure is deep, because it helps me keep things organized. I have a folder for Academic Job Search –> 2011 Market –> 2011 Job Market & 2011 Post-Doc Market –>Folders for individual schools or departments. I’m also using Interfolio, which streamlines some of the processes greatly, although some schools specifically do not accept Interfolio dossiers.
tanyaroth - October 4, 2010 at 12:12 pm
4 tiers to my process:1. Email links to all job ads to myself (and/or ad itself)2. Input basic details into a Google form I created, with link to URL, deadline, required materials.3. Then, I have a folder on my desktop for all job materials. Inside that is a folder for each deadline, and inside THAT is a folder for each institution. I put a copy of the ad in the institution’s folder for easy reference and put all of my materials in that folder.4. Interfolio: 3 of my 4 references have their letters uploaded there (my adviser wanted to write letters for each institution). I upload my materials to Interfolio to send out with the letters – unless the institution wants me to email my materials or upload them to a website. In that case, Interfolio just sends the letters for me.(And adviser has received details for deadlines/where to send all letters, which takes separate efforts to do, too.)
dwhidden - October 4, 2010 at 2:35 pm
I use a combination of Onenote and Excel. In Excel I list every school, the deadline, and the materials needed, as well as whether it is to be submitted electronically or by mail. When I find a position that I want to apply for, I either cut and paste it into Onenote or use the handy “send to Onenote” feature of IE. I then create a subnote for each institution where I place information that allows me to customize my letters — mission statements, departmental information, etc., so I can keep the posting and my research together. If I get an interview, I’ll then have a place to put additional institutional research. I haven’t tried it, but I bet if I put some thought into it, there are ways to use Onenote to import tasks into Outlook.
drnels - October 4, 2010 at 5:11 pm
I wrote an article about how I managed the job search process back in 2003. I’m not sure how much is relevant now.http://www.bedfordstmartins.com/lore-sp04/strategies/content.htm?js02Basically, I had a manila file folder for each job, and I put everything in that file. I organized files by date the application was due. I could probably go all electronic now. At the time, I was using the paper JIL. I was already in a non-tenure-track, full-time job, so I did a limited search of nineteen applications (eighteen pre-MLA, one after). It was pretty easy to manage.
angelahelen - October 4, 2010 at 5:26 pm
This is one of the few areas where I find an old-fashioned approach more efficient. At the start of each job season, I start a folder (an actual manila one) into which I place *gasp* hardcopy print outs of jobs that look interesting. The hardcopies are key, as sometimes active job announcements mysteriously disappear from listing sites. On the front of the folder, I jot a single line with the institution name, due date, and a shorthand list of requested materials (CV, rec letters, teaching statement, etc.). As I send in the required materials, I simply check off the job on the front of my folder. I also note the date sent and whether the materials were sent electronically, regular mail, or both. As other posters have suggested, I keep a set of standard application materials that I tailor to each job description and institution. Not exactly a ProfHacker high-tech solution, but I find it requires almost no wasted effort.
aeonelpis - October 4, 2010 at 11:02 pm
To track the status of applications, I use my OneNote method (reposted below, from your previous post’s comment thread) to keep an eye on my applications. If I receive a rejection or an invitation to interview, I move the school’s box into that column and then move the page with the details about the application (e.g. to “Rejections” or “Phone Interviews”) that I can organize in date order. I put the date of the interview on my calendar along with blocking out time to prepare for it.I also check the job wiki to see where my job applications are in the process, overall.To organize applications, I use this method (reposted):I use OneNote to handle all of my job materials. I have a notebook dedicated to the job search, with tabs across the top for active applications, completed applications, applications I thought I was going to submit but did not, and job information. I keep shortcuts to my general Word and PDF files (all stored in DropBox) on the job information tab, along with any and all general job-related information (e.g. links to cost-of-living calculators, negotiation tips, articles about the process, etc.).Within active applications, each application gets its own page. I group them under front pages by month (so, September is a page, followed by all applications due that month). The front page for a month has copied text boxes of the institution and due date. I can see at a glance what is due that month.Each job’s page is organized identically, based on a template. The template includes space for the little box that goes to the front page, essential institutional information, items to submit (with check-boxes), and a space for the full ad and a link to it. Lower down, I include space for courses, faculty, questions I have for them, and other pertinent information. I have found it saves me a lot of time if I don’t have to re-navigate through every institution’s website as I prepare for an interview. I give letter-writers PDF versions of the school profile, and having a consistent format helps to save them time, too.After the application is complete, I move the page to the “completed” tab, and I keep *that* front page organized by where the school is at in their process.
tishaturk - October 5, 2010 at 9:17 am
I copied all online job ads into a single MS Word document (with a note of where the listing appeared) so that I’d have everything in one place and searchable. Actual application info went in an Access database (easier to sort than a spreadsheet: I wanted to be able to search by school name, job type, due date, etc.). Fields: school name, school type (liberal arts, R1, etc), position type (generalist, comp specialist, etc), teaching load, course types, contact name, additional preferred qualifications, application requirements (letter, cv, recs, writing sample), due date, date sent, date I requested dossier be sent, writing sample, additional materials if requested (date request received + list of what I sent), date additional materials sent, interview requested (phone, MLA, campus), miscellaneous notes (including colleagues/acquaintances at the school, whether I got an offer, etc.).I kept a computer folder for applications with a subfolder for each school. There was quite a bit of redundancy, obviously, but when preparing for interviews it turned out to be very useful to have a copy of EXACTLY what I’d sent a particular search committee rather than wondering later on how I’d tweaked that letter and CV, and it’s not like .doc files take up a ton of space.I should note that while I sent out relatively few applications (about 35, compared to friends and colleauges who applied for 70 jobs or more), I was on the market in several related fields and applied to quite a wide variety of types of institutions, which affected how I organized both the database and my job search folders; people who are more focused than I was might not need all the fields and materials I did.
1233312 - October 5, 2010 at 12:17 pm
Seconding that last point about keeping exact packets, at least in word/pdf. You should also copy ads, because those can expire or get taken down, and then you might forget about any specific points in the event you had to prepare for an interview. (Those can be saved via print to PDF, copy/paste into onenote or just copied into word.)
tusker - October 5, 2010 at 1:22 pm
I’m using Bento and the template “job search” – It gives a good starting template and is easy to modify. I also use Bento to organize academic projects, conferences I’m planning, and even writing notes, so its a good fit for the job search as well.
phdeviate - October 6, 2010 at 9:07 am
I forgot when I first commented that the last post on this subject inspired me to write my own post on tools for managing job applications. Not dissimilar to what I wrote in comments, but a little more in depth.