Home
>
Get Organized - Organization
>
Organization Tips - How to Set Up Your Database

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; www.office-organiser.com.au

shuttle from O'Hare Orland Park .. Lockport Chicago limo O’Hare

In The News:

Tech expert Kurt “CyberGuy" Knutsson reports that researchers have uncovered a Chrome vulnerability used in a cyber espionage campaign.

Preserving voicemails securely on Android: Tech expert Kurt “CyberGuy" Knutsson reveals easy methods to keep memories alive forever.

This phishing kit bypasses 2FA via session hijacking and real-time credential theft. Kurt “CyberGuy" Knutsson offers four ways to stay safe from Astaroth phishing attacks.

Tech expert Kurt “CyberGuy" Knutsson discusses Joby Aviation and Virgin Atlantic planning to launch 200-mph U.K. air taxis linking airports and cities.

Fake Apple virus warnings, security alerts and messages are tactics used to prompt you to call a number or click on a malicious link. The CyberGuy explains how to protect your devices.

The combination of artificial intelligence and neuroscience allows a paralyzed man to manipulate a robotic arm by using his brain to imagine movements.

With the help of artificial intelligence, sophisticated fraud techniques emerging today are virtually undetectable to the untrained eye.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents

If you need to free up space on your Mac, consider deleting duplicate photos in your image library. Apple makes it easy to do, and the CyberGuy explains the process.

Microsoft is discontinuing Skype in May after 22 years of service. Kurt the CyberGuy addresses other options for internet-based phone and video service.

Tron 1, a Chinese company's two-legged robot, is versatile and can walk, roll and pivot, even on rough terrain. Tron 1 stands 33 inches tall and weighs 44 pounds.

Hackers are tricking people into installing password-stealing malware by making them press keyboard shortcuts under the pretense of proving they're not bots.

Saving the voices of loved ones can be a comforting way to keep alive memories. Kurt "the CyberGuy" Knutsson explains how to preserve voicemail messages.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

The FBI warns that some free online document converters load malware onto people's computers, making their private information vulnerable to attack.

Toyota's compact electric FT-Me is designed to tackle challenges of city living while offering an accessible and eco-friendly transportation solution.

Kurt “CyberGuy" Knutsson says 23andMe's bankruptcy raises data privacy fears: Opt out, download and delete data now.

UBTech and Zeekr unite with AI robot swarms to make car manufacturing faster and smarter. Tech expert Kurt “CyberGuy" Knutsson explains how the process works.

Tech expert Kurt “CyberGuy" Knutsson says Apple's Passwords app had a three-month phishing flaw from iOS 18 to 18.2 patch.

Tech expert Kurt “CyberGuy" Knutsson discusses how this super-small electric mini-truck takes a big step toward production.

Artificial intelligence-generated images and videos that use someone’s likeness typically target women without their consent. The CyberGuy unpacks how to protect loved ones.

A humanoid robot developed in China has transformed from a nimble dancer to performing kung fu moves with surprising precision and balance.

To protect memories, documents and personal data, you should back up your information on personal drives, according to Kurt the CyberGuy.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents

With six cyclorotors, the BlackBird from CycloTech is designed to take off and land vertically, move sideways, brake mid-air and even parallel park.

Organization Tips - How to Set Up Your Database

Get Organized - Organization