Job search structure system

Helena Jes Starzak
May 9
2 min read

Organisational process for job hunting

I cannot stress enough how important it is to maintain the structure of your application process. I graduated in the summer of 2024 and have been applying until early 2025, when I reached my goal. Here I will show you my system of keeping an overview.

5-Step guide

1. Choose your place filling system

I used Google Drive, where I would create a Docs file for a table with an overview of applications and a folder for each of them.

File explorer interface showing folders titled "Other" and "Applications," and a document labeled "Overview of applications" with filters above.

2. Keep track of deadlines and status updates

Having this table was really helpful in maintaining an overview of the applications I have sent, received rejections from, interview offerings, and deadlines. The job log marked purple is for an unemployment website commonly used in Denmark to update job consultants.

A job application tracker table with companies, job titles, deadlines, and sent dates. Color-coded key describes application status.

3. Keep each separate

This is because each application contains individual PDF files of your CV, application and job post from the recruiters. I will use one as an example below.

Folder view showing five files: Jobannonce, job.recommendations.pdf, CV.pdf, Cover.letter.pdf, and Job post, under Folkerkirkens Nødhjælp.

File list with folder icons and company names, including roles like UX Designer, Product Designer, and Communications Coordinator.

4. Highlight the job post and archive it

I have made the mistake of tossing the job post after sending the application, and then, when I was called in for an interview, the post was removed from their website, so I could not review it once again beforehand. Learn from my mistake and keep it stored. Also, when writing the application, I found it very helpful to find out what to prioritise by highlighting keywords that correlate with my competencies and their needs.

Job post image with link to a digital learning professional role at DCA. Highlights include a team of 11, responsibilities, and key phrases.

5. Report evidence and updates

Once an application was sent, I would take a screenshot of the pop-up message or the email confirmation saying they received it. This was both for me and for reporting to job consultants.