5 Effective Ways To Store Your Business Cards

Contact information is fundamental to networking and business communications. However, most business people collect hundreds, if not thousands, of business cards every year, and storing these business cards can seem like a daunting task. If you are struggling to find the best way to store business cards, let’s take a look at five effective ways to do it in this article. Depending on how tech-savvy you are, you can choose between several options for the best business card storage. 

1. Several quick tips to organize business cards

Ultimately, keeping your business cards organized is the way to keep all your contact information in line. Organizing your business cards in a particular system saves you from losing touch with new leads, important partners, or forgetting which supplier is potential for your business. 

Writing down important information, keeping your business cards safe in one place, and uploading them to your database, you will be able to build your networks and connect with many people in your industry. 

So before jumping to the best way to store your business cards, let’s see some tips to keep your cards neat and organized:

  • The order of the business cards

The most common order when organizing business cards is by name. Some people order them by industry, company name, job position, or even location. How you order your business cards entirely depends on how you need to access your contacts. 

The order you choose to organize your cards should be the way that works best for you. People think in different ways, so you should stick to whichever way helps you remember the information, position, or company name!

  • Take time to re-organize your business cards

Keeping old and stale contacts might be a good idea at first, but it can cause frustration when you are trying to find a business card. You need to ensure spending some time every now and then cleaning up the contacts. Ideally, you can set aside time every month or quarter to go through your contacts. By that, you can see if there are any contacts you need to get rid of or any you should get in touch with. This action helps keep the size of your contacts at a manageable level. It also makes searching much easier, especially if you are keeping physical business cards. 

Here are some ideas to remove unnecessary cards: 

  • Contacts that you never heard from again; 
  • Suppliers you didn’t end up choosing; 
  • Companies that are no longer in business.

2. Five effective ways to store your business cards

  • Use a business card book

If you’d like to keep physical business cards, using a business card book (or a card binder) is a great choice. This is a bit of an old-fashioned way to organize business cards, but it is still a good choice if you don’t have too many of them to store. 

Business card books are specially designed books to store business cards. The books include several pages of clear plastic sleeves that have individual slots for cards. You just need to slip business cards into the sleeves with your order. With a business card book, you can easily access groups of similar cards together on a single page or set of pages. Business card books are quite handy when you need to reference cards at the turn of a page. They also keep your cards protected from dirt and moisture. The problem with the business card book (or card binder) is that you either have to bring them to every business event or remember to put your collected cards in there afterward. This can cause a huge hassle for many people. 

  • Use a rotary business card file

Like a business card book, a rotary business card file (also called rolodex) simply sorts your business cards in a rolling cylinder. Cards are organized in sections from A-Z, which allows you to find the contact information at once. The upside is that it can sit on your desk, and you can roll through your cards at ease. The drawback is that it looks a bit old school and outdated. However, if you are of a certain age or fond of the traditional ways, a rotary is a good alternative to a business card book. 

The good news about rotary card filing systems is that they are still available. These file systems are also considered one best way to store business cards and keep them organized. You only need to take a business card, tape it, staple it to a blank rotary card and file it under the appropriate alphabet letter. 

  • Store business cards in a box

This method is similar to storing recipe cards in a cardboard box. If you are too busy to find the best way to store business cards, this method can still help. You can tie all your business cards together, organize them from A to Z, and place them directly into a business card file box. You can purchase a designed business card file box, but any long, narrow box or container with a lid will also work. For example, a narrow plastic storage container or even use any cardboard business card box in your office. This method can somewhat work if you prefer remembering people by the color of their business cards. However, it may be best to at least try using other ways before sorting with “the box method.” 

  • Keep photos of business cards on your smartphone

Carrying physical business cards can sometimes cause inconvenience. To avoid this, you can simply take photos of business cards and store them in a separate album in your gallery. That way, you will be able to find them if needed. 

Don’t forget to capture both the front and back of the business cards to avoid missing important details. However, you might need to name each file to organize them, and this action can take several minutes per card. Although this is probably not the best way to store business cards, it still works for some people. And most importantly, it is 100% free. 

  • Download a business cards scanner app

If you live with your smartphone by your side and need to organize your business cards in a particular order, using a business cards scanner app would be the best way to store business cards. 

There are various business card scanning apps available, and many of them are even free. Most of them will scan your business cards and convert them into a digital format automatically. This means you will be able to save them as contacts directly from your phone. You can also find the original business card by the image of the card that you scanned. Many apps will also allow you to export contacts into Outlook and many other platforms. 

Let’s take an example with Shoeboxed. Shoeboxed is the business card management app that allows you to create an online database of your contacts and get rid of business card piles. Shoeboxed not only allows you to track your business receipts, expenses, and mileage logs, but it also enables you to manage all your contacts, complete with all the traditional information on a business card.

After downloading the Shoeboxed app, you can take a picture of your business card, enter the basic information. Otherwise, you can simply put them in your Shoeboxed envelopes and mail them to us. We will then scan them and enter the data on your business cards. You can view them online and import all your contacts, with all the information on the card, to any digital contact list: Outlook, Gmail, Yahoo, Hotmail, LinkedIn, etc. From the first name, last name, address, phone number, email address, company name, and position, you will have all the contact information from your colleagues, partners, and suppliers without having to scan a single thing or enter any data yourself. 

See also: Get Accurate Information from Your Business Card Scans

So, suppose you met a lot of people at a conference that you recently attended. With Shoeboxed, you will be able to have all their contact information in one place, within a 3-minute process, from beginning to end. This is by far the best way to store business cards in the modern age. 

Final thoughts

Now you have several options to decide which is the best way to store business cards. We’d love to hear your opinion. Let us know by dropping a comment!

Don’t forget that the Shoeboxed app is now available for iOS and Android. Download now to store your business cards efficiently and free with Shoeboxed. 

5 Apps for a Better Work-Life Balance

Solopreneurs, freelancers and small business owners know all too well how difficult it can be to find time for friends, family and other activities they enjoy in their hectic schedules. Here are five helpful apps to keep both your work and personal lives thriving.

Solopreneurs, freelancers and small business owners know all too well how difficult it can be to find time for friends, family and other activities they enjoy in their hectic schedules. We all know that we should budget time wisely and say no when things overlap with our personal agendas, but unfortunately that isn’t always the case.

Most of us need a little extra guidance to ensure a healthy work-life balance, and luckily there are plenty of apps out there to help us keep our priorities in check. Here are few highly-rated apps to keep you sane, active and happy despite a full calendar:

iplaniPlanSuccess (iOS iPad only; $6.99)

iPlanSuccess is much more than your average task-management application. It actually forces you to spread your goals between work life, personal life and social & family life. It asks you to define your values, strengths, and ways you deal with being busy in order to help you set realistic goals. While the $6.99 price tag might seem a little steep, it makes sense since you’re less likely to stop using an app that wasn’t free. A smartphone version would be a nice addition to the app, so that you can keep your progress updated while you’re on the go. Overall, it’s a helpful app that gives you a detailed visual outline of where to direct your focus.

workoutsDaily Workouts (iOS, Android; FREE and $3.99 version)

Daily Workouts is a great app for those of us who don’t have (or make) the time to hit the gym everyday. The app allows you to set your exercise time (10, 15, 20, 25 or 30 minutes) and which area of the body you want to focus on. It shows you exactly how to do each of the exercises and also includes a timer and repetition counter. If you have your own office or don’t mind breaking out a yoga mat in front of your colleagues, this is a great tool to use if you’ve got a spare 15 minutes in between meetings. If you’re an active yogi, check out the Simply Yoga app which substitutes the workouts for yoga positions.

cozi1Cozi Family Organizer (iOS, Android; FREE)

Cozi is the perfect app for to manage family members’ schedules– and to set time aside to spend only with family. You can use Cozi as your main calendar, or link it with your Google calendar so that you can schedule around work and other commitments. It also features to-do lists and shopping lists, which can be split up amongst family members. Cozi is helpful in establishing your work-life balance because it shares your schedule with your family and therefore makes you more accountable for getting things done.

graphWay of Life (iOS; FREE)

One major reason we even start thinking about our work-life balance in the first place is probably because we have gotten into the habit of prioritizing one activity over another. Way of Life is a free app that helps you break bad habits and start forming good ones. The app allows you to plot goals and track whether or not you are meeting them on a daily or weekly basis. Some examples of habits you could implement  range from not staying in the office for longer than nine hours a day to having a family movie night every two weeks.

Self-Control (For Macs Only; FREE)

Self-Control is a free app for Mac that allows you to block access to the internet or certain websites for a specified period of time. In addition to being an effective productivity app, it will help you in your quest to achieve work-life balance by enabling you to block your work email and other work-related sites while you are at home. That’s right– no tracking receipts or managing expense reports at home! Just make sure you are committed to staying off of the restricted sites you choose– once you blacklist them, there is no going back! But, we promise not to tell anyone if you pull out your phone and check email.

What apps or methods do you use to maintain a healthy work-life balance? Share your tips in the comments!

How to Finally (and Permanently) Go Paperless!

A paperless office will not only benefit the environment, it will save you hundreds to thousands of dollars every year in office supplies and prevent millions of potential organizational headaches. Use our comprehensive guide to start your paper-free life!

There’s a reason everyone is scrambling to go paperless. A paperless office will not only benefit the environment, it will save you hundreds to thousands of dollars every year in office supplies and prevent millions of potential organizational headaches.

When you go paperless, you’ll be able to find what you want when you need it, work in a motivating and clutter-free environment, and sync every aspect of your paper-free existence in the cloud.

So where should you start when so many of your current operations include file folders, paper clips, and the CTRL+P function?

First thing’s first. You need to the proper tools.

go-paperlessGet the tools

Receipt Scanners

The biggest hurdle for most small businesses when they attempt to go paperless is the long term buildup of clutter.

Sure, you could stop ordering printer paper today, but that wouldn’t account for the stacks of old invoices collecting dust on your desk, or the jam-packed filing cabinets filled with who-knows-what.

Get your hands on the superhero of scanners, the Fujitsu ScanSnap. Unlike an ordinary scanner, which can be slow as molasses and only scans a single document at a time, the ScanSnap series is designed for mass scanning.

We’re talking up to 25 pages a minute scanned at 200 DPI and digitized into a variety of editable, searchable formats that can be shared and exported in a snap (ha!).

Once scanned, all of your data can be formatted into PDF, Word, Excel documents, you name it! Some of the more robust models have feed trays that hold up to 50 pages of paper at a time, allowing you to leave the scanning to the machine as you go about your day.

Choose from a variety of sizes and styles to suit your office’s needs. If you or your employees are constantly on the go, choose the lightweight Mobile Scanner for business travel. If you find that you have more receipts to scan than full-sized sheets of paper, this travel scanner can handle small receipts as tiny as one inch in length, plus business cards!

Cloud Accounting

Now that we’ve gotten all of that clutter out of the way, it’s time to dig in and really go paperless.

One of the most complicated, time-consuming and potentially paper-wasting areas of your business is your accounts payable and receivable departments.

Happily, with the hordes of cloud-based accounting software out there, it’s easy to streamline every area of your accounting functionality at low or no cost.

Check out our Dino Accounting Series to find the right accounting solution to count your bones!

go-paperlessExpense Trackers

Speaking of being on the go, how are you supposed to go paperless when old-fashioned retailers and restaurants are still handing out paper receipts?

By the time you get back to the office, your wallet or purse is packed with expenses that need to be tracked, and before you know it, you’re back in a clutter-filled abyss of disorganized discontent.

Prevent paper takeover by downloading the Shoeboxed Receipt and Mileage Tracker, which lets you instantly capture and beam paper receipts directly to your account.

Simply snap a photo of the receipt in question, tag it as an expense, and toss that pesky piece of paper in the nearest recycle bin.

If a retailer offers you an emailed receipt, maintain your privacy by giving them your custom Shoeboxed email address. The receipt will automatically appear in your account and be categorized and labeled before you can say “afternoon latte.”

Software

One of the most effective ways to go paperless is to implement cloud-based software programs into every area of your small business.

Think of all of the things you do throughout the day that currently utilize paper. These might include signing contracts, issuing payroll checks, or sending faxes. All of these functions have paperless options that will streamline operations, save trees, and save you money!

HelloSign allows you to sign contracts and other documents without printing, faxing, or scanning a single thing!

When you create your free account, you’ll be able to e-sign whatever you like, send it to others for signing, and track the entire process without ever leaving your laptop.

Since the IRS considers e-signatures legally binding, there’s no reason to sign in ink ever again.

If you have employees, chances are you’re able to offer them direct deposit instead of a paper paycheck. But what about that annoying “This is not a check” stub that still gets issued?

Scrap it right now with ZenPayroll, a cloud-based payroll software system that automatically tracks and pays your State and Federal taxes without killing a single tree.

Instead of being issued a paystub, your employees will enjoy online access to their own personalized account, which includes their payment history and digitized paystubs.

If you’re still required to send a fax now and again, forget the hassle of printing out pages and wrangling cover sheets. HelloFax helps you go paperless by creating digital e-faxes that don’t require a fax machine.

Send and receive faxes via email using the same fax number you’ve always used. If you customer or client has an old school fax machine, they’ll receive your fax as a traditional paper print out.

With all of these incredible tools, it’s clear that going paperless is the most convenient, financially sound option for savvy SMBs. But even with all the technology, how can you break old organizational habits and get the maximum benefits from being paper-free?