Effective Strategies for Building and Managing a Resume Database in the Education Sector

Dear Friends,

Can you please suggest ways to build a resume database apart from purchasing from web portals like Naukri, Monster, TimesJobs, etc., especially for faculties?

Thanks,
Kahkasha

Hi HR,

You didn't specify the industry you were in or catering to. From my experience as an admin, we segregated the resumes based on their qualifications and experience. While the applicant would submit his resume based on his education, we would reclassify it based on experience – which I am sure you are doing. Perhaps you can maintain a file (soft or hard copy) of the different faculties and categorize the resumes accordingly. Sometimes, one resume may fit into 2-3 categories. Keep in touch by acknowledging the receipt of their emails/hard copies.

Send them an acknowledgment like, "We have received your CV/bio/resume. We are processing it and will get back to you when vacancies arise." Many companies do not follow the basic courtesy of acknowledging – similar to our tendency to forget to thank someone who has helped us.

Hi Kahkasha,

Thank you for the feedback, Ramesh.

I work in the education sector, where we establish various schools and colleges. We frequently require good Principals, teachers, PGTs, TGTs, lecturers, readers, professors, etc.

Could you please share any other subscriptions (free/purchased) that could provide me with access to quality resumes?

Thank you,
Kahkasha

Hi Kahkasha,

Look at the B.Ed. course where candidates have recently passed out. Hopefully, you should have a list of colleges/institutions that offer this course. Also, look at government employment registers and college placement cells. Quite a few people work as instructors in private teaching institutions; try to bring them on board.

Tap into teachers and lecturers you have recruited. They will have friends and contacts who are eligible for teaching and can bring in good people. Also, consider women who have taken a break from teaching after marrying or having kids. Build a database; it should certainly help as a starting point. Additionally, consider attending educational or job fairs – set up a stall and distribute pamphlets at these events.

One of my schoolmates, who was not deemed fit for teaching but did not secure the expected corporate job, ventured into teaching. There are students/unemployed individuals who, if given the right direction, can be valuable assets. Senior professionals in the corporate world who have voluntarily resigned possess a wealth of practical knowledge and contacts that can be beneficial.

Regarding recruitment, I am not in favor of purchasing services because most resumes are often inflated and do not accurately reflect the candidate's qualifications.

Let me know if you need further assistance.

Best regards,
[Your Name]

Hi Ramesh,

My name is Sudha. I have been reading your responses to the fellow readers. It's very impressive. Nice meeting you. Hope you can help me out.

I had worked as a consultant in a law firm for three years and gained experience in framing HR policies, implementing the same, performance appraisal, disciplinary proceedings, etc., related to HR. Later on, I worked for one year and seven months in a liaisoning company, where I gained knowledge about recruitment, statutory compliances, etc.

Now, I would like to move on to an MNC where I can improve my skills and capabilities, to understand corporate culture and seek better compensation.

Since I don't have an MNC background, many companies are not finding my resume suitable, and of course, I am hesitating to post my resume. Can you guide me on this?

Looking forward,
Sudha

Hello all,

Greetings.

I am working in a recruitment consultancy and handling a particular branch office. I joined this company about two weeks ago. I completed my studies this year only and am a fresher in this industry.

We come across a number of resumes every day through walk-ins, soft copies, posts, etc.

Until now, I have found that the resume database has been maintained traditionally, sorting out the hard copies of resumes in different files according to the stream in which the applicant wishes to go and his experience, such as marketing, sales, back office, HR, BPO, etc.

Now, I want to maintain the database digitally by creating a format in Excel (or if there is any other way, please let me know).

Of course, entering each resume could be time-consuming, but I believe it might be very convenient to sort out candidates later from a database in MS Excel according to my preferences like years of experience, qualification, etc.

Please let me know how I should create the database, what format I should follow, etc., so that it could be more effective, fast, and helpful for me and others accessing it after me.

Thanks and Regards,

Mayank Kukreja

Resume data bank is something you have to maintain once you are in HR. It really helps. However, you have to stay in touch with the people you validated on a regular basis. In order to have 10 valid profiles, you have to source 100 CVs from a job portal, in fact. So, don't consider this as the only task you have. Spend 30 minutes daily to validate and accumulate. Over a period of three months, you will have your valid CV collection. Now, the question that may arise is, what happens after three months? You start the same cycle again.

Cheers

Dear Nayan,

I have sent my resume details to the email mentioned by you. If any suitable opening matches my profile, kindly let me know.

Regards,
Sudha

Hi Kahaksha,

We can help you with the same. It's 100% successful and will keep you from becoming addicted to portals. Please share your business card via email for further action.

Best Regards,
Deepak Kapoor
Email: deepak.kapoor@irajsoft.com
Phone: 9891709730

Dear Mayank,

You can create a master Excel sheet where you can mention:
- Name
- Designation
- Present organization
- Experience (in years)
- Location
- Present salary
- Expected salary
- Notice period required
- Date (mentioning when the data is updated)
- Remarks

In this way, you can add more columns. According to designation, you can rename the sheets in the master Excel sheet.

At the same time, you can email all the candidates you send their resumes in your particular format, which will reduce your time and will get the interested candidates to turn up.

With best wishes,
Kahkasha