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Help - Hints and tips

These are some hints and tips to help you get even more from TheJobWorx and drive your job seeking forward.

If you have any tips for using the site that you’d like to share, get in touch and we’ll see if we can add them to this page (with a vote of thanks to you obviously!).

Saving Time with New Contacts

Where you have an opportunity to add that you’ve managed to find a contact for at the same time, for example, where the recruiter’s name and contact details are in the job ad, you can save yourself a bit of time. Instead of adding the contact in your contacts area, go straight to the Add New Opportunity page. As you’re entering the opportunity information you’ll notice that you can associate an existing contact to this new opportunity, but you can also include the details of a contact you’ve not entered before. In the Contact Information drop-down box, select Create a New Contact, and the page will expand to show a panel you can fill out to add the new contact’s details. When you click Add to save the opportunity, the contact details will also be saved to your Contacts area and the person will be associated with the new opportunity, saving you the time of entering the contact separately.

Managing Your Time

One of the most important aspects of job seeking is managing your time and making sure you get the maximum return for the time you invest. While passive job applications are unlikely to meet with success, it’s also easy to overdo the following up and become frustrated at the amount of time spent "chasing your tail".

Divide Up Your Day

Set aside days or parts of the day to do certain tasks. By understanding when you are personally more productive, you can figure when might the best times to do things. For example, if you are particularly productive or enthused in the mornings, this might be great time for you to think about filling in applications, writing letters or adjusting your CV/resume to suit a particular opportunity. You might find that early afternoon suits you better to look for opportunities, or early evening might be suitable time to reflect on what you did that day and to plan your tasking for the days to come.

Make a planning slot.

Allocate a time each day to planning your activities. Many find that a slot at the very start of the day to plan ahead works best, but equally a slot at the end of the day to plan the next works just as well as some prefer to reflect.

Use the To Do list.

Using a list is much more about making sure that urgent things don't blindside you right when you need to get started on an important task. By being methodical in what you need to do, both work and non-work related, you will find you can clear your tasks more quickly and, if things are written down, you can avoid the nasty surprises that relying only on your memory can sometimes cause. Use a list every day. The advantage of using TheJobWorx to plan tasks and set dates, is the ability to get a To Do list from your Reports section. As new tasks arise, add them in your task area and don’t forget to update the tasks you complete. If it helps, print your To Do list out and score out what you’ve completed as you go. Seeing a list with lots of items crossed out can be motivating. Completed tasks indicate of progress.

Spread Out Your Task Target Dates

When you add a task, it’s very tempting to set a target date that’s too close, especially if the task is easy, but you might have forgotten that you’ve set other tasks for the same days or with the same deadlines. When you’re adding a new task in your task area, refer to your list of existing tasks to make sure you’re not expecting yourself to do too much some days, and not enough in others. For example, you might find that you like to set yourself target dates to have things completed by the end of a particular week, and so before you know it, lots of tasks will be set with the same Friday target date, giving you a large number of tasks all due to be done around the same time and no indication of which you thought you should do first. So spread them out and make the most of the time available to follow up your opportunities and find new ones.

Finding and Adding Opportunities

When you find an opportunity, no matter how tentative, add it to your dashboard. What have you got to lose? When you’re searching and adding opportunities don’t get caught up in the detail of each one. Add as much info as you can see in the ad, but don’t forget to copy and paste the URL so you can easily go back to the page you found. Once you have a few opportunities added, you can go back and assess the things you need to do for each one, like tasks, contacts and CVs. Remember that opportunities can be offline as well as online. You might find out about a company that’s hiring while talking to a friend, or by seeing an ad in a shop window. Opportunities can come from anywhere.

Using your mobile phone

If you carry a mobile phone, use its camera to take a picture of a notice if you see one and add the opportunity to your dashboard when you get to your computer, or better still, go straight to on your handheld and add the info! That’s the intention behind TheJobWorx: to let you record opportunities as they arise and then revisit them methodically later to maximise the chance of success.

Remember the ad text

When adding an opportunity, it’s important to remember to include the ad text so you can refer to it later when you’re following up on an application or discussing the role with the recruiter. Adding the URL is also important but some websites will take the ad down once the application deadline has passed and so the URL may not work forever. If this happens, you’ll want to have captured the text from the ad. Add it to the Description / Ad Text box when you add the opportunity or go back and add it when you get time soon after.

Filling in the Gaps

Having a good picture of the details behind your opportunity can offer a real advantage when you go to follow up your applications or make contact with people who may be able to influence the recruitment process. Many job ads don’t have enough information for you to be able to figure out who the recruiter might be or what company the opportunity could be with. If this is the case for one of your opportunities, use these gaps as the springboard for your follow up activities. Go to you Task area and enter new tasks to remind you to look for information like who the agent contact might be, what company is recruiting and when they might be looking for the successful candidate to start. This will remind you of specific information to look for in your search and follow up activities.

An example:

A job opportunity is advertised, but the only information available is a reference number and the name of the agency. The contact person and the recruiting company are not known. This is very common, so set yourself some tasks to see if you fill in the blanks:

   1. Call the agency and ask to speak to their agent, quoting the job title and reference number from this conversation, the very minimum you will get is a contact name and telephone number. Even if the person is not available to speak at that moment, ask the receptionist for their name, direct number and email address. Add these to TheJobWorx, associated with the opportunity.

   2. When you get to speak with the agent, ask them if they can tell you which company is hiring. Don’t be put off if they can’t say – this is also common, but they may be in a position to tell you. You can now update your opportunity to show this and you now have additional tasks you can record to work on later, like finding their website and what they specialise in.

   3. If you agree with the agent that you should call again in a few days’ time to see if there has been any progress, enter this as a task with the date you want to make the call set so you don’t miss it.

Finding a Contact

Just because you can’t see the name of a contact on a job advertisement, it doesn’t mean you can’t find the person. Think about a few things:

   1. Have you encountered the company or agency before? If so, you might already have a contact in your list that could be a starting point for this opportunity. Go into the opportunity details from your dashboard and associate that contact with the opportunity. Even if they are not directly involved in the recruitment, they are a starting point for you to find out who is.

   2. Do you have contact details for the company/agency in general? If so, set yourself a task in your task area, for a suitable date after you’ve submitted the application to remind you to contact the recruiting company/agency and see who you can get to speak with. Remember to associate the task with your opportunity! When you call, make sure you get the name, number and email address of whoever it is you ultimately get to speak to about the role. Add these details to your contact list.

   3. Is this vacancy advertised elsewhere, where there may be more information available? Jobs are advertised on more than one site in general, and few agents or sites take the time to change the text. A quick search of the job title or a sentence from the description can reveal where else it might be advertised. Take a look at the other ads for the same job, as these can sometimes have more detail or can provide a contact name. Sometimes, you’ll trip across the job advertised on the hiring company’s or the agent’s own website. When this happens, take a look around the site and see what information you can find about contacts specifically related to recruitment or the area of expertise that you’re looking. Again, if you find someone, add them to your contact list and set a task to call them on a suitable day.

   4. Can you find a contact using social media and networking sites? Even if you don’t have a name, social media and professional networking sites can be great for tracking down a person who might be able to steer you in the right direction. Take LinkedIn as a great example. LinkedIn lets you search for people and companies. Say you want to find an HR manager working for a particular company, based in certain city; you can search in LinkedIn for an "HR Manager". The results will come back and there will be a lot of them, but narrow your search using the tools on the left of the screen to look for only those HR Managers that work for the company you’re targeting and only those that are based in the city you’re interested in. This might be a person you could try and get in touch with, depending upon the opportunity and what other information you can find out about the job.