How Can I Efficiently Organize and Track CVs for Multiple Call Center Branches?

Hi,

Please suggest how I should maintain the databank of CVs in my email ID. I have received emails/CVs of the candidates since we advertised in the newspaper. We have several branches in our call center – branches A, B, C, and D. Currently, I am struggling to keep track of the incoming CVs.

For your information, I need to contact these candidates for interviews. If they do not answer my calls, I send them an email stating, "Your CV has been shortlisted...". In my email ID, I have created labels such as:

- CCE Branch 1
- Team Leader Branch 1
- CCE Branch 2
- Team Leader Branch 2
- CCE Branch 3
- Team Leader Branch 3
- CCE Branch 4
- Team Leader Branch 4
- Spare CVs
- Not Interested

Please suggest the best way to manage this situation.

Regards,
Shweta

Hi Shewta,

You can maintain an Excel File with columns such as:

- Sr. No.
- Name of candidate
- Email Id
- Location for which received
- Date of receipt
- Remark (reply sent on, forwarded to HOD, etc.)
- Reply (from candidate if any)
- Interview Schedule - Yes/No along with date and time if Yes
- Final Remark

You can create these columns or edit them as per your requirements. You can sort the data as and when required based on location to view the latest position, or you can generate reports for your superior using your data.

For any queries, please feel free to write to me.

Regards,
Harshad

Hi Shweta,

Please suggest how I should maintain the CV data bank in my email ID. I have received many emails/CVs of candidates since we advertised in the newspaper. We have multiple branches for our call center - A, B, C, and D. However, I am struggling to keep track of them all.

I need to reach out to these candidates for interviews. If they don't answer the calls, I send them an email stating, "Your CV has been shortlisted...". I have created various labels in my email ID, such as:

- CCE branch 1
- Team Leader Branch 1
- CCE branch 2
- Team Leader Branch 2
- CCE branch 3
- Team Leader Branch 3
- CCE branch 4
- Team Leader Branch 4
- Spare CVs
- Not Interested

Could you please suggest the best way to manage this?

Regards,
Shweta

Hi Shweta,

You can manage emails effectively by following these steps:

1. Always request applicants to mention the designation and branch number in the subject line. Create corresponding labels and set up filters to automatically sort incoming CVs into the relevant folders/labels.
2. Shortlist applicants and move them to a 'Called' folder or label.
3. Create a contact group named 'Applicants' for easier communication. This will help you quickly find the email addresses of the candidates.

Regards,
Ramzan Sheikh

Please note that the best method of maintaining a database is:
1. Maintain an Excel sheet.
2. Also, maintain a tracker of productive calls responded to.
3. Zip all the CVs into a folder and save it on the pen drive.
4. Maintain the database on the computer as well as in the email ID.

M.A. Muqeet
FADV HR Dept
MBA in HR (Osmania University)