3 Google Apps Contact Management Best Practices

Google Apps easily becomes your workhorse for productivity.  You have one login for multiple applications from any computer and Android device within an integrated framework.

Managing your contacts inside the Google Apps structure effectively can allow you to move with speed to get things done with the people you need to connect to.  People are important to access for making sales, solving problems and connecting for collaboration.

Here are three best practices to help you use Google Apps Contacts in a way that increases your productivity and collaboration.

1. Search On Auto-Saved Contacts

Contact management is handled much the same way your email is.  The default setting within your Google Apps Mail system is to save all inbound and outbound email addresses.  They are listed under the Other Contacts section.  This feature can be toggled in your Settings menu.


When you are in your Contacts, simply look up anyone you are seeking or any information such as “New York” to find all the contacts in New York.  it will include results from your Contacts list with robust search.  You can store as many Contacts as you would like.  This gives you the freedom for managing Contacts you meet casually and allows your system to manage the data ongoing.

If you have an Android device, you can search quickly on the criteria you are seeking while mobile.  This increases your ability to access information from anywhere.

2. Set Up Groups For Communications

Groups in Google Apps Contacts act like a tag on a Contact record.  A contact can be part of multiple groups.  Add people to various groups which have meaning for you.  This expedites your ability to email a group from one consolidated mail address.

Be sure to BCC the group to protect privacy rather than using the “To” field.

Furthermore, if you are on your Android device, your Contacts will inherit the Group listings.  This can also be used for mobile group messaging via email or text.  This helps your broadcasting to be set up effectively for when you are requiring quick communications to everyone.

3. Sync Your CRM Contacts

Your CRM system which is used for you a team collaboration system for your customers and prospects likely has a larger number of contacts.  Google Apps Contacts has various integrations with leading CRM systems such as Salesforce.com.  You can set up sync rules for one-way or two-way syncs.

Based on your preferences, you can have your Google Contacts enlarge based on your team’s engagements with new prospects in your CRM system.

Furthermore, you can set up sync rules to push your Contacts into your CRM system to automate the entry process.

You will benefit from increased control between systems and being able to work more effectively within your outbound email communications and mobile setup.

Focus On Speed

Relationships are continually changing.  Use Google Contacts to capture information as well as cross-reference with archived emails to catch up on any person at any time.  You can free your mind from having to remember details and allow your Google Apps system to be an extension for you of data relevant to people at all times.

The less you have to manage that can be accessed quickly in Google Apps, the more you can focus on moving fast in other areas.


Published by Don Dalrymple

I partner with founders and entrepreneurs in startup businesses. I write and consult on strategy, systems, team building and growing revenue.

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