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Managing Resume Information: Annual Updates

In this commodity, we continue talking most resume update best practices. In the previous article, I shared with you lot nearly capturing new hire data for resume apply.

To keep your resumes updated, is some other entire initiative that can be overwhelming. You tin overcome this overwhelm, by setting upward a system that works for the size of firm and projection types. Employ the following steps to develop a resume information management system for your firm.

Determine the Frequency

Resume updates can be a large project depending on the size of your business firm or the size of the department/marketplace/region you are responsible for. At the bare minimum, I suggest that everyone have a adventure to update their resume at least once per year. Depending on the size and duration of your projects, this might demand to exist twice a year or in one case every other twelvemonth.

Make up one's mind Whose Resume to Update

Let's just say y'all decide to make it an annual update. Then you will want to decide if you want to update everyone's at once (y'all can even theme it or make it a big deal/event) OR on an on-going footing. I have done information technology both ways and personally prefer the on-going basis. I have split it upwardly by work anniversary, significant everyone who started at the in Feb, I focus on their updates. Next month is March and so focus on anybody who started in March. While this seems like yous are creating more work with having tasks every month, at that place may only exist a scattering to focus on rather than xx or 30+ if you but do once a yr. Again, this will be entirely up to you and volition depend on how many resumes yous are responsible for maintaining.

Either route you become, the next steps can be the same.

Paw Them a Current Resume

Provide them what you have on file or in the database now, give them instructions of what yous want them to do with it, give them a deadline, and gather the updated information.

You will find I say HAND THEM the electric current resume with instructions/checklist. I take had the near success with physically walking effectually the role and handing them these papers and explaining to them the importance of this tasks and request if the deadline can work with their schedule. It is so easy to ignore an email, it is a lot harder to ignore someone standing in front of you. This also helps to build visibility and rapport with your technical staff.

Below, I provide sample instructions that you can provide on top of the current resume.

Requite Them a Deadline

Provide a deadline. Again, ask if information technology works with their current workload and be okay adjusting if they request. Hold them to that deadline by sending an Outlook asking for the actual deadline and possible some reminder alerts.

Schedule an Interview

Sometimes (depending on the level of person or their expertise), I might fifty-fifty schedule a i-on-one coming together to conduct a mini-interview. I have plant I get more data from folks, peculiarly very decorated folks, past talking with them than by giving them a worksheet or resume to marker-upwards.

Gather the Data & Update the Master File

Eventually yous will get the information and you may need to follow upwardly and get clarification. Then utilise that data to re-write or add to their bio and projects showing on the resume. Either update your database or update your master resume file.

Example Study: A/E Firm Annual Resume Updates

My final house grew to nearly 300 people before I left. Because of the size, we decided to do annual resume updates simply break information technology up into monthly tasks. Nosotros used the work anniversary arroyo. This meant that we pulled a list of who was hired each month and focused on their resumes. Our procedure is outlined below.

Plan

Each month, we would pull a list of employees based on their work anniversary. We had access to our database. If you don't have a database, you tin ask Hour to give you a piece of work anniversary list.
Then we would put together the current chief resumes nosotros had on file forth with the resume update memo/instructions (provided below).

Gather

We distributed the main resumes and resume update memo/instructions. We would hand deliver to those in our main office. We had six other offices, so nosotros would endeavour to give the marketing coordinator in the other offices to distribute. If the office had no marketing coordinator, nosotros would try to piece of work with the part manager. However, sometimes, we had to resort emailing the employee.
Put reminders of due dates on calendars. We typically gave them two weeks.
Schedule 1-on-one interviews equally needed.

Update

Collect the updated resumes and employee information.
Edit and re-write as needed.
Updated our database (Deltek Vision), which updated our main resumes. If you don't have a database, you would just update your master resume file.

Annual Resume Update Memo/Instructions

Below is a link to a template of the annual update memo/instructions we would include on summit of the employee's main resume. Feel free to utilize and suit for your house.

No Database, No Problem

You can still ready up a system even if you don't have a CRM or database like Deltek Vision or Cosential. You will simply need to be very diligent on how you set up your folders and files in Windows Explorer. You will too have to make certain security rights are accurate for both access to read and modify files.

I would suggest setting up a series of folders to house both your original new hire paperwork and your annual updates as well as the actual primary resumes, headshots, and licenses. I would strongly advise making the master resume files (the bodily InDesign or Give-and-take files) read-only. A sample folder structure is shown.

Instead of entering the data in the database, marketing will need to file it in these folders and create the principal resume file with the kickoff date in the file proper noun (starting with month). This will make it easier to identify those to focus on each month of the annual updates. You tin can practice the same matter with the license expiration date just starting information technology with the year. This will brand it easier to spot those that are expiring in the current year and send out notices.

Automating Your Resume Update Procedure

Who doesn't love automation? I besides think of the "Prepare It and Forget Guy" from the informercials when I retrieve of automation. I am constantly trying to think of how we can employ our current software and systems (even in other departments) to help us do our piece of work. Below are some strategies you tin consider to automate your resume update process.

Using a CRM System

If you have a CRM organization, y'all set up workflows to identify and alert when a resume is due to exist updated based on a start engagement or resume last updated field. You could even take that workflow ship the electric current resume with instructions in the message to both the employee and marketing.

Without a CRM System

Your firm probably has some kind of annual performance evaluation and review for all employees. Tin y'all somehow tie in the annual resume update during that performance review flow? Can you lot make it part of the completion of the employee self-operation review?

Another arroyo could be to take the supervisors review the employee's resume. This could be done as part of the annual performance review process too.

Your Plough

How exercise you currently maintain resume data? I would honey to hear other all-time practices. Share yours in the comments below.

Likewise, if you lot have whatsoever questions about this approach, please annotate below every bit well. I will answer them or find the answers for you.