Please, this is a figurative statement meant to express a point. The most common mistake in planning your contact management systems is to let the design of your software drive your decisions. Focus on what you would like to accomplish if you had unlimited resources and your software could do anything you wanted it to.

Let's assume you have created an outline of your database needs. Take that framework and customize the look and feel of your ACT! Database. Enhance your layout by adding the company logo and position the fields and tabs in the most convenient order. Create field pick lists to control how users enter data. Create ACT! letter, e-mail and fax templates to make correspondence easy and quick. Customize reports to include information you need to manage sales and customer contact.

Hurray, the ACT! Database structure is set. It is time to import data into your customized database. Whether the data will be imported from existing sources or hand entered, it is important to be consistent. Use proper case. Using ALL CAPS will make you look like a "dork." Do not enter Mr. or Mrs. in the contact field. Create rules for entering data. For example, are you going to spell out S-t-r-e-e-t or abbreviate it? If possible, eliminate duplicate records before importing them into ACT!

Provide customized training to all users. Make sure they understand the goals of the contact management system you have created. Emphasize how to use ACT! efficiently. It is important that all users understand how to quickly locate information, record information and plan future activities. Are users learning what they should? Make sure and test them!

ACT! should become in integral part of the day for all users. Emphasize accurate data entry making sure records are updated before they are closed.

Let's face it, every system requires maintenance. Make sure that someone in your organization is playing a supportive lead. This individual will need user and administrative training so they can answer questions and trouble-shoot common ACT! problems. Consider purchasing a support package from Computing Connections, Inc. to provide help "STAT."

Use the reports created in ACT!  Bring them to sales meetings. Use them to evaluate sales processes.