Organization Tips - How to Set Up Your Database

What's in a Name?

Everything.

What do you do with all the contacts you make in your organisation? Do you:

Collect business cards and throw them in the bottom of your desk drawer hoping one day one of these people will ring and do business with you? Have any system for keeping information on your clients and prospects? Do you enter all their details into your database so that you can communicate with them in the future?

Do you enter all your clients into the database with information about what they've bought from you and conversations you've had with them? I'm astounded that so many business people keep no comprehensive records of their clients, general contacts and prospects.

Your database is a goldmine. It is the most important item in your business.

A great system will be able to do the following:

Generate a letter, fax or email directly from the program to the contact.

Record all contact details and any communication you have had with that person including phone conversations, meetings, emails, promotional information, and sales made.

Be able to select any particular group of people, ie. everyone in a specific area, all your "A" clients, prospects, strategic alliances. A reminder system for follow-ups.

Which Database Is Right For You?

Well, that depends on your organisation. Now there are various databases, eg Microsoft's Access and Lotus' Approach. However specific contact management software can offer far more features, including a "hotlist" to remind you when to follow up. These applications include:

ACT

Goldmine

Maximizer

I personally know very successful businesses that use ACT and Maximizer. At The Office Organiser we use Maximizer which we find very good.

Speak with successful people in your field and ask them what they use.

You may find that there are specific databases that have been designed

for your industry.

The key when choosing one of these systems is to have a look at their functions and get someone who knows all about the software to set it up and train you in its use.

You could also delegate/outsource the task of the initial keying in of data to another team member in your organisation or even a secretarial service or temp.

A special note for Salespeople

If you are an employee and your organisation has no database, I suggest you invest in one. It will be the wisest business investment you can make.

Most salespeople promise everything and unfortunately do not deliver. They rush from one appointment to another and forget to follow through on their promises.

If they had some way of keeping in touch with clients and prospects via using their database as an effective marketing and follow up tool, they would increase their sales dramatically.

About The Author

Lorraine Pirihi is Australia's Personal Productivity Specialist and Leading Life Coach. Her business The Office Organiser specialises in showing small business owners and managers, how to get organised at work so they can have a life! Lorraine is also a dynamic speaker and has produced many products including "How to Survive and Thrive at Work!"

To subscribe to her free ezine visit www.office-organiser.com.au

This article may be reproduced providing it is published in it's entirety, including the author's bio and all links. For further information please contact Lorraine Pirihi; [email protected]

In The News:


Heres A Great Way To Organize Your Work From Home Office Virtually

How to do keep track of all you have to... Read More

9 Simple Strategies for Home Organization

Home organization means being able to find your stuff when... Read More

Tossing and Turning

"The real question is, why do you want it? What... Read More

Organized Living in a Disorganized World

We are bombarded with so many factors that perpetuate disorganization.... Read More

Get Organised Before Its Too Late

Last year I attended a presentation from Parenting Expert and... Read More

Mental Clutter- Is It Taking Over Your Life?

Chances are, most of you have a lot you need... Read More

Keep, Get Rid Of, Or Not Sure?

Cleaning out can seem overwhelming -- especially if it's been... Read More

The Organized Move: Unpacking with a Plan

(This is the third in a series of three articles... Read More

Tired of Endless Chores and To-Dos? Stop Running Around in Circles and Enjoy Life Again

Do you feel like you are running around in circles,... Read More

Letting Go Of Your Excuses

At this point, you have probably run across some belongings... Read More

Declutter Your Home in 11 Easy Steps

Feeling overwhelmed at the thought of organizing your home? Start... Read More

Organizing for Today, Tomorrow and the Next Day

Getting organized is hard. If it weren't, we wouldn't put... Read More

Spring Clean Your Life

Spring is here and its time to sweep away the... Read More

Compartmentalize

The word "compartmentalize" means to separate into distinct parts. I... Read More

Creating The Perfect Closet

Your closet is often the first thing you see in... Read More

The True Definition of an Organization

The true definition of an organization is one that is... Read More

Until We Go Paperless

From time to time I hear this question from an... Read More

What Clutter Clearing Can Do For You

You can get a pretty good idea of the benefits... Read More

Feeling Overwhelmed and Unorganized? - How to Use Index Cards to Organize Your Life

Feeling Overwhelmed and Unorganized? - How to Use Index Cards... Read More

The Clutter Factor: From Packrativity to Productivity

? Are you embarrassed when you walk into your home... Read More

Ten Signs That Your Life Is Cluttered

How do you know if you need to clean out?... Read More

Are You A Collector?

Collections are the outward manifestation of a deeply-felt principle or... Read More

7 Little Things That You Can Do to Organize the Kids Rooms

1. Sink to their level. Get on your knees in... Read More

Do You Have A To-Do list?

I have a huge white board in my home office,... Read More

1-2-3 Sort

Article excerpted from the new book, "How to Do Space... Read More