When you’re working to find a new job, you have to manage a lot of moving parts to apply quickly enough for jobs you’re interested in and submit everything the hiring managers are looking for. Our team uses Trello to manage our development and content projects; I got to thinking that a Trello board could be a good resource to improve the productivity and reduce stress related to the job search process. So I created a public Trello board as a template to help manage each area of the active job search. If you want access to edit, please let me know in the comments! Or let me know what else you’d add or change.
If you haven’t used Trello before, here are a few terms you’ll want to know:
- Board – When you click the link and open the full view, this is a board
- List – The list is the grouping of each set of items
- Card – A card is created within a list, and lists can have multiple cards (you can duplicate these or move them from one list to another as you progress through your work)
- Checklist – Create a checklist within a card to add “to-do” items and check them off
- Label – You can color-coordinate and name labels that you apply to cards so you can quickly and visually keep things organized, along with filtering to just look at certain labels
- Archive – When you are done with a list, or a whole board, you can archive it so that it no longer displays in the active window
Parts of the Job Search Process Tracker Board
I created a basic set of lists and cards to show an example of how the job search process might be tracked from beginning to end during a particular period of time. Not only can this keep you organized, but also provide a date/timestamp of when you complete each task or when you need to be present for each interview.
The first list provides a basic introduction to the board. From there, the lists focus on the various materials you create for a specific job advertisement and the stages you need to manage to apply, interview, and accept a job.
For this list, I recommend creating a card for each job opportunity you want to apply for. I list company name and job title on the card, and then provide additional details inside it. You need to tailor each resume, cover letter, and portfolio materials to each job ad/opportunity, so this provides a good place for you to attach or link to the version of the resume/other materials you’ve created for each one. I also include a checklist, so you can document the essential process of creating and editing the resume and other materials. You can also use the comments to jot down questions for the recruiter/account manager,remind yourself to research a segment of the company, or other items.
Drag a card to this list or use the “Move” button within the card as you move from creating the materials to actually submitting them. It’s a good idea to use the comments to capture how you’re submitting the materials (for example, an applicant tracking system online, or handing over a paper copy of a resume to the named recruiter). I’d also consider using the due date feature to capture when the job ad will come down, so that you know for sure you have to submit by then.
When you move cards into this list, it means you’ve gotten that interview. Fabulous! Now you need to capture the interview date, time, and location. Insert directions to an onsite location or a link to your calendar that shows the conference line and web video details. Create your list of questions for the company so you’re showing up prepared and motivated. List all the individuals you’ll be talking to, and during or after the interview, put the feedback and questions into your comments sections.
Use this list when you’re putting together materials to bring along or send to an interview. If you’re traveling to an onsite company location, you’ll likely want to print a copy of your resume for each person you’re meeting with. If you need to update your portfolio items, you’ll want to wrap up the details of that package before sending.
This list helps you determine when and if you want to follow up with certain recruiters and companies. If you get an interview, you should discuss when you plan to follow up and when they plan to let you know if you’re still in the running. When you submit a job application with a cover letter, you should be listing when you plan to follow up if you haven’t heard more about the opportunity. In this list, you can keep track of those positions in which you need to follow up and when you’ll do it.
Send Thank You
You should always send a thank you after an interview, so you can move a card into this list to make sure you capture each thank you to send.
If a job requisition goes away, or it’s already been a month and you can’t connect with anyone, or you’re not extended an interview or offer, you might toss the card into the “Deadpool,” meaning the opportunity just didn’t go anywhere. You could also choose to just archive the card if you don’t think you’d be interested in the job or company if another opportunity arose.
Done – [When]
This list is similar to the Deadpool list, so you might just want one or the other. The idea here is that you could put all cards that you’re done working into a specific list organized how you want it, for example, by listing the month and year in which you’re done with these opportunities.
Visit the Job Search Process Tracker by CareerManager
Here it is: