Contact Management Systems

Contact management system, as the name suggests is a software that maintains records of all your contacts in its database. It can also be considered as a business directory system. These systems form an integral part of customer relationship management (CRM) software. They come embedded with email and messenger applications. For e.g. Microsoft bundled one with their email client product, Ms-Outlook. The purpose is however not just to handle client contact information but, it also helps you to plan and schedule your important tasks, set reminders, and keep notes. They can store information like name, postal addresses, email addresses, contact numbers, important dates and appointments, and so on.

Usually sales and marketing personnel make extensive use of these systems. It is also used by top level executives and managers to schedule their appointments and list of their contacts. There are two basic types – one which can be used locally on the personal computer and other which is usually hosted as an online application. The advantage of online version is that it can be accessed from any location through the internet. Also a hosted system allows the employees of the organisation or members of a group to access the shared contacts list, appointments, tasks, and other relevant information. The basic versions are nowadays a very common part of most email applications. However, many advanced features are now integrated with CRM applications.

They have gained popularity over the last decade and continue to do so in the current business environment for reasons such as:

  • Continuity – all the new members of the group have ready access to all the contact information thus reducing any unwanted backdrops
  • Scalability – offers to make use of the program as per your business needs and requirements
  • Time Saving – since all the required contact information and schedules will be available in one single database, a lot of time will be saved in sourcing the right kind of information
  • Return on Investment – this will be an indirect advantage, as the above features will allow you to concentrate on other business areas and thus facilitate effective business operation

Depending on your business requirements, you can decide on the contact management system to be installed. There are plenty of free as well proprietary applications available, rich with too many features that will satisfy all your contact management needs.

Jeff Smith is the managing director of Karma Technologies and feels strongly about implementing ways to be green into their business practices, to a point they are almost a paper-free company.


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