| Creating a database of your contacts is the first step | | | | You can arrange the contacts anyway you like. But |
| in deploying contact management. Your database can | | | | experts believe that it's advisable to have a single list |
| range from a simple mailing addresses list to a | | | | instead of multiple lists resulting in duplication. When |
| complex one which keeps track of all the information | | | | mass mails are sent from multiple lists duplicate |
| relating to the contacts and stores the history of | | | | e-mails can put off the prospective customers. Set |
| interactions. The database should have the mail | | | | up different fields to contacts so that sorting is easy. |
| merge feature so that it can be used for direct mails | | | | For example, contacts can be arranged into different |
| as well as e-mails; otherwise the information should | | | | fields like age group, sex, geographical region, |
| be capable of being exported to Word or Excel to | | | | profession; past, existing, potential, doubtful |
| allow mail merge. | | | | customers etc. They can also be grouped according |
| Whatever software you choose the database, to be | | | | to your products or services in which you think they |
| effective, should be easy to set up, search and | | | | are interested or according to their purchasing |
| update. The database comes to life when you start | | | | patterns. |
| feeding contacts into it. There are different ways of | | | | If you have a very large list where manual |
| getting contacts - you can take the list from people | | | | verification of duplication is not possible you can use |
| who are already in your line of business or buy leads | | | | special tools. For example, ACT!, one of the big |
| from various sources. | | | | names in the contact software industry, provides |
| Networking is a good way to get new contacts if | | | | de-duplication software that automatically merges |
| you operate a small business. You can collect the | | | | duplicated contacts on a field-by-field basis. This tool |
| cards of numerous people who you think can be | | | | is also useful when you update the database to |
| prospective customers but unless you feed them | | | | make necessary additions and deletions. |
| into the database it won't help your business much. If | | | | If you want to keep in sync with changing times, |
| the list is very large or if you're too lazy to feed | | | | instead of continuing with the old system, you should |
| information manually, invest in a card scanning | | | | upgrade the database technology as and when more |
| program that's compatible with your database | | | | sophisticated software comes into market. Many |
| software. CardScan is one such administrative | | | | manufacturers provide the upgraded technology to |
| support tool. | | | | existing users at reduced prices. |