If you’re looking for a new job, you will want to go about it in an organized fashion. Keeping track of the applications you’ve made will make it easier for you to do timely follow-ups, ensure you don’t apply for the same position more than once, and document your active job search, if requested, for Employment Insurance eligibility.

To keep track of your applications, interviews, contacts, and follow-ups in one location, you may want to check out one of the following web-based job search information managers.

JobPad

JobPad describes itself as “a virtual desktop for everything that’s job search-related.” It allows you to store all of your resumes and other career documents, search online job boards, keep track of your job applications, manage your job search contacts, monitor your social media profiles, as well as offering many other features.

JobGizmo

JobGizmo provides a central dashboard where you can store notes, information about your job applications, and copies of your resumes.

Virtual Job Coach

Virtual Job Coach is a job search and career management portal which integrates with LinkedIn and leading job boards, and includes a calendar and task list.

Jibber Jobber

Jibber Jobber is based on traditional Customer Relationship Management (CRM) software, and was developed in 2006 by IT professional Jason Alba during his own job search, when he was frustrated by the lack of useful tools for job seekers.

Fresh Transition

Fresh Transition is an online tool that helps job seekers to set goals, monitor their progress, and organize every aspect of their job search, including contacts, applications, career documents, calendar, and more. Individuals may access it through their career professional, outplacement provider, college or university career service, or government agency.

Each of these tools offers a free trial, so you can try them out and decide which one is best for you. Some offer free memberships with limited options, and many also offer a variety of paid  membership levels with enhanced features. Jibber Jobber is the only one to offer a lifetime membership, which would be ideal for someone whose work tends to be seasonal or contract-based.

If you’re out of work and cautious about spending money, keep in mind that a well-organized approach to your job search can shorten the time needed to land your next position, so your investment in an online job search organizer can end up paying for itself in the long run.

“I am ready to take a more active role in changing my career. I am not excited by my work and want to make the right change. I don’t have a resume ‘ready’ to go, so I am not applying to positions I am interested in.  I keep saying I’ll find the time but I’m not finding it. I need the guidance of a professional. I am ready to invest in myself to get a position that moves my career forward . . .” 

Does any of the above sound a little familiar to you? Many of us have great intentions when it comes to our careers, but we are so focused on moving our projects forward, that we often forget or run out of time to focus on our own career paths.

I’m excited to work with this type of client for a variety of reasons:

• he came to the conclusion he wants more out of his career;
• he tried to do it himself, and realized the benefit of working with a professional; and
• he is ready to “invest in himself”

Are you ready to get to work with a career consultant?

Typical dilemmas my clients face before engaging a career coach are:

• difficulty identifying their lack of fulfilment at work;
• not fully utilizing their talents;
• feeling like a victim of their employment situation (or lack thereof);  and/or
• blaming others for where they are today.

When you are ready to move forward, there are a number of tools we put in place to ensure your success:

Confidence
Assessing, and describing your strengths gives you the confidence you need to build your résumé and prepare yourself for the interview.

Goal and Path
Working with a coach helps you identify a road map and build momentum to attain your goals in a much shorter time period, thus saving you both time and money

Résumé
Having a tailored résumé and/or portfolio you are proud to share with employers eliminates the stress of having to quickly prepare a response to a posting with a short turn-around time.

Regardless of where you are in the spectrum, working together can help you move your ideas to the next level. Perhaps you’re having some mental roadblocks about your confidence…we can collaborate to strengthen your faith in yourself. Can’t see the forest through the trees? Together, we can set a goal and develop a path to get you where you want to be. We will tell your story through your résumé and identify areas you may have overlooked. You can benefit from working with a partner to help identify challenges, recognize opportunities, and promote career development towards your ideal work life.

So what are you waiting for? Let’s get to work!

I had the opportunity to compete for a coveted international Public Relations position within my government organization.  The position only comes available once every three years and it happened that the stars were aligned as I was due for a change at the same time as the international job came available. 

Now, the normal approach is to submit your name for consideration and just wait while the internal HR mechanism grinds away. But I knew I had to stand out in order to be in competition. 

So I put together an approach that I would describe as having three phases:

Phase 1 – Plan

Phase 2 – Influence

Phase 3 – Close 

In phase one I took stock of my situation, I researched the position, I spoke with a career coach, and I came up with my mission – Get the job by positioning myself as the best candidate. I knew there would be strong competition so I had to make sure that I had a rock solid case to put forward to the key influencers and decision makers. 

In phase two I developed a value proposition (that reflected the needs of the organization) and I supported it with specific examples from my work history as well as my future plans.  Over the course of several months I spoke with those who would have the greatest influence on the final selection decision.  It was necessary for me to demonstrate not only how but why I was the best candidate for the job – no one was going to do it for me.  I made appointments to speak with key members of my organization and went in to those meetings prepared with my mission and value proposition memorized.  As a PR professional I also developed my key messaging – one or two statements that encapsulated my position and my “value-add”. 

For phase three I developed a professional biography and a one page sheet that summarized my value proposition as well as a matrix of key strength areas supported by concrete accomplishments and examples. I knew when the selection committee was to meet so I made sure that in the week leading up to that meeting I arranged final interviews with the decision makers to once again reiterate my interest in the position and restate my qualifications.  Before I left their offices I made sure to “go for the close”, state my key messages and present my professional documents. 

In short, not only did I win the position but soon afterwards in a town hall meeting among my peers (several of whom had been in the running for the job) my approach to personal career management was publicly highlighted as “how it should be done”. 

My organization can be bureaucratic and unresponsive to personal needs, and has been accused of bending to pressures that reward negative behaviours.  My example was demonstrative of how personal intervention to support, not circumvent, our processes can assist in achieving personal career goals. 

You likely conduct considerable research before you make large purchases like a car or a home, right? You do the same when investing in stocks, bonds, and other items contained in your investment portfolio, right? You may even protect these assets with insurance. So here is a question for you:

How much have you invested in the traditional source of your income – your career?

If you haven’t spent much time thinking about your career plans, you are not alone. There are many people who are waiting for the right opportunity to present itself before they review their accomplishments, polish off their resume, practice for the interview, and update their online profile.

But you’re not like this, are you? You’re proactive. You plan for success, right?  You have invested in yourself and in your career throughout your life and you are reaping the rewards. 

Now is the time to invest in you!

Warren Buffet, the most successful investor in the world once said:

 “The most important investment you can make is in yourself.”

Investing in yourself and your career has never been more important. As the economy stumbles, jobseekers are realizing they need to compete for positions.

Years ago, people were able to fax the same resume to 100 companies and expect a couple of job offers by the end of the day. Those days have come and gone. Not only is the fax machine no longer a strategy recommended for contacting an employer, but with shrinking budgets and limited resources, companies have less time to spend in the hiring process. They want and expect the candidates to do all the work, and to identify how they meet the company’s job requirements. The company does not have the time to read between the lines of your resume and figure out what makes you an ideal candidate for their job. As a job seeker, the oneous is on you to stand out from the crowd. But how?

Where do you start?

Many job seekers wait too long before asking for help in their job search. Don’t wait until you run out of time, energy, and/or money to invest in the services you need to learn how to conduct a business savvy job search that will reduce your time on the market. Regardless of what you need to present yourself to the market -  a resume, job search guidance, a haircut, language training, an online profile…today is the day to start evaluating what you need to achieve your goals for this year, and the future. No matter how many years you have to work before you retire, there has never been a better time to invest in your greatest asset…YOU!

Let me know if I can help.

 ”Just curious since you do so many good discussions to links every day.
How do you go about posting them (without spending too much time)
Do you click in a certain place in LinkedIn or are you researching these on the internet?” 

My response was very quick and simple.

Much like my father did while I was growing up, I read the newspaper most mornings. My father held the Ottawa Citizen in his hands; I read the career section of five or six newspapers online while drinking my morning coffee. It is a great routine that works very well for me. I spend the first few moments of my day learning about the world of work, careers, and business and sharing the valuable resources I find with friends and followers.

The difference between then and now is that I can share interesting articles with my friends and followers with the simple click of a button. I have the option (using Google toolbar) to click a button to share via 1) linkedin 2) twitter 3) email 4) facebook.

It’s that simple – and it takes about as much time as it does to drink a cup of joe!

These days, people use technology for everything from meal planning to shopping for a new home, but sometimes there’s nothing like good old-fashioned paper for keeping track of important information.

There are essentially three types of paperwork you’ll need during your job search:

1.       Your Career Documents

This first category comprises your resume, cover letter, reference letters, and any other materials that may be included in your career portfolio. To ensure that you can easily produce these during an interview or other meeting, you should keep a supply with you in a three ring binder (with the documents in plastic sheet protectors to prevent damage) or a portable expanding file with enough sections to keep your documents separated. Whichever tool you choose should be in good condition and of high quality to enhance your professional image.

2.       Your Schedule and Activity Logs

Once you’ve determined how much time you can realistically commit to your job search, create a weekly schedule of activities, either in your regular calendar or a special planner for this purpose. Keeping track of the actual time you spend on each activity will allow you to see whether you are on track and to identify any problem areas.

In addition to your time, you will need to record interviews you’ve had, applications you’ve submitted, employers and recruiters you’ve contacted, and networking functions you’ve attended, and you may find it helpful to create an activity log sheet for this purpose. This information will be very useful for determining when to follow up, and it may be requested in the event you are collecting social assistance or Employment Insurance benefits.

3.       Archives  

In addition to your career documents and activity logs, you’ll likely accumulate job postings, company profiles, advertisements, business cards, job fair brochures and other printed information.

The best way to store this type of paperwork is in a portable accordion-type file. To prevent losing small items like clipped newspaper ads and business cards, tape them to a blank sheet of paper on which you can record details about where you got the information, what action you took, and when to follow up (after marking the date on your calendar, of course!).

You might choose to have a section for each type of information, or you might prefer to organize it alphabetically by employer, whatever system works better for you. In either case, take the time to label your sections so you can quickly find what you need when you receive a phone call or other response.

Job searching can be overwhelming, but when you organize your schedule, workspace, and contacts effectively, you’ll be able to stay on track and find your new job more quickly.

I look forward to returning to Maureen’s blog next month with some tips for using technology in your job search.

About the Author

Janet Barclay is a virtual assistant and former employment counsellor who has supported career professionals and other small business clients since 2003. She can be reached through her website www.organizedassistant.com.

New Year’s (2009) interview with Chris Lawrence, featuring Maureen McCann

Where do you want to go? Do you have a target? Let’s get you there faster!

image credit: christmasstockimages.com

“Hey, I heard you lost your job…how’s that going?” “So, are you working yet?”  ”What ARE you up to these days?”

If you are faced with unemployment this holiday season, chances are good you are being bombarded with annoying, often frustrating questions like these from the people around you. Being unemployed is bad enough, but having to deal with these questions can be a blow to the ego when you are already feeling a little more fragile than usual.

Here are 5 tips to get you through those awkward moments.

1. Know they mean well.

Realize what people are really asking is “How can I help?” They are, in their own way, attempting to offer you some support but just aren’t sure what to say, so it often comes out wrong.

2. Prepare them not to ask.

If you are going home for the holidays and you have the type of relationship where you are supported by your friends and family, simply tell them you’re not ready or interested in talking about your job loss. This is a great time to remind your friends and family about who you are and what you do. Educate and inform those close to you about the type of position and or company you are targeting. Your goal this holiday season can be to ensure that your closest supporters know exactly how to recognize an opportunity that is right for you!

3. Have answers to difficult questions, ready at the helm.

Chances are good, even if you’ve forewarned everyone, that Aunt Betty will arrive and unknowingly ask about your job loss; be ready with a prepared answer that is gracious and remember they mean well.

Your answer may include a list of job hunting activities you have completed in the past week – like updating your resume, researching local companies, working with a career coach, and/or conducting information interviews. It is important to make sure you finish on a positive note because it shows people who are closest to you that you are great at what you do and have a positive outlook.

If you look like a victim, or worse, someone who is bitter about job loss, even your friends and family could hesitate before connecting you to their network. That is not to say that you should keep your feelings to yourself, rather, select a few key supportive friends to share your frustrations. For the rest, have an answer ready that demonstrates what an excellent candidate you would make for the next opportunity they come across (that ideally matches your target).

4. Turn the question into a networking opportunity.

When a tough question seems hard to get out of, this is an excellent way of turning things in your favour. When you get a question like: “Are you working yet?” You can flip this question around with a prepared response: “Not yet, though I am focused on company ABC, which from my research, I understand you have connections to . . . Who do you know there, that you might be able to introduce me to?”

This response demonstrates: (a) you are focused on a particular organization; (b) you’ve done your homework researching networks and connections; and (c) you asked “who” not “if” your friend or family member would introduce you to their connection(s).

In order to perform this turn-around correctly, you must “. . . be focused and clear, not general in describing your area of expertise and job target.”-  Tanya Sinclair HRPAD E-magazine , December 2011.

5. Be yourself.

No matter who you meet, what question they ask, or how socially awkward things might become, when you prepare yourself to handle these questions, chances are good you will feel more confident in these situations, less vulnerable to Aunt Betty’s enquiries and poised to position yourself well to those closest to you.

All the best, this holiday season with your family, in-laws, friends and neighbours. Happy networking!

Between the holiday get-togethers, family engagements, shopping, wrapping, baking, and all the other events that we enjoy, there isn’t a lot of time carved out to focus on our careers. In fact, thinking about your career is likely the last thing you have on your mind.

Do more.

You likely spent 40+ hours per week at your job – so the idea of spending any more time away from friends, family, and/or your solitude is not appealing. You may be so sick and tired of work, all you want to do this holiday season is relax – and you should.  Doing career related homework over the holidays…well that seems absurd doesn’t it?

If what you do now is something you love, then yes, the idea of working on your career over the holidays may be absurd to you. If, however, you do not enjoy the work you do 40+ hours per week, then perhaps there is no better time to reflect on your job, than when you have a few days away from it to gain some much needed perspective.

Gain perspective.

There is a big difference between wishing for a great job to fall in your lap, and taking the necessary steps to choose and pursue a career path. Many of us are so busy completing the tasks associated with our jobs that we often take for granted the steps necessary in pursing our next great career adventure. Said differently, we assume others within our organization will recognize our contributions and reward us. Sadly, that is not always the case. In today’s world of work it is in your best interest to control your career and the direction it will take.

Conduct your due diligence.

We may all, from time to time, think the grass is greener on the other side of the fence. There are some truly amazing jobs that will fit you to a ‘T’, and others that leave you wanting more, or worse, drain everything you have within you. Before you take any steps to leave your current job, consider your options and conduct your research.

1. Identify 10 companies where you would prefer to work.
2. Research these companies to determine whether they have more to offer than your current job.*(More does not just refer to compensation. Consider colleagues, climate, opportunities, environment, work/life balance, autonomy etc.)
3. Compare and contrast how the company’s values match your own.

Look for an exit.

When you’re not enjoying the work you’re doing, you’re constantly looking for a way out. It’s like driving slowly down a highway. You read every sign along the way, questioning whether or not you might take that exit, or wait for the next. The road signs all start to look the same. When you enjoy the work you do, it’s like driving in the express lane en route to your travel destination. You travel quickly feeling confident you are getting to where you need to be in the most direct way possible.

While it may seem counter-intuitive to spend your vacation time thinking about your career, it may be the greatest gift you give yourself and your family and friends this year.

image: Amazon.com

It seemed the “Sound of Music” was always on TV at our house around Christmas time. One of the songs from the movie “My Favourite Things” seems to enter my consciousness in early December and stay there throughout the entire season. 

As we get closer to the holiday season, I am sharing with you a list of my favourite things to share with job seekers. These are often inspiring messages, or practical tips or wisdom for jobseekers. You may choose to play the music from the movie in the background as you review my list of Favourite Things… [singing]

 My favourite tweets…

Keeping my target audience (job seekers) in mind, I compile this list as a resource where people can go to learn about the latest trends, tips, and tweets from those professionals I follow on Twitter. Twitter, by the way,  is a very interesting business tool and one I use often to communicate with colleagues, business leaders, and possible clients. As part of my online strategy I keep a list of my favourite tweets to share with my followers.

My favourite books …

I love recommending books to clients! The list above would not be complete without mentioning the list kept on my linkedin profile using Amazon Reading List. That said some, of my favourite books this year include those that help shift from traditional approaches to job search. These include (but are not limited to):

* The 4-Hour Work Week – Tim Ferris
* Career Ownership – Janine Moon
* Linchpin – Seth Godin
* Now Discover Your Strengths | Go Put Your Strengths to Work – both books by Marcus Buckingham
* Guerilla Marketing for JobHunters 3.0 is on my watch list….I’ve just begun reading it, and already feel it has some value to add as it educates us about what takes place in a job search from the recruiter’s perspective.

There are many great national resources like The National Occupational Classification and more local resources available to job seekers like The Ottawa Business Journal.

My favourite local Ottawa resource…

These are some of my favourite things because they help clients either understand or uncover something about their career or themselves. Having the right information at the right time can aid in shifting perspective, building confidence and/or clear the fog of job search.

What are some of your favourite things?