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 (firstname.lastname@example.org), 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:
A frequently asked question from newbies is how do I get started? What do I do first? Then what do I do?
This is kind of a hard question to answer because it kind of depends on how you work, what you are trying to accomplish, etc. But let me take the question 10,000 feet up and assume that I’m advising my mom (hi mom!) on how to get started using JibberJobber. Let’s say my mom just got laid off and is looking for a new job. What should she do first on JibberJobber?
There really isn’t a first thing to do… there are a few first things to do (yes, I numbered them all #1 on purpose):
1. DO NOT get overwhelmed. This is a mental thing… but the first thing I want you to think about is that you can do this. Look, the job search is a complex thing. You have to organize and manage A LOT of information and data. Who you meet, their contact info, what you talked about, when you need to follow-up. What your target companies are, who works there, what version of which resume did you share with who, and when you need to follow-up (and with who, and how). What jobs you are interested in, when you applied to what jobs, how did you apply, how do you follow-up, are you networking into that company, etc. I this was simply a linear, logical process, it could be easier to manage, BUT we’re dealing with human beings here. There is not right way to do anything (like interview) that works every single time, in every company, in every industry, for every job. You have to be totally on top of your game. Having said that, JibberJobber can help you with a lot of this complexity. Instead of feeling like you are drowning in information, and overwhelmed with complexity, use JibberJobber to help organize and manage. One of my earliest users and evangelists said “JibberJobber is my virtual assistant.” I love that he thought of it that way – let it help you not feel overwhelmed.
Further, there is a lot you can do in JibberJobber, but as you get started I want you to not worry about what you can do, but focus on what you should do. In general, your job search should be about networking and follow-up (and of course, a lot more, but that is a critical part of your job search strategy). Start there. You can ignore the other features until you are ready for them.
1. Think of JibberJobber as a long-term career management tool. You will collect a lot of information, or as I like to call it, “intelligence,” in your job search. Names, numbers, email addresses, who works where, who interviewed you, who you liked and who was a complete jerk, what you talked about, when you followed-up, etc. Can you imagine collecting all of this important information and then throwing it away? I have heard from too many job seekers who have found their dream job and within months, or usually a few years, found themselves in transition again. The new “career management” is to change jobs regularly… please, please, please don’t treat your time on JibberJobber, and the data you collect, as a temporary band-aid solution. What you do here, now, should help you for the duration of your career!
1. Sign up for the JibberJobber Orientation. We do these almost every Wednesday. Sign-up here. If you can’t attend a live one, schedule ten minutes a day and watch a recording in parts. Speaking of ten minutes, we do a “Focus Friday” each Friday where we (a) focus on one feature/topic for just ten minutes, and (b) stay on and answer your questions. You can sign up once and then just attend the Focus Friday webinars you can.
1. Import contacts from LinkedIn, Outlook, Gmail, etc. A lot of people like to come into JibberJobber and see contacts there. LinkedIn doesn’t make it super easy to export contacts (here’s how you do it), but you usually get contacts out of your other systems into a csv format. You can then import those into JibberJobber. You can also SYNC your contacts between JibberJobber and Gmail, which allows you to put your JibberJobber Contacts onto your phone in the phone’s native contacts app. I’m not going to say this is a critical “getting started” step, but a lot of people want to do it (which is fine).
1. Set up your Email2Log and use it right now. This is easily the coolest, most powerful feature in JibberJobber, and I use it multiple times every day. The concept is this: when you send an email, put a special and unique-to-you email2log email address in the BCC field. The email will go to JibberJobber where we will (a) create new contacts, if the other recipients are not already your contacts in JibberJobber, and (b) it will take your email and make it a Log Entry. This is SO VERY powerful and cool, and it easily saves me 30+ minutes a day from doing all this administrative stuff by hand.
1. Enter a new Contact, Company and Job. You can enter them in any order… it doesn’t matter which you enter first. Put in a recruiter with only the information that really matters (does a fax, or street address really matter? Probably not.). Put in a job the recruiter sent to you (or one you found on Indeed). Enter a contact, even if it is just you. This is easy stuff, but it’s the core of JibberJobber, and you’ll likely be doing this a fair amount over the next few weeks.
1. Create a Log Entry and Action Item. Once you have a Contact, Company or Job in JibberJobber, go to the Detail Page of that record and create a Log Entry. For example: “I had lunch with Jason today. We talked about xyz, I need to follow-up on abc.” Then, click the Action Item link and put a date to follow-up. This is another core feature in JibberJobber, and should help you keep things from slipping through the cracks. Your job search, and career management, is about “nurturing relationships” and “follow-up” and this is how you manage that.
There is more you can do. This is probably just 10% of the functionality… but this is the GETTING STARTED advice I would give my mom. Pretty simple, right?
Really, make sure you get on an orientation webinar, and please do not hesitate to ask us for help. When you ask us for help, you help us understand where people are getting stuck, which can help many other people!
This is pretty easy to do. The report you can get to by following the instructions below can be used for UI claims as well as to send to an accountability partner (aka, coach).
Step 1: Get to the Log Entries and Action Items Report. You can do this by clicking on the word Logs (from the main menu) or mouse over Reports and click on the link:
Step 2: Check what is displaying in the blue box. By default we show you everything, but we remember any customizations you make. I’m guessing you’ll want to change what is showing… just click the “Change” link to filter down what you want to see (and print out):
Step 3: Yeah, I knew you would want to change something. At the very least you will likely want to narrow down the date range that you show – you don’t want to print everything… right? You can filter this down very nicely (like, check the Jobs box and uncheck the other four):
Step 4: Click to print. Once you click Change, and you see the filtered results, click on the Actions button and from the dropdown, click Print Log Entries and Action Items. This will bring up the print dialog, and you should know what to do from there
On a webinar recently someone asked for an easy way to see what I’ve done. There is the awesome Log Entry and Action Item Report, which allows you to get a bunch of different reports, including “what I’ve done during this period of time.”
But I was thinking of something more simple… actually, something that we have already pretty much done. Well, we’ve done probably 90% of the work. This suggestion from the webinar was a nudge to help us understand we needed something else… please welcome a new Homepage Widget called “Log Entries.” This is basically a report to show me what I’ve done this week.
First, notice that my Homepage has no widgets except one: the Action Item widget:
I click on the Manage Widgets link (see arrow, above), and I can see this new widget in the list:
I click on the checkbox, then click on save, and I am now showing this widget, which shows me what I have put in, this week, as a Log Entry, on the homepage!
Remember, I can drag those widgets around and reorder them, either on the homepage or on that manage widgets box. For me, these are the two widgets I’ll have up all the time.
Last night my team did a release, which means they updated JibberJobber with new and improved “stuff.” I’ve been talking about this release for a long time, but it got stuck in the QA process as my QA team has been intent on releases without bugs.
Just minutes after the release an outplacement firm in Australia emailed me and said “Nice work – looks great!” This is just minutes after the release… it was pretty cool that someone noticed that quick! I asked him what he noticed, and it is exactly what I want to blog about today. Below this list of enhancements that will impact you is a list from my QA team, reporting what has been fixed/released.
Thing One: Action Item Notifier (on top-left of every screen)
This is an enhancement that really enriches your experience with JibberJobber. Now, on every page, you’ll be able to see how many Action Items you have pending in the next two weeks. This makes JibberJobber more of a follow-up tool. I talk about “follow-up” and “nurturing relationships” a lot… and we’ve provided tools and reports for you to see what you have coming up, but this is the most blatant, in-your-face enhancement to show you exactly what you have so things don’t slip through the cracks. You’ve probably already noticed this, when you login, on the top-left:
The “6″ means that I have six Action Items coming up in the next two weeks. Click on that little icon and you will see those six Action Items in this view:
Here are some things to help you get more value out of this widget:
#1 – this allows you to click and drag to resize this view.
#2 – this closes (or, hides) the widget.
#3 – notices each Action Item is listed with a checkbox to the left… that way you can close multiple Action Items at once, or you can print one report with all that you have checked. (NOTE: You can close or edit each one… when you mouse over an Action Item, icons will appear on the right to close or edit)
#4 – these are the actions you can take for each of the checked Action Items. For example, click on three of them, then click the close icon (the clock), and those three will be closed. Easy.
This enhancement should make your JibberJobber experience much richer!
Thing Two: The Log Entry and Action Item screen is cleaned up.
We removed some of the superfluous wording and white space, and made it more compact. This should make it easier to add a Log Entry. This was a small, marginal change, but I think the impact will be big, and make it easier for you to create Log Entries and Action Items.
Notice we moved much of the “stuff” (create an Action Item, associate this to other Contacts, Companies and Jobs, etc.) to the bottom. It works pretty much the same, but it’s just cleaner.
To create a Log Entry, simply put in a date, the title, and the details/comments. To create an Action Item, or associate Contacts, Companies and/or Jobs, simply click on the icons on the bottom. Cleaner, more intuitive, easier.
Thing Three: more use of the width of your monitor
This is the first of a few changes to use more of your monitor. A while back we did a UI “enhancement” which left, for some wide monitors, a few inches of white space on each side. I hated that… JibberJobber needs space! So we opened up the List Panels and then extend from one end to another, without inches of wasted white space. There is still more to do here, and we’re working on it. This was just the first step.
Other Things: This is the list from my QA team. It might not make sense to you, but it’s all important stuff.
Import contacts (bug with companies): there was an issue when you imported Contacts, with Companies, but the Companies didn’t import and associate right. This should be fixed.
Bug of custom fields on Jobs (reported by Chris R)
Bug on IE uploading images: apparently Internet Explorer was having issues with the super cool way we bring in images on a Contact or Company.
Bug on email2log (when was adding the secret email as other contact): Sometimes when you used the Email2Log feature, JibberJobber would create a new record for your own ultra-secretive email address… which was not supposed to happen. This is now resolved.
Bug on email2log (about formatting): In a prior release we kind of goofed up… some of your Log Entries created by the Email2Log feature stripped spaces between paragraphs. This made the Log Entry look all bunched up. This is now fixed.
Change of wording to Coach Dashboard: We are going to change a lot of the functionality here, but for now we needed to change this from My Coach Landing Page to Coach Dashboard. Very small change but will make it more intuitive. This is for anyone who coaches others, or is an accountability partner.
“Log Entries and Action Items Report” To remember the session variables: when you customize the Log Entries and Action Item report, we didn’t save your preferences… we are now.
Allow edit on Log Entry view in the shadow box: when you opened a Log Entry to “view,” there wasn’t much more you could do than view or print. Now you can easily edit it from right there.
Pre-populate fields correctly when I add a Contact after a search: on my weekly webinars I noticed that if I did a search for a Contact that doesn’t exist, like searching for “Fiiiiiirst Naaaaame,” I would click “add Contact” and then it would enter it in all lower-case. This was a pain because I’d have to change the first letter to upper-chase each time. Bleh. This is now fixed. Another really small enhancement, but you can see the level of detail we’re going for.
New interface on import contacts from file: We spent a lot of time cleaning this up and making it more intuitive. It’s still not the most intuitive thing in the world, but it’s getting closer.
Bug with payments of one year with Paypal: we had a problem with people who upgraded for one year on Paypal… the system wasn’t recognizing the upgrade and they sometimes emailed us (before we could manually upgrade them) asking “WHAT THE HECK?” This was an issue of trust… if you pay us money, and you don’t get upgraded, what else won’t work?? Fixing this non-high-profile bug allows you to trust us more.
Minor wordings and change of tool tips throughout the system: when you mouse over things, we cleaned up the little messages you see.
This release represents “about 25-30 work orders,” and I’m sure we came up with another 50 things to fix, clean, or change since we started this last project
I recently got an email from a user asking something to this effect:
“What can I do when I forget to use the Email2Log when I sent someone an email? Do I have to copy and paste the email into a Log Entry now?”
I don’t think I’ve addressed this in a blog post before. This is a great enhancement to your workflow, and it doesn’t require copy and paste. Here’s a scenario:
Identify the email I want to get into JibberJobber. I send have an email in my inbox (that I am not going to reply to), or my sent box (that I already sent, and forgot to use Email2Log — OOPS!).
Send the email to JibberJobber. Now you simply FOWARD the email to your ultra-secretive Email2Log email address. You don’t have to send it to anyone else…. just your Email2Log address… and make sure there is a line anywhere in the email that says “contacts:[emailaddress]” Note that you can have multiple email addresses there (as well as names, to create new Contacts). See the images below on how I do this quickly and easily from an email in my inbox.
It is as EASY as that! (pictures below)
Remember, what we are doing here is (a) taking the email and making it a Log Entry under every record that matches an email address in the “contacts:______,______,etc.” line, and (b) creating new Contact records for those email addresses that don’t match an existing Contact records.
In other words, let’s say I get an email from someone (a recruiter) who is not in my JibberJobber database, and she cc’s 3 other people (2 colleagues and the hiring manager at a company). I reply back saying “I’d love to come into an interview on Thursday – thank you!” But OOPS, I forgot to bcc my Email2Log email address… do I have to go into JibberJobber and manually (1) enter four new Contact records, and then (2) copy and paste the email thread to each of those four new records? Ugh… that will take like 10 minutes
Well, there is a much easier, faster, convenient way to create those new Contacts, and Log Entries! Here’s how (I’m using an email I sent to myself yesterday as the oops email):
Step 1: Just forward the email to your Email2Log address…
Step 2: Put Contacts: on any line (I do the first line, but it can be anywhere (even after the Log End Line)), and then delete everything up to the email address (this almost always show if you are forwarding an email).
Step 3: (optional) Put any other names and email addresses on this Contact: line, with a comma between each record. In this example I added my JibberJobber.com email address, even though it wasn’t in the original email:
That is it. Send this, and it only goes to JibberJobber (not anyone else, unless you put other address in the To, CC or BCC), it will create new Contact records (if they aren’t already in), and add the email as a Log Entry to every address that is in the (a) TO: field, (b) CC: field, and (c) contacts: line (in the body).
Once you figure this out, it can take just a few seconds to do this, and it is AWESOME!
Many years ago I heard about the brilliant idea of pasting your resume, or a job description, into a word cloud generator to get an analysis of what words and phrases were commonly used. We now have a tool to help you do this type of analysis in JibberJobber. What we have now is Phase I of a bigger project, with some really cool and useful enhancements in the planning stage.
This type of reporting and analysis can help you create better resumes, and prepare for interviews better. If I had an interview I was preparing for, I would do this analysis on ten jobs with the same titles and then compare, side-by-side, what the analysis shows me. Smarter resumes, smarter cover letters, smarter interviews, smarter networking dialogs… it all comes from understanding better what companies are looking for.
Below is how our word cloud stuff works (this is all on the Jobs Detail Page – I would create a “Job” record of just my resume, and do the same analysis of my resume as I would of a job description):
First, put a Job into JibberJobber. You can see this is for a Senior Systems Analyst / release Manager:
Then, scroll down on the Detail Page (the page after you save the job, not the Add/Edit page), and you’ll see these three tabs (right above the Log Entries area):
The first tab is for Notes, which is what we have in the other Detail Pages, and what we’ve had in JibberJobber since 2006. The second tab is where you paste the Job Description, which is a simple Copy/Paste from LinkedIn, Indeed, Monster, Dice, etc. The third tab is where you will see the Word Cloud, and other analysis (see below).
Here’s what a Job Description looks like, pasted into the second tab (NOTE that double-clicking on the tab will allow you to add/edit the Notes, and add (paste) a Job Description):
Now that we have a job description in, we can click on the third tab, and see the Word Cloud (first tab), and the Analysis. Here’s what the Word Cloud looks like… notice I can change the output to different types of word clouds, and I can show x% of the top words/phrases:
So that’s it – that is what most word cloud systems let you do (afaik). The next thing we do is show you a simple statistical analysis, under the Analysis tab:
NOTE the last line in this image (there more more below this one) is TWO words… we allow you to create multi-word “phrases (see more below), as well as blacklist words or phrases, in the last two tabs.
So, click on the Phrases tab and you can see that we can force phrases – if “computer systems” are two words right next to each other, we force them to be a phrase, instead of making computer one word and systems another word… pretty cool way to “clean up” the results:
We can also blacklist words, like and or the or something else we don’t need to see in the analysis. This also helps clean up the analysis:
SO that’s it’s for Phase I. There are some REALLY COOL features that I want to introduce in Phase II… stay tuned! If you have any requests to enhance this analysis and reporting, let me know: Jason at JibberJobber dot com – thanks!
Note: I don’t blog about that because my competitors like to read my blog posts to see what we’re up to, and see what they can squeeze into their system…
A frustration I’ve had for the last few years is that when I’m writing an email in Gmail, and want to use the Email2Log JibberJobber features, I’d have to use the mouse to open up the bcc field. I knew there must be a keyboard shortcut, but never took the time to figure it out.
Well, I found the 3 seconds I needed to figure it out and now my life is changed forever :p
When you are in a compose message in Gmail, simply click control+shift+b, and it will (a) open up the bcc field, and (b) have the curser right there. This is going to shave seconds off of my email writing… seconds!
When is the last time you communicated with your target audience (or family, or coworkers, or prospects, or hiring managers, or recruiters)?
We recently fixed the Last Action column on the List Panels (Contacts, Companies, Jobs). You can turn this column on by clicking on the Manage Columns icon (and then finding the Last Action column):
Once you turn it on, you’ll see it wherever you put it (you can drag it around on the Manage Columns page, so it can be in the right column/position). The date will be the last time you communicated with that person, based on your Log Entries. If you click on the date, it will open the Log Entry in a shadow box, and from there you can edit it, or print it.
I use this column when I’m trying to figure out who, in a subset of people, I need to reach out to. For example, when I’m talking to career center professionals, I’ll filter my search (tags:university_career), and then order by (click the triangle icons below or to the side of any column to order by that column). This will show me the ones who I have contacted by descending or ascending order. Very useful!