October 30, 2006
Best practices in implementing and maintaining a contact database
Best practices in implementing and maintaining a contact database
By Andrea Kalli
Andrea Kalli Virtual Trainer and Assistant, LLC
Email: akalli@virtualassist.net
With such an important part of your business, there are a few simple, but key concepts to keep in mind with your contact database:
1) Never let any contact slip through the cracks: Always, always, always have a follow-up date assigned with every contact record. Whether it is for 1 week or 1 year from now…it doesn’t really matter. Even if once a year you only contact them to verify their information, it lets them know you are still around and can help them if needed.
2) Keep the processes simple: There’s no need to overcomplicate things. Too much of a good thing can be just that…too much. Think about the most important things you need to do with your contacts, and then expand from there.
3) Whatever you choose to use, make sure you can easily identify and work with your contacts. Some sort of category system and filtering capability will get you very far, and for some businesses, could be all you need. The ability to do bulk email and/or faxes is an important means of communicating with your customers.
4) Find a product that plays well with others: Integration is key for a smooth workflow process. How easily can you share contact information with your co-workers? How does your contact manager tie in with your intranet? How do your teams communicate on customer-related projects? How easy is it to communicate and collaborate with your customers?
5) Periodically, let someone from the outside evaluate how you are working with your database. You’d be surprised how easily you compensate for a process that has stopped working properly or was never in place to begin with. A few hours with someone from the outside can save you and your employees’ hours of time every month, week, or even day. Plus, it helps to introduce you to new technologies that might now be within your financial reach.
Andrea Kalli
Andrea Kalli Virtual Trainer and Assistant, LLC
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