Keeping track of applicants and clients, following up and scheduling interviews can be huge undertakings, and it’s easy for even the most organized of people to let a few things fall through the cracks from time to time.
Good thing your trusty ol’ inbox is here to help.
By using the tools already available, and a few simple add-ons, you can easily have your inbox doing a lot of the project management for you.
Folders and sub folders
Folders are better than relying on search because they're quicker to access, and you can be confident everything is there (and nothing else is).
Each client should have a separate folder, but use sub folders if you have many clients. For example, you could have a main "Technology sector" folder and all related clients in sub folders, or even a main "clients" folder and drill down from there.
For applicants, there's no need to create separate files until you've had several communications with one person, or they've found and accepted a position through you. Otherwise, organize them in verticals (by industry, job type, etc).
It may also be helpful to have "Placed" and "To be placed" folders for applicants.
This should be a dynamic system that you change regularly. For example, once placed, an applicant's communications should all be moved to that folder.
Both clients and applicants will want to know more about you, and will search for you on Facebook, LinkedIn, Twitter, etc.
Make the job easier by pasting them into a standard email signature, or using a service like WiseStamp to pop in handy icons.
Of course, it goes without saying that your profiles should be “public ready”. So clean up your Facebook, or at the very least, set it to private and don’t include the link.
Putting your profiles upfront gives you a face, and helps others feel they've gotten to know you a bit, which may make them feel more confortable doing business with you.
So now you’re easy to find, but are you easy to meet with?
Using a scheduling tool like Tungle.me lets you display your availability on a profile page, and allows others to schedule with you by proposing multiple times. They don’t have to sign up, and it’s synced with your calendar, so your real time availabilty is always displayed.
It shows hiring managers that you respect their time, and keeps you from double booking yourself for multiple client calls or interviews.
Add the link to your Tungle.me page to your email signature, and send it to people who request a meeting with you.
Anytime you get a new point of contact at a client company, or a new applicant comes in, update your address book with as much contact information as they’ve provided, including social profiles like LinkedIn.
This will save you from having to search through your archives if you need to contact them, but more importantly, if they ever leave their current role, you've got a way to contact them in the future.
Tungle.me makes scheduling meetings easy -- across organizations, calendar systems, and time zones. Tungle.me is a free personal scheduling application that eliminates costly double bookings, time zone mishaps, and the endless back and forth of finding a time to meet. Tungle.me synchronizes with leading online calendar systems and does not require registration.