Why Efficient Contact Management is Crucial for Your Business

Posted by Christin on May 10, 2017

As a business owner, especially for small businesses, your contact list is your most prized possession. Many (small) businesses rely on relationships to sell products or services, and every relationship is recorded in your coveted contact list. Using that list to keep in touch with your clients and customers is crucial to maintaining those relationships, and ultimately securing repeat business.

Of course, the bigger your contact list becomes, the harder it is to manage. And with more relationships to remember, the harder it becomes to keep track of the details, like how you met this person, what products or services they’re interested in, and more. But all of this is key to effective contact management.

Effective contact management plays an important part in your business success because it allows you to move leads through the buyer’s journey. Whether they’re a new lead or a loyal customer, contact management allows you to effectively communicate with them to maximize business opportunities. It also saves you an incredible amount of time, and for someone running his or her own business, time is money! So how exactly can you succeed at contact management? Here are some of our favorite tips!

2 Tips for Effective Contact Management

1. Group or Segment Your Contacts

When managing your contact list, groups and segments will be your best friend. Which groups you use will depend on how you want to separate your contacts. You can do it by referral—how you met them or how you gained their contact information, such as a Website Lead or Conference Lead. Maybe they’re someone you know from a previous job, which would also be a great way to group them.

Another way to segment your contact list is by stage in the buyer’s journey, such as prospect to lead to client, or whichever label is pertinent to the way you run your business. You can even group contacts by the services they’re interested in. For example, if you run a fitness center, you may have contacts that are interested in yoga, personal training, group fitness classes, aquatics, etc. Regardless of the way you do it, it’s absolutely critical that you take the time upfront to categorize your contact database in a way that streamlines future communications, which brings me to our second tip…

2. Tailor Communications to Specific Groups

Once you’ve grouped your contacts and you’re ready to start emailing, create email campaigns specific to that group. Don’t just send a blanket message to everyone in your database. The more relevant the email is to the person, the more likely it will resonate with them and create the desired action, whatever it is that you want them to do (join, buy, call, etc.).

For effective contact management, you should always keep in touch with your contacts, especially former customers, at a regular cadence (without being overly pushy or annoying). Each message should provide value to the recipient so you can stay top of mind the next time they’re ready to buy.

4 Ways Mailbird’s Contacts App Helps You Manage Contacts

Not too long ago, Mailbird introduced a new feature, called Contacts App, that helps users effectively manage their contact lists. With this feature in mind, here’s how an email client can help you achieve effective contact management.

Contact Management

1. Consolidated Contact Lists

It’s safe to say that most people probably have fragmented contact lists. Some people in their personal account, some in their work account, some in a pile of business cards in their desk, maybe even some written in a paper ledger (because, believe it or not, people still do that!). So the first thing you’ll want to do is activate the “Contacts” app in Mailbird Apps to connect contact lists from all of your accounts, including Google, Office 365, Outlook, and more. Now, all of your contacts from your various accounts will be synced in Mailbird. That was easy, right?

You may be wondering what happens when you have the same contact on multiple accounts. In this case, you can “link” multiple contact entries into one. The article above explains this feature in detail.

Contact Manager

2. Add Contacts to Groups

As I’ve mentioned before, good contact management isn’t complete without properly segmenting your contacts into groups. There are several ways to add, move, and copy contacts to groups in Mailbird however you see fit. You can use the “+” sign in the contact view or you can drag and drop the contact into a group in the accounts viewing pane. If you simply drag the contact, Mailbird will create a copy of that contact and link it to the original contact. If you do not wish to make a copy, hold the shift key while dragging to move the contact (but not copy). Whatever is most convenient for you.

Contact Manager

3. Email Groups

After you group your contacts to your liking, you’ll be able to email group contacts with just a few clicks. In Mailbird, in the contacts viewing pane, click the gear icon and select “Email group contacts.” Craft your tailored email message that’s relevant to your group and send—Mailbird will take care of the rest.

Because effective contact management is all about saving you precious time, making it quick and easy to email your groups is hugely important. Once your database is set up, keeping in touch with your contacts should be super simple.

4. Customize Your Experience

Every small business owner is different, and wants to organize their contacts differently. Your email client should allow for some level of personalization to create an experience that makes the most sense for you. In Mailbird, for example, you can show or hide all groups, upload pictures for your contacts, sort by first or last name, and choose how the contact name is displayed (last, first name or first, last name). Once again, a streamlined experience means saving you valuable time and more efficient communications with your contact list.

Contact ManagerConclusion

Effective contact management is important for any business, but small businesses especially. Keeping your contacts updated and organized saves time and streamlines communication. This again likely results in more sales—and that’s what it’s all about! Categorizing your database is a bit of work upfront. It’s worth it when you have an email client, like Mailbird, that simplifies the process and makes email communications super easy going forward.


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