FlyLady for Working Women

I work for an organization that places domestic help---nannies, caregivers, housekeepers, etc. Our files are a total mess! We must have over 500 applications that are active (another 200 that are considered "inactive"), and really no organizational system for keeping track of everyone.

We have tried separating the "active" applications from those individuals that we have not heard from in a while, but that changes at any moment. Someone will have visited our offices 4 years ago, and want to reactivate their application, and we will have to go into the archives and pull it.

We have tried filing the applications by geographical area, and that doesn't always work either. For example, someone only wants to work in the city, someone only wants to work in the suburbs, someone drives and will commute, others can't drive. This, too, tends to change.

Our application is over 6 pages long, not including letters of recommendation and/or our notes. Every application has to have their references checked, which also adds to the papers for each application.

I have suggested that we "grade" the applications. I know that sounds harsh, but some people are under qualified or for whatever reason, will never be placed. It seems silly to me to work on the application when there is little or no chance we will be able to find a position for them.

Do you have any idea of how to organize this pile of paper? I am the only office worker, and I work part time--about 20 hours a week. Much of my time is spent just answering the phone!

Any ideas or suggestions would be truly welcome.

Thanks.

Penny

Hi,

I come from a HR background - in Australia, but have some tips.

Grading is fine - it's like recruiting anyone - there are some candidates that will not progress past the submitting an application. Check how long you are legally required to hold any applications (to protect against discrimination claims - here I hold for about 6 months), and then feel free to securly dispose of the applications!

With older information, do you have capacity to scan older documents and store them on CD in the file to control the paper volume?

I'd highly recommend talking to your company about getting an electronic application/candidate management system. We used a HR/Recruitment one, but there's bound to be a agency candidate management system or two out there. It is a significant initial outlay which won't be palatable in this climate, but when my old company went that way, it was an absolute God-send and worth every penny ten-fold (if only for our sanity!!). Ours was a good 6 month process of researching options, then designing the system to our needs, then training to going live.

ALL documentation is stored electronically - applications are by a link to the program on our website so they come in electronically, all letters, references, the LOT are scanned and stored electronically. It tracks what jobs people apply for, how they progress through the process, what the outcome was. Were they unsuccessful, but marked as worth keeping in touch with? And it did away with paper files, completelly!!

The outlay may be scary, but counter to the intial cost, there will be savings in the time it takes to track candidates, and probably increase the agency's capacity to handle more contracts and candidates. Many programs you should be able to start with a basic system and the build as you needs/ability to pay for it increases.

I'd put an expiry on any candidates, ie you have to be in touch every 6 months to keep 'hot'. 'Warm' is for 12 months and then anyone older than that needs to re-apply. A) you have current information, B) if you go electronic, you don't have to enter that detail- they do it for you!

Good luck.

   

Welcome to the board Penny! I'm glad to you decided to come see if we could be of help!

All I can say is that I really can't give you and tips on that because it looks like Kerryl covered everything and she has a lot more experience at that kind of stuff than I do.

I hope that her tips were of help to you. Please keep us updated as to how your filing is coming along.