The "How To" of Business Card Organization

I love networking; especially when Kristen and I get the chance to attend the same event. It’s a great opportunity to create face-to-face connections and introduce each other to contacts we haven’t met together. The downside of both of us attending an event is the pile of business cards we collect. The most effective networkers have a system to manage and organize business cards and their contacts. If you don’t have a system then that pile of business cards simply becomes clutter.

The question is how do you turn business cards into actionable information? I’ve highlighted a few helpful options in this post. Some systems are physical and others are a bit more technologically advanced, but the important part is to pick a system that will work for you.  Remember piles of cards thrown into a box or drawer very rarely help you advance your business. 

You just met a new potential contact, shook hands, exchanged pleasantries and of course... your business cards. Now it’s time to organize.

I used to enter all my contacts into Outlook, but then I realized I had an address book full of strangers. Now, before I enter anyone into my database I look them up on LinkedIn and if they're there, I send a connection request. I only keep the physical cards for high priority leads. Everything else I recycle. If you prefer to keep your cards for future reference file them in a card book after scanning.

I firmly believe in having a networking database. You can enter the information manually into Outlook or a similar application, or do it quickly and easily with a card scanner such as Neat Receipts. These devices read business cards and distribute the information into the proper fields in their software, enabling you to find any contact by searching on any field. They also capture images such as logos, so you don't even need to keep the cards. Remember I’m a huge fan of having a paperless office when possible. Once my cards are scanned into my database I make sure to send an email telling them how nice it was to meet them.

As mobile technology has advanced it’s provided some awesome tools for business professionals including the ability to obtain and organize business contacts from our phones. 

Apps I Love!

ScanBizCards. This app scans your business cards and automatically translates the information to a digital contact, allowing you to edit the information and add more.

Bump. Just lightly touch two “bump” devices and as easy as 1, 2, 3 you can share contact information, pictures and even connections on LinkedIn and Facebook.

Contacts Journal (iPhone). Keeps track of your contacts and allows you to make detailed notes on interactions, meetings, calls, emails and helpful to-do lists for each contact.

If you choose to organize your contact into your phone directly at events please take the time to learn to use the tools quickly and efficiently so you don’t alienate potential clients by focusing on your phone. Remember first and foremost you’re there to make face-to-face connections and build clients.

Happy Organizing,

Erin