Subscribe to this blog

Subscribe to full feed RSS
What is RSS?

Subscribe Via Email

We respect your privacy.

Contact Management System

By Tim_Jones On October 22, 2008 Under Networking

Welcome back!

I am finally getting around to reading Never Eat Alone, as recommended by Jay Berkowitz. It further reinforces the importance of networking and contact management. The author, Keith Ferrazzi, states that he uses Microsoft Outlook to manage his contacts. I know many people use ACT! to manage contacts. There are many other contact management solutions, but these are the big two.

Microsoft Outlook is a pain to backup and transfer to any other contact management system (CMS) and not exactly cheap, but most PC users have Outlook as part of their Office set-up.  Similarly, ACT! is expensive and I was unable to get it to work with Windows Vista (have I mentioned how much I hate Vista?).  Additionally, I have tried using ACT! twice, without much success.  It’s a very powerful software package, almost too powerful.  There are so many options, so many fields, that I just get frustrated with it and do not keep my contact list up to date.

Now, you also have Blackberry’s, Treo’s, and iPhone’s to help manage your contacts.  However, what happens to your contact database when you switch carriers or phones?  Every time I’ve switched phones, I have to re-create my contact list in my new phone.  I know there are ways to transfer this information.  I just haven’t done it.  Again, complication leads to not getting it done.

Every networking or contact management book or article I’ve ever read stresses the importance of keeping track of all contacts in one, easy system.  Whether a modern, technological solution, as I’ve mentioned here or the old school Rolodex, just keep your contacts, keep them current, and keep them in only one location to avoid repetitive data entry and stagnation of data entry.

I used to use a standard Rolodex, but found the manual text entry prohibitive to keeping the list current, then a Palm (again, doesn’t transfer well), and I’ve finally decided to just keep everything in Excel.  Excel allows me to customize the information I want to keep on every contact by just creating a new column title and I can filter all my contacts by any field I desire.  It’s super-portable (I can save it to an external hard drive or upload it to Google docs), easily backed-up, easy data entry, and easily filtered.  What more could I ask for in a contact management system?

Contact management is vital, especially in a down economy.  Make it a priority now, not when you need the contact.

What do you use?  Why?  What are your arguments for or against any one system?

Post to Twitter Tweet This Post

Related Posts

  • No Related Posts
  • I like my CardScan. It quickly scans business cards and then converts the text to a database entry (keeps the card image also). The CardScan system allows me to archive the database safely online as well which makes it easy to move from machine to machine. Been using it for years now.
  • Thanks for the tip, Mike! I know you'd mentioned that at BlogWorld and I have neglected to look into it further. It sounds like it may solve many of my CMS issues.
  • Tim-

    Thanks for this post, I think many people share your concerns and frustrations. It makes sense that a down economy is a great time to get contact management in order, and is a great place for productivity gains (many seem to neglect this area).

    I've worked with quite a few who have left ACT!, only to return a few months later, because their is very few options when it comes to contact management when comparing with the ACT! paradigm (not to mention handheld sync, etc).

    To answer your last question. I use both ACT! and an online CRM (to manage my online store and followup campaigns). It can be tricky having two system, but I have some business rules for both, and can access both with an internet connection.

    If interested, there's a review of the latest version of ACT! database software here:
    http://www.WhatsNewWithACT.com

    You might also consider Avidian, it plugs into Outlook.
  • Looking for a CRM is tough and the problems you described with ACT and Outlook are VERY common.
    I work for a Web Based CRM provider. I deal with these questions and technical challenges every day. The first thing you need to ask is "What do I NEED from this tool?"
    Are you just looking to store contact data? If so, stick with Outlook, Excel ... or a Rolodex. That's about all they're good for... basic contact data.

    A CRM needs to allow you to track the data relavent to YOUR business. Not just the data the CRM company THINKS you're going to be capturing.
    You also need to keep a history of what you said and to whom you said it too. You can add columns in Excel to keep notes, yes. However, when you have a year's worth of information on a client, it can get out of hand quickly and difficult to locate what you need.
    Time management is another benefit of a good Contact Management Software. You may have a few stickey note on your monitor to call someone, an appointent or two in your Outlook calendar, and a rubber band on your finger to remember another call you have to make! If you make effective use of a CRM all that is in one place. There's no guess work on who to call or when to call them. You have it right there.
  • You're exactly right, Bill. It really does depend on what you need the system to do for you. I guess I need both. :) I do want to be able to keep history information on my contacts, but I also need something quick and simple to maintain the list. I find I get so busy that I neglect to even keep the list up to date, so I need something to quickly enter the basic details of the contact. I also want to update the information with the historical information when I do monthly updates (or whatever time interval works). That's why I defaulted to Excel - while it's limited in the historical data arena, I get the information stored somewhere quickly and it's portable.

    I really feel this is a great opportunity for someone that wanted to take on the task, because I don't feel the current systems are living up to expectations. I like the idea of a web-based CRM, as I am moving more and more of my documents online, anyway. I'm surprised Google hasn't added a better CRM as one of it's many free tools.
  • We use online CRM solution, it is web based, easy to use and what is most important you can sync your contacts to your Blackberry or PDA without re-creating the whole contact list. The data resides on the server and it is backed up daily and you can access it from any computer anytime. Go to check it out at www.salesnexus.com to check it out. It is also very affordable adn you do not have to worry about upgrades not Vista issues.
blog comments powered by Disqus