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You have too many contacts to manage. How can you make it easier?

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If you use your mobile device for personal and professional purposes, you probably have a lot of contacts to keep track of. But having too many contacts can make it hard to find the ones you need, organize them into groups, or update their information. Fortunately, there are some ways to make contact management easier on your mobile device. Here are some tips and tools you can use to simplify your contact list and save time.

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Rinkalkumar Bhanderi

Using Positioning, Conversion, Growth To Transform How Businesses Run
Richard Q.

Inventor, Author, Speaker, Privacy & Security Advocate
Bruce Sangmin Lee

Head of Marketing @ I-ON Communications | Digital Transformation

1 Sync your contacts

One of the first steps to manage your contacts is to sync them across your devices and accounts. This way, you can access the same contacts on your phone, tablet, laptop, or online. You can also avoid duplicate or outdated entries, and backup your contacts in case you lose your device or switch to a new one. Depending on your device and account type, you can use different methods to sync your contacts, such as iCloud, Google Contacts, Outlook, or third-party apps.

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Rinkalkumar Bhanderi

Using Positioning, Conversion, Growth To Transform How Businesses Run
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There are many sync options available which can make your mobile experience similar on different devices be it your another device or you are getting yourself a new one. You should always keep it in sync to make sure you have latest one in sync available on all of your devices.

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2 Merge and delete contacts

Another way to reduce the clutter in your contact list is to merge and delete contacts that you don't need or use. For example, you can merge contacts that have multiple entries for the same person, such as different phone numbers, email addresses, or social media profiles. You can also delete contacts that are no longer relevant, such as old colleagues, acquaintances, or spam numbers. Some devices and apps have built-in features to help you merge and delete contacts, or you can use external tools to do it in bulk.

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Bruce Sangmin Lee

Head of Marketing @ I-ON Communications | Digital Transformation
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I recommend "Contact Editor for Google Contacts" on Chrome extension or Google Workspace to merge, delete, and organize your contacts. You can manage your contacts in spreadsheet format like Excel so it is super easy to use. You will love it!

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Richard Q.

Inventor, Author, Speaker, Privacy & Security Advocate
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LinkedIn's advanced search tools enable you to filter your contacts and find specific individuals based on criteria like job title, company, location, industry, or mutual connections. This is useful for identifying key contacts that can drive your business. Pruning also helps. Regularly review and prune your network. Over time, some connections become less relevant to your business goals. Regularly review your network and remove contacts that are no longer beneficial.

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3 Categorize your contacts

To make it easier to find and communicate with your contacts, you can categorize them into groups based on your relationship, purpose, or interest. For example, you can create groups for your family, friends, coworkers, clients, or hobbies. This way, you can quickly filter your contact list, send group messages, or share content with specific people. You can use the default groups on your device or app, or create your own custom groups.

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Richard Q.

Inventor, Author, Speaker, Privacy & Security Advocate
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Categorize your contacts into different groups based on their relevance to your business, industry, location, or the type of relationship you have with them. This can be done using LinkedIn's tagging or grouping features, allowing you to quickly access and communicate with relevant subsets of your network. This takes a bit of time and some trial and error, so start by ranking your top contacts first and work your way down.

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4 Add details and notes

To make your contacts more meaningful and useful, you can add details and notes to their profiles. For example, you can add a photo, a nickname, a birthday, a location, or a personal note to your contacts. This way, you can remember who they are, what they do, or how you met them. You can also use these details and notes to personalize your communication, send greetings, or follow up on important topics. You can use the standard fields on your device or app, or create your own custom fields.

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Rinkalkumar Bhanderi

Using Positioning, Conversion, Growth To Transform How Businesses Run
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Details and Notes against contacts can help you personalize the details against the saved contacts, its not easy to remember everything so why not dump it on a device which is meant to do the same.

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Richard Q.

Inventor, Author, Speaker, Privacy & Security Advocate
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If you use a CRM system, integrating it with LinkedIn can be extremely helpful. This allows you to sync your contacts and keep track of your interactions, making it easier to manage large networks and focus on key relationships. Instead of having notes in multiple places add the URL of the contact to your LinkedIn notes so you have one repository. If you don't use a CRM consider doing so in Outlook.

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5 Use smart features

To make contact management more efficient and convenient, you can use some of the smart features that your device or app offers. For example, you can use voice commands to call, text, or email your contacts without typing. You can also use shortcuts to access your favorite or frequent contacts with one tap. You can also use automation to schedule reminders, send messages, or update contacts based on certain triggers or conditions. You can explore the settings and options on your device or app, or download additional apps that enhance these features.

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Rinkalkumar Bhanderi

Using Positioning, Conversion, Growth To Transform How Businesses Run
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In build apps on devices can help you connect with the contacts in multiple ways like doing facetime, email, facetime, voice call, video call, short sms.

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6 Review and update your contacts

Finally, to keep your contact list fresh and accurate, you should review and update your contacts regularly. You can check for any changes in your contacts' information, such as new phone numbers, email addresses, or social media profiles. You can also add new contacts that you meet or interact with, or remove contacts that you no longer need or want. You can set a routine to review and update your contacts, such as once a month or every quarter, or do it whenever you have some spare time.

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Rinkalkumar Bhanderi

Using Positioning, Conversion, Growth To Transform How Businesses Run
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Your contact book keeps getting bigger the way you progress further in business or life, its important to keep the contacts clean to make sure you have the right and latest number in place, getting rid of old numbers in time makes it easy to find the contacts when in need.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Richard Q.

Inventor, Author, Speaker, Privacy & Security Advocate
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I find that I often will use Excel spreadsheets or other programs such as OneNote to help keep track of multivendor projects and relationships. I find it useful when naming a contact in these programs to create a hyperlink to their LinkedIn profile. This is also helpful for my colleagues with whom I often share files with on SharePoint or OneDrive. This keeps everyone on the same page when it comes to shared contacts. I did this most recently for our CCaaS initiative for integration of Mutare's Voice Traffic Filter to track OKR progress and it worked very well.

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You have too many contacts to manage. How can you make it easier?

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1 Sync your contacts

2 Merge and delete contacts

3 Categorize your contacts

4 Add details and notes

5 Use smart features

6 Review and update your contacts

7 Here’s what else to consider

Mobile Devices

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