Keeping Track of It All – Managing the Job Posting Process

In Part I of this series we created WOW by improving our job titles. In Part II we created WOW by focusing on the job content. Implementing both of these tips on all job postings will help to more successfully generate the candidates for which you are searching. Part III will focus on keeping those postings organized and up to date. WOE: “This job posting stuff is an organizational nightmare! I post to many sites and it is practically a full time job to manage it all. Also, I notice that even though my jobs stay posted for a month or more on each site, the response rate drops off dramatically after the first few weeks.” Managing the job posting process is very time consuming and if not organized systematically can turn into an overwhelming and daunting task. Here are a few tips to help stay efficient. WOW 1: Keep All of Your Postings in a Central File and in a Similar Format. When writing your postings, follow the Job Content format outlined in Part 2 of this article. Keep these postings in an MS Word or other word processing file. Within the document itself, create additional sections that pertain to the idiosyncrasies of each site to which you post. Some sites ask for zip codes, some for special key words, some for exact city or area code etc? If all of these “special requests” are outlined on the job description form, you can easily copy and paste the appropriate sections for each site. This is also extremely helpful to an administrative assistant who may be handling the posting for several recruiters. If all the job postings are written in a consistent format, covering all the essential information for each posting site, the task of actually posting the jobs will become much more efficient. WOW 2: Develop a Spreadsheet to Track All of Your Postings. Most jobs are posted to several “general” job boards like Monster.com, Career Mosaic, Career Magazine and Headhunter.net. Then each job is posted to several technology or industry specific sites like ComputerJobs.com, networkengineer.com, Oracle Job Network, Association sites, specific trade journal sites etc? Keeping track of each site and the dates posted to each site can be very time consuming and can quickly become disorganized, particularly if you are posting more than 10 jobs at any given time. The best way to track this is to create a spreadsheet to track each job posted, the sites to which they were posted, the date originally posted, the date the posting expires, and the date to update the posting. A typical tracking form may look like this:

Job Posting Tracking Form

Position Title/ Job Number

Posting Sites

?

Monster.com

Career Mosaic

OracleJobs.com

ComputerJobs.com

?

Post

Date

Exp.

Date

Re-post Date

Post

Date

Exp.

Date

Re-post Date

Post

Date

Exp.

Date

Re-post Date

Post

Date

Exp.

Date

Re-post Date

Oracle Developer

1/15

2/15

1/22

1/15

3/15

1/22

1/20

2/20

1/27

1/20

3/20

1/27

Network Eng.

2/1

3/1

2/8

2/1

4/1

2/8

—–

—–

——

2/1

4/1

2/8

Accounting Mgr.

2/1

Article Continues Below

3/1

2/8

2/1

4/1

2/8

—–

—–

——

—–

—–

——

Software Eng.

2/1

3/1

2/8

2/1

4/1

2/8

—–

—–

——

2/1

4/1

2/8

Oracle DBA

2/20

3/20

2/27

2/20

4/20

2/27

2/20

3/20

2/27

2/20

3/20

2/27

If this is developed in an Excel or Lotus file the columns can be sorted by date so that the jobs that need to be re-posted or that have expired are highlighted. The benefits to a chart like this are that it allows you to easily track exactly when you started posting a position on a particular board, all the boards to which you’ve posted, how long you’ve had it posted (some you may keep posted indefinitely), and when to re-post to keep the jobs fresh to the candidates. Also, when it comes to tracking metrics on success with job sites, you will have additional information on the sites used and the efficiency of use. This will help in refining your posting strategies in the future. WOW 3: Re-Posting to Sites on a Weekly Basis Will Keep Your Jobs Fresh and Improve Your Response Rate. If you ever visit a career site as a job seeker (or pretending to be a job seeker), notice the posting dates of the first 20 or more jobs that show in your query results. Typically they have been posted within the last week. If your position is listed below the top 30 jobs in the query results, there is less likelihood that the majority of the candidates will see it or will click through to read it more thoroughly. For this reason re-posting your jobs so that they are close to the top of the list is critical. This, combined with well-written subject headings (See Part 1 of this series), will attract candidates to click through and read further about your opportunity. Weekly re-posting sounds like a very tedious process and to some degree it can be. However, the opportunity costs of not re-posting far outweigh the cost of the time spend doing it. Check with the job boards to which you post. Depending on the package purchased by your company, most do not charge a penalty for re-posting within the term of your contract. Some even allow you simply hit a “refresh” button without having to copy and paste all of the job content. WOW 4: Consider Using Automated Tools to Assist in the Job Posting Function. Innovative technology experts have recognized the need to assist in the posting process. There is now a handful of companies that have developed products that will manage all or part of the posting process for you. These products include, Smart Post, Resumix’s Internet Recruiter Product, CareerCast, GoJobs, and Webhire (formerly Restrac), Each product has its own unique features and pricing structures. These companies are constantly improving and upgrading their technologies. If you’ve evaluated or tried any of these products in the past without the best results we recommend taking a second look. We like what we’ve seen in 1999 vs. the earlier versions. Using automated tools is not going to solve all of the issues associated with managing multiple job postings to multiple sites. When you use these tools remember that they, too, need to be managed and updated by someone. They are simply tools to assist in the somewhat tedious process and not the be all and end all to your Internet posting needs. To summarize, managing the job posting process does not need to be an overwhelming, time-consuming, nightmarish task. If you keep all of your postings in a central file, develop a tracking form for the sites to which you post, re-post on a weekly basis, and consider using automated posting tools to assist you, you will be several steps closer to turning those Internet recruiting WOES into WOWS.

Karen Osofsky (karen.o@tiburongroup.com) is a co-founder of TiburonGroup.com, an e-recruiting consulting firm that provides outsourced recruiting solutions to rapidly growing companies and new ventures. The firm provides a broad range of recruiting consulting, sourcing, screening, and strategy development services to help companies manage the front-end recruiting process. Tiburon Group is a Certified AIRS Solutions Partner.

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