Organizing Business Cards for Effective Contact Management

Now that you've had colorful new business cards printed, and have been distributing them diligently, what do you do with the cards you collect from other people?

If you're like most people, you have a stack of rubber-banded cards floating around you desk. Or you have been using them as bookmarks, toothpicks, and used gum wrappers and they are all over your office, car, wallet and purse?

Without a good filing system, the information on those cards is useless. So clean out your desk and develop a system for prioritizing, organizing, and following up with those contacts.

High Tech or Old School?

There are two choices for organizing business cards:

• The traditional way of keeping them in a card file
• The contemporary method of keeping contact info on a computer file

When you return from a networking meeting or trade show, before you do anything else, update your contacts. Rank the cards you've collected in order of importance before you put them away. Separate warm leads who are likely to bring you business, people with whom you definitely want to follow up, and whose information you want at your fingertips. This can include prospects, people you will refer to others, or who will send referrals to you.

Don't be afraid to throw away cards from people you will never contact or refer. You can file cold leads somewhere else or toss them into the trash.

Know Your ABZ's...

How you alphabetize and file your cards is up to you. Decide how you remember information best -- whether it's by company names, people's names, or by category. Perhaps you are better able to find information if it is organized by region or department. Then, alphabetize them appropriately.

You might also file by date or by the event where you met the person. Just choose one way and stick to it. For instance, don't file some by last name and others by business name, or you'll never find what you're looking for in a pinch.

Electronic = Portable and Duplicable

Storing contact information on the computer keeps your office neater and is one more step toward the paperless office. For most people searching on computer is more efficient than rummaging through paper cards. In seconds, you can run a sort and locate contacts by company, name, dog's name, date you met, etc. If you bring work home with you, it's easy to duplicate your contact list, rather than hauling your entire Rolodex with you.

Storing info electronically is also effective for building mailing lists and printing labels. But remember, backup, backup, backup. I was a high-tech junkie until my hard drive crashed and I didn't have a backup of my computer database. Good thing I kept those hard copies!

There are numerous programs on the market to organize contact information, such as Act or Outlook. I put all of my information in Microsoft Access.

For a low-tech backup, I use a plastic card file box with alphabetical dividers, filing my cards by last name. I also prefer to use transparent sleeves to store business cards in, since I almost always file business cards instead of handwriting the information on blank cards. The sleeves are a uniform size, keeping the box tidy. But you may be different--any system will work, as long as you are consistent with it.

To Keep or Not to Keep?

Some people say you should keep every business card you have ever received, while others think you should throw away the cards you will never use. With the rapidity of people moving around and switching companies today, I throw away cards of contacts I haven't been in touch with for three years. By then their contact information has surely changed, so even if I did want to get in touch with them, it's not likely that I will.

If you insist on holding on to old information, archive those business cards in a separate database or card box. Since I make notes on the backs of cards when I meet people, I always know the date when I first made contact; notes also help refresh my memory of people I haven't been in close contact with.

Finally, remember to follow up with your contacts! Keep a schedule and goals for making contact by phone calls, emails, or snail mail. Periodically go through your filing system and update or delete old information. The reason you store this information is to keep in touch with people -- use your new organizing system to stay efficient and your business will thrive!

Do your business cards work as hard as you do to gain new contacts? If not, you need cards that will grab attention and spur curiousity.

Design or upload full color business cards online and have them delivered to your doorstep in days.

©2004-2005 GreatFX Business Cards. All right reserved.

---

Brochures - The Ultimate Sales Tool

"How brochures can help you stand out from the competition,... Read More

Does Post Card Advertising Really Work?

You've decided to try advertising your business with post cards.... Read More

Marketing Advertising, While Advertising Your Market!

Today in the Business world whether online or off, it... Read More

Small Cards, Big Ideas: Alternative Uses for Business Cards

Aggressive business card marketing isn't about handing your business cards... Read More

How Much Money Do I Need to Spend on Advertising?

Q: I've never really done much advertising for my business;... Read More

Advertainment is Sneaking Into Music, Movies, TV and More

The very name "advertainment" sends thrilling vibrations up the spine... Read More

Create Your Own Business Cards, Part 1

In this lesson, we will create a business card, using... Read More

Design Your Own Newspaper Ads

Many people in business lay-out (design) their own ads. That... Read More

Advertising That Annoys: The Real Story

Critics conclude that entertaining or "creative" commercials sell better than... Read More

Graphical LED Display

Graphical LED Displays utilize high-resolution graphics and video to transmit... Read More

Electronic Display Signs

Electronic display signs are used nowadays in great extent to... Read More

10 Reasons Why Your Company Needs Custom Invitations

I am always amazed when I hear about companies who... Read More

Promotional Vehicles

It is difficult to miss a Hummer, but how many... Read More

The TV Shoot, The Spoiled Brat, And A Painful Lesson

It was two days before our shoot. I was in... Read More

How To Get Big Sponsorship Money for Your Band, Tour, Event or Production

Touring is a bands greatest opportunity for success. But, touring... Read More

Prove It! - Give Your Marketing and Advertising More Credibility

Your marketing and advertising won't be effective if your potential... Read More

Media, the Internet, Yellow Pages, and Your Business

If you are reading this article, chances are you could... Read More

Trade Writing - For Cash!

Often considered as "plain Jane's" of the print world, trade... Read More

Ten Ways To Sell Advertising Space Fast

1. Give your customers a discount when they spend over... Read More

3 Elements To A Deal-Sealing Classified Ad

Have you ever wondered why your perfectly fine classified ad... Read More

The Motivational Triggers That Make People Buy

In order to sell more products and service, you need... Read More

The $500.00 A Month Plan

One way to make extra money or start a... Read More

Latino Television Programs Fill a Void in Hispanic Advertising; While Advertisers Look to Attract

Advertisers that are beginning to focus on the young Hispanic... Read More

The Secrets of High Money Classified Ads

When used effectively, classified ads can be one of the... Read More

How to Use the 3 Most Common Direct Marketing Measurements to Increase Your Profits!

John Wanamaker, a 19th century entrepreneur, once famously made the... Read More

Do You Really Need a Brochure?

Traditional brochures typically tell the story of your company, i.e.... Read More

Custom T-shirts -- Put Your Company Logo on Cotton!

An effective way to gain company recognition is to order... Read More

See How to Advertise and Gain More Money to Blast Another Project

We have a Great News that we think that may... Read More

When Advertising Wears Out

One of the challenges facing marketers is determining the most... Read More

Moving message Sign

Moving Message Signs are a unique, attention-grabbing way to communicate... Read More

The Ultimate, ?Must-Have? Home-Based Business for YOU

The Ultimate, "Must-Have" Home-Based Business for YOU a Underemployed, Unemployed,... Read More

Do I Need Raised Letter or Full Color Business Cards?

If you've been searching around for business cards that will... Read More

Add More Pizzazz To Your Ad For More Profits

I recently completed a Marketing Makeover for an Ad that... Read More