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Contact Management



Managing multiple contacts on a project, and maintaining up to date contact information for clients, vendors and key contacts is a common challenge for many creative businesses. Best practices in client management call for one centralized contact management or client management system. Using an online contact management system is a common way to centralize contacts that can otherwise easily end up in a variety of dispersed systems and locations.

Key Measures for Successful Client Management



The 4 key indicators of a successful client management system are accessibility, flexibility, range of data, and continual updating:

  • Accessibly has proven to be a critical component of improved client management. The main failing of contact management systems is often that they are not accessible by all personnel that need contact information within an organization. Creating a useful client management system means diligently ensuring that all contacts are updated in one system, and not scattered among PDA's, business cards and email programs. Online contact management systems help centralize contact information and make it easy for all staff to gather and update contact information instantly.
  • Flexibility is key as it relates to how contact information will be used with other applications. Can data be easily exported? What format will it be exported to? Will it easily allow for a mail merge? Can that data integrate with other systems or information? Can fields or formats be easily customized? How easily can a system be changed to something new should the needs of the firm change? Whether it's an offline or online contact management system or process - if your plan doesn't allow for change and flexibility it simply won't allow for growth.
  • Range of data is an easily overlooked area of contact management. Before looking into any contact management system, consider writing out a list of all of the information that you'd ideally require in a contact management system. Note which fields of data are required, and which would be a bonus. It may seems simple, but not having the ability to track important information on clients beyond basic contact info can be a real shortfall of a client management system.
  • Continual updating is of course imperative to ensuring that you can get a hold of who you're after when you need them. Old and mismanaged contact information can create huge bottlenecks on projects, resulting in lost time. Self promotion efforts and dollars will also be diminished when using out of date email and direct mail lists. Using an online contact management system is an effective way to ensure that records are easily updated at the moment changes take place.

Online Contact Management



software for time and attendance TimeFox's built-in online contact manager makes it easy to pull lists, update contacts and gain valuable contact info from anywhere with an Internet connection. Customize categories to group contacts in a way that makes the most sense for your business. It's contact management made simple and accessible - and since it's built in to TimeFox time and project tracking, it's easily updated without having to login to a separate contact management system. See contact management software for further information, or tour though our online demo and choose "Contacts" to see for yourself.
"Our PR and Design Agency looked diligently for a time and project tracking software application, only to find it right here in our own backyard. TimeFox paid for itself within weeks. Now we are accountable to our valued clients, we know how long we've worked on projects, and invoicing is a snap! I thank that little Fox every morning when he greets me upon log-in."
Maggie Kerr-Southin
Artemis Creative Communications

"TimeFox allows us to track our time more accurately by removing any/all objections my employees had to entering their time. More accurate time entries leads to better data for future project estimates because we have more accurate historical data. Better estimating leads to higher profitability and happier clients. All this leads to better profits and a happier CEO — me."
Shannon Carter
Cartis Group

"I needed a better time tracking system than the manual way we were doing things. I knew we weren't charging for all the "little" things and "quick" tasks like emails etc. We absolutely love your product. Learning to use it was so easy and it makes billing a snap. Thank you for developing such a functional tool. It's definitely making us more money."
Allison DeFord
DeFord Designs
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