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; lorraine@office-organiser.com.au

---

Clutters Side Effects: How the State of Your Home Affects Your Life

Each area of your home has a symbolic meaning with... Read More

5 Easy Tips on Light that You Can Use to Improve Your Day

Light, Work, and YouWinter is here-and with it, short days,... Read More

The Magnificent 7: Tips for Cleaning Up Clutter

Clutter is postponed decisions®. Here are some suggestions to simplify... Read More

Getting Organized - Getting Fit

In a speech entitled "Organized Living in a Disorganized World"... Read More

Organize Yourself Otherwise Your Work Could Kill You

We are in a society where people are applauded for... Read More

The Clutter Factor: From Packrativity to Productivity

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

What Clutter Clearing Can Do For You

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

Overcoming E-mail Overload Using Microsoft Outlook

Do you feel like you just get too much e-mail?... Read More

Quick Organizing Tips From Assistance For You

Keeping on task and getting organized starts with a basic... Read More

9 Simple Strategies for Home Organization

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

Are You Stuck In The Clutter Trap?

You arrived on earth without clutter. Your parents and doting... Read More

How Long Do I Need to Keep This? - A Guide to Receipts, Statements and Financial Clutter at Home

In most homes, paper causes clutter. And it seems to... Read More

To Make a Change -- Take a Chance

Life is really all about CHANGE. In order to make... Read More

Its Time To Clear Out! Clutter Busting For Every Aspect Of Your Life

'A well-ordered life is like climbing a tower; the view... Read More

Daily Systems Keep You Organized

Ever wonder how they do it? How a short-order cook... Read More

Clutter Is Natural

Nature loves clutter. Just think of all the stuff that... Read More

Memorabilia -- Use It or Lose It!

What do you do with those special items that have... Read More

Are You A Collector?

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

Lightening The Load

When I tell people what a FREEING experience moving is,... Read More

Organizing Your Day

One of the hardest things for most individuals working from... Read More

Organization Tips - How To Get Things Done

What stops you from 'getting things done?'Have you ever started... Read More

Creating The Perfect Closet

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

Get Organized - Stay Organized

My mother is one of the most productive people I... Read More

Stress Management: 10 Universal Laws to Get and Stay Organized

1. The Law of the 1st StepA good first step... Read More

Clutter Campaign - Maintain Your Success

To want in one's heart to do a thing for... Read More

Essential Tips for the Kitchen

* Cupboards and drawers should contain items that are grouped... Read More

What Momma Never Told Me About Housekeeping

A lot of us grew up with Mom taking care... Read More

Life Lessons - Get What You Want; A Lesson from a Green Sea Turtle!

Sometimes major life lessons come from the most unlikely of... Read More

Secrets to Eliminating Emotional Clutter

Are you plagued by clutter in your personal or professional... Read More

Get Organised and Transform Your Life

It takes effort to get results, and not just any... Read More

Is Your To Do List The Problem?

You start each week with great intentions. You are determined... Read More

5 Reasons to Organize Your Home Today

Home organization isn't just for neat-nicks or those drawn toward... Read More

Making Life Easier, with NLP Chunking!

You know, in psychology there is a rule, especially within... Read More