Organizing and Tracking Your Contacts is Important for Working Efficiently.
There are two significant areas to this topic: The Mechanism and the Data. Let’s start with the mechanism. There are lots of different ways to do this, so the first thing to determine is what is the best way for you. Do you want to have all the data in a computer or phone? Do you like to have it in physical form?
For much of my career I used an index card file and a pad of paper. I used the pad to work quickly and take notes and then I would transfer the important information to an index card in a file box that had the days of the month. While this certainly had it’s drawbacks, it was what best worked for me. Later on I moved to physical folders for the four areas of people I track. I go through these folders in detail in The Process 2 Book. Today you have many different options that you can choose from depending on how big a business you want to build.
You can use more sophisticated contact manger software, excel spreadsheets, and other computer driven applications. Or you can use the old fashion way of physical paper and cards. This is up to you. Whatever suits your way of working and preference is what you should choose.
More Important is WHAT to Track
Your contacts are going to fit into five categories: List/new contacts, not yets (people that say no), customers, business partners, and Missing in Action (people that start and stop). I teach a process of continuously working through all your contacts that is so effective you will sponsor people often from your not yet category and re-sponsor people from your MIA category.
The data that is important to track is:
Conversations– Always date these and note anything of significance to the contact, including when you will contact them next. This is particularly important for the new contacts that you are following up with who have yet to make a decision.
Personal Information-Family, interests, job, location, email, phone, etc.
Information You’ve Shared– You likely have several tools in your tool box. You need to know what they have seen and what else you can utilize.
The power of doing this properly is demonstrating professionalism on your part, because when you track properly you always do what you say you will do and contact them when you say you will. The other big piece to this rapport. By being able to refer back to things they’ve said or things that are important in their life, you will create strong rapport, which leads to higher trust, and that leads to more willingness to do business with you.
This is a big topic. I go quite a bot deeper in the video to help you see how the process plays out and how the pieces fit together. Take it from someone who built a big business from rapport and follow up….this works extremely well.
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