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

---

Google News Updated : Mon, 13 Oct 2008 11:51:33 GMT 1.5 million G1 Android phones pre-ordered - TG Daily Product Reviews 1.5 million G1 Android phones pre-ordered TG Daily - 6 hours ago By Wolfgang Gruener Chicago (IL) - T-Mobile’s upcoming G1 may not be the best-looking iPhone rival, it may not have the most complete feature set and T-Mobile may have undersold the device at the recent launch event. Get ready for next-gen mobile InfoWorld HTC G1 Android Phone Racks up 1.5 Million Pre-orders eFluxMedia Brighthand - InformationWeek - ReadWriteWeb - ZDNet all 153 news articles Publ.Date : Mon, 13 Oct 2008 05:21:21 GMT European, Asian markets bounce back - The Associated Press Vancouver Sun European, Asian markets bounce back The Associated Press - 1 hour ago LONDON (AP) - European markets opened strongly Monday following Asia's lead in response to the widespread government efforts over the weekend to shore up the world's troubled financial system. The financial crisis A light at the end of the tunnel? Economist World stock markets welcome European bank rescue AFP MSN Money - New York Times - New Straits Times - Voice of America all 769 news articles Publ.Date : Mon, 13 Oct 2008 10:23:04 GMT Dodgers stand up to Phillies in Game 3 win - FOXSports.com Washington Post Dodgers stand up to Phillies in Game 3 win FOXSports.com - 4 hours ago by Ken Rosenthal Ken Rosenthal has been the senior baseball writer for FOXSports.com since Aug. 2005. He appears weekly on the FSN Baseball Report and MLB on FOX. LA revitalized at Moyer's expense MLB.com Kuroda's pitch serves its purpose for Dodgers USA Today New York Times - Los Angeles Times - Boston Globe - Philadelphia Daily News all 2,467 news articles Publ.Date : Mon, 13 Oct 2008 07:00:36 GMT Manatee dies before reaching rehab site - Boston Globe WHDH-TV Manatee dies before reaching rehab site Boston Globe - 4 hours ago By Emily Canal After a 27-hour trip to Florida, Dennis the manatee, rescued from the frigid waters of Cape Cod, died in Orlando yesterday as SeaWorld employees carted the mammal to a rehabilitation center. Video: Rescued Manatee Dies After Mass. Rescue AssociatedPress Manatee rescued off Cape Cod dies en route to Florida Sea World New York Daily News WFLA - eFluxMedia - Cape Cod Times - South Coast Today all 565 news articles Publ.Date : Mon, 13 Oct 2008 07:21:21 GMT Fantastic finishes: 5 NFL games down to the wire - Washington Post Washington Post Fantastic finishes: 5 NFL games down to the wire Washington Post - 3 hours ago Dallas Cowboys' Mat McBriar (1) has his punt blocked by Arizona Cardinals' Sean Morey as Monty Beisel (52) looks on during overtime of an NFL football game Sunday, Oct. 12, 2008 in Glendale, Ariz. Blocked punt downs Dallas San Francisco Chronicle Backups Burst Through Line and Lift Cardinals in Overtime New York Times Sports Network - FOXSports.com - Houston Chronicle - Philadelphia Inquirer all 749 news articles Publ.Date : Mon, 13 Oct 2008 08:15:50 GMT UK government takes stake in three banks - CNN International Canada.com UK government takes stake in three banks CNN International - 32 minutes ago LONDON, England (CNN) -- The British government on Monday said it would make a multi-billion investment in three of the country's major banks to help them through the "first financial crisis of the global age. In quotes: Bank bail-out reaction BBC News TEXT-Lloyds TSB terms for acquisition of HBOS Reuters guardian.co.uk - Wall Street Journal - Bloomberg - AFP all 1,923 news articles Publ.Date : Mon, 13 Oct 2008 11:18:47 GMT Forecast: Summery Sunshine Sticks Around - Washington Post Chicagoist Forecast: Summery Sunshine Sticks Around Washington Post - 2 hours ago Columbus Day will feel a lot more like Labor Day as temperatures climb to around 80 degrees. This unseasonably warm weather will continue for the next several days. Enjoy a warm, sunny Columbus Day Times Herald-Record Beautiful start to the work week The Star-Ledger - NJ.com The Capital Times - Journal and Courier - Richmond Times Dispatch - The Virginian-Pilot all 241 news articles Publ.Date : Mon, 13 Oct 2008 09:03:26 GMT Rss Feed Reader Increase Traffic

PARLOT::Ebooks, Scripts, Websites, and more...

Adsense websites

How To Organize Your Paperwork

Many people have a huge challenge coping with the incoming... Read More

Create A Working Mail Center

I talk about the mail a lot in my newsletter,... 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

Getting Organized For The New Year - Part 1

The following procedures will insure an organized and well run... Read More

Tossing and Turning

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

Four Easy Steps to An Organized Closet

The National Association of Professional Organizers has dedicated January to... Read More

Daily Systems Keep You Organized

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

10 Organizing Tips for Road Warrior Parents

Parenting is always a challenge, but particularly so if your... Read More

The Five Ways To Ease The Process Of Eliminating Clutter

I recently had a conversation with a friend about clutter.... Read More

Get Organised and Transform Your Life

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

Spring Clean Your Life

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

Clutter & Creativity

Take a look around you right now. Look away from... Read More

Cleaning Out Your Closet

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

Organization Tips - How To Get Things Done

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

10 Tips to Get Organized and Clutter-Free- Now!

1. THE LOVE IT OR LOSE IT PRINCIPLE: Every item... Read More

Clutter-Clearing and Your Authentic Self

Have you ever felt so discouraged, your life so out-of-control,... Read More

Memorabilia -- Use It or Lose It!

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

Get Organized: 10 Universal Laws

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

It?s Spring Cleaning Time? Let?s Make Room For Abundance!

I gathered some things you can do this spring while... Read More

Improve Your Workplace to Make Your Life Better

What does "quality of life" mean to you? If you... Read More

Do You Have A To-Do list?

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

50 Ideas to Organize Your Home

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

Get Rid Of The Clutter

You really can have a successful business and a great... Read More

Organizing Tips to Help You Conquer the Laundry Monster

Laundry. You sort, you wash, you fold, you blink ?... Read More