With the job market becoming more competitive than ever, most job seekers apply to multiple positions at once. While job applicants should cast a wide net, doing so can get overwhelming — especially if applicants want to stand out from other searchers.
Keeping track of where one has applied, following up and avoiding mistakes like applying to the same role twice can feel like a full-time job on its own. Knowing how to keep track of job applications makes the process smoother.
Explore nine practical tips that help individuals stay on top of their applications and progress.
1. Create a Job Application Tracker
The best place to start tracking job applications involves creating a dedicated tracker. A job tracker spreadsheet helps applicants stay on top of where they’ve applied, the next steps they should take and when they should follow up. Thanks to technology, applicants have numerous platforms to choose from.
Many people opt for Google Sheets or Microsoft Excel for optimal accessibility and customizability. Google Docs can also work. Some applicants may also choose phone or desktop apps, whereas others prefer the old-school method of keeping a notebook.
On the decided platform, applicants can set up their tracker to include basics like:
- Company name: This helps a candidate remember where they have applied.
- Job title: Recording the title helps keep track of the specific role.
- Date applied: The column helps determine when applicants can follow up.
- Status: Think of a Kanban system, like “Applied,” “Interview Scheduled” and “Waiting for Response,” for example.
- Contact information: Add the name and email of the recruiter, hiring manager or company.
- Follow-up date: Set a reminder to check back after submitting.
- Notes: A note column allows one to jot down anything important about the specific application.
Applicants may further customize the columns by adding a priority level, links, salary information or even a color-coded system — anything to keep things organized. To make a job application spreadsheet work, one must keep it updated with each application, interview and follow-up.
2. Use Job Search Tools and Apps
Some applicants may not want to start with a blank spreadsheet or document. In this case, the best way to track job applications requires opting for job search tools and apps. Be it for their phones, desktops or both, options include:
- Huntr: Built specifically for job applications, Huntr offers visual progress updates and reminders for follow-ups. It even allows users to save job postings directly from their browser so they do not lose track.
- LinkedIn: This popular networking platform also has job-finding features. Users can save jobs, set alerts and keep all their applications in one place. LinkedIn also has an “Easy Apply” feature to streamline applications further.
- Notion: This highly customizable platform allows users to choose from premade templates or create pages from scratch. They can include the job’s information and add links to the job post itself and any follow-up communications.
- Trello: The Trello platform uses a Kanban approach but is more interactive than a spreadsheet. It uses cards on which applicants can add information about each job application. Applicants may also find moving a card from “Applied” to “Interviewing” visually satisfying.
These tools and apps can help make the job application and tracking process less overwhelming — and perhaps even a little enjoyable.
Also, most tools are free or offer trial periods, so users can test a few to see what feels natural or easy for their workflow. We recommend sticking to one platform to keep everything in one place and organized.
3. Save Job Descriptions
Saving a job description might seem like a small detail, but this huge time-saver could make one’s search more efficient. How? Job descriptions can disappear fast, and companies may take them down for many reasons. Keeping a copy ensures applicants:
- Know exactly what they applied for.
- Have all the details ready when preparing for an interview.
- Can reference the responsibilities and qualifications when tailoring their resumes or writing follow-up emails.
Applicants can take different approaches to save job descriptions. For example, they can:
- Save a digital copy: Screenshots or PDFs of job postings ensure details remain preserved exactly as posted.
- Document the job in a tracker: Storing text in trackers keeps everything centralized for easy access.
- Upload descriptions to cloud storage: Google Drive, Dropbox or OneDrive can organize job descriptions into folders based on company or application date.
- Bookmark tabs: Browser bookmarks can save job links. However, applicants must combine bookmarking with other methods to ensure nothing gets lost.
4. Categorize Applications by Priority
Categorizing job applications by priority helps applicants stay focused on the roles that matter most and allocate their time and energy more efficiently. Some jobs could be individuals’ dream roles, while others may be solid backups or good options to explore.
To help categorize job applications, applicants can ask themselves the following questions:
- Is this a dream job or not?
- Does this role excite me or align with my career goals?
- Are the location and salary deal-breakers?
- Does this role have growth potential?
- Is the application straightforward, or does it require multiple steps?
Applicants can then categorize their applications into top, mid and low priority. For each group, applicants can take a different approach:
- Top priority: Applicants can spend extra time researching the company and personalizing their application. They must follow up promptly after applying and stay on top of communication. Top-priority applications may require more energy during interview prep.
- Mid priority: Applicants should customize their resumes and cover letters but can streamline the process with templates if they choose. They can follow up if they feel a genuine interest in the position.
- Low priority: Applicants can use a general resume and cover letter. They can apply quickly without worrying about extensive follow-ups unless something changes.
5. Customize Folders for Applications
Although a customized folder system may take time to set up, it pays off in peace of mind and efficiency. Folders give applicants instant access to everything they need per application — from the job’s description to the customized resume and cover letter — in seconds. Having all relevant documents in one place helps them prepare for interviews or follow-ups.
Platforms such as Google Drive, OneDrive and Dropbox make excellent options. Otherwise, individuals can use their computers. These techniques offer a good starting point:
- Create a master folder: Start with one main folder with an easy-to-remember name. Some examples could include “Job Applications 2024,” “Career Hunt” or “Dream Job Tracker.”
- Add subfolders: To keep things clean and logical, organize the master folder with subfolders by category. Applicants can categorize applications by company name, priority or job title.
- Label documents: Applicants must give each file a descriptive name. A clearly labeled document could look something like “Resume Sarah Williams Marketing Manager” or “Job Description [Company Name] Software Developer.”
Applicants should also ensure all positions in the master folder exist in their tracking document.
6. Develop an Email System
Job-related communications often occur via email — whether applicants fill out an application on a job search site or the company’s website. A well-organized email system will help keep things tidy and make applicants feel more prepared and in control of their job search.
Candidates won’t waste time hunting for details, miss important updates or accidentally overlook a reply. Instead, they stay on top of everything and come across as polished professionals.
Applicants can develop an email system to help track their job applications by:
- Using a dedicated email: Having a dedicated email address for job applications helps keep applicants’ personal or work inboxes clean and focused. The address must be professional, like “firstname.lastname@gmail.com.”
- Using folders or labels: Most email platforms, such as Gmail, Outlook and Yahoo, allow users to organize emails into folders or apply labels. Some examples include “Applications Sent,” “Interview Invites,” “Follow-Ups” and “Rejections.”
- Using filters or rules: Applicants can automate the organization of their Gmail or Outlook account through filters or rules. These features can automatically sort incoming emails into the right folder or label.
- Using flags or stars: Flag or star emails that require immediate attention. For example, Outlook users can use a red flag for urgent tasks, such as interview invites, and a yellow flag for other tasks, such as pending follow-ups. Gmail users can “star” important emails or flag them as important.
- Using templates: Most platforms allow users to save drafts or templates for easy reuse. Applicants can save time by creating email templates for common scenarios, such as following up after applying or sending a thank-you note after interviews.
7. Track Networking Efforts
Finding a job can take place online and offline — networking can help individuals find offline opportunities. Just as applicants organize their online job applications, they should also track their networking efforts. This involves more than collecting names. Networking can open doors one didn’t even know existed, but candidates may lose track of conversations and connections if they do not prioritize organization.
For all networking efforts, applicants can create a log or hub. Applicants can use spreadsheets, networking apps or a simple notebook or journal to log their networks. The information they will log may include:
- The person’s name and their role.
- Where they work and any notable company details.
- Contact details such as email, LinkedIn profile and phone number.
- When and where the connection was made.
- Key points from the conversation to jog one’s memory later.
- Follow-up actions, like sending a thank-you note or scheduling a coffee chat.
Individuals can take this opportunity to use LinkedIn. To stay connected and build a stronger relationship, applicants could send a personalized LinkedIn invite and start engaging regularly with the person’s posts.
8. Set Reminders for Follow-Ups
Take the guesswork out of follow-ups and set up a structured reminder system. Doing so can make an applicant’s job search less stressful and more efficient — plus, they’ll look more organized and polished to potential employers. Sending reminders builds and maintains momentum during a job hunt. Additionally, a well-timed follow-up keeps applicants in the conversation without being pushy.
Applicants can choose from various tools to set their reminders:
- Calendar apps: Use Google Calendar or any other calendar app to schedule follow-up reminders. Add short yet descriptive descriptions of the reminders.
- Task manager tools: Tools like Trello, Notion or Asana allow users to create boards or lists for tracking follow-ups. Remember to add deadlines and prioritize tasks.
- CRM tools: For tech fans, consider using a customer relationship management (CRM) app. These tools can track multiple contacts and actions.
- Notebook or journal: Some applicants may prefer a simpler route and opt for a physical journal or notebook. They can dedicate a section to follow-ups and review it regularly.
When candidates follow up depends on the situation:
- After applying: Applicants can follow up between seven and 10 days after submitting an application — if they haven’t heard back.
- After an interview: Individuals can send a thank-you email within 24 hours. If necessary, they can follow up one to two weeks later.
- Networking connections: Applicants can follow up between three and five days after meeting someone to stay fresh in their memory.
Always note the specific follow-up time frame if given. For instance, if the job description says, “Check back in two weeks,” respect that timeline. Also, remember that follow-ups don’t need to be lengthy — candidates should just be polite, professional and to the point.
9. Review and Update Regularly
Candidates should review and update their processes regularly to keep each cog in the job tracking machine working. This process helps applicants feel in control and makes their efforts more effective. It also provides applicants with the confidence that they’re moving closer to their next opportunity each day.
Applicants can take these steps:
- Set a schedule: Applicants can decide how often they’ll review and update their system — daily, weekly or monthly. They can make quick status updates on the spreadsheet and conduct big-picture evaluations of effective and ineffective methods.
- Review key elements: Some elements one can review and update include the job application tracker, follow-up reminder settings, networking log and even job search apps or tools.
- Evaluate progress: Reflect on whether certain roles yield better responses, follow-up strategies continue paying off and networking efforts could be more targeted. Adjust when necessary.
- Update materials and tools: Throughout this process, applicants may also need to update materials such as their resumes or portfolios. They should keep everything polished and current. Candidates can also add or remove categories to better reflect the job.
- Refresh strategy: Sometimes, a strategy reboot can make a world of difference. Applicants hitting dead ends may need to expand their job search into different industries or roles. They may also seek feedback from mentors or peers on their resumes, cover letters or interview performance.
This process doesn’t have to be perfect — applicants can take small steps toward process improvement.
Find Your Role at Danaher
Keeping track of job applications might feel like just another task, but it holds the secret to staying organized and confident in your job search. Knowing how to organize job applications can help you keep your focus on landing your dream role.
If your dream role involves innovation, consider a career at Danaher. With us, you’ll find more than a place to work. You’ll find a place to make a real impact. Danaher remains devoted to improving human health — from making breakthroughs in life sciences to pioneering diagnostic solutions that save lives — while helping you grow your career.
Why wait? Explore opportunities at Danaher today, and take the first step toward a future where your work truly makes a difference.
