Julie,
I'm wondering how people actually *do* file their biz cards, beyond the often-found rubber- banded method in the desk drawer. I often suggest to people that filing *anything* is made easier by asking the question 'where would I be likely to LOOK for this' rather than 'where should I put this'. With buinsess cards, that could be the person's last name, the business name, the particular application, or something that makes no sense to anyone but you! A for-instance is that I can rarely remember the act actual name of the hair salon who cuts my hair. So, the card goes under 'h' for 'hair'! There's another person I only know by 'Louie', henc hence, a card written out with Louie's name and number is in the 'L' section. I also have a personal disdain for vertically designed business cards. They may be graphically attractive. Functionally, they break the flow in my card file...just my two-cents worth <s>.
Paulette Ensign NAPO President
Hi Julie,
>>> Business cards can be a real challenge to Organize...and I'm sure we can get plenty of feedback in this regard for this category in a Thread! <<<
FWIW, I keep business cards in an 8.5" X 11" business card holder (looks like a plastic sheet protector with pockets). They're clear so they will hold 20 cards per sheet (10 facing front and 10 facing back). The sheets have 3 holes punched in the spine so they fit into a standard note book. I just added alphabetical section dividers. I also try to get two cards from everyone, one to file by business and one to file by name. It's easy and I can do all the "filing" on the spot.
Best regards,
Bob
oops! I should have finished reading all the messages - we made the same suggestion! I agree with you re: vertical cards - they do look good but they definitely disrupt the balance!
Deirdre
Hi Julie,
Thanks for initiating the great Business Card Filing Inquiry that has started a thread that is creatively weaving its way through the HO Organizing section of the WFH forum!
I've created a system that works well for me. I use a plastic business card index box with alphabetical dividers. I've turned the group of dividers over to the reverse side which is blank and Ive labeled the blank tabs with a broad category.
For example, those contacts made at computer users group meetings are filed under WP Users Group. Other broad classifications could be Rotary; UCSD, NAPO; Restaurants; Health Care; etc.
I use a sharp pencil to print the classifications. This way I can erase and change categories when necessary.
In addition as soon as I get a busines card - and as others have already contributed - I write notes any information that will refresh my memory about that person.
Finding the card I need when I need it is quite easy.
Donna Cowan, Member NAPO
Deirdre,
I'm more in favor of the business cards that look like rolodex cards with title tabs on them, as far as distinction in the card file is con concerned. I also like to purge my card file while I'm on hold on the phone...accomplishes a couple things at once: purges the rolodex wh which never seems to reach a high enough priority to do AND diffuses the annoyance of being on hold on the phone. I stick a paper clip into the last card I reviewed so I know where to start the next time.
Paulette Ensign NAPO President
One thing I do with business cards is staple them to a roladex card. There is also special plastic covers that roladex sells that fit into their systems. This keeps them in one place. I transfer the info to my address book so I can carry the info with me if needed.I also file them under the type of business rather than alphabetically (i.e. any physician is filed under D for doctor) If I only met the person once I have trouble remember their name and/or business name but I do remember that I met a person that does accounting or is a lawyer,etc. In addition, I do write notes on the back of the biz card regarding how I met the person, etc. for future reference - you know so I don't look at the card blankly 6 months from now.
The other thing I do with biz cards is if I send them information or a letter I xerox the business card and staple it to my correspondence for easy access when I am making a follow-up call. I do this because I frequently take the letter and make the calls from my deck or sunroom rather than my office and this way I do not have to carry my roladex or write down the number it is right in front of me.
I am in the processing of designing my own business card - any advice about that now that we are on the topic?
Deirdre M. Moynihan
I keep my address book on my PC (database/PIM). I enter busniess cards there then trash them. I had a little trouble at first and held on to them for a short while, but I've moved on....
The only thing missing is someones logo, this hasn't created a problem yet.
If you do mailings (holiday, business...) this is where the data ends up anyway. Take that step towards a paperless office.
Additionally, the DILEMMA OVER WHERE TO FILE IS ELIMINATED. Simply categorize every record.
I can find any name, organization or type of record(s) [e.g.: consumer info., NAPO member(s), dog owner(s)] in less than a minute, EVERY TIME.
The possibilities are limitless: plenty of room for all your notes, keep track of mailings...
There is no other way to go.
Norine
P.S. Remember - Backup! Backup! Backup!
Norine ...
I, too, love keeping my address book in my "contact management" program ... which can also be downloaded to my own electronic organizer. We remember our contacts in so many different ways, therefore where to file business cards used to be a huge problem for me. Now, each name (first & last) and business name can be found alphabetically and is coded by their ID/Status (relationship to me/my business = current client, etc.), Business Type, Referral Source and more. This definitely saves time looking through 100's or 1000's of business cards for specific info and/or creating mail lists for certain groups. It also saves space ... boxes, Rolodexes, biz card books, etc. ... and there's no more _lugging around_ all that heavy weight (biz card books) ... my small electronic organizer is always handy.
To echo your comments ... <<<Take that step towards a paperless office. There is no other way to go.>>>
Thanks, Norine, for your forward-thinking ideas! Keep 'em coming ...
Donna D. McMillan, NAPO-LA President