Index Cards. Some people achieve this organization by using a system of index cards. Each card would have the name, address, and telephone number of an organization you have contacted in your search.
It would list the names of those individuals you spoke with and the dates and results of each conversation. Any letters that you sent or received could also easily be noted on the card, as well as the names of referrals you have received. Such a system may sound like a lot of work initially, but the time spent will pay off later in your job search when your memory about the details of any specific call is sketchy or you get a call from someone and can't remember who they are.
Legal Pad. An alternate approach lists all the contact information on the pages of a notebook or legal pad. For example, before you call any job lead, you might list all such leads down the left-hand side of the page.
Then as you make calls, write additional comments on the right-hand side of the page. If someone is not in, you can make a notation in the margin of when to call back. If a prospect does not lead to anything further, you can simply cross out the name, thus maintaining a record of all contacts made. Although this system may be less flexible than index cards, it pro vides an effective chronological listing of your contacts, which may make finding certain information at a later time easier.
Correspondence File. It is also an easy task to start a correspondence file for job hunting. Make a carbon or photo copy of each letter you write; then as you receive letters you can either attach them to the original letter that you sent, or start a file for incoming correspondence.
If correspondence with certain companies becomes extensive, you can easily create a specific file for that company. Such a company file, when combined with additional information about the company such as the annual report and copies of articles about the company, can be very useful in your future contacts.
Time Management
Managing your time effectively is a skill related to your overall organizational ability. To begin with, you must make adequate time for job hunting.
Often people make the mistake of being too casual about their job-hunting activities and do not set aside an adequate amount of time to conduct an effective employment search. You will be much more effective in your efforts if you routinely set aside specific hours every day to work on your job hunt. This will not only make the activity seem like less of a chore to you, but it will enable you to predict with confidence exactly when an employer can contact you or you will next contact him. Make sure to include time to reward yourself with recreational and social activities.
Allocate your time according to the degree that an activity is likely to generate substantive job leads. For example, do not spend 80 percent of your time looking at newspaper want ads if that activity has only been 10 percent as effective as, say, networking in uncovering possible job opportunities. Here are some basic time management practices which can help you:
- Analyze how you spend your time each day. Find the time available for job-hunting tasks and schedule that time. If possible, try to plan two to three hour blocks of time with minimal interruptions.
- Keep a personal calendar which includes all of your commitments. Mark your calendar with both specific appointments and re- minders to follow through with return calls, etc. Keep your calendar with you.
- Set objectives and priorities. Make a list each day of tasks to be completed. Mark items on this list which have highest priority and do these first
- Give yourself "do-able" tasks. Plan in small units (e.g., calling two employers per week). You can only do one thing at a time. If you try to do everything at once, you are setting yourself up to fail.
An often overlooked job-hunting skill is the professional use of a telephone. Although you may have only used telephones for socializing, each individual with whom you speak who works in a business uses the telephone as an important business tool. By using it as a professional would, you indicate that you know what the world of work is all about.
Call Early. You might find that early in the morning and early in the week is the most efficient time to catch people in, although this is likely to vary from person to person as well as from industry to industry.
Ask what are the best times for contacting individuals and call back at those times.
If this is the first-time telephone call to a potential employer, before you make your call, take a moment to think with whom you specifically want to speak and for what purpose. Many times if you have been doing extensive telephone calling you can easily lose track of such obvious details-with embarrassing consequences. Be very clear in the first sentence or two about who you are and what you want. Be prepared to answer the predictable questions that a secretary is bound to ask, such as: "What company are you with?" "What is it in regard to?" "Can they call you back?" "Can someone else help you?"
Avoid Messages. One approach is simply to avoid leaving any messages. Many busy people will not return a call from someone they do not know, especially if the purpose of the call is ambiguous. By not leaving a message you have the advantage of not having to explain why you are calling. Simply leave your name and ask when would be a good time to call back. Plan to promptly call back at that time. If you do reach the individual, after you give your brief introduction, ask if it is a good time for the person to talk. By being courteous and sensitive to the other person's position, you are likely to increase your chances of making £in initial favorable impression.
