Applying to 25+ colleges is a daunting task, however, when applying through the lens of a project manager, you can stay organized, stress less, and maximize your chances of success. Think of your college applications as a project, so you get to look at the process as dividing tasks into manageable units, staying on top of timelines, and making sure nothing falls through the cracks. Below is an entire step-by-step guide, including our ultimate to-do list of ten items, to help you work through your college applications like a pro.
1. Create Your Application Command Center
Instead of letting the paperwork, deadlines, and requirements pile up, create a single organization point to manage your college applications. This could be a well-organized spreadsheet in either Google Sheets or Excel, or even a digital "dashboard" using one of the organizational software programs, like Notion, Trello, or Airtable. Your command center should include specific information for each college, the application type, deadlines, status updates, required documents, financial aid information, and a notes section. When all of your information is consolidated, it will be easier to follow your progress and prevent missing any key processes along the way.
2. Write the Map for Each College
Think of each college application as a journey that has specific milestones on it. Every school will have the same key milestones recognizing that there may be different tasks for the different application types. Each journey should have actionable tasks—finishing the main application, drafting and revising the essays, requesting the necessary transcripts and recommendations, submitting test scores, and paying application fees. You should include realistic deadlines for every step working backward from the college final submission date. When progress is mapped for every journey, you will be able to see the bottlenecks in a timely manner, and the work balanced throughout the application season.
3. Set Milestones and Deadlines
Milestones allow project managers to keep large projects on track. Set distinct milestones for your application process, including on-time completion of your major essays, mailing your request for recommendations, or filing for financial aid. Enter your milestones onto your calendar and set reminders for each. You may try creating a color-code or labeling due dates so that you will easily see what needs to be completed next, especially if there are more than one deadlines at once.
4. Digitize Manual Documents and Communications
Make a virtual filing cabinet for everything application-related. Make separate folders for every college on your computer or cloud storage and save every draft essay, resume, application PDF, and correspondence into its corresponding folder. Document all dialogue with admissions offices, teachers, and recommenders by e-mail and phone. Document any key advice, confirmations, or follow-up tasks. This will prevent you from frantically digging through files or remembering details at critical times.
5. Automatically Remind and Notify
Never be late for a deadline or miss an important application date and deadline by using electronic calendars (such as Google Calendar). Set several reminders: one a week before, another three days before, and one for the day. Some project management tools have push notifications for pending tasks. This approach has you ahead of the others and last-minute stress eliminated.
6. Check Progress Every Week
Take a few minutes a week to review your tracker and mark the status of every application. Update timelines as needed, particularly when you get behind or have them done ahead of time. Take advantage of these check-ins to note down any issues—such as late recommendations or portal technical issues—and resolve them promptly. Frequent checks enable you to identify issues early and maintain your project's timeline.
7. Align Recommendations and Supporting Materials
Recommendations, transcripts, and test scores are generally beyond your control, so handle them with care. Ask far ahead of time, offer recommenders written deadlines and any necessary forms, and ask when each letter is mailed. Do the same for transcripts and test scores—order them far ahead of time and check for receipt from each college. Use your tracker to determine the status of each support document.
8. Work with Your Support Team
Develop a rhythm of check-ins with the most important individuals in your support network in order to maintain momentum on your college applications. For example, you might weekly check in with your school counselor in order to go over application statuses, get a parent to assist in maintaining a shared spreadsheet of deadlines, or create a peer network where all of you check in with one another about progress. These check-ins serve as status reports on your projects and assist you in troubleshooting issues such as overdue rec letters or lost financial aid forms prior to them becoming problems. Your support team is also a cheering section, reminding you of approaching deadlines and celebrating milestones such as having completed your Common App. You can even assign such little, impersonal things as proofreading essays or searching for scholarship programs to free up your time for more significant tasks, similar to how a project manager might do for his team.
9. Be flexible and adaptable
Even with a strategy, something might go wrong—new essay questions, computer failure, or shifted deadlines. Be ready to adjust accordingly. If behind schedule, prioritize the most urgent work and don't be afraid to ask for help. Flexibility is a strength of successful project management and will come in handy to cope with the unpredictability of college application.
10. Monitor Results and Make Your Final Decision
After you have sent in your applications, use your tracker to document confirmations, interview invitations, and decisions of admission. Mark each application as you hear from them. When financial aid packages are part of the offers, add them to your tracker so that you can look at packages side by side. This methodical process will enable you to make a well-informed, confident ultimate decision when the time is right.
Pro Tips & Next Steps
Use Colors: Make a color for each college so that, if you use a spreadsheet or project management tool, you can easily visually skim your progress and deadlines.
Batch Similar Tasks: Put all of your essay drafts, for example, then all of your recommendation requests together. Think about how rarely you can fully focus on similar tasks and eliminate context-switch costs!
Back Up Everything: Always back up copies of all of your essays, forms, and communication in the cloud, so there is no risk of an accidental deletion.
Celebrate Each Small Win: Every time you finish an application, celebrate it! Break from your routine or choose a favorite treat. You need to reward your effort to keep motivated.
Ask for help quickly: If you get stuck—tech failure, run out of ideas, etc.—and you need help talking to counselors, teachers or family right away. Resources are valuable when you need help.
If you are a high school student pushing yourself to stand out in college applications, RISE Research offers a unique opportunity to work one-on-one with mentors from top universities around the world.
Through personalized guidance and independent research projects that can lead to prestigious publications, RISE Research helps you build a standout academic profile and develop skills that set you apart. With flexible program dates and global accessibility, ambitious students can apply year-round. To learn more about eligibility, costs, and how to get started, visit RISE Research’s official website and take your college preparation to the next level!
Read More
