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5 tips to better manage your contact Information

Posted by Robyn on Feb 12, 2018 4:00:00 PM

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Having the right business connections can provide you with a multitude of opportunities and cast a wide net of exposure. With social media channels, and face-to-face introductions in events and meetings, you may have more business contacts than you know what to do with, and you may not know which ones are the right ones to contact at any given time.

You need to effectively manage contact information for all your business connections to cultivate strong relationships, and eventually see those business connections bear the fruit of continuous and increased success. But the sheer volume of contact info that you acquire can be staggering. That’s why it’s important to have a few tricks and techniques to better manage your business connections.

Here are a few things to keep in mind to better manage your business connections information:

  1. Get to know your business connections
  2. Add notes and photos to your contact information
  3. Centralize all your contact information in one location
  4. Get rid of duplicate contact information entries
  5. Keep your contact information up-to-date


  1. Get to know your business connections

Don’t be afraid to initiate contact and get to know your business connections. Ideally, you wouldn’t have to do this all the time because, some of the time, many would initiate contact with you. Even still, that shouldn’t stop you from getting the ball rolling.

A brief exchange of business cards will remind them of you and what you do, and you might even be able to pique their interest with what your business is all about. Be sure to send follow-ups as well after a day or two, just as a thank you for connecting reminder. Stay fresh in their minds, and you’ll be the one they think about when they need the type of products or services provided by your company.

Social media is essential in this day and age, as you’re no doubt already aware. Don’t invite people you never met on social media; they do not like that. After establishing an initial connection with them, you can engage your contacts via social media channels. You can then tag them in relevant posts, or share their content. It shows that you’re paying attention, and by engaging them like this you’re helping them get more attention over social channels as well, and every business wants to increase their reach any way they can.

  1. Add notes and photos to your contact information

You can centralize all your contact information with CRM software, but no matter what contact information management software you’re using, there should be a notes section for each of your connections. Fill the notes with info about how you met that person, where you met them, what their business is all about, and any other information that might be relevant or helpful in the future. It’s always embarrassing to have to ask for a reminder of how you know a person or what they do. You can avoid this problem with a quick note.

Adding photographs, preferably portraits, is another important thing. Having that visual reminder of what the person looks like in their contact information gives them a face, and that makes them more human than if all you had was their contact info.

  1. Get rid of duplicate contact information entries

With contact information pouring in from so many different channels, you’ll probably end up with multiple entries for the same person. As you can imagine, this gets confusing after a while. Say you need to contact someone, but you have four different entries... how do you know which one is the right one? If this is a problem for you, look into using some good contact information management software to scrub useless duplicate entries. You’re contact list will be leaner and you’ll be able to search through it much quicker

  1. Centralize all your contact information in one location

Scattered contact information can also be overwhelming for anyone who wants to reach out fast and easy to his business connections. Whether your business connections information is from social media, email signatures and business cards, having their data in one centralized location facilitates outreach and connects you much faster..

  1. Keep your contact information up-to-date
Not everyone is going to have the same contact info forever, so you need to perform some maintenance every now and then to make sure your info is accurate. Inaccurate information could waste your time and cause you to even lose money, so be proactive about updating contact information when one of your business connections informs you of a change.

The old expression, “It’s not what you know, but it’s who you know,” has never been truer than it is today. We have access to more business contacts than was possible in the old days, but that also means it can be challenging to keep them all organized. Putting these above tips into action should make the process a little easier. 

Tell us in the comments what you think about these 5 tips on how to better manage your busienss connections information!

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Topics: Manage quality contact information

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