How Do You Keep Track of Your Contacts??

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Discussion Overview

This thread explores various methods participants use to keep track of their contacts in their Pampered Chef businesses. Participants share personal experiences and organizational strategies, highlighting different tools and systems they have found helpful.

Discussion Character

  • Anecdotal
  • Opinion-based

Main Points Raised

  • One participant, identifying as a new consultant, seeks advice on tracking calls and outcomes of conversations with contacts.
  • Another participant mentions using lists on a legal pad but expresses a desire for a more efficient method, such as a spreadsheet.
  • One user shares that they utilize a call log from printable materials to keep track of their contacts.
  • A participant describes using a card file box with alphabetized index cards to organize contact information and notes from conversations.
  • Another participant mentions an accordion file labeled by month, where they keep index cards and host coaching forms with notes on each contact.
  • One user discusses using a binder separated by months to manage contacts and notes, allowing for easy organization and retrieval.
  • A participant shares their experience with a binder system that includes sections for future hosts and recruiting leads, emphasizing its effectiveness in maintaining organization.
  • Another participant mentions using a shoe box or photo box with monthly dividers to manage customer contacts, although they have not yet implemented this system.
  • One user expresses challenges with organization, describing their workspace as cluttered but mentions being able to find items easily despite the chaos.
  • Another participant shares their experience with various organizational tools, including binders and Microsoft Outlook, noting difficulties in keeping up with contacts.
  • One user describes a "binderize" method, where they log leads and relevant information on notebook paper, moving them to the appropriate month as needed.

Areas of Agreement / Disagreement

Views differ on the best method for tracking contacts, with no clear consensus emerging on a single effective system.

Contextual Notes

Participants share a range of personal experiences and organizational strategies, reflecting their individual preferences and challenges in managing contacts.

Who May Find This Useful

This discussion may be of interest to new and experienced consultants looking for diverse organizational strategies to manage their contacts effectively.

P
Pampered_Ashley
Messages
25
Ok, I'm new and I am trying to figure out the best way to keep track of my contacts. I was hoping that there was a way to keep track of the person you called, when you called them, and the outcome of the conversation. (I hope this makes sense...)

Anyways I was wondering how all you experienced cheffers have gone about doing this for your businesses. Any help is appreciated. TIA!!!
 
I usually just make lists on a legal pad, but would love a better way to do it. If anyone has a great spreadsheet to share, I would love to see it. I always say I am going to do that, but never have...hrmmph.
 
i thought there was a call log availible on the printable materials cds we all have. that is how i'm keeping track until i find something i like better.
 
I bought a large card file box and A-Z dividers at the $1 store, and large index cards. Keep them alphabetized that way. An example of what I did is below:

Smith, Joanne
Her phone number here

9/13/08 Called LMOM (I abbreviate Left Message on Machine)
9/14 Spoke to Joanne, call back in Nov.
11/4 Called Joanne Re: hosting a fundraiser Scheduled for 11/12-24

Something like that. You don't have to write a novel. And for me, short and sweet is key.
 
I have an accordian file ... it's longer than a coupon file...
I have them all labeled by month ... and everyone is either on an index card, or a Host Coaching Form (folded). I write notes on the index cards & the host coaching forms every time I make a contact with them. and then I file them under the month that I have told them I would call, etc.


The accordian file is easy to carry around with me too! :)
 
I have a binder separated into months. Attached is the form I use. This way I can move them to when I need to talk to them again.
 

Attachments

  • Thread starter
  • #7
These are all great ideas - Thank you so much for the input :D:D
 
I do the Janices binder system- i have one binder divided by months(labled Future Hosts, and I take the DPS, and staple it on a piece of paper in the month I should call them back to book. I write notes on the paper, such as where I met them, etc, and then once they book, I remove the page, and fill out a host info sheet, and put it in my current host binder, in the month the show is in. I also have a Recruit leads binder A team Syverson Binder, and an Adjustment/Customer Care binder. This system has enabled me to be so organized, no longer looking for slips of paper,. etc. Attached is some info that might help.
 

Attachments

Thank you, ladies, for sharing all that great information. It's like being at Conference to
have your great handouts. I'm impressed with 300 shows in 3 years! That shows our new consultants the wide range of possibilities. I would have loved to have that many shows but I am weak on getting bookings.
 
Question about keeping track of our Contacts??? Yesterday, I was checking out the Merrill site for LOGO items. I happened upon the Customer Contacts in the menu, and
it looked like a place for us to enter all our customer information. Since I have not switched over to PP Plus, I had thought it had a feature for Customer Contacts that
would allow us to send Newsletters by going to it. Now, I am wondering if the place
is in the Merrill site which does not make any sense to me. I really don't want to give them my customer contact list. Aren't they merely a vendor for PC?
 
Not sure about the contacts. I am still learning P3 myself.

I have been using a binder. Very similar to the "organize your business in a day". I have the Jan-Dec dividers and just add filler paper to keep track of who I called and what I promised!!!

I have a Bookings, Recruiting, Coaching binder. Since I have started back up at work I have not been using them as I should and yes, I am getting disorganized again!

Organization to me difficult. I am visual and I am a piler. This equates to a desk that looks like World War 3 was fought and lost on it. What bugs people is that I can find most anything on it.:eek: Sweet revenge when they complain about it!!
 
One of the directors in our cluster shared this idea for customer contacts/customer care:

Using a shoe box or photo box:
- label dividers by month
- use your drawing slips and put them in the month from the show, then keep notes on the back of the drawing slip and use it to continually have a revolving customer base you can call

I haven't tried this yet because I am overwhelmed in trying to get very organized with all of my PC stuff and I don't feel I have that many contacts yet, but it seems like a good system that wouldn't clutter up my office too much.
 
baychef said:
Not sure about the contacts. I am still learning P3 myself.

I have been using a binder. Very similar to the "organize your business in a day". I have the Jan-Dec dividers and just add filler paper to keep track of who I called and what I promised!!!

I have a Bookings, Recruiting, Coaching binder. Since I have started back up at work I have not been using them as I should and yes, I am getting disorganized again!

Organization to me difficult. I am visual and I am a piler. This equates to a desk that looks like World War 3 was fought and lost on it. What bugs people is that I can find most anything on it.:eek: Sweet revenge when they complain about it!!
Click to expand...


This is SO me! :) Bugs my DH most of all b/c he has to look at it. LOL I'm not a great contacts person. I've tried binders, accordian files, shoe boxes & recipe cards. I just don't keep up on it. :( I have been using microsoft outlook though as my contact system. I just make a note in their contact record.
 
Last edited:
I also used "binderize" That has been the easiest way to keep up with leads. A section for each month.. Tape lead form to notebook paper. Log contacts and relavant info...move it where you need it.
Example: I went to a church bazaar last week. I had a give away item so I had leads. I wrote on each lead page where I got it. St. Helen's Church bazaar 10/11/08. I put it in October section. I will finish calling them. If Mary says no party now.. but call in January.. I switch her to the January section. She'll be there waiting when I make January calls. The notebook paper has lines.. So I jot info down as needed. And it is all together.
 

Frequently Asked Questions

How do I organize my contacts for direct sales?

Organizing your contacts can be done using a combination of digital tools and traditional methods. You can use a customer relationship management (CRM) software, spreadsheets, or even a simple notebook. The key is to categorize your contacts based on their interests, purchase history, and engagement level, which will help you tailor your communication and follow-ups effectively.

What information should I include for each contact?

For each contact, it's important to include their name, contact information (email, phone number), birthday, preferences, and any notes about past interactions or purchases. This information will help you personalize your approach and remember key details that can enhance your relationship with them.

How often should I update my contact list?

You should aim to update your contact list regularly, ideally after every interaction. This includes adding new contacts, updating existing information, and removing any contacts that are no longer relevant. Regular updates ensure that your records are accurate and that you are engaging with the right people.

What tools can I use to keep track of my contacts?

There are several tools available for tracking contacts, including CRM software like HubSpot or Salesforce, email marketing platforms like Mailchimp, and even simple spreadsheet applications like Google Sheets or Excel. Choose a tool that fits your needs and budget, and that you find easy to use.

How can I ensure I follow up with my contacts?

To ensure you follow up with your contacts, set reminders in your calendar or use task management apps to schedule follow-ups. You can also create a follow-up schedule based on the last interaction date, ensuring that you reach out at appropriate intervals to maintain engagement without overwhelming them.

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