What is Contact Management?

what is contact management


Many factors are affecting the growth of a business, and keeping a great relationship with your customers is one of the most significant of these factors. I’m sure you would agree that one of the best ways to keep an excellent relationship with your customers is by adequately keeping their contact information. Most smart managers nowadays have come to realize the importance of contact management, and they have incorporated this strategy into their businesses.

Contact management involves storing and finding contact information like name, addresses, email information, contact history, and telephone numbers. Therefore, it helps you overcome any challenge that is associated with the fragmentation of information. There is contact data management software available on the market that helps business owners manage the contact information of their customers. This software also enables the creation of real-time, reliable information about prospective and current customers, thereby helping out in productivity of sales, service delivery, and marketing operations.

If your business has a strategy for contact management, then you will be able to understand where your contacts come from, their relationship with your company as well as the most efficient way to connect with them. With a strong strategy, you will be equipped with the right tools to offer contextual content to all your contacts. Building a plan for contact management has about four significant areas, which are contacts, client database management, lead nurturing, and conversion. These areas are the basis of a robust contact data management plan.

How to manage the four key areas of contact management

The first step to creating an effective contact management plan is to understand your contacts. I mean, how can you build a strategy to manage your contacts if you don’t understand the contacts? So, what is a contact? A contact is anybody that your company sells, markets, engages with, employs, or collaborates with. Therefore, you need a foundation that will be usable by everyone. Managing your client database is also pretty important because it affects the contacts that you are adding. It is essential that you update or delete contact records from your database so that you have usable and accurate information every time.

It is not possible that you get all the information you need about your contacts from the first meeting you have with them, so it is crucial that you continually connect with them. This way, you get more insight into the problems they have and how you can solve these problems. This process is called lead nurturing. After nurturing your leads, the next thing to do is to convert them to customers. The lead nurturing process should be directed to guiding your leads to taking actions that will help grow your business.

Final Words

Contact management is pretty essential for any business, as it helps promote your relationship with your customers, as well as turning leads to customers. It is just not enough to decide to build a contact management plan; you need to ensure that you set up a solid foundation for your strategy by taking note of the four essential areas.

Frequently Asked Questions

AllClients does not charge a set up fee. We aren’t looking for a quick buck- we’re interested in long term relationships with folks who will be our customers for several years to come.

Our product is subscription based monthly and if at any time AllClients is not working out for you, stop paying us, take your data with you and we can still be friends!

Phone, email and chat support is included in your monthly subscription price. We also have great video tutorials and an online support community for do-it-yourself support. Remember, support is included, so don’t struggle – we are here to help.

Yes, you can set up a Team where you will all have separate logins. Each team member will have different access and rights to the system. Watch the Team Overview Video for more information or check out our Pricing page. 

Sure. Outlook, as well as most contact managers, will allow you to export your contacts into a standard format called CSV (Comma Separated Values). Once you have your data in a CSV format, it can be easily imported into AllClients. Watch this video for more details.

Yes, please see our HIPAA compliance statement here.

Yes, please see our GDPR compliance statement here.

Your client information is 100% yours. No one else can see it, or use it. And when you leave, you take your data with you. Be sure to keep your login information private and secure.

We use industry standard SSL encryption at the same level (128 bits) as online banks and financial institutions. (Look for the lock in your address bar). We make all reasonable efforts to secure and safeguard your data.

Nobody can promise 100% uptime, but we make every reasonable effort to ensure the highest possible availability. We only use the highest quality service providers and any scheduled downtime is late at night or on the weekends. You can check the history of our uptime here: AllClients Uptime Report (monitoring by Pingdom).

Yes. Find our app in the Apple Store and Google Play Store. We also have a mobile version of the product you can access on any smartphone that looks similar to the app. 

Any version will allow you to access your live data in real time (not a copy of your data). With live data, if you add a contact on your mobile device it is the same as adding a contact on your computer. Or if your assistant back at the office adds a contact, you will see it on your mobile device immediately. Watch this video to see how mobile CRM software works.

We do a daily, system wide, back-up that will help us recover if there is a catastrophic problem with the servers (unlikely). To safeguard your specific data, we recommend you back-up your own data on a regular basis. Do this by going to Settings > Export.

Do we EVER update it? How about Constantly! Our customers are currently using the live version of AllClients while we are creating and testing the next version. We are always looking for ways to make the product better, and we get all of our enhancement ideas from current customers.

AllClients was built from the ground up from suggestions and feedback from people like you. We welcome and encourage your ideas and feedback. Send your thoughts and ideas to our support team.

No! NEVER! As a customer of AllClients, all of your client data and your personal information (including your e-mail address) is private and will never be sold, rented, shared, reviewed, loaned, or in any way used by anyone but you. For additional security, please do not share your CRM software login information with anyone.

We have priced AllClients fairly so we can provide an excellent product that continues to grow and evolve with the market. You can earn a discount by referring a friend to us through our Refer-A-Friend program. You can also receive a price break by purchasing an annual subscription rather than paying month to month.

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