Contact Management Systems – What Do You Use?
Jim Sutton requested that I respond to his question about contact management systems in a blog post. Jim, it is my pleasure to try to explain how I use my contact mangement in my networking tasks. First of all, I simply use MicroSoft Office Online Business Manager (version 2003). Let’s begin with LinkedIn, as I am sure that is where the majority of your connections are originating. When I am invited to connect with someone, upon responding to their request, I add their basic contact info into my Outlook Business Manager Contacts section. As I previously said, I always ask a question in my acceptance of their connection. If they never respond to my question, they stay just like that – no notes, no codes, just basic info and the fact that I met them through LinkedIn.
If they DO respond, I code their contact information with a #1 – this means that they have responded to my question and could possibly be interested in building a relationship. If they answer my question AND tell me what they are looking for as a referral, I then code their data with a #2 – this is now a connection to me. When we begin to have conversations back and forth, and I mean more than 3 or 4 different emails – but several emails and potentially an opportunity to talk on the telephone, I then code them a #3. Their request info is also updated with each and every “touch” I have with them so that my records are current. If I have all their information, their birthdays and what I feel is enough personal information, I then code them a #4 in my data records.
Follow-up is done depending on what number they are coded. #1’s I try to send something to at least once a year. #2 gets information from me based upon what time of information is being shared – potentially be added to my newsletter or ezine. #3 are added to my newsletter list and #4 usually hear from me in some form or another every week or nearly every week. I share tips, refer articles, ask them to comment on my blog posts, I comment on their blog posts, etc. and continue to work on building our relationships.
#5 – the most coveted number in my database is limited to people I have a good, strong solid relationship with. Someone who has gone the extra mile to send me new contacts, send me information that would be helpful in my business, those who comment on my blog with the intention of helping me build readership – not just to get the backlinks, etc. Those types of people I am going to keep in touch with as often as possible.
It is possible that the numbers can change on the contacts, again it is based on how much we interact. Follow me on Twitter will get you a minimum #3; become my friend of FaceBook could realistically be any number, again depending on info being shared between us.
Networking is work, it is work to keep track of your contacts and even more work to keep track of referrals you make and receive. Please be sure to mark in your contact management system a date you receive a referral and be sure to thank that person within the next 24 hours. Referrals you make to others, don’t wait for them to follow-up with you, contact them – I’d give them no more than a week and I’d be asking what the status was of the referral I made for them.
Now it’s your turn, tell us about what YOU use for your contact management and please share how you develop your database. I’d love to see your comment(s) listed below for my readers to share!
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