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Running your own business?  This is the busiest time of the year for a small business entrepreneur or salesman. You have to make your yearly goals or else.   The problem is you are so unorganized with your computer and your database you would not know how to generate instant money if you had a winning lottery ticket. 

Not to fear, I will help you with ways you can organize your life and your database using technology.  These small investments will not only save you time, but a lot of money in the long run.  

1. Join a networking group. 
   Yeah I know. What does that have to do with technology? Well it means plenty if you want to keep your database full of active potential customers. Networking has become the number 1 way small businesses have generated revenue and repeat clients. Using the relationship you create in these groups you have almost unlimited resources in finding new customers and new ideas to help grow your business. In the next section of this newsletter I will give you suggestions on how to start networking.
2. Buy and use a card scanner.
   So you joined a networking group and got lots of new business cards with opportunities for you to be successful. So now what?  How long do you think it would take to hand write all of these people and keep them in your growing database?  No need to fear, card scan is here! Developed by Corex Corporation, Cardscan give you the power to scan all the business cards you collect into your computer, giving you the power to create notes and categories for each person, along with the place you met them at. Not only that, it will have an image of their card in the program so you no longer need to know where that number went.  And with its online access, you can go online anywhere and find that caterer you need for your next dinner engagement.   (Cardscan, www.cardscan.com, retails for $249)
3. Buy and use MS Outlook (latest is 2007). 
   Now that you have the card scanner you now can keep track of the names and address of your potential customers. But wait? What if they want to schedule an appt with you?  What if you want to remind yourself to do something for them?  What if they want to communicate through email? I don’t think you Franklin planner can handle all that so you may need to use software to help you.  Enter Microsoft Office. Whether you have the 2000, 2002, or the 2003 Edition, all three with help you get organized.  With its powerful contact database, you can sync the Cardscan info into outlook, giving you the power to remind yourself to call someone on a certain day or put extra notes about how the sales process is going. Not only that, you can associate a person with a calendar or task so you won’t forget when to attempt to close that deal.  And with its integration with Microsoft Word, you can create customized letter to all those people you met at the networking event using mail merging.  Yes people will think you are the most courteous person in the world because you personally sent them a thank you email.  What they don’t know is you did the same personal letter—to 45 other people in about 5 minutes!
4. Buy and use a Windows Mobile Device. 
   Ok so you scanned all those cards, sent all those letters and you think you are ok right? Wrong! What if you are on the road and you need to reschedule a client? What if one of their numbers needs to be updated? How would you check your email if you are not in the office?? Well a Windows Mobile device can help you with that. Windows Mobile devices are a portable computer with a pocket version of outlook in your pocket. The PDA will sync with your desktop outlook program so you can have your contacts, calendar events, to do list and your emails all in your pocket.  Not only that, if you use a Blackberry, a Treo or a Windows Mobile Phone Edition, you can actually PULL your email from anywhere you go, giving you’re the freedom of not being chained to the office or lugging around a heavy laptop.  Starting at $299, these devices are essential to become truly organized inside and outside your office.  (Windows Mobile Devices, DELL, HP, or check out your favorite wireless phone store).
5. Buy and Use QuickBooks. 
   Ok now that you have all your people organized in the palm of your hand, what about the income?  Using accounting software as well as QuickBooks will give you the edge over your competition on not only keeping track of your debits and credits, but which customers spent the most money with you and deserve a free gift.  With its integration with Outlook by way of syncing, you no longer have to enter the clients name 2 or 3 times into your database. You enter in once into Outlook, which will sync with your PDA, then sync with your QuickBooks file, which will save you so much time you wont miss another episode of LOST. I use QuickBooks to determine my customer of the month, keep track of collections and which vendors are helping me the most with my inventory.  There is even a Windows Mobile version of QuickBooks so you can update your records on the road (http://www.sierracode.com/). For more info about QuickBooks please visit www.intuit.com. 

Eddie Hines (4 Posts) - Website | Twitter | Facebook