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Contact Tracking That Works
By Wendy Weiss Founding Director Illusion Productions What did we do before computers and contact tracking software? For nonprofits, keeping track of information -- including contact information for contributors, sponsors, funders, press and others -- is imperative. How do you do this if your organization doesn't have the latest technology? One of the biggest problems, and mistakes, that I made with a dance company I founded, was not keeping good records of leads, contributions and people interested in the group. I duplicated much effort and lost many opportunities, not to mention contributions. Part of my problem was I simply didn't know how to track the information I needed. Fortunately, I eventually found an effective, easy, inexpensive system for organizing information, as follows. Index Cards and Tickler Files If your organization's budget doesn't include technology, cutting edge or otherwise, how about a tickler file -- a box divided by month and day, for index cards? On each card, record the contact name, paper-mail and e-mail addresses, telephone and fax numbers -- whatever identifying information you need to know about them. Every time you're in contact with them, make a note. Track dates -- of contacts, to call back, to send information, press kits or proposals -- what was sent, and whatever else you need to know so you always have a record of where you are with them. When you have to follow up on a certain date, move the card to that date in the box. If they've requested information, move the card to a separate section such as "Send Information" or "Send Proposal" until the requested items go out. Simple but effective. Of course, you also need a calendar and an address book; there's a certain amount of duplication of effort. Contact Tracking Software There are many kinds on the market. Their basic principle, though, is that of the tickler file. Contact tracking software also supports many more functions, including generating letters, faxes, e-mails, and creating calendars. It eliminates a lot of the manual labor and saves time. You have to enter information only once -- addresses, for example. After that, to do a mailing, you can do a mail merge and print labels without retyping. You can also pick out specific groups from your database for mailings, broadcast fax or e-mail. When you find contact management software that works for you, use it -- all the time. Keep your information up to date and don't lose out on opportunities. Any Downside? In preparing this article, I was asked if I saw any negatives in moving from a paper-based system to contact management software. Basically, I'm not a technical person; I know how to do what I need to do. Learning the software I selected -- ACT! -- was easier than I thought it would be. There were additional features that I needed, and used, in order to customize it to my specific needs. Note, though, that I already knew from experience with the manual system what my needs were, and I enter everything into the system because I'm paranoid about losing things. When I'm out and about, I carry a small appointment book. I'm thinking about getting an electronic pocket organizer -- reader response invited. Illusion Productions is a nonprofit AIDS education provider to youth in New York City. Wendy Weiss is a marketing and communications consultant. Her book "How to Open Any Door Through Cold Calling" will be available later this year. For a free copy of "The Executive Director's Guide to Writing a Solicitation Script," contact her at (212) 463-8212; e-mail W.Weiss@cwix.com. What Works For You? High-tech, low-tech or no-tech, let Tech News know – we will publish your productivity solutions and give you credit. Anyone have a transforming experience with a pocket organizer? |
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