Set up the tracker
Open the download in Excel, Google Sheets, or another spreadsheet. Replace the fictional example before using it. Keep one row per person so you can see the relationship without creating duplicate outreach.
The fields cover name, firm, role, connection, public profile URL, first contact, last interaction, status, next action, next action date, application URL, deadline, and notes. Record only the information needed for your workflow.
Choose clear statuses and actions
Start with Researching, Contacted, Replied, Call scheduled, Follow-up complete, and Closed. Replies and interviews are different outcomes; do not collapse them into one success status.
Write actions such as “send availability,” “read suggested resource,” or “submit application.” Avoid vague entries like “network more.” If someone declines contact, mark Closed and record that you should not contact them again.
Run a weekly review
First check application deadlines and interviews. Then review promised actions and unanswered introductions. Close stale threads rather than moving every reminder forward indefinitely.
Count conversations held, actions completed, and applications submitted alongside replies. If calculating reply rate, define the time period and which messages count. Small samples and different audiences make comparisons unreliable; use the tracker to improve your process.
Frequently asked questions
Do I need a paid CRM?
No. A spreadsheet can cover your initial workflow. Consider a dedicated tool when maintaining threads, reminders, or a larger contact list becomes difficult.
Sources and editorial notes
Templates and workflow suggestions are original Paperclip examples. They do not promise replies or job offers. Employer requirements can change; check the current posting before applying.