How to Organise Personal Contact Information

Busy modern lifestyles make it easy to lose track of details such as birthdays and whether Christmas cards have been sent. Take the time to organise contact information for friends and family to make sure that important dates and information are not forgotten.

Create a Birthday Calendar.

Buy an inexpensive month-to-a-page calendar or create a spreadsheet with a column for each month and days listed along the left-hand side. In each case, ensure that the squares are large enough to fit two to three names.

Enter all important birthday and anniversary details, including a year in brackets after the person’s name. This creates a perpetual calendar that can be used year after year.

Create a Christmas Card Checklist

For those who post out Christmas or holiday cards, it is easy to lose track of which cards have been posted and which still need to be sent. To ensure that no-one misses out, keep a checklist. This is most easily organised using a spreadsheet, but can be hand-written.

List the names of all contacts in the first column. Label the next two columns “Year - Sent” and “Year - Received” (eg 2008 – Sent). As cards are sent and received, mark with a check mark. The following year, add two more columns to keep a running checklist.

Coffee and Tea Checklist

When friends visit for coffee, it can be difficult to remember preferences for tea, coffee, milk and sugar. Keep a reminder list taped inside a kitchen cabinet with the name and preference of regular visitors.

Address Book Details

With the range of contact options available now, many pre-formatted address books do not allow enough room for important details. Before purchasing a new address book, ensure that there is sufficient space in each entry to include address, multiple phone contacts, email and website details. Alternatively, purchase an A-to-Z index book and create a format that includes all the relevant personal details.

Make sure that new phone numbers and address details, particularly changes to existing details, are entered into the address book as soon as possible. Phone numbers and addresses written on loose pieces of paper result in confusing paper clutter that can lead to lost information and general untidiness.

Address books are a great place to store additional information about friends as well. Birthdays and anniversaries, names of partner and/or children, favourite colours, flowers and foods, business/work information, food allergies and other general details can be noted in a general notes section with each entry.

Storing Information Electronically

For people that prefer storing information electronically, there is a wide range of electronic organisers available that are small enough to stow in a handbag or car glove compartment. Alternately taking the time to fill out all the data fields in a home email program is a particularly effective way to keep all personal contact details in one place. The calendar feature can be used to keep track of birthdays and reminders can be set to give advance notice of important events. As with all databases, it is important to back up the system regularly to avoid loss of information.

Keep Personal Contact Details Organised

Make an effort to maintain up-to-date contact information for friends and family to avoid missing significant dates and forgetting important details.

Use a Birthday Calendar

Print Article

Email Article

View All Articles

How to subscribe to feeds