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

---

Are You A Collector?

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

Simple Ideas to Conquer Paper Clutter

Are stacks of papers, mail, newspapers, and growing "to do"... Read More

Getting Things Done: A Guide To Next-Action Lists

Getting Things Done (GTD), is a productivity methodology designed by... Read More

5 Reasons to Organize Your Home Today

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

Making Space - Letting Go of Clutter

To make room for new things to come into you... Read More

Breathing Life Into Dead Spaces

"I don't have enough room!" -- this is a common... Read More

50 Ideas to Organize Your Home

"Organize" is a familiar word heard on many of today's... Read More

Relieve Vacation Stress By Planning Ahead

Cindy looks at the calendar and sighs. Ah, the end... Read More

Time for a Clean Out

Time has flown. It's been six months since you came... Read More

Saving Memories Without Losing Your Mind

The summer is flying by for Cindy and her family.... Read More

Does Your Storage Make Sense?

What do your storage spaces look like? Do you know... Read More

Organized Living in a Disorganized World

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

Dont Get Lost In The Shuffle

I have a good friend whom (also being in the... Read More

Can You Make a ?Torpedo? Out of Personal Junk? How to Optimize What You Have

"Junkyard Wars," a TV series showed two teams of experts... Read More

Spring Cleaning: Mission Garage Organization

Spring is here and the garage door is open. This... Read More

5 Steps From Clutter To Control

Are you overwhelmed by clutter wherever you turn? Here are... Read More

Finish in Style - Organizing Works!

One of my mother-in-law's many oft-quoted and wise declarations was... Read More

Family Management Tip #2: Choosing the Right Organizer for Your Family

What method do you currently use to organize your family?... Read More

Managing Mealtime Madness

It is 5:00 pm and Cindy has no idea what... Read More

New Business? Changing Careers? Youve Got a Whole New Ball Game

When you embark on a life transition, the skills that... Read More

10 Minute Tricks to Help You Get Organized

Whoever thought you'd be able to get organized in just... Read More

Organization and the Opposite Sex

In many of the companies I have worked in, there... Read More

3 Simple Filing Guidelines

One of the most basic ways to find papers when... Read More

Memorabilia -- Use It or Lose It!

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

Creative Storage Solutions

When the things in your home start crowding in around... Read More

Five Simple Tips to Get Organized Today!

Take time to declutter this summer...Writing can certainly consume the... Read More

Cleaning Out Your Closet

Helping people clean out their closet is something I love... Read More

Be More Productive at Work: Avoid These Eight Traps

Obviously, productivity involves producing. Producing widgets, events, reports, sales. The... Read More

Clutter Is Natural

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

Feng Shui Guidlines for Storage Spaces

Professional organizers and helpful-hint sources often recommend storage solutions such... Read More

Have an Ugly Day

"Do something every day that you don't want to-do; this... Read More

The 4-Keys to Clutter Free Living - Design a Space that Nurtures Your Soul

Decluttering is a simple-to-learn process, once you break it down... Read More

Do You Have Scatter-Brain-Itis?

In your quest to get 'up and running' so to... Read More