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Home » Business And Finance Articles » A Tickler File For Sales And Networking

A Tickler File For Sales And Networking

If you are involved in sales, fundraising or just an active networker, you have probably tried a variety of tools to manage your contact list and remind yourself to stay in touch with all of the prospects and people you meet. This tickler file is designed to be an inexpensive, effective, tool that can be used by salespeople in a variety of different types of organizations.

This tickler file uses inexpensive index cards and a simple file box. You will need the following items to create your own index card sales tool. I found everything I needed at my local office supply store. The total cost was around $25.00.

- A box to store the index cards
- Monthly 3" by 5" index tabs
- Daily (1-31) 3" by 5" index tabs
- Alphabetical 3" by 5" index tabs
- A ton of white ruled 3" by 5" index cards (you don't need a photo, right?)
- A bunch of colored 3" by 5" index cards (pick your favorite color)
- A small case to carry your in your pocket

Once you have purchased the required supplies, you can organize your 3X5. For the sake of simplicity, let's assume that you are assembling your 3X5 on January 1st. If this is the case you would first organize your tabs in the order below (front to back):

- January tab
- Daily tabs 1-31
- February - December monthly tabs
- A-Z alphabetical tabs
- Blank index cards - white and your favorite color

All of your cards should now be in the file box and the first thing you should see is the January tab.

Next, you should start creating cards for your leads. In the beginning, this is going to take some time (assuming you have a lot of leads). You might choose to use one color card for prospects, one color for customers, another for personal contacts, etc. If you are not going to organize your contacts by color, you will only need white cards. Nonetheless, you can either copy your contacts information onto the cards or simply staple their business card to one of the index cards.

The system works like this.

Let's imagine it is January 1st. and you attend a networking event where you meet a potential client. You get this lead's business card at the event and you want to contact him/her on the 2nd., so when you get to your office, you staple the leads business card to a white index card and drop it behind the "2" tab and then go home for the day. After all, it is new years day and you have been working hard to create your new sales system and you attended a networking event.

So, you arrive at work on January 2nd. and open up your tickler file. The first thing you should do is move the "1" tab back behind the February tab. You will always be rolling the system forward like this, so that the first tab you see in the box represents the most current month, then the most current day.

Now, you go to the tab for today (Jan 2nd.) and find the card for the lead that you met at the networking event yesterday. You call the lead and learn that he/she is out of town until January 6th. so you make a note which says, "1/2/05 - Mr. Lead is on vacation till 1/6". Now you drop the card behind the "6" tab for the month of January.

You will continue to roll this lead forward in the system, making notes at each step, until the lead either turns into a customer or asks you to leave them alone.

When the lead turns into a customer, I staple their business card to a colored card and place it behind the appropriate alphabetical tab. If their is another opportunity with this client, I move the colored card back to the dated section and move them through the process again.

Of course, as you add more people to your pipeline, you might not get to contact everyone on the day you have them slotted for. Just move them to the next day's slot at the end of the current day so you contact them tomorrow.

You will not want to carry around a huge metal box full of index cards, which is why you want to have a small index card wallet or box, so if you are going to be on the road or out of the office, you can simply grab your cards for the day and go.
Not just for salespeople.

While the system is great for salespeople, it also is a great tool for those of us who are focusing on networking. I actually use three different colored cards and use white for leads, blue for clients and red for my networking contacts (patriotic, I know). On the red cards, I write either 7, 14, 30, 45, 60, etc in the upper right hand corner of the index card to remind myself how frequently I want to contact the person, so I simply move the card forward based on the number on the card. If I want to contact someone every seven days, I move the card ahead a week after I make contact.

I hope this system works well for you. If you have any suggestions, please don't hesitate to send them to me through my website (www.stephenlabuda.com).

And here is another random article you might be interested in...

Rules for Simplified Employee Pension Plans better known as a SEP Plans

A SEP is a special type of IRA. Under a SEP plan the employer creates an IRA account for each eligible employee, hence the name SEP-IRA. A SEP is funded solely with employer contributions. Employees do not make contributions to their SEP-IRA retirement account. Any money that goes into a SEP automatically belongs to the employee. Thus, the employee has the right to take his SEP IRA account money with him whenever he stops working for the company.

Any size business can establish a SEP, but the SEP retirement plan is utilized mostly by the self-employed and the small business with few employees. The SEP IRA rules dictate that if the business contributes for one employee, (i.e., the owner), then the business must contribute proportionately for all of the employees. With few exceptions, anyone who works for the business must be included in the SEP. However, you can exclude from participating in the SEP plan anyone who:

1. Has not worked for the company during three out of the last five years.

2. Has not reached age 21 during the year for which contributions are made.

3. Received less than $450 in compensation (subject to cost-of-living adjustments) during the year.

SEP IRA contributions to each employee for 2004 cannot exceed the lesser of $41,000 or 25% of pay for W2 recipients (20% of income for sole proprietors). The SEP IRA contribution limit goes up to $42,000 for 2005, and is subject to cost-of-living adjustments for later years. SEP-IRA rules do not provide for additional catch-up contributions for those 50 years old or over.

A growing number of self-employed individuals with no employees are abandoning the SEP-IRA for a newer type of retirement plan called the Solo 401(k) or Self-Employed 401(k). The two main reasons for the switch are 1) they can generally contribute much more to a Solo 401(k) than they can under a SEP IRA, and 2) Loans are allowed under a Solo 401(k), whereas loans are prohibited under a SEP-IRA.

Example: Henry, age 52, a realtor received $60,000 in compensation from self-employment income in 2004. For 2004, he could contribute a maximum of $27,152 in a Solo 401(k) versus a maximum of $11,152 under a SEP IRA.

However, the Solo 401(k) does not work for businesses with employees. Thus, if your company plans to hire employees or has a handful of employees, the SEP IRA may be your best choice as a retirement plan that is inexpensive and simple to operate.