How to Keep Track of Applicants I Have Interviewed

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When you are in the process of interviewing candidates for an open position at your company, it can become a challenge to keep track of them. By creating a tracking system, you can keep track of everyone you interview, the candidate’s contact information, comparison data and notes. By using simple spreadsheet software, you will have the ability to view and track the applicants side-by-side so you can quickly compare the information you entered. If you do not have spreadsheet software, you can keep track of applicants by recording the same information on paper.

  • Open a new spreadsheet. Create a name for the file and save it immediately. Save your work as you build the tracking system in the spreadsheet program.

  • Rename the worksheets. Generally, most spreadsheet programs start you out with three blank worksheets, which you can see at the bottom of the screen. Rename “Sheet 1” so it reads “Applicant Data.” Rename “Sheet 2” so it reads “Applicant Comparison Data.” To rename a worksheet, right-click on the tab that says “Sheet 1.” Then, select “Rename” from the menu that pops up. Click on the “Sheet 2” tab and repeat the same process to rename the worksheet.

  • Label the Applicant Data worksheet. Click on Cell A1 and type “Applicant Data.”

  • Label the cells in Row 2 of the Applicant Data worksheet. Starting with Cell A2 label type the following in each cell independently: Last Name, First Name, M.I. (for the middle initial), Position Sought, Status of Application, Mailing Address, Phone Number, Alternate Phone Number, Email Address, Application Source, Date Resume Received, Interview Date, Interviewer’s Name and Interviewer Notes.

  • Label the Applicant Comparison Data worksheet. Click on Cell A1 and type “Applicant Comparison Data.”

  • Label the cells in Row 2 of the Applicant Comparison Data worksheet. Starting with Cell A2, label type the following in each cell independently: Last Name, First Name, M.I. (for the middle initial), Position Sought, Current/Last Employer, Current/Last Position, Education Level and Degree, Years of Experience, Relevant Skills and Experience, Interviewer’s Name and Interviewer Notes.

  • Enter applicant data as you receive it. As soon as you receive an application or resume, enter as much information as you can about an applicant into the spreadsheet you created.

  • Add notes to the “Interviewer Notes” cell in the Applicant Data worksheet about relevant information you want to include about the applicant prior to the interview.

  • Add notes to the “Interviewer Notes” cell in the Applicant Comparison Data worksheet after conducting an interview.

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