Setup Contact Management Software

Setup contact management software Add client and prospect records Append new data to records Use for personalized faxes, emails, and letters

One of the first software systems we set-up was our contact management software. This rapidly became a critical part of our "system" for tracking all activity with prospects and clients. If we spoke to someone, we took a few minutes to add notes to their records in the database. Next time we spoke, we could easily reference the notes and this made for a much more personal connection.

When we send an email to someone, we can copy the contents of the email right into the notes portion of the database. We can easily send faxes that contain data from the client's record. We save templates and this allows us to send a fax within seconds that is pre-written yet personalized to the client (for example we can reference the client's name in the fax contents). We can also export all of the email addresses and send a personalized email to select or all contacts.

We store all of our prospect information in this central database by importing marketing lists we purchase. Overall, this database allows us to build and maintain relationships systematically without relying on a “key” person. We can touch customers over time in a personal way that will cement the relationship. We keep the main database on our network server and this way all employees can access the same records.

As a sales tool, this software will alert you at specified times to actions you need to take. For example, you can program a follow-up date for a lead that you speak to. We also set-up our project management functions in a separate database and put in "hotlist" items that pop-up when specific actions are required. We also print out all of the details for all jobs in progress as well as customized order confirmation reports that we fax to our clients. These reports show all of the details about their order (including date due, specs, contact info, and other key deadlines).

Examples of new fields you can add to your database include:

Sales related fields include:

• Date of last contact
• Qualify score
• Needs notes
• Mass mailing and mass emailing (yes or no)
• Title
• Send gift? (yes or no)
• Next step for us
• Next date of contact
• Sales amount
• Last sale date
• Salesman ID

Personal information fields include:

• Email address
• Fax number
• Birth date and Birthday card (yes or no)
• Personal interests
• Children's names

Optional 3rd party data:

• Purchase additional data about your prospects and customers such as sales volume or demographic data for consumer databases.

• Customers will share valuable information when you ask either in person or via surveys.

To learn more about Contact Management Software including Maximizer, Goldmine and Act and pricing, click here.

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