When you are applying for many jobs at once, it is easy to lose track. A shortlisting call comes in for a post you applied for six weeks ago, and you cannot remember the requirements, which CV you sent or even which department it was. A simple tracking system solves this, and it also shows you what is working.
What to record for every application
- Post title and reference number.
- Employer and, for government posts, the department and office.
- Where you found it, with a link or saved copy of the advert. Adverts disappear after the closing date, and you will want them for interview preparation.
- Date applied and closing date.
- What you sent — which version of your CV and any cover letter.
- Status — saved, applied, interview, offer, unsuccessful.
- Notes — contact person, interview date, questions asked.
Choose a system you will actually use
- A notebook works if you keep it with you.
- A spreadsheet with a row per application and a column for each item above is easy to sort and filter.
- An online tracker, such as the free application tracker on this site, saves jobs straight from their listings and keeps the advert, your documents and the status together. Signed-in users can find it under Tracker.
Use the stages
Thinking of each application as moving through stages — saved → applied → interview → offer — helps you see where effort is needed. Lots of saved jobs but few applications means it is time to apply. Lots of applications but no interviews suggests your CV or your choice of posts needs work. Interviews without offers point to interview preparation.
Follow up at the right time
Your tracker tells you when it is reasonable to follow up — for example after the decision date given at an interview — and when an application has probably been unsuccessful. For public service posts, many adverts state that you should assume you were unsuccessful if you have not heard within three months of the closing date.
Prepare faster for interviews
When an invitation arrives, everything you need is in one place: the advert with its requirements and competencies, and the exact CV you sent. That leaves you free to focus on preparing your answers — see competency-based interviews.
Learn from the numbers
After a month or two, review your tracker. Which kinds of posts lead to interviews? Which never respond? Adjust where you apply and how you tailor your CV based on what the record shows.