How to Build a Job Search Kanban Board That Actually Works

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Why Kanban Boards Are Perfect for Job Tracking

Kanban boards were invented at Toyota to manage production pipelines. It turns out they're also perfect for job searches - because a job search IS a pipeline.

Each application moves through stages:

Saved → Applied → Phone Screen → Interview → Offer → Accepted/Rejected

That's a pipeline. And the best way to manage a pipeline is with a visual board where you can see everything at a glance.

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Step 1: Choose Your Columns

The right columns depend on your search, but here's a proven starting setup:

Pro tip: Keep a "Saved" column. It's tempting to apply to everything immediately, but batching research and tailoring gives better results.

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Step 2: Create Your Job Cards

Each card represents one job application. Include:

Example Card:

> Software Engineer - Acme Corp

> Applied: 3 Feb 2026

> Contact: Jane Smith (Technical Recruiter)

> Salary: £55k–£70k

> Next: Follow up on 10 Feb

> Notes: VP Engineering seemed interested in my Python projects

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Step 3: Set Up Automation

The power of a Kanban board comes from automation:

In ApplyArc, these automations are built in. The AI Career Coach takes it further - it reviews your board each morning and gives you a prioritised action list: which cards need follow-ups, which interviews are coming up, and where your pipeline has gaps. If you're using Trello or Notion, you'll need to set all of this up manually with reminders.

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Step 4: Work Your Board Daily

Your Kanban board should be the first thing you open each morning.

Daily board review (5 minutes):

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Step 5: Review Weekly Metrics

Every Friday, spend 10 minutes reviewing your numbers:

These numbers tell you what to adjust. Low response rate? Your CV needs work. Bad interview conversion? Practice more.

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DIY vs App: Where to Build Your Board

Our recommendation: Start with ApplyArc's free tier. You get a pre-built Kanban board designed specifically for job searching, plus AI tools for cover letters, interview prep, and follow-ups - all in one place.

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Common Kanban Mistakes

❌ Too many columns - Start with 5–6. You can always add more later.

❌ Not moving cards - If a card hasn't moved in 2 weeks, it's probably dead. Move it to "Rejected" and move on.

❌ No follow-up system - The whole point is to never lose track. Set reminders religiously.

❌ Ignoring rejected applications - Keep them on the board (in a separate column). They show you patterns about what's not working.

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Template: Copy This Board Setup

If you're starting from scratch, here's the exact setup we recommend:

1. Create 6 columns: Saved → Applied → Phone Screen → Interview → Offer → Archive

2. Add your first 10 saved jobs - the roles you're most excited about

3. Pick your top 3 and apply today with tailored cover letters

4. Set a daily alarm for 9 AM to review your board

5. Commit to updating every card within 24 hours of any activity

Within a week, you'll wonder how you ever job-searched without a visual pipeline.

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*Based on the workflow used by ApplyArc users who land interviews 2x faster than average. Updated February 2026.*