In the last two weeks, I’ve been asked several times by students for a copy of a job posting that they saw and had applied to through Nittany Lion Career Network.(NLCN). Luckily, as staff, I have the administrative capability to retrieve that information.
But their requests underscore how important it is for you, the applicant, to be well organized and to keep track of any job or internship you apply to or anyone you contact in connection with your search.
Your tracking method can be done in whatever way makes you comfortable–on a spreadsheet, through your iPad, or just in a notebook, where you devote one page to each company or contact.
Be sure to record:
- the company’s or person’s basic contact information (address, phone, email, website)
- a copy of the job posting and where you found it (which website or other resource such as an emailed referral).
[Within the NLCN system, you can use “Save as Favorite” and the “Activity Summary” buttons to help keep track of postings and your applications sent through the system.] - what action you took (applied on-line, sent resume and cover letter, just inquired, etc.)
- the date you applied or wrote, and to whom
- a copy of any other relevant correspondence (your cover letter to them and/ or their response)
- next steps–what will you do next?
Having all this information easily retrievable will make it easy for you to follow-up with that employer or networking contact, which is a critical part of the search process. Don’t assume you will automatically get a response to your application. “Not hearing from them” does not necessarily mean the company is not interested in you.There can be lots of delays in the hiring process and lots or reasons you may not be contacted until a certain amount of time has passed.
Therefore it is recommended that you take the initiative to follow-up on your applications. Generally it is appropriate to contact an employer after about 2 weeks have passed. If you phone them, you can engage in a two-way conversation (better than a one-sided email) where you can ask to make sure your information/letter/ resume was received. You can find out if they have begun interviewing and if you can make an appointment for an interview. If things have not progressed that far, you can ask when you might expect to hear, or if you may call again after a certain point (perhaps another 2 weeks). This is also a chance to ask if they need any further information such as a transcript or your reference list.
By making this effort in following-up, you also demonstrate and reinforce your interest in this company and their position. And in addition, you won’t be just waiting by the phone, wondering what your status is.