Introduction

In this tutorial, we will be introduced to John Smith, our sample contact in Act. John Smith will serve as a reference point throughout the training, helping us understand the fundamentals of working with individual contacts in Act’s database. With a database containing more than 5,000 contacts, managing each contact efficiently becomes crucial, and John Smith will be our guinea pig in exploring various functionalities.

1. The Power of Lookup

• To find a specific contact, we can use the Lookup feature in Act.
• The Lookup option provides several ways to search for contacts, including by last name or by custom criteria.

2. Finding John Smith: Initial Lookup

• Using the Lookup feature, we can search for “Smith” as the last name, but since there are multiple contacts with that name, it returns a list view.
• The list view allows us to see all the contacts with the last name “Smith.”

3. A Direct Approach: Second Lookup

• Instead of using the last name, we can perform a lookup using both first and last names to find a specific contact, such as “John Smith.”
• This direct approach takes us directly to the detailed view of John Smith’s contact record.

4. Taking Action with John Smith

• With John Smith’s contact open, we can perform various actions related to him.
• We can schedule a call, send an email, or make a note to remember essential details about him.

5. The Monday Plan: Staying Organized

• The Monday Plan is a strategic approach to organize thoughts and actions to work effectively with contacts in Act.
• It ensures that every contact is touched at least once every 90 days, preventing any contact from slipping through the cracks.

6. Integrating the Calendar

• Act’s calendar feature allows us to schedule and view all our activities and tasks.
• We can schedule a call with John Smith, and it will appear on our calendar for easy reference.

7. GIGO: Garbage In, Garbage Out

• GIGO stands for “Garbage In, Garbage Out,” reminding us of the importance of inputting accurate and relevant information into Act.
• Clearing completed activities, like calls, helps maintain a clean and efficient database.

Conclusion

John Smith serves as a valuable example of how Act empowers businesses to manage contacts effectively. By learning to use the Lookup feature, scheduling calls, sending emails, and taking notes, Act users can stay organized and ensure no contact is overlooked. The Monday Plan and adherence to the GIGO principle further enhance the efficiency of contact management in Act, making it an invaluable tool for businesses of all sizes.