How to Organize your Rolodex like a Savvy Professional

Okay, so I know Rolodex is a really dated term, but I think you still get the idea of the post! Since I interact with a large number of people in my day-to-day work, it is really crucial for me to set up my contacts list on my phone in a way that will help me remember everyone in a professional way! People love it when you truly recognize and remember them, even if you have only met once a month or two ago! It really helps develop strong ties with your customers, colleges and basically any other person in your life that you may run into regularly! So, I thought I would review with you all my process for setting up my contacts list that helps me to be more of a savvy business professional!

1. Confirm the spelling of all names, never assume: You have no idea how many ways a name can be spelt, and after meeting with someone briefly you may not know that their name is spelt with an “i” instead of a “y” and so on! I try to make it a point to have my contacts spell their names out for me (or to give me a business card with their info) so that I can track them properly. It may not mean much to you, but think about how annoying it can be to deal with someone who can’t spell your name right! Bonus points if you can also include a phonetic spelling if the name is a harder one to pronounce!

2. Take a picture or grab one-off Facebook or LinkedIn: Since most of us store contacts in our phones and have the ability to assign a picture to a contact, USE THAT FEATURE! It may feel awkward the first few times you have to ask for a photo, but get over that and get it put into your phone! Most people won’t mind that your taking their pic after you explain that it helps you associate names to faces to have the picture in your contacts. Heck! They might even ask the same of you! If worse comes to worse and you miss the opportunity to snap a pic, do a quick google search and see if you can grab one from Facebook or LinkedIn. You have no idea how helpful it can be to have photos of people you interact with on an infrequent basis. It can save you from an embarrassing moment in the future!

3. Make a personal note: Most contact lists include a section for extra notes. Use it! Store 2-3 personal facts about your contact in this area so that the next time you meet with them, you have something personal you can refer back to. This may be your contacts favorite sports team, the college their kid goes to, or the name of their dog, but remembering these facts can help you look really organized and thoughtful to others!

4. Edit and Update: Contacts change frequently in any business! Make sure you keep the most up to date information and contacts in your Rolodex to ensure you are organized. Remove old contacts that have moved on, update personal facts in your notes section, and edit emails or phone numbers that may have changed on a frequent basis!

5. Use it or lose it: The most important part of having a contacts list or Rolodex is that you actually make use of it! If you aren’t referring back to the information you have stored, there is really no reason to keep the info to begin with. Your contacts list can be a treasure trove of information and a professionals dream or nightmare! Decide how you want to use yours and get to it!

 What other tips and tricks to you use in your contacts list or Rolodex? Do you use a digital list on your phone or do you prefer a paper system of business cards and hand written contacts? Let us know in the comments below!