Hello there! I’m Dillon, a marketing strategist and data analyst who’s had a bit of a wild ride in the business world. These days, I’m the proud founder of Cosmoforge, a growth agency that helps businesses soar. But before all this, I was just another job seeker in the vast sea of applicants, trying to find my spot in the corporate world before learning how to automate my job search.
Back then, job searching felt a lot like throwing darts in the dark—sending out resumes, waiting for emails, and often just hoping for the best. It was during this period, brimming with the desire to innovate and Automate my job search, that I stumbled upon an unlikely ally: a CRM system. Yes, you heard it right—a tool typically reserved for sales and marketing pros became my secret weapon in job hunting.
The Genesis of the Idea
Traditional job searching methods can be incredibly hit-or-miss. You upload your resume, click apply, and then what? You wait. And wait. And maybe keep waiting. The uncertainty and lack of feedback can be maddening. I knew there had to be a better way to track and manage my job applications—something that would give me more control and insight into the process.
The inspiration struck when I was tinkering with customer relationship management (CRM) tools at a previous job. I realized that if businesses could use CRM systems to manage hundreds of customer relationships and sales deals, why couldn’t I use the same technology to manage my job applications? It was a lightbulb moment. I envisioned a system where I could see at a glance where each application stood, just like a sales rep views their leads. That’s when I decided to automate my job search with a CRM.
CRM 101
For those unfamiliar, CRM stands for Customer Relationship Management. It’s a system that helps businesses manage relationships and interactions with customers and potential customers. A CRM system can help a company stay connected to customers, streamline processes, and improve profitability. Now, imagine applying that to your job search, treating each job application as a “deal” that needs to be managed, nurtured, and brought to closure. The process to automate a job search was similar to a sales funnel.
This approach was not just about keeping tabs on applications; it was about actively managing my career prospects in a way that was both proactive and organized. Little did I know, this experiment would not only help me land a great job but also plant the seeds for what would eventually become Cosmoforge.
Stay tuned as we dive deeper into how I set up this system and the amazing results it yielded.
Setting Up the System to Automate my Job Search
Let’s talk tools! To make my job search smarter, not harder, I leaned on a suite of powerful allies: LinkedIn and Indeed for job listings, Make.com to automate the workflow, and Pipedrive to keep everything organized.
Automation with Make.com
Instead of manually checking for email responses from these platforms, I set up Make.com to automatically scan my inbox for any new emails related to job applications. This automation was a game changer. It detected confirmations of applications, interview schedules, and even rejections, and it updated my CRM in real time. This meant I could instantly see updates without constantly refreshing my email—a massive time saver!
Mastering Pipedrive
Here’s how I setup Pipedrive:
- Creating a “Deal”: Every job application sent was scanned by Make.com and entered into Pipedrive as a new deal. This step was crucial because it shifted my perspective from feeling like a passive job seeker to being an active job hunter.
- Defining the Stages: I customized the stages in Pipedrive to reflect the phases of my job search:
- Application Confirmation: This stage was for when I received an email confirming my application had been received.
- 1st Round Scheduled: Moved here when an interview was lined up.
- 1st Round Complete: After I had completed the initial interview.
- Offer Received: The final, and most exciting, stage when an offer was made.
This setup not only kept me organized but also gave me a clear visual progression of my job search efforts.
The Job Search Process
Daily Grind: Searching, Applying, Managing
Each morning, I would dive into the latest job postings on LinkedIn and Indeed. As I found roles that matched my skills and aspirations, I would customize my resume, craft a tailored cover letter, and send them off into the digital ether.
It’s worth noting that every job application in this test was to companies I had no networking connections with.
But here’s where things got interesting: each application didn’t just disappear into a black hole. Instead, it entered my CRM system as a new “deal.” This allowed me to systematically track each application, just as a sales team tracks potential sales. Every response, whether a simple acknowledgement or an invitation to interview, was meticulously logged.
I used the system to set reminders for follow-up emails, prepare for upcoming interviews, and update application statuses post-interviews. This method ensured I never missed a beat and always stayed one step ahead in the communication game.
Results and Reflections
Over the course of several months, I sent out approximately 26 applications. From these, I landed 19 first-round interviews, which culminated in 15 final-round interviews and, most importantly, 4 job offers. The conversion rate from application to interview, and from interview to offer, was dramatically higher than what I had experienced before implementing my CRM.
Key Benefits
The benefits of using a CRM for job searching were clear:
- Organization: Every detail of my job search was meticulously organized. No opportunity slipped through the cracks.
- Efficiency: The automation and tracking saved countless hours that would otherwise have been spent manually managing applications.
- Improved Follow-Up: With automatic reminders and easy access to job application statuses, following up with potential employers became systematic and timely.
Reflecting on the Journey
Reflecting on this process, the most significant advantage was the mental shift it created. Treating each job application as a “deal” instilled a proactive and strategic mindset that was empowering. However, there’s always room for improvement. Looking back, integrating even more automation for initial application submissions could have saved additional time and perhaps increased the number of opportunities pursued.
One thing that stands out to me is the final-round to offer rate. This is by far my biggest drop-off point. If I ever did this again I would restructure my approach to track, analyze, and address why I only converted 26% of final interviews into offers. It could be that this is most commonly when salary discussions happened, but it would be interesting to test.
I’d also look for opportunities to improve the efficacy of 1st round interviews. I found myself having a lot of early interviews with roles and positions I was never really interested in, which wasted a lot of time and could explain the fall-off after final rounds.
Broader Implications and Tips for Others
This CRM approach can be a game changer for job seekers everywhere, especially for those in fields where tracking multiple applications and networking contacts is crucial. Whether you’re in sales, marketing, tech, or any other industry, adapting this method can provide a structured and proactive path to landing a job.
Tips for Setting Up
- Choose the Right CRM: Start with a CRM that’s intuitive and fits your personal style. Whether it’s Pipedrive, Salesforce, or another platform, ensure it allows easy customization.
- Automate Where Possible: Use tools like Make.com or Zapier to automate the flow of information into your CRM. Automate scanning of emails and updating application statuses to save time.
- Customize Your Stages: Tailor the stages in your CRM to reflect the specific steps in your job application process. This might vary depending on your industry or the types of jobs you’re applying for.
Conclusion
Looking back at this journey, not only did this approach help me secure great opportunities, but it also laid the foundational skills and mindset that were crucial in founding Cosmoforge. The experience taught me the power of applying business principles and tools to personal challenges—a theme that runs deeply through all our endeavors at Cosmoforge.
As we wrap up, I hope this story inspires you to leverage business tools for your personal advancement. Remember, sometimes the best way to predict your future is to create it.
