Most candidates either don't track or track too much. Here's the minimum-viable structure that produces real signal.
Required columns:
1. Date sourced
2. Company name + careers page URL
3. Role title
4. Status (sourced / approved / submitted / rejected / advancing)
5. Resume version used (V1, V2, V3, keep it numbered)
6. Fit score (1-5) with one-line reasoning
7. Application date
8. Last contact date
Optional but useful:
9. Recruiter name and contact
10. Interview stage and date
11. Salary discussion notes
12. Decision criteria you've identified
The weekly review (5 minutes, every Friday):
What's the conversion at each stage? (sourced→submitted, submitted→first round, etc.)
Which resume version is producing better outcomes?
Which industries are converting faster?
Are there roles >30 days silent that need follow-up or removal?
The single best tip:
Color-code by status. Green = advancing, yellow = pending, red = closed. The visual cue makes the funnel readable at a glance, no math required.
Build this in Google Sheets so you can access it anywhere. 30 minutes to set up. Pays itself back the first time you spot a pattern in your data.
— Dr. Hosney Adel