Today’s business world is fast-paced, and people are talking to more people, reaching out to more leads, and having more clients than ever before. Maintaining an organized contact list is crucial, and there’s a lot of technology out there designed to help, but you have to know how to use it, or things can quickly get out of hand.
Learn how to leverage built-in tools, powerful contact managers, and your CRM to help you stay connected and organized.
How to manage contacts on a Mac
Apple has die-hard fans for a reason, everything from your iPhone easily syncs with your Mac, so you can stay connected easily without any extra steps or work. One downside of the built-in contacts app is that you end up with one long alphabetical list that makes it nearly impossible to sort through your connections.
1. Leverage iCloud for contact syncing
The first step to managing contacts on your Mac is making sure your iCloud Contacts syncing is turned on. This step ensures that when you add a contact on one device, you’ll be able to see it on your other Apple devices.
2. Use Smart Lists
One huge feature of the Contacts app on Macs is the ability to create Smart Lists. Smart Lists allow you to automatically sort contacts into lists based on their details. To create a new Smart List, under File, click New Smart List, name it, and choose the details of contacts that you want to group.
Remember, Smart Lists rely on you completing every contact with the information you are grouping by, and if any information is missing or in the wrong place, it won’t be categorized. You also won’t be able to view these lists on your iPhone. It’s only visible on your computer.
How to organize contacts with Windows
Windows offers several built-in tools for managing contacts, but many users find them lacking in features and less intuitive compared to Mac or third-party solutions. However, with some creativity, you can still create an effective system.
1. Utilize the People app
The People app in Windows 10 and 11 allows you to consolidate contacts from various accounts. It's a basic but functional tool for viewing and editing contact information.
2. Create contact groups
In the People app, you can create groups to organize contacts. This feature is particularly useful for separating personal and professional contacts or categorizing clients by industry.
3. Use Microsoft Outlook
For more robust contact management, consider using Microsoft Outlook. It offers more advanced features like categorization, tagging, and custom fields for contacts.
How to use HiHello’s Contact Manager
HiHello's Contact Manager takes contact organization to the next level, offering features specifically designed for everyone from individuals to enterprise-level businesses. Get started for free on the HiHello website.
1. Take advantage of the smart address book
HiHello automatically organizes contacts based on how you made them. Whether you add them manually, scan their paper business card, or connect through a digital business card, HiHello categorizes them instantly.
2. Use smart tags to group
HiHello’s built-in tags are incredibly flexible. Create custom tags for any purpose - events, potential clients, follow-ups, and more. Each tag creates a unique group for those contacts.
3. Benefit from live updates
Contact information changes, and you don’t lose touch with a client because of it. With HiHello’s Live Contacts, you will always have the most up-to-date contact information for your Live Contacts, and they’ll always have yours.
The best part about HiHello is that all of your contacts stay with you wherever you go, access the web app from anywhere, and the mobile app makes it easy to reach contacts on the go.
How to integrate HiHello with your CRM
Integrating HiHello with your Customer Relationship Management (CRM) system can streamline your workflow and ensure all your contact information is consistent across platforms.
1. Connect HiHello with Google and Outlook
Keep your contacts fresh everywhere with HiHello’s Google, Outlook, and Exchange integrations.
2. Manage team’s contacts with Salesforce and HubSpot integrations
Looking for solutions to manage contacts across your whole organization? Integrate HiHello with Salesforce or Hubspot to automatically bring every connection into your company CRM.
Learn more about all of HiHello’s integrations and how they could work for you or your team on the HiHello pricing page.
