3 Reasons You NEED an Application Tracker

Picture it: It’s a warm day in Ohio. I’m sitting in my apartment preparing to tackle the application process. The rainbow of post-it notes with application tasks lines the wall across from the kitchen. I decide to bring the fresh air to me since I’m stuck inside working. I open the window, the post-its fly to the floor… as expletives fly out of my mouth. 

Ok, this didn’t happen during my application process but it DEFINITELY happened while I was working on my dissertation in 2020.

You deserve better than the stomach-dropping feeling of a gentle breeze ruffling your paper to-dos. You need an application tracker to bring efficiency and ease to this process.

3 Reasons You NEED an Application Tracker

1. Reduce Overwhelm

2. Keep Everything in One Place

3. Visualize Your Progress

Application trackers can be as simple or complex as you need.

Whether you use a word document or a spreadsheet (highly recommended), an application tracker at the onset of your application process will make the upcoming months much more manageable. 

At a minimum, an application tracking spreadsheet includes: university name, due date, columns for each item needed in an application (ex. letters of recommendation, personal statements/essays, standardized test scores, transcripts).

If you are only applying to one program and one university, chances are you you’ll be able to remember what you still need to complete and when. If you are applying to more than one university, these are the top three ways an application tracking spreadsheet will simplify this process.

1. Reduce Overwhelm

There are so many moving parts to a single application for graduate or professional school. Multiply that by the number of programs you’re applying to (some people apply to as many as 15-20!). 

When you start exploring programs, most applications seem simple enough. University websites provide basic information on what you need to apply, ranging from standardized test scores, personal statements or essays, a copy of your transcript, letters of recommendation and possible supplements like a resume and additional essays.

So far, so good.

Then you realize there’s a different list of requirements for the five programs you’re most interested in. One school needs letters of recommendation from three types of people (ex. a faculty member, a supervisor, your landlord - kidding, but you get the idea). Another asks for a statement on your commitment to DEI.

With each new webpage you feel the weight building as you realize your actual to-do list in the next few months. The homework before being assigned actual homework again. And somehow you have to fit in a full-time job, walking your dog, two weddings, grandma’s 80th birthday, oh, and “wellness.”

ACTION ITEM: Make a date with yourself at the start of your application journey, bring that smoothie (for wellness), and do your future self a favor by creating and filling out a comprehensive application tracker for graduate or professional school. 

That growing stack of application to-dos that feels like weight building on your shoulders? Lay it horizontally. Now you have a path forward with one task to do at a time, which has been laid out for you on a spreadsheet. Now you’re jumping from lily pad to lily pad of manageable tasks, versus scaling an unknown mountain. (This metaphor brought to you by Matthew McConaughey, alright).

2. Keep Everything in One Place

Post-its, you’re bad for the environment. There, I said it. If you can’t break the habit - I’m working on it, too - then at least keep track of your application process electronically and save the paper for grocery reminders.

By having an application tracking spreadsheet, especially one linked to the cloud in case your computer combusts, you’ll have every piece of application information you need without falling down the Google rabbit hole looking for someone’s email address. We never get those minutes back.

You can set up your spreadsheet however you want: one massive sheet, a tab for each program application, tabs for specific tasks like requesting transcripts, you have plenty of options.

Having a go-to document means you can have due dates available at a glance, and have each program’s website hyperlinked. No need to find the admissions contact information, your past self took care of it.

PRO TIP: Also keep a folder named “Applications” with sub-folders by university name for all materials you’ll upload later. This includes copies of your personal statements or other essays, resumes and other supplements. Include the university name in your file names, too. Example: Pugh-Resume-Ohio-State. This is a best practice for your to search for documents and especially for the admissions team to quickly identify your application materials.

If you decide to wait a year to go back to school, you’ve already done the prep work with this application tracking spreadsheet and can jump right in to focusing on applying, not figuring out how to apply.

3. Visualize Your Progress

Whether you use checkboxes, strikeouts or want to splash the rainbow across your spreadsheet (my personal preference), being able to mark off each individual item is the best feeling. 

Each individual application has so many tasks. By creating an application tracking spreadsheet you can quickly see which letters of recommendation you’re still waiting on, without having to search your email for confirmation and get distracted (oh hi, 20% coupon).

Remember, the purpose of this tracking spreadsheet is to streamline your process and save you time so you can focus on enjoying life. 

PRO TIP: Do spreadsheets hurt your soul? I get it. Try using Asana instead. The free version is super comprehensive, creating big tasks - write personal statement - and sub-tasks - write first draft of statement - is easy AND you get visual celebrations like flying unicorns for marking each one as complete! It really is the little things.

Reward yourself for every task you complete. Soon enough you’ll be highlighting acceptances in green and preparing to take one of the biggest steps of your life: going back to school.

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