My friend, KC (Spinnin’ Discs), not to be confused with my friend CK, (CK’s Marketing Blog & CK Epiphany Marketing), is a database fiend. Actually, CK may be a database fiend, too. I’m just not aware of it, but I’ll check on it and get back to you.
Database, of course, is the technical term for an Address Book or Contact Management. program. An old school database would be a Rolodex.
KC’s logic is that he wants to communicate with all the appropriate people, for all the right reasons… and not waste any effort (or postage), above and beyond that point. He wants to be both effective and efficient. And he is constantly hammering in this area.
For the purposes of this post, I’m not addressing what software or system to use, but simply the notion of having current and usable information, and making the most of it.
Many people’s contact data probably resembles a wardrobe closet. Over stuffed with the old and the new, the too large, too small, and just right. Consequently, you don’t know or can’t find some of your best clothes, because they are buried in the clutter. (For cluttering therapy, visit the Unclutterer.com)
For taking full control of your contact data, here’s what I advise.
- Delete listings of people who are no longer in your personal or business world or have passed away (Those that you are ready to part with. This is, of course, a very personal choice). My dad once gave my mom a new address book, exclusively, for all of her ‘living’ friends. Seemed pretty cheeky at the time, but I understand it, now.
- Decide on, and update, the various categories that people fall into. Such as: Industry Contacts, Association Members (for each association - NACE, Wedding Association, Chamber, etc.), Past Clients, Current Clients, Prospects, Friends & Family, Media, etc.,.
- Update contact information for every person that remains in your database. This is the kind of task that can be delegate, and it is always changing. A great online tool for this is PLAXO.
- Go through business cards you’ve squirreled away from networking events and appropriate people to your database. You can abbreviate this process by investing in CardScan. Then, plan a time to do this on a weekly or bi-weekly basis.
- Stay in touch: This will be dealt with in several separate posts.
This process doesn’t have to be accomplished in one day. You might just block out a couple of hours, here and there, over a few weeks. Before you know it, you will be ready to communicate, both effectively and efficiently, like KC… and maybe CK…. I’ll let you know. 
Technorati Tags: address book, contact management, database, Marketing Maintenance, rolodex, wedding marketing blog
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written by Andy Ebon
\\ tags: address book, contact management, database, Marketing Maintenance, rolodex, wedding marketing blog
Call it what you want: Rolodex, contact files, database, address book… 
