Notion App: Contact Database And How To Manage Them

Notion App: Contact Database And How To Manage Them

Daily Blog TwentyTwo/365

Little Background

Managing contacts is my #1 priority at work. No connection ever gets by in my email without getting saved. I started managing contact in 2010 when I first entered the corporate industry. That time I used to write every note in my notepad and later before leaving from work I would save them in Google Contacts. Soon the contacts in my Google account exceeded 2500. After a few years, I decided to start working on going paperless. Then I changed the way I saved my contacts. I would maintain an excel sheet and every now and then import it into Google Contacts.

Since last 2 years, I have been saving my contacts in CRM. Personal contacts, of course, go directly to my phone and there to google contacts. For work contacts, I chose HubSpot CRM to manage contacts and so that I see every detail related to that contact. The quotations that I had sent, tasks associated and contacts associated with the same company.

On the other side of all this, I was trying to create a system where everything can be managed under one platform/app. I tried it with Wunderlist, Omnifocus, Evernote, etc. I even tried the Day One app on my Mac.

I don’t know if I have ever been this excited about an app. I remember last time I was somewhat excited about a productivity app was Omnifocus with location context feature. But soon I realized in theory location contexts (now tags) are right, in the real world, they aren’t that useful. And also I bought OmniFocus after watching this video on Verge. They said its the Ferrari of To do list apps. That moment I knew I had to get it.

Notion App Potential

OmniFocus was my go-to app till last week. Everything changed with Notion. I guess I got more informed about what I want and about my system of managing tasks that’s why there was always something missing in every app I tried.

With Notion app, I won’t say they have everything, but there is a provision to do whatever you want, and however, you want. Keep in mind Notion is not a platform for beginner level task managers. You need to have a good understanding of your workflow before trying Notion. Still, if you are the adventurous ones, give it a shot. Its free plan is more than sufficient for a month of use. I am an extensive user, and I have only used 40% of my free plan.

Contact Management

What I Did.

I did a little research of my own how can I manage my contacts in Notion. Maybe I can create an excel and assign properties according to work style. So I exported my existing contacts from Hubspot and importing in Notion App. As I talked about introducing excel in my previous article, Notion app intelligently importing all my contacts in their new home.

The next step was to remove all the unnecessary columns and keeping it clean visually. Columns in Notion App are Properties, removing a column would mean deleting a property of the contact. So there were any Properties I needed, and I didn’t want to see it every time I open my contact database, I hide them, and they won’t be visible in the excel view.

Working with different Views.

I had talked about views when I had imported the excel for all my contacts in Notion.

With my Contact Database, I changed Company Name property to “Select.” This way there is no duplication in company names. For an example when I’m adding a contact in the Contact database, at the time of entering company name is the respective field I just need to type few first alphabets of the company, and if its already in the system I can select it.

I can later change the view from Table to Board, filter the table by company name or last name. The features are endless.

In the upcoming Notion App Blog

I will explain how I am using templates to manage all the activities related to that contact inside the Contact Database making it the ultimate CRM.

See you Tomorrow


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