Economic Developer
Municipal Planner
Landscape Architect
EDP Best Practices, LLC
(817) 992-6156

Contacts Database

Prepare an Access-based database that can be used to manage all contacts, communication records, follow-ups and necessary group lists

Problem Identification

  • There is no summary of contacts easily accessed and maintained by all employees
  • Updated information must be made on several lists
  • Excel is used to maintain a contacts list
  • There is no easy way to group contacts for multiple purposes or email lists

Service Goals

  • Identify the information desired to maintain for Agency contacts [see Example Questions]
  • Establish a data entry form allowing entry of all data
  • Existing excel data can be imported into the new database
  • Establish desired query / email groups


  • An Access database capable of compiling, searching, updating and group querying contacts critical to the Agency
  • A summary of actions to do and not to do to maintain the database

Example Questions to Establish Criteria

  • Beyond the following: Name, title, agency, wk phone, cell phone, email, website, address; what additional data would you like to keep for your GENERAL CONTACTS?
  • What GROUPS do you work with that you would like to communicate more efficiently with? [e.g. Board, City Council, Brokers, Developers, Site Consultants]
  • What EVENTS do you hold that you would like to invite selected people to? [e.g. Holiday Open House, Mayor’s luncheon, Developer Roundtable]
  • What COMMUNICATIONS do you use regularly that you would like to send to selected people? [e.g. Newsletter, Holiday Card, News Releases]
  • What MARKETING MATERIALS do you want to know whether or not you have sent to selected people? [e.g. Sales Flyer, Fast Facts, Project Announcements]
  • What PROMOTIONAL ITEMS do you want to know whether or not you have given to selected people? [e.g. Umbrellas, Coffee Mug, Golf Bag]
  • Related to PROSPECTS, what information would you like to keep? [Personal likes/dislikes, number of jobs, investment, last contact date]

Service Profile

  • Contact us for a one-page Service Profile.