How to Organize Guest Information

[wadesgirl]

So between P3, PWS, Yahoo mail and iContact, I'm getting kind of lost keeping up with making sure all my information is in the right spots. I have never used my PWS emails the way I should since I always forget to enter the email addresses in there. I sometimes keep touch with certain guests or hosts via email and I will be using iContact at least once a month to send my newsletter. How, oh how, can I keep these all updated?? I know I can export my contacts but I have personal and professional contact in my Yahoo mail I really don't want any where else and "fishing" through them every time is not reasonable.

 

[kam]

Yes, this drives me crazy too!!

I have been trying to come up with a system and this is the best that I can do:

When I enter a show in, I enter ALL available guest info into P3. Periodically, I snych between P3 and PWS. I never enter info into PWS first.

By doing this I make sure P3 is the entire, accurate source.

At the time I am entering in the show guest info, I also have my address book open for my email service. Once I enter in the email address into P3, I copy it and place it into my contacts in my email address book (hotmail, yahoo or whatever). I add the guest name. This way I don't have to re-type the email address. If you have 2 email services, I would copy the info in both locations at the same time. I do not keep any street address or phone info in my email address books.

I make P3 my "main" contact location since this is where the street address and phone info is listed also. I also don't have emails for everyone, so P3 is my "good" full list.

The only thing I have yet to get into a system with would be the contacts I have that did not come from a show. I need to get into a habit of entering them into P3 and I have not been doing that.

I HATE using the contact/task part of P3, though. P3 takes forever to switch from screen to screen, person to person. And I can't seem to track tasks with it. I am in the process this very week of making up an index card system to organize my snail-mail list and future bookings to contact.

 

[DebbieJ]

You can sync P3 and your PWS. You can export that same list from P3 and import it right into iContact. As long as you keep P3 up to date, you can electronically sync with the other two. That's what I do and it's VERY easy to keep up to date.If you are using iContact, you don't need to keep them in Yahoo.