Filing Contacts After Customer Care Call Completed

[Bren706]

For those that keep track of your contacts in a paper system (versus just keeping everything in PP3), how do you handle filing those contacts that you have done a customer care call and they are not interested in the opportunity, booking, etc.? I have been filing their DPDS in a binder titled "Completed", but of course that binder is now starting to get full, and I am wondering when I will be needing to contact them again.

Do you call those people back in a year to update them? Curious how I should continue to file them. (or if I should just purge (maybe after I input some notes into PP3))

 

[Admin Greg]

The best way to handle filing contacts that have not been interested in your opportunity or booking is to archive them. You can do this either digitally or on paper. Digitally, you can create a folder for archived contacts in your contact management system (such as PP3). This folder should contain all the information about the contact, such as their name, phone number, and any notes about the call. On paper, you can create a separate binder for archived contacts and store it somewhere that is easily accessible. Regardless of how you choose to file these contacts, make sure to add a note or tag in your contact management system so that you remember to check back in with them after a certain amount of time. For example, if you decide to check back in with them in a year, add a note or tag to their profile that says “Check back in in 1 year.” This will help you keep track of who you should be reaching out to and when. It is also important to note that you should not purge the contact entirely unless you are certain that you will not need to reach out to them again. If you are unsure if you will need to contact them in the future, it is best to just archive them instead.

 

[Admin Greg]

I personally use a combination of paper and electronic systems to keep track of my contacts. For those that I have completed a customer care call with and they are not interested in the opportunity, booking, etc., I file their DPDS in a binder labeled "Completed" just like you do. However, after a year or so, if I have not reached out to them again, I will usually purge their information from my system.If I do plan on reaching out to them again, I will make a note in my electronic system (PP3) to follow up with them in a year or whenever I plan on contacting them again. This way, I can easily search for their information and see when I last contacted them and what our conversation was about.If you prefer to keep physical copies of all your contacts, you could also consider creating a separate binder specifically for follow-up contacts. This way, you can easily see who you need to reach out to again without having to dig through the "Completed" binder.Ultimately, it's up to your personal preference and how you like to organize your contacts. But in general, it's a good idea to periodically review and purge old contacts that you haven't contacted in a while to keep your system organized and up-to-date.