Top 5 Benefits of Contact Management System for Businesses 2024

Whether you are a small or large business you always need to manage your contacts.

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A lot of businesses, especially smaller ones, rely mostly on business cards, address books on their mobile phone, and their email inbox to manage their contacts. They have a long list of customers and partners and it is definitely not possible to manage everything with just your smartphone and email inbox.

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Even if you succeed in managing contacts, you will not be able to gather relevant information quickly from these details when it is required. As the number of contacts increases, it becomes more difficult to find what you want. Managing contact information effectively is crucial for the success of your business.

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So what is the solution for this? The best solution to solve this problem is to use an effective contact management system that lets you manage and organize your contacts seamlessly.

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What is a contact management system?

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‍Contact management is the best solution to track and manage contacts as it will present relevant information in a clear way which will help you work efficiently. Contact management is a database with names, addresses, phone numbers, emails and all information regarding your contacts.

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You will be able to keep track of every contact, update details regularly and view past conversations you had with customers from a single platform. All members of your organization will be able to access contact management system through a centralized interface and have a clear view of each contact. 

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You will have a complete record of phone calls and emails, set follow-up reminders and can add additional notes in reference to the conversation you had with any contact. This will help you to up-sell or cross-sell to your existing customers by recalling what products or services they loved.

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You can learn more about contact management in this detailed guide.

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Benefits of using a contact management system

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There are many good features a contact management system has that can help you manage, organize and share contact information seamlessly.

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But the most common features a good contact management software must have is that it should be cloud-based, integrate easily with your commonly used applications, allow you to group contacts, add relevant notes and set reminders for meetings.

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Here are some of the advantages of using a contact management system for your business.

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Centralized cloud-based management

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A cloud-based contact management system prevents data from getting lost due to manual error or accidentally losing the device that has the contact details.

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Anyone from the organization can access the contact information and update details from anywhere and at any time. This feature is very beneficial when your workforce is working remotely or distributed in more than one location.

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Group your contacts into categories

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You can group your contacts into categories like new customers, returning customers, loyal customers, and past customers. This will help you to understand their purchasing behavior and preferences.

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Integration with commonly used apps

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There are many contact management apps that automatically integrate other applications you use to pull out all your contact information and organizes them.

Your details can be gathered from emails, social media platforms, Skype, Slack etc. All information about contacts will be linked and archived and can be retrieved whenever you need it. 

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Learn more on how to organize your Gmail contacts in this comprehensive guide. 

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Search and filter option to save time

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A good search and filter option increases the usability of any contact management system. A good contact management system will always provide tools for effective filtering and grouping of contacts. This feature helps you to save time by allowing you to search contacts easily by applying the relevant filters.

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Add notes and reminders

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You can add notes to remember the past conversation you had with the contacts and use them during follow-ups. It also helps you to easily arrange meetings, appointments and manage follow-ups by setting reminders.

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Choose your contact management system wisely

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Basically, a contact management software is like your regular contact list but with enhanced features to track and learn everything about your contacts. Some of the commonly used contact management tools by businesses are Insightly, Bitrix24, Close, Pipedrive and Freshsales. Whereas Pobuca Connect, Nimble, Sales mate, Instream and Zoho contact manager are best suited for small businesses.

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Almost all CRM softwares have an inbuilt contact management tool, however sometimes you just need a simple standalone contact management tool to simplify contact management in Gmail.

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Learn more about the difference between a CRM and Contact Management System here. 

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ContactBook is one such standalone contact management tools that lets you share and co-edit your Gmail contacts with other GSuite and Gmail users. It helps big and small organizations to share contacts directly with others which is generally not possible with Gmail. It is one of the best contact management apps for individuals who do not wish to invest in a CRM tool.

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Contact management apps like ContactBook helps boost productivity, streamlines contact sharing and automates the task of contact syncing. It will help you manage your contacts in a centralized environment and lets you access them from anywhere. 

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Start your free trial for ContactBook and try it yourself!