Blog: Use Your Space & Conquer Office Workflow
The Clutter of Contacts
An area in business where systems can be shaky is contact management, the management of people's contact information. Vow to make some level of improvement this year to increase your efficiency in the office.
Low Tech Solution
The pile of business cards. The quickest low tech solution is to purchase a 3-ring binder and a pack or two of business card protection pages. Places all business cards in the card holder pages, and easily add new pages when needed. To add more organization: sort your business cards into categories, place your cards into pages by categories, and then use 3-hole punched tabbed dividers to distinguish the various categories in your business card binder.
High Tech Solutions
Use contact management software to save contact information of people and companies you contact frequently. Some software is free and others you'll need to purchase. Popular options are Outlook, Gmail, ACT!, FranklinCovey, and Plaxo. Think about when and where you need access to this information such as your desktop computer, laptop, PDA, and/or phone, and select the software that allows you the access you need.
If you want to integrate your collection of business card contact information with your contact management software, the data can be entered into the software or scanned. If you don't want to do the data entry, you can send your business cards to CloudContact or Shoeboxed. They will facilitate getting your business card data into your contact management software of choice.
You can also purchase a card scanner, scan your business card and import the data into your contact management software. Note: these scanners are not 100% accurate. You will need to scan the cards, review it, and make manual corrections.
posted on: 2/28/2011 8:30:00 AM by Heather Cocozza
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Use Your Space & Conquer Office Workflow
by Heather Cocozza
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Heather Cocozza is a Professional Organizer who organizes and designs tailored home and office solutions. She is on the National Association of Professional Organizers (NAPO)-WDC Board of Directors 2009-2010 and is the owner of Cocozza Organizing & Design, LLC. Prior to her organizing career, Heather Cocozza worked 13 years at IBM and PricewaterhouseCoopers as an ERP Project Manager and at times traveled extensively while her "virtual" twins were between the ages of 0 to 3.
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