Home > Articles

  • Print
  • + Share This
This chapter is from the book

This chapter is from the book

Track and Remember Your Contacts

Keeping business cards in a shoe box is generally ineffective when it comes to tracking your professional contacts and correspondence. Fortunately, you have other alternatives.

The first is to create a tracking database. I developed exactly such a database when I had my consulting company. It tracks vital company information and virtually every correspondence that I, or one of my consultants, have had with a company. In addition, it tracks billable hours spent on project work.

Microsoft Outlook is my primary means of contact management these days. Because much of my correspondence is e-mail, it is the primary source of information. It also synchronizes with my Palm handheld so that I have my contacts with me at all times.

Both Act and GoldMine create products that are specific to tracking and corresponding with clients. Each can be modified to capture the information I cover in the discussion that follows. If you are already using a contact manager and are comfortable with it, simply incorporate the pieces of information that follow. The program or method that you use is less important than your ability to get to the information that you need.

I customized Microsoft Outlook quite a bit. I utilize categories extensively to track my contacts, and I've altered many of the views to show my contacts, tasks, and appointments in particularly useful ways.

Regardless of the method used, I perform key contact enhancers. I make sure, when I speak with people and get cards, that I write a few short notes about the conversation:

  • Are they married?
  • Do they have children?
  • Did they mention any special areas of interest?
  • Did they mention a specific concern?

I then enter this information into the notes for Outlook. The notes serve a dual purpose. They serve to remind me of the conversation. In today's world, we have a lot of things to remember. I would love to say that I remember each person I meet. However, sometimes I meet someone and we do not speak again for six months or even a year. The notes jog my memory so that I can recall our conversation.

The notes serve another important purpose. People are flattered when you remember them. Rather than call someone and say, "I have your name here, but I can't remember anything we talked about," you can recall particular elements of the conversation.

You might call and say, "Hello, Jim, it's Matt Moran. We met at Starbucks last year and talked about your insurance company. You had just installed a new conference room. How is that working out?"

Jim is much more likely to remember you, too, with that approach. In addition, your interest in his company and a specific project will have a tremendous impact on him.

I always enter a next contact date. I can use this to bring up a list of records to contact for the next week. Sometimes these are in the form of a short e-mail. Other times, they are in the form of a phone call. After I make the connection—and based on the feedback, if any—I enter the next contact date.

Other key pieces of information to note with regard to your contacts are as follows:

  • Birthdays It is hard to go wrong sending someone a birthday card or a birthday e-mail or making a phone call.
  • Children Few things are as near and dear to parents as their children. If someone mentions kids during your conversation, enter the information into your notes.
  • Spouse Enter the spouse by name if you can.
  • Special interest If the person mentions that he is a fanatical hockey fan (yes, I am, if you have extra tickets), make a note of it.
  • Demeanor and attitude This requires some introspection, but I try to list what my impression of the person was. Most importantly, I want to try to determine the person's style of conducting business. Is the individual a bottom-line type of person? Is he a communicator?

I am sure, as you develop your contacts, that you will determine the information you find important. It is all about making an effective connection. You will find those areas that are effective for you. Mold your contact management and tracking to address those areas.

All of the information in the preceding list is to convey the message that you remember that person. Few things are as critical to an individual as personal recognition. If you are able to recall a conversation or an individual's interest or family information, you will make an impact.

Some might ask if this is contrived or artificial. I don't believe so. You have the opportunity to meet hundreds of people over the course of a year. It would be irresponsible of you to simply log them into memory and then hope you remember them. That you would take the time to write down notes to help you remember someone shows interest in cultivating some type of relationship.

In fact, when I take someone's card, I tell him that I'm going to write some notes about our conversation. I say, "I'm going to write on the back of your card so that I can be sure to remember our conversation."

No one has ever complained about that.

Typically, I contact people within a few days to a week, just to thank them for the meeting and short conversation. Believe me, doing this will separate you from others they have met.

This is particularly important if the conversation did not produce an immediate opportunity. It is easy to get back in touch with someone who has something you desire. It takes a bit more effort to get back in touch with someone just to say hello.

Ultimately, most people are opportunists. However, you must carry the perspective that you care about the people you meet beyond what they can "get you" in the short term. The long-term benefit of building such relationships is both professionally and personally satisfying.

You should care! If not, you will soon be discovered and categorized as a "user" or a "player"—someone who networks and cultivates relationships just for what he can get out of it.

  • + Share This
  • 🔖 Save To Your Account

Pearson IT Certification Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from Pearson IT Certification and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about Pearson IT Certification products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites; develop new products and services; conduct educational research; and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by Adobe Press. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.pearsonitcertification.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020