Job Application Process: Key Strategies for Each Step

Before getting an offer from a company, you have to go through the job application process. As an applicant, you move through different phases of hiring for each company and position. If you're applying to multiple jobs, you may be at different steps simultaneously. A lot happens between sending an application and onboarding with your new company, and understanding this process can help you develop a strategy and game plan.

The job application process

Whether you're currently employed and casually looking for a new position or are job hunting full-time, applying for a job is an active process. Starting with the search, you'll pick your favorite jobs to apply to, then see which companies are interested. You'll have to do screenings and interviews that progressively get more involved as you progress until you hopefully get an offer.

The hiring process is relatively standard across industries, and as an applicant, these are the steps you’ll likely have to take:

1. Job search
2. Application
3. Screening
4. Interview
5. Assessment
6. Reference checks
7. Job offer
8. Negotiation
9. Acceptance
10. Onboarding

Once you do your part at each stage, you have to wait and see if the company wants to move forward with your application. While some factors may be out of your control, coming up with a strategy for each phase of the hiring process helps you to give it your best shot.

1. Job search

Of course, before you can get an interview, you need to find work to apply for. Companies typically advertise job postings on popular job search sites like LinkedIn. They may also use the careers page of their website.

Knowing what you're looking for can make job searching easier. Find jobs that align with your interests and skills. You may not be 100% qualified for every job, but that's okay. If you meet most of the qualifications, still apply as you can learn on the job, and being a good culture fit and having the right soft skills can make up the difference.

As you get further along in your career, you may receive emails and LinkedIn messages from recruiters and headhunters with job openings. When you're just starting out, you'll need to keep your eye on job boards for positions that interest you. Keep in mind that some times of the year may be more popular for hiring than others.

Factors to consider when applying to jobs:

• Job title and responsibilities
• Size of the company
• Industry
• Company culture
• Reviews and reputation
• Benefits
• Industry trends
• Job outlook
• Remote working policy
• Working hours and flexibility

Many of these you can learn by doing a little research. Check out a company's career section to discover more about the values, benefits, and other perks. You can also read reviews from past employees on sites like Glassdoor or Comparably.

If you're interested in freelancing, you can offer your services directly to clients. You own your own business, which gives you greater flexibility over when, where, and how you work. Upwork has a wide range of clients—from one-person startups to 30% of the Fortune 100—looking to hire independent talent.

Getting started on Upwork is easy. All you have to do is create a profile and start submitting proposals to jobs. If you’d like to work full-time for one client, you can find contract-to-hire jobs and put open to contract-to-hire on your profile to let your clients know.

2. Application

After you find a job you like, you'll need to apply. The application process usually involves a cover letter and resume. These are often used by recruiters and Applicant Tracking Systems (ATS) as initial screenings.

Before you start applying, ensure your resume is up-to-date with your latest skills and tailored for the jobs you want. You may need a few versions if you're interested in different positions, and you’ll want to be sure to use any important buzzwords related to the role. Many ATSs are relatively simple, and scan for these key phrases.

Your resume should also be formatted so it's easy to read and an appropriate length. Recruiters have to go through applications all day long and initially may just quickly scan your resume to determine that you're qualified.

You can write your own resume and use a template from Canva or Google Docs to help with the layout. Depending on your industry and the type of jobs you're applying to, you may want to pay attention to the design to showcase your creativity and personality.

Depending on the job site and the ATS the company uses, you may be able to upload your resume to automatically fill out the online application. Or, you may have to manually type it out. These forms make it easier for recruiters and the ATS to evaluate job candidates, scanning for the right keywords and experience.

Most jobs ask for a cover letter in addition to a resume. Your cover letter is a quick introduction that explains who you are, what you're looking for, and why you're the best person for the job. While you want to personalize each cover letter for the job you're applying to, you can use a template or ChatGPT to start with and then add details after.

Tip: If you need more help standing out to recruiters, you can hire resume writers and cover letter writers on Upwork.  

3. Screening

Many companies use an ATS as the first step in filtering out candidates. The average corporate job gets around 250 applications. It would take recruiters too much time to go through them all individually. The ATS scans applications for keywords and phrases and then gives the recruiter a shorter list of qualified candidates.

If you want to make it past the screening process, you want to tailor your resume and cover letter specifically to the job. While you want to make sure you have relevant keywords, your application needs to be accurate. Read the job description carefully, then highlight each skill and quality you have that matches. The ATS pays attention to work experience, education, and skills. The recruiter will then check for a cultural fit to see who they choose to interview.

You can also help increase your chances of landing an interview and making it past the ATS by getting a referral (if you know someone at the company) or contacting the recruiter. On LinkedIn, sometimes you can see which recruiter posted the job, and then you can send them a direct message. You can also try to find the recruiter yourself if the job listing doesn't have that information.

‍Tip: AI tools like Jobscan can help you optimize your resume for the job you're applying to. It checks for keywords and relevancy and then gives you recommendations for improvement.

4. Interview

After the initial screening, recruiters and hiring managers will start the interview process. If a company wants to interview you, you'll typically get an email or phone call to set up a time. The first interview is usually a phone or video interview but can be in person.

Video interviews over Zoom or Google Meet are becoming a popular alternative to traditional in-person interviews. Many recruiters work remotely, and video interviews can be easier for people who are already working full-time. They can schedule the interview during their lunch break or after work.

The goal of an interview is to establish whether or not you're a good fit for the position. The recruiters and hiring managers will be looking for your technical skills as well as qualities that would make you a cultural fit. You want to be confident and demonstrate that you have the experience they're looking for and would be an asset to the team.

During the interview, the recruiter will likely ask you what you're looking for and why you're interested in the role. You may need to explain your skills and experiences—using the STAR method can help you turn your answers into compelling yet succinct stories.

You can research common interview questions for your position and industry. Many questions like "So tell me about yourself" are popular, and you can prepare answers ahead of time and practice. You may be able to find sample interview questions from the company on Glassdoor from past job candidates.

If you're interested in freelancing, you likely have to interview and meet with potential clients before they accept your proposal and send an offer. Depending on how in-depth the project is, you may just have to meet once, or it could be a full round of interviews.

Tip: Don't forget to follow up with your recruiter after the interview. Send them a quick note expressing your gratitude and interest in the position.

5. Assessment

As you move through the hiring process, you may need to do an assessment. Some companies will give you an assessment, like a test or project, that you can complete before the interview. Others do the assessments in real time during the interview. These assessments are a chance for you to show off your technical skills and personality traits that make you the right candidate for the job.

If you have a test or project to complete beforehand, read the directions carefully. Review the company values to try to get a better grasp of what they're looking for. You can ask the recruiter how much time you should spend on the test or project, so you know how in-depth it should be. Don't be afraid to ask questions.

You may need to do a presentation or a group exercise with other candidates. This is an opportunity to showcase your leadership and communication skills. Make sure you are as prepared as possible and speak clearly and confidently. You can ask the recruiter for more information about what to expect. The assessment should focus on some aspect of the job, whether you'll be presenting reports to shareholders or brainstorming with your team.

Employers may want to see how well a candidate works under pressure. Thinking on your feet can be difficult when you're nervous. Depending on your role, you may need to answer technical or creative questions on the spot. Sometimes the goal is to see how you think and approach the problem; the interviewer is evaluating your problem-solving skills.

Before the assessment, do your best to stay calm and confident. These strategies can help you relax and prepare:

• Do breathing exercises
• Eat a healthy meal beforehand
• Stretch
• Go for walk
• Visualize yourself doing well
• Practice positive self-talk
• Be early
• Research as much as you can
• Exercise the morning of
• Listen to a pump-up song
• Plan to get a treat after
• Take your time and think before answering

6. Reference checks

Before you get an offer, your potential employer may want to do reference checks. The purpose of a reference check is to make sure you're who you say you are and quickly fact-check your resume. The company may ask for personal or professional references and their contact information.

If the company is interested in making an offer, they may call your references to ask about you. Examples of questions they may ask:

• How do you know the candidate?
• What are their greatest strengths and weaknesses
• Would you re-hire this candidate if you had the opportunity?
• How did you work together?
• Why did the candidate leave their position?
• Does the candidate work better independently or as part of a team?
• What responsibilities did the candidate have in their position?

You want to choose references who will positively attest to your character and skills at a professional level. If you haven't had many jobs, you can use a mentor, professor, or supervisor during any internships or volunteering.

Make sure your references have agreed ahead of time. You can also give them a heads-up and let them know the company may be reaching out. Remind them of the position you're applying to. You can send them the job description.

You want them to be honest, but you can let them know the top skills the job requires. If you haven't spoken in a while, you may need to refresh their memory of the projects you worked on together.

7. Job offer

If you make it through all the interviews and the company thinks you're the right person for the job, they’ll send a job offer. While they may call or email you first to let you know they're offering the position, you should receive an official written offer.

A job offer typically includes:

• Compensation
• Benefits
• Time off
• Start date
• Job title
• Job description
• Hours and schedule
• Reporting structure

You'll need to evaluate the job offer and see if you want to accept as-is, negotiate, or decline by the offer’s expiration date. Take a look at the entire compensation, factoring in benefits, bonuses, employee stock, and time off, and see if it's competitive. If you're interviewing with multiple companies at once, you may have to choose between two offers.

Make sure that the position aligns with your career goals and is something you want to do. Ideally, you want to stay at each job you have for two years unless the mental or physical toll is too high. Set yourself up for success by choosing positions you're interested in and know you can do well.

8. Negotiation

Many companies expect candidates to negotiate, so their initial offer isn't as high as they can go. Over 70 percent of managers expect candidates to negotiate a job offer. First, research and find out what the average pay range is for the position to see where your offer falls. Consider your education and experience to see if it's fair. Once you accept the offer, asking or a raise is difficult.

‍Linda Babcock, an economics professor at Carnegie Mellon, said in 2011 that negotiating has a "snowball effect." Not asking for a higher starting salary early on in your career could cost you to lose out on 1-1.5 million dollars in earnings over time. This doesn't account for inflation and the cost of living that workers face today.

Compensation is often more than salary. Consider if you get employee stock, commission, bonuses, and benefits. If the company can't increase your base salary, you can try to negotiate other aspects of the job, like:

• Sign on bonus
• Relocation package
• Flexible hours
• Equity compensation
• Work-from-home days
• Paid time off
• Tuition reimbursement
• Severance
• Retirement savings matching

When negotiating, make sure to do your homework. You can show the recruiter or hiring manager industry averages (avoid using direct competitors). Make sure you know your value and can demonstrate it. Justify the pay increase with your skills, experience, and education. You want to be clear but still show enthusiasm and likability, especially if you want the job either way.

Make sure that you receive a revised offer that is updated with what you negotiated. You want to have it all in writing before accepting. If it doesn't meet your expectations and the company isn't willing to budge, you may need to decline the job offer.

Tip: Freelancers set their own rates and negotiate contracts with clients. When you submit a proposal, you choose your hourly rate or project price.

9. Acceptance

If you like your job offer (or revised offer after negotiations), you'll want to accept it formally. You can email your manager or recruiter who sent the offer and let them know you want to accept. Make sure to include the job title, your name, and the start date.

Example of an acceptance letter:

Subject Line: [Your name] | Offer Acceptance | [Position]

Dear [Manager/Recruiter],

I appreciate the time you've taken during this interview process. I've reviewed the offer of [salary] for [position] and would like to formally accept. I am looking forward to starting on [date].  

Please let me know if I need to complete any other documents before starting.

Thank you for this opportunity,

[Name]

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After accepting the job offer, you will likely need to fill out new-hire paperwork, which may include a non-compete clause, non-disclosure agreement, or background check. You'll need to complete all of these before you can start your new role.

The recruiter may send you the benefits package, so you can figure out which plans to choose. Depending on the company, you may get the company policies or employee handbook to review beforehand.

If you are leaving your current job, you'll need to give your employer notice. Two weeks is the standard notice period. Most employers require a formal resignation letter for human resources as part of their policy.

10. Onboarding

As you approach your start date, you'll likely receive a welcome email with your onboarding information. Depending on the size of the company, you may have a formal orientation where you learn about the company and meet other new hires. These can be informal with SWAG, games, and teambuilding exercises, or more formal training.

Onboarding processes can vary from company to company, but this is when you start meeting your coworkers and building relationships. You learn the procedures and get up-to-speed with your responsibilities while settling in.

You may be assigned a "buddy," someone who has been at the company for a while and will help you get acclimated. They're available for any questions, and their job is to make you feel welcome. You may even shadow them on your first few days.

Onboarding can include viewing training videos, reading employee handbooks, or engaging in team-building activities. If you're working remotely, onboarding will likely take place over a video conferencing software like Zoom.

Make sure you're ready for onboarding by dressing appropriately. If you're unsure about the policy, you can ask your manager about the dress code. When working remotely, find a quiet space with fast internet, a webcam, and a professional background (you can use a filter or blur effect).

Tip: First impressions matter. Try to be confident and friendly. Ask questions and get to know your colleagues. Everyone has been the "new kid" before and knows what it feels like.

Final tips

When looking for a job, you have to put in some work. The process can take a long time. You may not hear back for weeks from jobs you apply to. Being persistent is key. The more jobs you apply to, the better your odds of getting an interview.

Companies post jobs all the time. If you are job hunting, you need to actively look for job postings that fit your skill. Dedicate time to checking job boards each day. Reach out to those in your network if you feel comfortable to let them know you're searching.

Once you have an interview scheduled, you'll need to research and prepare yourself. You want to be confident and come across as someone they want to work with. Having technical skills gets you in the door, but after that, you also need to have the personality and characteristics of a good employee and teammate.

You also have to get used to rejection and learn to shake it off. After rounds of interviews, you may not get an offer. Sometimes you did nothing wrong; it could be something internal like a restructuring or hiring freeze. Learn from each interview so you can improve your skills and gain confidence.

Each step of the job application process tests a different skill. At first, you have to stay organized and be proactive, looking for jobs that match your skill set. Once you have an interview, it's time to sell yourself and demonstrate that you're the best person for the job. You may need to advocate for yourself and negotiate a higher salary or more perks before accepting an offer.

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