The CRM Guide to Managing Your First Job Search

This CRM system makes the hard process of managing your job search contacts, documentation, and company information easy!

Forget about the constant struggle to remember conversations with potential employers or losing important emails!

Developing a

Customer Relationship Management (CRM)

system will make the job search process ten times easier and more effective to help you get the job or internship of your dreams.

Let’s talk about how to get started with HubSpot CRM…

You'll find the following topics in our CRM Guide to Managing your First Job Search.

 

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Why Use CRM?

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In today’s fast paced society, it can be hard to keep up with contacts and conversations you’ve had with potential employers. If you’re a full-time student and consistently struggling with managing your job search contacts, promoting yourself to employers, or struggling to remember important tasks and submissions you need to do throughout the interview process, then a CRM software might be just what you're looking for.

“CRM, or customer relationship management, is a strategy companies use to track customer relationships from pre- to post-sale. A CRM system is software that stores information on client and prospect interactions with employees. Marketing and Sales touchpoints (including email, phone, website, live chat, and social media) are tracked, providing customer-facing employees with detailed context on a client’s activity and feedback.”

Read more here: https://blog.hubspot.com/sales/crm-software-evaluation-guide

 
 

Isn’t CRM a Sales Tool? 

Let’s twist perspectives.

CRM software, including the free tool available through HubSpot is designed from a B2B perspective of managing relationships with customers and suppliers. CRM is usually a sales and marketing tool.  So, if you take a literal look at the software, it does not apply to a job search at all.

The magic of using CRM in a Job Search situation requires a twist in perspective. In essence, the job search process is a large sales funnel and you are the only product available. Your conversion goal is finding the perfect buyer to “buy” a unique and valuable product – YOU!

Let’s redefine some CRM terms from the job search point of view.

•        Product = you.

•        Conversion Goal = Job Offer and Acceptance

•        Customer = people involved in the hiring process, i.e. recruiters, job boards, anyone in your network that might know of a job opportunity (think hiring folks and others that could link you to hiring folks.)

•        Relationship = Consider the customer’s perspective. Where are they in the recruitment process? What does each customer need? When do they need it? What’s the best method for delivering what they need? What do you need to do to move them toward “conversion” (offering you a job)?

•        Management = CRM is a management tool that allows you to keep up with your customers. It helps you provide the right information at the right time delivered in a way the customer expects it.

CRM simply helps people and businesses manage relationships.  By adjusting your perspective, and applying it properly, CRM is a perfect tool to enhance your job search.

 

Let’s Use CRM

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Benefits of a CRM:

1. Easily access information

2. Quickly maintain job search contacts

3. Simply communicate with potential employers

Let’s Use CRM

The CRM software contains key components that will help students and individuals looking for a first job.

The objective of this workbook is to assist students conducting their first job search:

●      Learn the CRM Software and its benefits for Job Search Management

●      Plan job search: Utilizing step-by-step instructions students analyze and organize their job search process

●      Implement CRM into Key job search functions: students apply the functions and capabilities of CRM software to their own job search plan.

●      Understand Follow Up Reminders and Mechanisms: the software allows for a variety of reminder methods. Based upon the plan implemented, students understand various follow-up tools.

●      Evaluate and Track Results: utilizing the CRM’s powerful reporting tools, students make corrections and adjustments to the plan.

 

Does this sound like you?

Do you...    

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  • Forget important topics/due dates?

  • Lose emails?

  • Need help with time management?

You are not alone… This software works.  Here are quotes from some classmates.

“Honestly, using the CRM has been a huge lifesaver. I’m that type of person who forgets important conversations or loses emails; and HubSpot tracks everything [for me]. It allows me to schedule reminders to keep me on top of my list of things to do, and always working to complete tasks on time. It’s how I organize everything and it links to my personal account, so I can even answer emails on the go and it still keeps a log of [my] work.”

“If you take away only one piece of advice, know that to be as efficient as possible, we need to use technology. Time management and time organization skills are essential in the corporate world, so make it easy and use CRM to assist you with your job search because it will take you a long way.”

I can’t do it never yet accomplished anything;
I will try has performed wonders.
— George P. Burnham

The Job Search Journey (Sales Cycle)

Keeping track of your job search can get confusing. There’s a lot to do and a lot to keep organized.  First, let’s look at all of the Job Search Steps as depicted in the graphic above. Then we’ll explain how to set up HubSpot’s free CRM. Finally, we’ll explain how to efficiently track and manage your communications with potential employers at every stage in the cycle.  Let's take the process step-by-step.  Step 1 – Research  Step 2 – Conversation  Step 3 – Interview  Step 4 – Follow-Up  Step 5 – Job Offer  Step 6 – Job Won / Lost

Keeping track of your job search can get confusing. There’s a lot to do and a lot to keep organized.

First, let’s look at all of the Job Search Steps as depicted in the graphic above. Then we’ll explain how to set up HubSpot’s free CRM. Finally, we’ll explain how to efficiently track and manage your communications with potential employers at every stage in the cycle.

Let's take the process step-by-step.

Step 1 – Research

Step 2 – Conversation

Step 3 – Interview

Step 4 – Follow-Up

Step 5 – Job Offer

Step 6 – Job Won / Lost

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Steep 1 - Research

  • Create reminder and tasks for each company.

  • Develop a career plan.

  • Take an assessment test.

  • Talk with your network of contacts.

  • Explore current job openings.

  • Go to one or more career fairs.

  • Visit a local job service office.

  • Use the web to find career resources.

  • Visit your college’s career services.

  • Research careers in your specific major.

  • Read about occupations and learn nature of work.

  • Read books about career.

  • Conduct informational interviews.

  • Check out our e-books on Self Exploration and Career Exploration.

Step 2 - Conversation

  • Create reminder and tasks for each company.

  • Avoid unprofessional email addresses.

  • Have a clear descriptive subject line.

  • Identify yourself in a professional manner.

  • Give them something interesting about you.

  • Keep messages short and sweet.

  • Check spelling and grammar.

  • Always provide a way to follow up.

  • Wait 1 week before following up on an application.

  • After 1 week, call them or email to check status.

  • Check to see if they have opened your email.

  • Check out our e-books Job Search Tools and Networking.

Step 3 - Interview

  • Create reminder and tasks for each company.

  • Review your resume.

  • Prepare your questions.

  • Prepare your answers for frequently asked questions.

  • Practice so you tell effective stories.

  • Develop a list of your wants and needs.

  • Research the company.

  • Know your possible interviewers.

  • Arrive 10 to 20 minutes early.

  • Clear your head and relieve stress.

  • Be yourself.

  • Let the interviewer know you are right for the job.

  • Share your needs with the interviewer.

  • Check out our e-book Application, Interview & Follow-up.

Step 4 - Follow Up

  • Find out next step.

  • Send a written thank you letter.

  • Promptly return calls and emails.

  • After a week, leave a follow up voicemail.

  • Don’t think the worst.

  • Check out our e-book Application, Interview & Follow-up.

Step 5 - Job Offer

  • Create reminder and tasks for each company.

  • Make a pros and cons list.

  • Consider salary.

  • Consider benefits and perks (sick time, 401(K))

  • Think of location. Is it close to home? or far?

  • Consider work environment.

  • Consider work hours.

  • Think about flexibility.

  • Do you have an opportunity to advance?

  • Listen to your instincts and go with your gut.

  • Check out our e-book Negotiation.

Step 6 - Job Won / Lost

  • Create reminder and tasks for each company.

  • If unsure, ask for more time to make the decision.

  • Contact job won and thank them.

  • Finalize anything the company needs.

  • Email/Thank company you didn't go with.

  • Be polite to job lost.

  • Share your interest in other positions at another time.

  • Check out our e-book Negotiation.

 

All our dreams can come true
if we have the courage to pursue them.
— Walt Disney
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Next Steps: How to Customize your CRM

Now that you’ve established your HubSpot account, let’s dive into how to customize the CRM to fit your job search needs.

Often during the job search students tend to run into one or more of the following challenges:

  • We don’t know what to do after gathering contacts.

  • We forget important conversations, documents, or actions needed to take to get further with a company in the recruiting process.

  • We lose important emails or miss them completely.

And the list continues...

The goal of developing your CRM strategy is to eliminate those challenges and let the software do it for you! Think of yourself as a salesperson, once you’ve identified potential customers, you learn more about who they are, their needs, wants, and desires, and establish a series of touches to stay in contact to move them through a series of stages until they buy. Same principles apply in the job search.

Each stage in the job cycle has a unique purpose designed to maximize your job search progress and make job searching EASY!

Let’s take a look at how each stage works.

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Stage 1 - Research

Do you know what jobs are out there?

Do you really understand the industry you’re looking to be a part of?

Research focuses on identifying all of the opportunities your career has to offer and what businesses interest you. Whether you start online or at a job fair take the time to research companies that spark your interest. Whether they stand for something you are passionate about or provide consumers with an amazing product, as you look at potential employers think about what qualifying factors would make you want to work for a business. Then, start entering those companies and contacts into your CRM. HubSpot’s auto populate feature will automatically fill in information about that company once you enter their name and domain name.  Then all you have to do is fill in the blanks! Click here to walk through how to add contacts and organizations.

After entering your organizations and contacts make sure they are linked to one another. This is very important as you go through the job search process. Linking your contacts to their business allows you to see conversations and activities that have occurred as a whole without having to go into each contact/company individually. Click here to learn how to link them.

Here is what your screen should look like when adding contacts or companies:

Gathering & Organizing

Stop. Take a look at your contacts. What information do you need to collect beyond just their name, organization, and contact information? Take a minute and list out all of the information you need to know about an organization and your contact before sending them your resume or applying for a job.

When does it become too much information?

Don’t gather information for information’s sake. Think about how you will use the information. You need to understand the role your contact plays in decision making, who’s should be your primary contact, then find their contact information.

Did you list any additional items such as...

 

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Sometimes we don’t know what fields we need until we start going through the process. Our recommendation is to start thinking about what information you need to keep in this convenient spot so you can make decisions about your future career.  You can always add more later. Start out by adding the fields mentioned above and any other's you've thought of along the way.

HubSpot will walk you through step-by-step on how to create these custom fields.

Create Custom Properties to store your data

The next step in the set-up process is to create custom properties for your data. HubSpot CRM stores the details about your contacts in “properties” or “fields”. The CRM comes with several standard properties (e.g. phone number, city, etc.) to get you started, but you can create custom properties that are more relevant to your specific purpose. There are a few steps you need to follow in order to create the custom properties. First, you need to navigate to settings and then select properties from the left sidebar menu. From here,

you click the relevant object type tab contact properties, company properties, or deal properties. Please see Figure 2 for a picture of what this should look like. Click create a property, and then add your label to name your property (an internal name should populate). Next, select the field type and finally click create to finish.

Figure 3:   What you should see when you go to edit your deal stages. When you navigate to your settings, clicks sales from the menu, and then click deals in the menu. You will then click edit to an pipeline in order to make changes.

Figure 3: What you should see when you go to edit your deal stages. When you navigate to your settings, clicks sales from the menu, and then click deals in the menu. You will then click edit to an pipeline in order to make changes.

In the next segment, CRM Customization & Strategy, you start to develop custom fields for your job search.

Gathering information and adding fields build the framework for your job search. Now we’re going to dive into how to use the CRM to track your job search progress for each business you’re talking to and learn how to prioritize them.

Deal Stages are what makes the entire system function; they track the status of your job search (or deal) visually for each company you’ve shown an interest in to prioritize which company you have the best chance of getting an offer from. The closer your company is to JOB WON the higher a priority it becomes.

Click here for instructions detailing how to create your deal stages.

We’ve created templated deal stages for you below based on the CRM Job Cycle to keep it simple. Customize your deal stages in HubSpot by following these instructions. When reading through the instructions IGNORE the weights and adding a new pipeline, you want to edit the Sales Pipeline already available.

Deal Stages

Now that you’ve identified companies you want to pursue, create a deal for each company as shown below to add to your Research pipeline stage.

For step-by-step instructions click here.

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Create Stored Filters

Saved filters can be created within contacts, companies, deals, and task objects. This happens within your contacts database. Therefore, the first step in completing this would be to navigate to contacts. Then from the left sidebar, click + add filter. Then, choose the properties and criteria that you wish to use for segmentation.

For example, you can segment based on state/region and number of emails opened. You can add additional filters by clicking + add filter again.

Please see Figure 4 for a picture of what this screen should look like.

Figure 4:    What you should see when you go to create the saved filters. You navigate to your contacts screen and then click + Add Filter.

Figure 4: What you should see when you go to create the saved filters. You navigate to your contacts screen and then click + Add Filter.

After adding your filters, you have the option of creating a new saved filter and exporting your list of contacts. In order to create a new saved filter, click save. Give a new name to your new view, decide if you would like for it to be private or shared, and then click save again. If you would like more information about saved filters, please click here.

In order to export your list of contacts, please click the options dropdown and select export.

PLEASE NOTE: It is currently not possible to use the same property for more than one filter or to use more than one criteria for a single property when creating a filter.

Configure your HubSpot CRM settings

If you are working with a team, this step is important. If not, skip it.

The next step will be to configure your HubSpot CRM settings. Once you’ve added your users and uploaded your data to the CRM, it’s time to manage your portal defaults and configure your CRM settings. The first step creates the default properties. The settings portal defaults to you as the admin to dictate which properties will appear for all users in the about section, on contact, company, or deal records, as well as in the dialog box when you create a new contact, company, or deal. Therefore, you need to navigate to settings, choose contacts and companies, or deals (within the sales option in the left side menu). Please see Figure 5 for a picture of what this screen should look like. Then, click manage next to set the properties your team sees on contact record or set the properties your team sees when creating contacts. In the dialog box, search or browse for properties you’d like to add and check the box next to a property to add it to the selected properties column. Click on the far left side of a property in the selected properties column and drag to rearrange the properties. Then you just need to click save changes. Users can also set user-specific properties to appear in the about section of records and in the dialog box when creating new records and in the dialog box when creating new records. For more information on this, click here.

Figure 5:    What you should see when you go to configure your CRM settings. You navigate to your settings and click contacts and companies or deals in order to manage and edit the settings

Figure 5: What you should see when you go to configure your CRM settings. You navigate to your settings and click contacts and companies or deals in order to manage and edit the settings

The next step in configuring your HubSpot CRM settings is to set your time zone. To set the time zone for reporting in your accounts, navigate to settings and select account defaults in the left side menu. Locate the time zone dropdown menu to make your changes. The final thing to be done is to set your deal currency. The currency symbol that appears before your deal amounts in the CRM can be customized under settings and then under account defaults. Locate the currency dropdown menu in order to make the necessary changes.


Stage 2 - Conversation

We’ve added custom fields and updated our deal stages, next we start using it!

In stage 2 we open up conversation between you and your potential employer. One nice feature HubSpot offers is their templated emails. Often, in the introductory stages of conversation our emails start to sound the same: “Hello [CONTACT NAME], I am contacting you in regards to…” Instead of writing new emails each time you start the conversation, come up with an introductory email template to make a great first impression to potential employers. Check out this video about creating customized, but personal, email templates.

CLICK HERE FOR STEP-BY-STEP INSTRUCTIONS TO CREATE EMAIL TEMPLATES


Stages 3-6 - Interview, Follow-Up, Job offer, and Job Won/Lost

After Stages 1 and 2 the rest is a piece of cake! The most important things to remember as you move through each stage are…

1.    DO NOT move a deal into the next stage until the stage you are moving it to is complete. For example, you would not move deals in the Conversation stage to the Interview stage until you have an interview scheduled with that company.

2.    Follow-up does not just happen on one stage but is a key component to all of the stages - ALWAYS follow-up, stay in contact, and stay in the front of their minds to show them you are serious about wanting that position.

Do you remember when we said using a CRM system will also help you keep track of important documents?

         As you start to gather important documents and employment information from these companies, you can store these files under the organization in HubSpot so you NEVER lose them! Select organization and scroll to the bottom section titled “Attachments” and click upload.

For more tips and reminders as you move through the remaining stages, refer to the checklists on the following pages.

Student Q&A

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1. How to get started? How to use CRM? What is it? How do you use it?

CRM stands for Customer Relationship Management, and we use it everyday. Its building and maintaining a thriving relationship, and we do that everyday. Just go to HubSpot.com and sign up for your free account today

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2. How do I input previous contacts/interactions/tasks into the CRM?

It is possible to import previous contacts into your HubSpot account. It will also ask you to link your emails together to keep all your emails together and organized. Manually inputting contacts is a choice, and they also have a help video to explain more!

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3. If I already have a job, how do I use CRM? How does CRM benefit me?

Use it to stay ORGANIZED. You will have all your contacts, emails, and reminders in one place. In a customer friendly market, customer relationship management is essential.

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OUR Team

Jonathon Babula

Jonathon Babula

Nicole Mihalos

Nicole Mihalos

Taylor Morris-Bates

Taylor Morris-Bates

 
Taylor Thomas

Taylor Thomas

William Myers

William Myers

We hope you found this Job Search Information helpful. Feel free to share it with friends. Good luck with your job search. Please let us know how it goes by sharing your thoughts on social media or connecting with us.

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