I’m excited to finally get this project to a point where I can announce it – I’ve been thinking about it for way too long, and this week I finally made it a priority! This should help a lot of people “get started” on JibberJobber. If you recommend JibberJobber to friends, family, job clubs, etc., point them here! You get here by clicking on Videos, and then it’s right up at the top.
Since October of last year the Focus Friday calls have been structured so that they were in order for someone new to get off on the right foot. I’ve taken those videos and removed the Q&A, and reduced the time to considerably less than what is in the Focus Friday series… and put them in the right order.
When you come to the Getting Startedpage you’ll see them numbered so it’s easy to keep track of where you left off. You can also see which videos you have seen.
Confused about what to do next in JibberJobber? Start watching the short videos, in order.
Want help on specific functionality in JibberJobber? Scroll through the list of topics and pick the one that will help you get unstuck.
As of right now, the videos are (each week we should add another topic):
Getting Started: Introduction (1)
Getting Started: Overwhelmed? Watch this! (1.5)
Getting Started: Homepage & Widgets (2)
Getting Started: Setting Up Tags (3)
Getting Started: Log Entries and Action Items (6)
Getting Started: Verifying Action Items and Log Entries Got In (7)
Getting Started: Log Entries and Action Item List Panel (8)
Getting Started: Optimizing the List Panel (9)
Getting Started: Managing Duplicates (10)
Getting Started: Exporting from LinkedIn (11)
Getting Started: Importing from a CSV File (12)
Getting Started: Recurring Action Items (13)
Getting Started: Calendar Views (14)
Getting Started: Interview Prep (15)
Getting Started: Job Description Analysis (16)
Getting Started: Events on Jobs (17)
Getting Started: The Job Journal (18)
The “viewed” shows whether you have watched it or not:
Do you have requests for other topics? Let me know!
Because I’ve heard that JibberJobber is too confusing, and there are too many things you can do. I’ve tried to figure out how to create a visualization of the what and why, and a few nights ago I finally figured it out. Without further ado, check it out:
Last week two people asked how to save a Job that is “closed,” instead of just deleting it. This is actually pretty important… sometimes a closed Job has a job description you don’t want to lose, or you don’t want to lose the Log Entries (aka, history) and communications you had as you worked on that Job. BUT, you also don’t want to see it on the Jobs List Panel.
First, you can change the STATUS of a Job from the Detail Page or the List Panel. Below is a picture of doing it from the List Panel (mouse over the cell, and when it turns gray, double click on it to edit the value). Notice that you can change it from Open to Closed, Cancelled, or Held. Use the icon at #1 if you don’t see the Status field… you’ll be able to show that field on your List Panel.
You can easily filter which jobs show up on the List Panel, by Status, by changing the drop-down on the left side of the screen:
One thing you don’t want to do is work really hard, collect great information (aka intelligence), and then lose because, for example, a Job was closed. You don’t have to – keep it all for future reference!
We’ve had a calendar in JibberJobber for a number of years, but it recently underwent some significant changes.
The best way to get a feel for it is to go look at it. You can get there from going to Tools/My Calendar… or, you can add it to your homepage as a new widget! Go check it out and play around with it. Find something missing? Let us know by clicking on Contact at the bottom-right of any page.
Here’s how to get there… click Tools, then My Calendar:
Or, from the home page, click on Manage Widgets, and then add the Calendar (it’s at the bottom of the list):
Then you’ll see the super-fast, cooler looking calendar, which has a lot of options (day/week/month views, show/hide different kinds of things, etc.):
This is a great enhancement for two reason: speed and aesthetics! Enjoy!
Probably bad grammar to write “companie(s)” but I wanted to be consistent with the (s)… Anyway… Kimberley writes:
” I cannot seem to figure out how to associate jobs with contacts and contacts with jobs. I just see “associate documents.”
A couple of things to know:
Associate Documents: This is to associate documents you’ve entered into the Documents Manager (either upload or associated with Dropbox). When you do this you can see a report of how many times you’ve associated (or, used) that document. So, you can see that you’ve used your “general resume” 17 times… and where, and when. You can see you’ve used your “product manager resume” 42 times… and when and where.
We call the ability to associate multiple Jobs and Companies to one Contact, or multiple Companies and Contacts to one Job, or multiple Contacts and Jobs to one Contact “multi-associations.”
One Contact can be associated to her current and past Companies, and can be associated to three jobs that she interviewed you for, or recommended.
One Company can have multiple job openings, and have multiple Contacts associated to it.
One Job can be for multiple Companies (the hiring company, and perhaps the recruiter’s company, if you are tracking all of the jobs that a recruiter’s company is sending your way) and be associated to multiple people (the recruiter, and all of the people who did the panel interview last week).
In the example below, (1) is for associating documents… which is not what we are talking about in this post.
(2) is for associating one or more Companies, and (3) is for associating one or more Jobs.
To add multiple associations to this Contact, simply mouse over where the data would be, and the box turns gray… double click the gray box, like this:
When you double-click the gray box, you can either enter a Job that you already have in the system, and it will show in the dropdown, or you can enter a job that is new to JibberJobber, and it will be (1) added as a new Job record and (2) associated to this Contact. After I double-clicked the gray box (above), I entered Product Manager, and there was no dropdown to choose from… when I clicked the “Done” button, it saved Product Manager as a new Job, and it is now associated to this Contact, like this:
Note that there is a 1. by the Product Manager job, and a 1. by Toyota, a few lines up. This means that these are the first associations for Jobs and Companies. If I add another Job, there will be two (obviously). I just need to double-click the gray box again to do that, and repeat the instructions from above. Once I double-click the gray box, you’ll see up/down icon that you can drag to reorder. So, I might have Toyota and Kia and American Express as three associated Companies on this Contact record, and I can reorder them to whatever makes most sense.
Multi-associations were an important addition to JibberJobber because this is how the real world works…. and is a great addition to JibberJobber, helping you to more accurately organize and track what you are doing.
“Is there a video on using recurring action items? I see the button but can’t figure out how to, say, call someone every two months.”
I don’t have a video on this, yet, but I’m sure I will someday. One reason I didn’t do a video is because it works pretty much the same way that outlook and Gmail do it… before we break it down, though, let me provide something of a glossary:
Log Entry: This is something that happened that I want to keep track of. For example, “We had lunch, you paid, and we talked about this thing, etc.”
Action Item: Basically a Log Entry, with a due date. For example, “Call Tom one week after we had lunch to see if he’ll hire me.”
Recurring Action Item: An Action Item that will come up more than once. For example, “call someone every two months.”
Let’s break the Recurring Action Item down, using the numbers in the image below. Note that this part of the screen I see when I am creating a Log Entry, and I click on the Action Item button/link/icon on the bottom-left:
Action Item Due Date: This is when you need to follow-up on this Log Entry (aka, Action Item). This is required to create an Action Item, and is the first follow-up you’ll do.
Repeat checkbox: Click this if you want to open up the boxes for #3, 4, and 5 below. If this is a one-time Action Item, just leave it unchecked.
Start: This kind of interesting… but here’s the scenario: Let’s say you want to follow-up with the person on Friday, but then next month you reach out again, and then every three months after that. The Action Item Date (1) will be this Friday, the Start date (3) will be next month, and then the Repeat Every (4) will be every three months (like I have in the image above). Note, by default the Start Date is the same as the Action Item Due Date, and you can just ignore this box.
Repeat Every: This is where you say every two weeks, or in the image above, every three months, or whatever recurring period you want. When you choose how often you want it to repeat, you’ll have other choices, like repeat on the 15th of the month, or the third Thursday of the month…
Completion: This let’s you choose to have it never end, after a certain number of assurances, or by a certain date.
Action Item Title: This is a cool bonus! It’s also available for one-time Action Items… the ability to name your Action Item. It doesn’t make sense to have a Log Entry that says “had lunch with Tom,” and then get an Action Item a week later that is titled “had lunch with Tom.” That is confusing… so we let you optionally add an Action Item title so the reminder you get a week later might be “Call Tom – we had lunch last week.”
There you go – Recurring Action Items… pretty cool!
This post is to document the power and importance of the “Log End Line” when using the Email2Log. You don’t *have to* use the Log End Line, but a few scenarios came up recently where I really understood how (1) powerful it is and how (2) important it is.
This blog post is kind of long, but it’s a lot of pictures, and it’s meant to be comprehensive coverage of the Log End Line.
Note that the Log End Line is optional (you don’t have to use it), but I hope that after you go through this post you’ll know why you should use it (at least sometimes).
What is the Log End Line and Where do I set it up?
The Log End Line is one of the three fields you fill out in order to activate the Email2Log feature (remember, this is a premium feature). Mouse over Logs, then click on Email2Log:
Then, you’ll see the form, where the third field is for the Log End Line:
You can put anything you want as the Log End Line. I do not recommend putting anything that any normal human being might put in an email, like —————–, ____________________, ==================, *****************, or other such characters. Those might be normal separators that anyone could type in, and it would effectively mess up what you are trying to do with the Email2Log.
Our example (see the red dotted line in the image above) is a series of characters that most people aren’t ever going to type… it’s kind of hard to type that string. That’s what I’ve been using for years. You can simply copy and paste that into the Log End Line textbox, if you want.
How and when do I use the Log End Line?
I include my Log End Line in every email that I send. My email signature looks like this:
Every email client I know of allows you to create an email signature. This way you don’t have to retype it every time you send an email. (As a side-note, I’m really big on signatures and think they are powerful personal branding tools!)
I never delete this, as it simply looks like a natural line separator between the body (which goes above) and the rest of the email signature. So it doesn’t detract or distract.
The main idea behind, and most common use of, the Log End Line is that anything after the Log End Line IS NOT included in a Log Entry created when you use Email2Log. To say it in a more technical way, the Log Entry created will be truncated after the Log End Line. More on that in the next section.
Tip: some advanced users will put the Log End Line under their email signature, and then change the font to white, so it isn’t seen by email recipients. I don’t do that, but I think it’s kind of clever
What does the Log End Line do? (Part 1: Power)
The power of the Log End Line is that it truncates your email so you aren’t creating long Log Entries with a bunch of unwanted text. Use the Log End Line to smartly cut the Log Entry so that you only have what you want, and not all the superfluous stuff. For example, in this image you can see I have NOT edited my Log End Line, which means that ONLY my reply will be in the Log Entry created by Email2Log.
However, the original message is really something I want to include in my Log Entry (it gives my reply context, and it includes a phone number and location for this contact – that’s good stuff). Therefore, with this email I would actually delete two characters (I do two simply because it keeps the Log End Line symmetric… I could delete just one and it would have the same effect). Here’s what the new one looks like, less two characters.. note that this ENTIRE email is going to go into the Log Entry:
Is it hard to see the difference between the two? That subtlety is exactly what I want … I don’t want you to think “oh, something is different… WHY?”
Tip: If I want to include some stuff below my email signature, but not EVERYTHING below my email signature, I will copy the entire Log End Line and paste it where I want to truncate (for example, after your name or your email signature, in the case that there is stuff your email signature (like a disclosure, or more of the email thread), and then I will go to my original Log End Line, above my signature, and then delete two characters.
This ability to truncate your Log Entry, simply by putting a string of characters (aka, the Log End Line) in your email, is POWERFUL!
What does the Log End Line do? (Part 2: Importance)
Did you know you could put some special lines into your email and multiple the power of your Email2Log Log Entry? For example, with a few lines in the email I could make the Log Entry an Action Item, and I could associate it to other Contacts, Companies and Jobs. This is really cool. My email might include these special lines:
Some important information about each of these lines (which are all optional):
This creates an Action Item. You can put in a date, like 12/12/2014 or you can put in something like + 1 week or + 3 months, etc. Sometimes you’ll know the date for the Action Items, sometimes the date doesn’t matter (“ah, remind me in a few months”).
contacts: (or, contact:)
You need to have at least one email address. You can have more, separated by commas. If you put in either of the examples below, it will (a) associate this Log Entry to an existing Contact with the same email address, or if it can’t find that email address on any of your Contacts, it will create a new Contact record. The key is that it is looking for and matching based on an email address, not on a name. Examples of what this line might look like:
contacts:firstname.lastname@example.org <– no FirstName or LastName required – I’m assuming this is an existing Contact in my system, and it’s only going to associate the Log Entry, not create a new Contact record. If it doesn’t find the record, though, it will create a new Contact record and the FirstName will be the email address (so put the name!)
contacts:”Jason Alba” <email@example.com> <– this is FirstName LastName (no comma)
contacts:”Alba, Jason” <firstname.lastname@example.org> <– this is LastName, First Name (the comma makes all the difference!)
contacts:”Jason Alba” <email@example.com>, firstname.lastname@example.org <– this has more than one contact, separated by comma (note, whether I put in one or multiple contacts, I always use contacts instead of contact… just my habit)
companies: (or, company)
Separate Companies by commas (which means, if you have any commas in your Company records, you should remove them, or this feature gets mixed up). Like Contacts, JibberJobber will try to find an existing Company record and associate the Log Entry to that record, but if it can’t, it will create a new Company record. (yes, this is new, this week! Before this week it would not create a new Company record.)
jobs: (or, job)
Like Contacts and Companies, JibberJobber will try to find an existing Job record and associate the Log Entry to that record. If it can’t find a match, it will create a new Job record. This is also new, as of this week! Before this week it would not create a new Job record.)
Commas are powerful! Just like companies:, you can add multiple jobs on this line (you rarely will, but you might), and separate them with commas. If you have commas in your Job records, remove them or this feature gets mixed up).
NOTE: if you have 10 jobs with the same name, the Log Entry will be associated with all of them. This is a nut we need to crack, but for now I would recommend that you have different names for each job, if you want to use this feature. You might do this: Project Manager 1, Project Manager 2, etc. or this: Project Manager – ebay 1, Project Manager – ebay 2, etc. Sorry about this, and hopefully we’ll figure out a more elegant solution.
That is advanced Email2Log stuff… what does it have to do with the Log End Line?
If you put those special lines (to create an Action Item, or associate the Log Entry to Contacts, Companies or Jobs), you HAVE TO put it after the Log End Line.
So, this isn’t going to work, because there is no Log End Line:
This will work, because there is a Log End Line:
So, the Log End Line becomes important because it allows you to insert these other special commands in your email. Essentially, when JibberJobber gets the email, it says everything before the Log End Line can become the Log Entry, and everything after the Log End Line (1) won’t, but if there are any special lines (like you see in yellow, above), it WILL create an Action Item date, and associate the Log Entry to other Contacts, Companies and Jobs.
When would you do this?
Scenario 1: If I have a panel interview at my target company, I’m going to send a follow-up email to the people on the panel, and use the Email2Log feature to log it. I’m not going to include my recruiter in the To or CC, but I might want to associate the Log Entry to her record… so I’ll put the contacts:____ with her email address. I’ll also put the Companies and Jobs lines in so that the Log Entry will also be associated to the target company, and the job I just interviewed at.
Scenario 2: If I send an email to you, but then I forget to do the Email2Log, I can forward the sent email to JibberJobber, and put contacts:______ in the body, below the Log End Line. For example, this will create a Log Entry, but it isn’t going to be associated to anything (because the contacts line is NOT below a Log End Line):
This one, however, WILL create the Log Entry and associate it to the right Contact because the contacts: line is after the Log End Line:
Whew… I know this is a long blog post, but I wanted to get this all documented in one place.
Do you have any questions or suggestions? Feel free to leave them in the Comments below, or use the Contact Us form or email us directly
This questions reminds me of a thought we had many years ago, in 2006. The idea was that in our job search we have people who we might be very close to, and have 100% trust in, who could help us in our job search.
For example, let’s say your mom, or son, or spouse, is the right person to help you with your job search? You can do a few different things:
Option 1: Add them to your Email2Log list of people approved to use your Email2Log email address.
Notice below I have added Liz, who I work very closely with, to use my Email2Log. This means that if she sends an email, and includes MY Email2Log address, it will add Contacts and Log Entries under my JibberJobber account. She can also forward emails to my JibberJobber account and have the same affect.
Option 2: If this person is super-trusted, give them your username/password.
They will login as you, and can do anything that you do. The problem with this is that it might get a little confusing keeping track of what data is added by who. For example, who added a new Contact? Who added what Log Entry? If they use the same login, you can’t track that because as far as JibberJobber knows, it is you.
If you do this, I recommend you use sound password practices and use a totally unique to this account, so that if you have a falling out, they don’t have a password to login to your other stuff, like your bank account or email.
Option 3: Have your trusted associate (ie, assistant, relative, etc.) create their own JibberJobber account, and then share data between the two accounts.
Personally I wouldnt’ recommend this right now because it’s not as robust and smooth as it could be, but it does maintain privacy between the two accounts. Two accounts can share information from one to another… this is on our list of enhancements. It “works,” but is not as awesome as it could be.
If you want specific features that we don’t have? Let us know using the Contact form.
Stephen is a very smart user who has emailed my team with a number of ideas enhancement requests. Stephen said that he uses JibberJobber to track jobs that he applies to, but also to track jobs he doesn’t apply to. I thought this was interesting.
Why would you track jobs that you aren’t going to apply to?
To gain insight into other needs of the company, departments, systems, etc.
To perhaps identify issues the company has (like high turnover)
I would add:
To understand what the market is currently looking for, with key words and phrases I could use in my marketing (networking, cover letters, resumes, interviews, etc.)
When I was in my job search I learned about a job title that I really hadn’t understood or thought about while I was looking for openings. There is great information in job descriptions… are you tapping into that information?
When you find a word, phrase, or idea to enhance your knowledge or marketing message, keep track of it!
To do this in JibberJobber, I would simply tag each job I am not applying to as “reference” (or some other tag that makes more sense for you). Then, you could filter the Jobs List Panel like this:
This would give you a list of all of the job descriptions/postings for your research.
In addition, I would make Log Entries (or Notes) on WHY I saved the job.
Remember, putting a job posting into JibberJobber will save it there forever, but if you just save a link, the link might be dead in a few months. Jobs don’t stay on job boards for long.
I got a great question from Michael about importing, and the potential for creating duplicates. In short, he is asking about importing regularly… let’s say monthly. If I import from LinkedIn today, then I import from LinkedIn next month, aren’t I going to create a whole bunch of duplicates? (you can see his original question and comments in the box at the bottom of this post…
In short, no, it shouldn’t re-import duplicates.
In this very important blog post, where I describe three steps to import from systems like LinkedIn, the third step has an image of the import screen with some yellow rows and some white rows (scroll to the bottom of that post to see the images). The yellow rows are for those records that we think are already in the system…. so, if you import 100 records today, then pull your contacts from LinkedIn (or Google or wherever) next month, and you have 125, the 100 you already imported will be in yellow, and not imported. The left-most column is a checkbox where you can choose to override the option to not import… but in general, as long as the row is yellow (and in that case, the checkbox to import will be unchecked), you will not create new duplicates each time you import.
That’s pretty cool, huh?
The bottom line is that you will have duplicates… I still get them and I know all the tricks. For example, let’s say I have John Doe as one of my Contacts. His email is John@Doe.com. He emails me from his personal email address (email@example.com), and I reply back with the Email2Log feature without really thinking about it. I don’t take the time to see if the hotmail email is on his record… I just shoot a reply back and… well, I get a duplicate.
This could be frustrating, but really, it’s so easy to clean up and MERGE the duplicates that not only do I not worry about it, it isn’t an urgent need to merge the duplicates. I can continue to put Log Entries on both records… and when I finally get around to it, merge them, and all Log Entries are merged under the one record. It makes duplicates a minor nuisance, but not a mess that you might think it would be.
Here’s Michael’s original question and comments, which I thought was too darn cool to just summarize as a question (Michael, thanks for the kind words!). I’ve took the liberty to throw a comma in here, and make other visual changes to his comment: