Power-up your contacts: Five steps to a tidy address book
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Power-up your contacts: A deep dive into best practices and tools to manage and leverage your address book The first of five short webinars designed to provide business professionals with the best practices and tools to manage and leverage their contact network for effective business development. Basic steps on how to improve your address book and best practices in order to maintain a tidy address book See a recording of the webinar here: http://covve.com/power-contacts-webinar-5-steps-tidy-address-book/ Covve is the next generation online address book. Specifically designed for business professionals that value their contact network, it offers tools that help manage your contacts and uncover new opportunities. It’s being used by international business services firms, alumni networks and professionals worldwide. http://covve.com
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Power-up your contacts: Five steps to a tidy address book
- 2. Power up your contacts 5 Steps to a tidy address book October 5 Things a modern address book does, you couldn’t imagine October 19 Stay in touch with key contacts November 2 Lead generation using your address book? Yes! November 16 Use your awesome address book for some business development November 30 WEBINAR SERIES
- 3. Bad Address Book Good Address Book • Full of gaps • No valuable info • Bad entries • No gaps • More valuable info • Good entries
- 4. 5 steps to a tidy address book 1. Know your sources 2. Manage your contacts 3. Add information to your contacts 4. Develop good habits 5. Auto-enrich contacts
- 5. Step 1 Know your sources
- 6. 87% of Covve users keep multiple address books! Know your sources
- 7. Know your sources These contact sources are : Gmail Outlook iCloud Phone Device
- 8. iPhone groups Android accounts Know your sources Step by step: How to manage android accounts Step by step: How to manage iPhone groups
- 9. iPhone groups Know your sources o Groups translate to address book sources i.e. iCloud group, Gmail group, Exchange group. Tip : Tidy up your contact list by reviewing your groups/accounts and removing from your settings any that do not contain useful contacts. o Groups get added when you add an email account. At the same time you are also enabling contact synchronisation.
- 10. iCloud Exchange (Outlook) Gmail Phone Interface Fair Fair Fair Simple Backup Great and works seamlessly Yes Great and works seamlessly No Integration No Good for latest versions Great No Did you know that Gmail and iCloud keep constant backups of your contacts so you can always return to a previous date? So you never need to worry of losing your contacts ever again! Address book comparison
- 11. Step 2 Manage your sources through a single interface
- 12. To combine 2 address books into one, or to change address book: http://help.covve.com/knowledge_base/categories/address-book-providers Detailed instructions on how to export/import from various address book sources Move contacts between address books A single address book makes maintenance and consistency much better. Moving your contacts between different accounts is possible and easy!
- 13. Maintain multiple address books but still view them and manage them as a single list. Apps that help you do that: Multiple sources through a single interface
- 14. Step 3 Add information to your contacts
- 15. Add information to your contacts
- 16. iOS9+ automatically identifies emails and phone numbers for your contacts by examining the signature of emails you exchange http://help.covve.com/knowledge_base/topi cs/how-to-automatically-add-emails-to-your- contacts Add information (for iPhone users)
- 17. Open the contact and tap on “phone (found in Mail)” to add the data Add information (for iPhone users)
- 18. Gmail stores the name and email of people you exchange emails with in a folder called “Other Contacts”. http://help.covve.com/knowledge_base/topics/ho w-can-i-use-my-google-other-contacts-with-covve Add emails from Gmail
- 19. Step 4 Develop good habits when adding new contacts
- 20. Good habits when adding new contacts Scan business cards Identify the data Add it to your address book automatically
- 22. Auto-enrich contacts Covve adds company info to > 40% of contacts, country to > 70% and merges on average 50 duplicates per user.
- 23. Auto-enrich contacts Step 1: View suggestions Step 2: Apply improvements
- 24. Next in this webinar series… Things a modern address book does, you couldn’t imagine! October 19 The ultimate professional address book
Hinweis der Redaktion
- Hello and welcome to today’s webinar on 5 steps to a tidy address book! My name is Chris and I am Head of Customer Success at Covve – I’m here alongside Alex, Covve’s Co-founder – the 2 of us have been on both sides of contact management, as part of international organizations for over 10 years, and now as part of Covve Firstly for those who don’t know what is Covve… Covve is the next generation online address book. Specifically designed for business professionals, it offers tools that help manage your contacts and uncover new opportunities – you’ll have a chance to see what it can do later on as well and we are really excited about this webinar series because in 5 short sessions you will be managing and using your business contacts in a completely different way
- So thanks for joining and hope you make the best of it… brings real joy that we have a crowd taking contacts seriously… great to see that! Here’s some logistics… we will be running these 5 webinars on these dates… Today’s webinar will cover some basic steps on how to keep a tidy address book The next one will look deeper into what a modern address book can do today – things you can’t imagine as we say there For the third one we will be covering best practices and tools that will help you stay in touch with key contacts – like a personal CRM And then we will look at a very interesting way to generate leads using nothing but your address book!! We will wrap up the series with some actual use cases on how business people make the best use of their contacts for business development Simple things in isolation, but combined there’s lots to discover… and much value to gain Please note that after each webinar we will be sharing all the material and the recording for future reference We are keeping it brief on purpose – we know you guys are super busy – so the goal to give the direction and providing additional links with step by step instructions where necessary Alex will be sharing these in the chat, and of course please ask Alex anything you want through the Q&A So why are we doing this… what are we trying to solve…
- Basically – we want to help you go from a bad (or should I say typical) address book – to a good address book Comparing the 2 – and we are looking at the Covve interface here… The one on the left - is full of gaps, missing out valuable info, and has some common bad entries… i.e. Ameet Basketball, Alice Barclays etc. The other one is nice, neat, pretty, includes so much more info and most importantly it’s ready to make you business… so we are not just doing it for the looks… there is real value behind this So we will lead you to better management of your business contacts, help you communicate better, and effectively give you tools to network better
- So let’s start with today’s topic… we will be going through 5 tips to achieve a tidy address book… Knowing your sources Managing contacts through a single interface Adding information to your contacts Handling new contacts – developing good habits And auto-enriching contacts
- So let’s start right away – with yours sources… and when we say sources we mean address books…
- And let me start with a stat… 87% of Covve users have multiple address books! - really high number - Let’s do a quick poll:
- So let’s start by identifying what these contact sources are… The most common are gmail, outlook, icloud or even your actual phone device And to identify and manage those sources is quite simple…
- iPhone contacts (image on the left) are organised into Groups (these are called “accounts” on Android). Groups loosely translate to address book sources. For example you could have an iCloud group, a Gmail group and an Exchange group. Often these get added when you add an email account and don’t realise you’re also enabling contacts synchronisation You can click on links provided for simple instructions on how to manage and change these settings… for iphone or android So review your groups/accounts and we suggest you remove from your settings any that do not contain useful contacts – a bit of housekeeping Also keep in mind, that the iPhone defaults to iCloud as the Contacts Account – we see many users creating a new address book in iCloud, not by choice, but because it was the default setup
- iPhone contacts (image on the left) are organised into Groups (these are called “accounts” on Android). Groups loosely translate to address book sources. For example you could have an iCloud group, a Gmail group and an Exchange group. Often these get added when you add an email account and don’t realise you’re also enabling contacts synchronisation You can click on links provided for simple instructions on how to manage and change these settings… for iphone or android So review your groups/accounts and we suggest you remove from your settings any that do not contain useful contacts – a bit of housekeeping Also keep in mind, that the iPhone defaults to iCloud as the Contacts Account – we see many users creating a new address book in iCloud, not by choice, but because it was the default setup
- Now you know where you keep your contacts, but where should you keep them? I am showing here a small comparison table with the different address book options… Choice is completely up to you – unless you have some company policy – but I would strongly recommend a single source… and for me that single source is Gmail which gets my vote because it’s easy / secure / well integrated / not a perfect interface but does the job You can review the different options and then make a choice for yourself
- Whatever your choice of address book… It’s important to manage all your contacts through a single interface
- As I said our advice is to keep a single address book if and when possible as it makes maintenance and consistency much better… The good thing, is that moving your contacts between different accounts is possible and easy!!… and here’s a link that covers the topic of exporting importing from different sources e.g. from iCloud to Gmail, Gmail to Exchange etc. So if you have multiple address books, or even a single address book and simply want to move contacts around, you can follow a simple 2-3 steps process to export / import. You only have to do it once, so it’s definitely worth the time!! This will be 5 minutes well spent!
- Now, if you insist in keeping more than 1 source e.g. separating work/personal contacts or if you run separate businesses, then I recommend you use an app to allow you to manage these sources through a single interface to view them and manage them as one… If you are an iPhone user… then these apps have various features that can help you get a unified view of address books, search contacts and de-duplicate Sharing here some of the most well known apps: Covve Full contact Simpler contacts Addappt All good options so try them and see which one you prefer… Now if you are an android user, your android address book can do much of this (combining and unified viewing) without any help! So this round goes to android… in case you are into the iPhone vs android battles!
- So we can now view and manage our contacts from one place… whether it’s a single source or multiple address books
- So we covered the address book, Time to move to the contact level now… What are the main things we need to have on our contacts? Most people are going to say name, phone… maybe email… A contact can include various fields – I know we usually have names and phone numbers but we should also be keeping emails… and additional information like company, position etc. The great thing is that this info is many times readily available for you to use!
- iOS9 for example introduced a great feature that automatically identifies emails and phone numbers and other details for your contacts. They do this by examining the signature of emails you exchange with your contacts and extracting their details
- Adding this info to your contacts is really easy. Just open each contact and tap on “phone (found in Mail)” or “address found in mail” to add the data. It’s literaly right there, so keep an eye for this little notifications and make sure you apply them!
- If one of your address book sources (or groups) is a gmail account you also probably have valuable data ready and waiting. So, on your computer, go to your gmail contacts and find “other” contacts. Now go through the list and select those that seem useful. Be careful not to select everything as you’ll find a fair amount of junk in there like emails without a name, generic emails of companies and services… people you do not want in your address book basically! Once you’ve selected the useful contacts press on “Add to my contacts” And this will add them to your Gmail address book
- We have shown how to fix contacts… but now is the time to develop some good habits for adding new contacts in your neat address book! The best thing is to add as much info at the moment you add new contact… that’s when it’s fresh and that’s the point that you can add more value… Complete as many fields as you can, and even add notes to the contact… e.g. where you met a person, which event, who is he/she related to etc. This will definitely prove very useful down the road… especially for people with many connections, it’s super important to have that info… Firstly because you may forget who a person is in a few months time… And secondly because it opens up a lot more opportunities as you will see in the next webinar!
- And then we have the business cards… which no matter how much technology evolves, they are still a big part of the business world… And of course they should be part of your address book! At least now you can add them straight to your modern, digital address book. I suggest an app such as Evernote or CamCard which scan business cards, identify the data and add it to your address book automatically. Many times I find myself scanning the card straight away when I get it, and return it to the person to re-use it… My tiny bit to save the planet! Let me just mention that if you find yourself on the other side, handing out too many business cards, there are apps like Covve that allow you to send an electronic business card when you meet someone… So you avoid carrying cards… You end up straight in the other person’s address book… And you just look cooler!
- And now the last point that we will be covering today, and is how to auto-enrich your contacts… using a modern tool! And we are using Covve as a reference for this section. Good news first… we are giving you a free 1 month pro subscription… so you will be able to do all this for all your contacts! Poll: do you use Covve?
- So what does Covve do? For those that have not used it… Amongst a other things, it enhances and cleanses your address book It will identify duplicate contacts and it will automatically search in multiple sources to find additional information for your contacts
- The beauty of it all… is that it’s a super simple process – fully automated and it literally takes 2 touches… Get the app, signup… And the image on the left is your dashboard… so your opening screen First thing you see there are suggested improvements… right in the middle of the screen with the numbers indicating how many you have available All ready and available for you to apply! So step 2 is just to approve them all – or 1 by 1 and as simple as that you have added “free” extra info to your contacts
- So what have we done so far… we have taken control of our contact sources (our address books) and improved our existing and new contacts! Now… next step is to take advantage of this solid foundation and make something out of it… a bit of magic! So we will look at the great things a modern address book can do… Things like: Visualization Advanced filtering Keeping accurate up date details… Basically be a personal database or even a personal CRM tool All this in the next webinar… Thanks again and feel free to reach out with any questions, comments, suggestions, and certainly don’t forget to email Alex for your free Pro account!! Many thanks, have a great day!