Introduction: In this tutorial, Tony Hollywood shares his recommended list of ID statuses for efficiently categorizing contacts in the Act database. He emphasizes the importance of keeping this field simple and easy to use, enabling both individuals and companies to manage their contacts effectively. Tony’s list of ID statuses is thoughtfully crafted to accommodate various types of clients and contacts, promoting streamlined data entry and enhanced contact management.

1. The Purpose of ID Status:

• Tony introduces the ID status field as a valuable tool for categorizing contacts in the Act database.
• He emphasizes the importance of keeping this field simple, especially for new users, and suggests using around six or seven key statuses initially.

2. Tony’s Revised List of ID Statuses:

• Tony shares his revised list of ID statuses, designed for his well-established business with diverse client types.
• The first status is “Key Client,” applicable to all clients, including brand new ones, and reviewed weekly for special attention.

3. Utilizing Secondary Client and Inactive Client Statuses:

• Tony explains the “Secondary Client” status, assigned to clients not engaged in business for approximately 30 days, reviewed monthly for potential follow-ups.
• The “Inactive Client” status is assigned to contacts with rare potential for future business or occasional partnerships.

4. Prospects and New Leads:

• Tony discusses the “Prospect” status for contacts never engaged in business, treating them as prospects until they become active clients.
• The “New Lead” status is assigned to contacts that recently initiated communication, reviewed every Monday for prompt follow-ups.

5. Utilizing the “Delete” Status:

• Tony suggests using the “Delete” status for contacts you plan to remove from the database, rather than deleting them immediately.
• He recommends periodically performing data cleanup by deleting contacts with the “Delete” status after making a backup of the Act database.

6. Understanding “Employee” and “Vendor” Statuses:

• The “Employee” status is used to categorize employees within your organization or individuals who aren’t decision-makers but belong to a company you work with.
• The “Vendor” status is applied to contacts associated with companies billing you for services.

7. Personal Contacts under “My Name” Status:

• Tony explains how he uses the “My Name” status (Tony) to categorize personal contacts, such as family, friends, doctors, and lawyers.

8. Easy Data Entry:

• Tony recommends making data entry user-friendly by ensuring each ID status starts with a unique first letter (e.g., “P” for Prospect, “E” for Employee).
• Simplifying data entry improves efficiency and encourages proper categorization of contacts.

Conclusion: By implementing Tony’s suggested list of ID statuses in the Act database, users can streamline contact categorization and enhance overall contact management. Keeping the ID status field simple and user-friendly enables efficient data entry and empowers users to manage contacts effectively. Thank you for watching this tutorial, and I hope you find these tips valuable in optimizing your contact management process.