Over the past few weeks, I wanted to find a more efficient way for me to keep track of leads and contacts. Basically, I realized I needed a contact management system. My outlook box was crammed full of active leads and clients. Keeping track of when potential clients contacted me last and who I needed to follow up with next was beginning to feel cumbersome.

I’ve heard of different softwares on the market such as Act! and Salesforce.com. From networking and discussion in the past with other individuals in the sales and marketing industry, I know many have used these system with great success. However, being a budget contentious small business owner, I wanted to find a cheaper solution.

Then, I came across an software called Sugar CRM. I liked the fact it offered open source products so it was worthy of trying. I downloaded the software and set up the SQL databases. I ran into many technical issues throughout the install. I spent a few weeks reading the developer’s message boards to find out what I was doing wrong. (I needed a manual code for my SQL database to work) I finally was able to install the software, but then ran into issues with the plugins.

Frustrated and determined to still find a CRM, I contacted Mike Goodman, a sales professional in my network from AZ Sales Pro, for advice. I firmly believe when you have a weakness, your wisest decision is to go to someone experienced. I was curious from someone who is in sales for a living, what their thoughts were about these types of tools for tracking.

Although it seems like common sense, the most important advice he gave me was “it is often less about the system, itself than it is about the way you use it. You must be disciplined and organized.” Although i knew that contentiously, I realized that i was beating my head against a brick wall. I was fighting with a software, that in reality, I should have moved on and found a different solution that took less time for me to implement. Therefore, I quickly decided to change directions.

Since he also told me about a system he was using called zoho.com, I decided to investigate that option. I was quite pleased with the ease of use, inexpensive cost for professional packages and their wide range of online services. What was nice is zoho.com offers web conferencing, invoicing, project management, online presentations, and chat. These are tools as a virtual assistant, I could use for future clients. It took me very little time to establish profiles, create new projects, upload my contacts, and establish my tasks lists.

My lesson in all of this: If you’re looking for a new system to save you time, make sure it’s one you find that you find user friendly. Without that capability, you will be less likely to use it. Even the best systems in the world are useless, if it is causes you frustration or difficult for you to manage. Most importantly, when in doubt, always consult with an expert.