Organizing your applications

When applying for jobs, it can be challenging to remember where you applied, which application package you used and the responsibilities listed in the job posting when you have an interview coming up. Here are some organizational tips for keeping track of your applications. 

Each application’s file name should include the job title and the employer name. You may include other descriptors like the year, month or term you applied, but this is not necessary.  

Labelling your documents this way allows you to keep track of which application corresponds to each job and employer, especially if you apply to multiple jobs at the same employer.   

Moreover, this is helpful when tailoring your résumés and when you need a reminder of what you wrote in your application after being invited for an interview.  

Save your applications in folders organized in a way that is easiest for you to navigate. While everyone has their own organizational preferences, one suggestion is to create a main folder by term and year, with sub-folders for each employer you apply to. 

In addition to reminding you of what you included in your application, this also allows you to re-use or update an application for a future recruitment term or for a similar role at a different employer.  

A job posting is still useful after you apply to the job! A job posting is a useful resource when you are invited for an interview, as the responsibilities and requirements listed give you a sense of the types of questions you may be asked. For example, a role involving interaction with clients and team collaboration may indicate communication and conflict-related questions.

Job postings outside of WaterlooWorks are often taken down once the application period is over, so make it a practice to always save a copy of the job posting! 

A spreadsheet is a central tool for tracking applications and interview statuses, as well as a convenient way to hyperlink to the documents you’ve created within your folders. When organizing your spreadsheet, consider including categories like: 

• Application (hyperlink to your application documents)

• Job title (with hyperlink to saved job posting) 

• Employer 

• Date application submitted 

• Interview date and details 

• Offers (accepted/declined) 

Of course, you can use different types of categories that make the most sense for you. The purpose for this tracking process is not only to keep track of where you’ve applied, but also to monitor which jobs you are interviewing for and if you need to follow up with an employer. Additionally, if you decide to accept an offer and decline others, you can use this tracking system to know which employers are still waiting for your response.