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Computer & Email
Get the Most from Microsoft Outlook
Beware the Empty Inbox
Get the Most from Your Handheld
Do Digital Organizers Save Time - Or Waste It?
Efficient E-mail Habits
Transitioning from Paper to Digital Information Storage
Faxing Without Paper Saves Time
Working From Two Offices
Business & the Office
Time Tactics for the Office
Keeping Track of Delegated Tasks
Controlling Interruptions
Keeping Track of Your Customers & Prospects
Do Your Employees Really Need Customer Service Training?
Paper Management
Action Files Prevent Desk Clutter
Reclaim Your Desktop with a Tickler File
What To Do With All Those Business Cards?
Managing Project Folders - A Surprising Tip that Works
Time Management & Organizing
The Power of Planning Ahead
Words of Wisdom You Should Ignore
Coping with Information Overload
Thirteen Tips for Working Smarter, Not Harder
© Jan Jasper; 2001-2008
Get Rid of Those You Don't Need
Everyone collects lots of business cards, and nobody really knows what to do with them. We're afraid to throw them out.
But there's little benefit in saving them in a jumble in your drawer. First, remember that the information on the
cards is important, not the physical cards. We need to organize this contact information so we can use it. Organizing
the actual cards may not be the best way to ensure access to the information on the cards.
There are a variety of containers available, from plastic to electronic. But before you think about "What's the best
place to put them?" ask "Would I really need this again, and if so, why - and when?" Be firm; get rid of cards from
people you are not likely to contact in the future. If you have a great many business cards, it can actually
backfire - the more cards you have, the harder it is to find a specific one when you need it. Less is more - It's
easier to keep them in order, and easier to find when you need them. And remember, the point isn't to collect the
cards, but to manage contact information so you can use it.
Add Useful Details for Better Contact Management
Once you've decided which cards are keepers, jot a note on back of each card stating where you met the person and what
you might contact them about. This should be done as soon as possible, especially if you return from a networking event
with a pocketful of cards - otherwise when you come across the cards later, you'll have no clue as to who these people are.
Different Ways to Store Your Business Cards
Now that you've culled your cards and made notes on them, you're ready to think about how best to store this information.
Don't use plastic business card books with a dozen or so slots per page - it's impossible to keep cards alphabetized. If
you insist on staying low-tech, use a Rolodex with alphabetical tab dividers.
The alphabet is effective for people whose names you can remember - but what about the names of service providers you're
keeping for future use? Let's say your friend Jane Smith recommends a great attorney named Joe Moon. If you file it under
Moon you won't remember the name. File it instead by category --under Lawyer, under L in your Rolodex. Do the same for
plumbers and accountants and anyone else you might do business with.
Using Software for Effective Contact Management
But the old fashioned Rolodex is limited. It's much more effective to use contact-management software (Outlook, Act,
Goldmine, and Now (for Mac) are some popular brands). This gives you the best of both worlds -- if you tag Joe Moon's
record with the word "lawyer," you can locate him by looking up "Moon" or "lawyer" and find him either way. If you also
note that Jane Smith recommended him, you can look it up this way too.
Contact management software does more than automatically alphabetize your entries by contact name and company name.
It also provides almost unlimited room to type notes on each contact. You can record when you last talked to them and
about what. It can also save a record of e-mails you sent to or received from them. Used fully, contact management
software (also known as CRM software) keeps a record of all your dealings with each person. This does more than
supplement a faulty memory. It permits you to slice and dice your data in a variety of ways. You could search
for all referrals who were sent by a certain person, all the prospects who phoned you in July, all clients in a
certain zip code, all clients who spent over a certain dollar amount, etc. It's contact management on steriods!
Should You Buy a Card Scanner?
If you have a great many cards, you may not want to type them all into your software. There are small, inexpensive scanners
made specifically for business cards that capture all the text information on the business card (name, company name address,
phone, fax, and e-mail address) and feed it directly into your contact management program. This could save a lot of time if you
collect tons of cards, for example if you attend trade shows and plan to follow up by doing a big mailing. But I've heard mixed
reports about the accuracy of the card scanners. They are often thrown off by graphics, unusual fonts, speckled paper, and so on.
It can take time to get the hang of it. Card scanners probably aren't worth the bother if you only have a small number of
business cards.
*The usual disclaimers apply. My mentioning these products is not a guarantee of any sort.
Obviously, you should not change anything until you've completely backed up your files.
You already do that, right?
This article is available to reprint if you include my copyright notice and identify me as follows: "Jan Jasper, a productivity expert in the New York City
area, is the author of Take Back Your Time: How to Regain Control of Work, Information,
& Technology (St. Martin's Press).
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About the Author:
Productivity coach Jan Jasper has been helping busy people work smarter, not harder since 1988. Her customized approach guides clients to manage time,
tasks, and information more effectively. She also provides Microsoft Outlook customization for clients. Jan is the author of
Take Back Your Time: How to Regain Control of Work, Information, & Technology (St. Martin's Press).
She recently completed a North American media tour as the national efficiency spokesperson for IKON Office Solutions,
Inc. She has appeared on radio and TV all over North America and is quoted regularly in print. Jan is an adjunct instructor at
New York University.
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