Contact Management Software


The way you structure your data in your contact management system will depend on your business and the way you like to organise things. Consider the following:

  • Contacts – like an address book with names, phone numbers, physical and e-mail addresses. You should be able to e-mail and call with one click. You may want to include distribution lists in your contacts folder – groups of people you often need to contact at the same time with the same message. You may also be able to mail-merge from this list.
  • Actions – this will be where you group the things you can do with your contacts, like sending letters, e-mail messages, organising meetings, and so on. You can relate each of these activities to a specific contact, or group of contacts, and you can store the letters and e-mail messages here too. You’ll want to include flags on your actions too – reminders that will pop-up, reminding you to call someone, or send them a letter, by a certain date.
  • Calendar / Diary – this can be set to automatically update details of your engagements from the decisions you make in your Actions folder. Sharing calendars with colleagues is a great way to co-ordinate your activities, and see when the best time for a team meeting is.
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