Justin Riem wanted to cast as broad a net as possible in a competitive job market, so over the course of an eight-month search he ended up contacting 230 potential employers and more than 300 networking contacts.
But the Toronto finance manager quickly learned that if he wasn't meticulously organized, all those contacts could become a hindrance rather than a help.
At first, he kept a spreadsheet on his computer. "But when someone phoned me, I'd have to say 'Wait a minute while I boot up my computer' and search through four levels of directories to find out what job the person is calling about," the 47-year-old says.
For the sake of simplicity, he turned to a seemingly old-fashioned alternative: a three-inch-thick ring binder, in which he kept chronicles on paper of the discussions and insights he had from interviews about potential jobs.
He believes that it hadn't been for his scrupulous note taking and follow up, he might have missed out on landing a position as vice-president of finance at McKenna Logistics Centres, a Mississauga-based warehouse and distribution company, a job he took in September. "To get an edge in a crowded job market, you have to stay scrupulously organized in your job search," he says.
It's a lesson all too few job hunters take to heart, career experts say.
"I find many people unconsciously put themselves out of the running by sounding vague and disorganized at the other end of a phone call from a potential employer," says Patricia Polischuk Diver, executive coach and transition adviser for Knightsbridge Human Capital in Waterloo, Ont.
"You can't afford to not have information readily at hand because meticulous organization shows you are on top of things," she says. "It shows you've got the soft skills of staying organized, being fast on the uptake and [the] ability to build relationships."
But it is important to use an organizing system that feels comfortable for you otherwise it can be a distraction when you want to focus on what the job contact is saying to you during a discussion, she says.
Things to note in your diary should include information you can follow up on, Ms. Polischuk Diver says. Build a contact sheet for each person you deal with that includes key points discussed and personal information to help you build rapport, she recommends. The recruiter is planning a vacation to Europe, his kids are in a hockey league, she is an avid golfer. "It means a lot to people that you take your job search seriously enough to recall that personal information," Ms. Polischuk Diver says.
Make sure you flag what has to be done next to move the process forward, recommends Ottawa-based career strategist Maureen McCann, senior consultant to the Graham Management Group in Toronto.
"Too often people have a conversation and it goes well and then nothing happens because they don't have anything to prod you to take the next move. You can take control of the process by tracking when you sent a thank-you note, when you agreed that you would follow up and what you talked about, so you can anticipate an opening to make another approach," she says.
"I recommend the minute you get out of the meeting, sit down and write down things that went well and impressions of things that you could have improved on," Ms. McCann says. Jotting down what things you didn't know and what questions surprised you will help you frame an answer for your next discussion, as will notes about what you learned about the company's challenges and priorities.
All of this helps keep the conversation going, says executive coach Wayne Pagani, principal of WP Consulting Associates in Ottawa and also a senior consultant to the Graham Management Group.
"On a computer I personally like to file copies of information in folders in a couple of different categories and also put all the information you need on your calendar so you are prepared for the scheduled meeting. Set a reminder and it all pops up ready ahead of schedule," he says.
