Building a Work Database
Deep down, you know that you should be keeping your resume up-to-date, regardless of whether or not you are looking for a new role. As Gretchen Rubin says, “it is easier to keep up than to catch up.” Between doing your actual job, tending to yourself and your community, and sprinkling in some fun activities, “keep resume up-to-date” falls in the low priority/non-urgent bucket. You assure yourself that you will remember the important work to call out when it is time to look for a new job.
Your resume is only a high-level summary of some of your top projects though. Let’s take “update your resume” off your to-do list and replace it with something easier to maintain on a quarterly basis. Instead, build a database of every project, major task, deal, case, campaign, initiative, product, or sale that you’ve worked on. With a few key additional data points, such as length of project, teams you collaborated with, overall output, and success metrics, your work history will be so much easier to describe in the limited space of your resume.
Backfilling your new database may take a tedious hour or two, best suited for a rainy day, but once the database is set up, keeping your database updated will take a matter of minutes just a few times a year. And when it comes time to actually update your resume, you’ll have all of your source data to pull from.
Build a Database
I created a database template to get you started on your database build. Use this as a guide as you start recording your work history. Create and adjust the columns as needed! This database is for you.
When I first did this exercise, I remembered a 2-month project where I managed launching ClassPass in Montreal. Aside from delighting in remembering a successful project, I was able to add “Launch New Markets” to my Project Category column. As I dug deeper into the memory well, I remembered that I launched Dallas and Atlanta for Seamless Corporate in 2015! Now I have two line items under the category “Launch New Market.” With a few city launch parties during my early ClassPass days too, I realized that I could confidently say that I had a rich and diverse background in market launches, from scoping the size of the opportunity in a given market all the way to launching events when the city officially launches. Should I see an interesting opportunity where launching markets is part of the work, I can now make a version of my resume to speak more to those projects.
By creating this database, you can find synergies in your work history. Those synergies, like launching new markets at several companies, give you the language to add “who specializes in…” or “is an expert at…” to your LinkedIn profile and resume. You are more than a conventional job title like Software Engineer, Product Manager, Accountant, Growth Marketer or Teacher. Spend the time to remember all the work you’ve done to paint a much bigger picture of what you have to offer!
Tips for backfilling your database
A challenge you’ll face in building this database though is remembering what you’ve worked on. Here are some tips for greasing the memory wheel!
Search LinkedIn for your connections at your previous jobs
Seeing a familiar face might remind you of a time you collaborated together. If you know you worked with them but can’t remember what you worked on, reach out!
Review saved documents from your past jobs
If you saved anything, that is, And if you’ve never saved documents, start now (as long as company policy allows it).
Poke around your former company’s website
Especially if they have a history page or timeline. A company milestone might trigger a memory of something you contributed to.
Make a list of people you managed
What stands out from your work with them? Check their LinkedIn profiles because maybe they listed projects you supported!
Recall memorable feedback, positive or negative
This will remind you of the work you did to receive that feedback.
A few of these memory tactics will get your brain in the right mode to remember even more. And once the database is updated to the present day, you will have a dedicated spot to drop all new projects without a deep dive into your past.
Harnessing the Power of Your New Database
If you are not looking for a job right now, what do you even do with this database? Here are some ways to harness the power of your new database:
Enhance your LinkedIn
Your resume might be reserved for uploading to a job application but your Linkedin profile is your living resume. Now that you’ve added more color to who you are as a professional, brighten up your LinkedIn!
Write your ideal job description
Do you ever read job descriptions and think “sure, I could do that.” Your eye navigates to the years of experience first, followed by those key responsibilities. You start convincing yourself that this job could be for you even though it is missing a few key elements that excite you about work. Instead, write your own dream job description, with a few key non-negotiables.
Figure out what areas of expertise you want to dig deeper on
Expertise comes in different forms, such as industry expertise, role expertise, and tools expertise. Explore conferences, webinars or books on your industry. Take continuing education courses, from certifications to Skillshare. Dig deeper into a tool you use and see if you can level up!
Identify gaps to fill
Use your database to identify gaps that you might want to fill. Look at a few job postings and read the qualification bullets. Is there a tool, a project type, or certification that might serve you well? You may be able to fill that gap in your current role!
Need help working on your database? Learn more about how to work with me here.
