Contact Management System



Most businesses today use some type of Contact Management System for keeping track of their customer information. Many are very simple systems that track basic contact information such as customer name, address, phone number, and email address. Those systems may be a card file or Rolodex, some sort of database or spreadsheet program, or software specifically designed for managing contact information. In a competitive business environment it is important to have a Contact Management System that not only organizes the information for the contacts you work with, but also for the companies. Your Contact Management System must permit you to easily review the contact information for the people and companies you work with as well as giving you access to a history of the communication, events, and actions related to them.

Evolution of the Contact Management System

The first Contact Management Systems were simple paper files with the contact data (name, address, and phone number) of the people you worked with. Many business people kept this information in card files or address books. With the development of day planners and date books many business people found an easy way to keep all their customer information in one place, with a spot for short notes and a calendar close at hand. However, their Contact Management System was still on paper making it cumbersome to update and difficult to share information with colleagues. As computers and software took over the business world, they took over Contact Management as well. You could now keep your contact data in a spreadsheet or database.

This made updating the information a bit easier, but could still be cumbersome to use and often took more than basic knowledge of the software program. With software programs designed for Contact Management, the business professional finally got a tool allowing them to easily organize contact data in one location, make it simple to update and record information not previously available (email and website addresses). The preeminent Contact Management System in this arena being Microsoft Outlook, allowing easy collection of contact data with access to your email, calendar, and daily task lists.

Reviewing contact management history

Reviewing the history of communication you have had with your clients is a vital component of Contact Management Software, and should be a simple process. When working in a Contact Management Program, you want to be able to see all the activities related to a specific person or a company. The Prophet Contact Manager allows you to select a specific contact or company and see all the related emails, appointments, tasks and even sales opportunities. The Contact Manager presents you with tabbed sections that allow you to easily switch between viewing emails, appointments, tasks and attachments for a specific contact or company.

If you are looking for an email from one of your clients just click their name in the Contact Manager window, then select the "Emails" tab. You can now find that email from any folder in your Outlook, and with a simple click open it to review the specifics. That message is opened directly from your Outlook. This can be a vital function of Contact Management Software in providing a consistent and reliable history of your relationship and communication with a client.

Choosing contact management software

Contact Management Software will provide your business with the ability to track the contact information for both the people and the companies you work with, it will create relationships between the two, and will provide you with a way to see a comprehensive history of activities in an easy to navigate interface. Prophet 4.0 creates all this for you inside a system you are already using, Microsoft Outlook. You can continue to work in Outlook as you always have, and utilize Prophet's advanced Contact Management features to keep tabs on every communication and activity you have for a specific client. This can be an important advantage if your company is already using Outlook, as it dramatically shortens the time it takes for users to become familiar with the new Contact Management features. Prophet's integration with Outlook also eliminates the problem of having customer data in two places. With Prophet your contact data is in only one place... Outlook