Wow! It is so incredible that you have so much information to share.

Thank you so very much

Razzberry

I actually started hunting for a CRM after reading this blog post a few months ago. I found www.karmacrm.com which I signed up to be "invited" to test the software (it's an online app). I like it. I actually suggested your suggestion of having reminders and they added it as a feature. :-) It basically had all the other features you recommend which is why I decided to try it.

Muy interesante lo que escribes, hoy en día ya casi todos usamos smartphones para esta tarea.

I use a CRM called Solve360.
One of the higher end options is Infusionsoft.

Amazing Derek. I have spent that last two hours going thru all your blog posts. I got introduced to you by Will Ferriss, who's also been influencing everyone he knows for the last 20 years. Amazing how some brains can just lead the pack by crafting such amazing ideas. Sorry for rambling man, but finding brains like yours excite me. Peace out!

(In a small voice): Hello Derek,

...I'm not a musician, and I don't need this advice...

I guess I lead a small constricted little life. Oh well, that's me.

Wooww i can't wait to try your own database !

Hey Derek,

I hope this won't sound stupid but is it possible to push your DB software into Github? Would be amazing and maybe other people fork it and implement new ideas.

Kind regards,
Eren

Feedback:

Recently there has been a trend, that may have crested now, of telling people what device you used for your communication. For example, at the end of an e-mail saying, "Sent using my MacBook Air."

I wonder if it might feel better for some data users, especially if you still "remember" their dog's name after several years, to say sent using my data base.

Very good insight Derek. I had learned on Windows 97 Microsoft Access, back when I was going to school out in Phoenix, AZ to get my business degree. I'm definitely in for checking out your database software, if it's open source, whenever you get it done. Right now I use Open Office on my laptop to get work done!!!:-0~

You know, I have tried using a personal CRM time and time again and the software never felt right. I’ve outright hated some of them... too binding. Even using airtable, which is one of the best pieces of software to create flexible DBs, didn’t feel right.

After 10 years of networking, I’ve never used a system, outside of email and remembering people. That has worked so far. Maybe as I grow my business, I’ll change my mind. But we will see.

I went through a bit of a search for something like this when I was trying to coordinate a book tour.
I'll check out Monica and Highrise, but I wish I could field a bunch of emails and tag each one with a street address and a date/time as it comes in, then click through to a calendar or map and they're all there. Click on one of the destinations on the map / appointments on the calendar and it takes you back to the conversation.
I couldn't find anything existing like this, but it might be out there.

Always good Derek!
Signed,
Figuring it out...

Hey guys! I think Airtable could be considered, they have large free version intuitive and fun to use. JM

Totally agree! I would love to know when your version is out and available.

Years ago I got Charlie Cheney's Band Manager date base, which he constructed using FileMaker. It works, has most all the features you recommend. However he hasn't supported it for quite a while now and it would be a prudent thing for me to move into something new.

Absolutely need a database to be successful.

Also, some kind of an auto reminder to let you know when to reach out (seasonal, birthday, don't need anything right now but check back in 3 months, etc.)

Any recommendations on the auto reminders within the database?

Yay! I’m doing something right!

Kinda hope I’m in your database ?

First question! Is your data base programming ready to be shared? haha
Smart. This is very smart. Something I know I should be doing more of. Solid article. Great Take away's.

Wow, what a coincidence.
It just so happens that I started learning back end web development like a week ago and I was already thinking about all the possibilities I have now that I know about databases.
I'm considering maintaining my own email list so I don't have to rely on an email service provider, most of which charge at least 30 bucks a month even when your following doesn't excede the single digits. Like... what?

Wondering why the price for such a seemingly trivial service is so high, I searched around a little and found a bunch of resources saying it is a bad idea to do it yourself, since they make sure your domain doesn't get blacklisted and help you market yourself with all these very useful metrics and yada yada yada.

However, it looks like you manage your email list yourself too, right Derek?
That gives me some confidence to actually try it on my own. I don't need excessive marketing opimization, and if I did I could still collect the metrics that are relevant to me myself.
The only thing I'm worried about is the blacklisting, since I've read that a few recipients marking you as spam can be enough to get you there, and I don't want my domain to get blacklisted... *sigh*

Even though I don't meet many new people at this time of my life, I guess it still makes sense to have a system like the one you suggest in place before it is needed.
So I'll definitely implement that one!

Another thing that databases might be cool for is tracking recipes! So you can filter them for the ingredients you still have at home, or for the ones certain guests don't like, or for the ones you have a sudden craving for and so on.
Or maybe a database for book notes... The possibilities really are endless, I'm so excited!

Anyway, thank you very much for reading, Derek! (Did you?) I love the idea of inviting people to send you an email just to introduce themselves. That's also something I'm gonna have to try.
I haven't gotten round to introducing myself to you yet, since I recently spend like 80% of my waking time with learning web dev. But you'll hear from me very soon, I promise!

Until then, take care and stay as awesome as you are!

So long
James

FINALLY!!!! Dammit Derek, how do you keep continuously putting out the most important, simple and never talked about concepts!. Musicians artists definitely need to take more ownership of their customers, what better way than good ol' human-like email automation. Thanks again dude.

Derek, you could be to databases what Matt Mullenweg is to the narrower field of bloging. Looking forward to you releasing it.

Hi Derek,
Great articles, thanks. Pls keep writting them and helping us in our music business adventure.

Yes pls share your database software.

Thank you
Antonio Martinez
Ten Confianza

Hi, Derek, is your database ready yet? I'd love to try it! Thanks so much ...Jools

You have such a fabulous fan base, Derek. I find I have nothing to add. However, I did want to thank Sean for comments #6 and #9 which made me laugh out loud - great way to end my day!!
Sean Crawford is amazing. If you go through my entire blog, over 300 posts, he has left a thoughtful comment on almost every single one. — Derek

Hey Derek,

Just wondering if the database software you mentioned is ready and available for download.

Thanks,
It's free at code.sive.rs if you're motivated enough to figure out how to install it. But I won't have the time to make it easy for others to install and use it until at least 2019. Sorry! — Derek

Hi Derek!

Hope all is well , wherever you have settled! I love all of these articles! You are spot on!!

Sooooooo, May I please use your software for the data base project I’ve decided to put together? It’s amazing timing because I just enlisted a woman to help me do exactly this necessary task, but I had no idea of where to start!

Ok, now onto the last article…

Cheers

Alyssa

In response to your comment, Derek - I had already been struck by Sean's comments on your various blogs. In fact, meaning no disrespect to anyone else, I tend to rapidly scroll down to see what he might have said. A thoughtful person. I liked his piece about being a nerd and small talk.

But to get back to you, I do like how you're writing your book.

I'd be interested in your database as well. The marketplace is enormous and having a trusted voice as a guide is useful. Thank you!

Thanks Derek. We tend to get caught up in quantity of emails and forget about the personal touches you noted in the article, great advice. keep me posted on the data base system you are working on also, thanks again

I´m a bit surprised reading your excellent article about the importance of having your own website and then not applying the same advice to databases which can contain very private information. I would NEVER use a database hosted by a company.
Instead I wrote my own. If you happen to use a Mac, check it out at http://eaglesoft.de/eagle/eagledata.html
It´s free, easy to use and if you no longer want to use it for whatever reason, it is very easy to get your data out in a format that can easily be imported into another database (a feature that I would look for in any database).
It can´t send mails though.

Greetings from Germany,
Bernd

Great advice!

Thumbs-up from a long-time Highrise user:
https://m.signalvnoise.com/organizing-households-with-highrise-f4028cff713e

To Zohreh at #'s 25 and 28:

I like how you are polite like me, saying "no disrespect etc." ...because sometimes it takes courage to be polite—and ain't that a weird fact?

Thank you for your kind attention. If only my mother were still alive I could run home and tell her. (I try not to take positive feedback for granted)

You have given me encouragement to be more funny on my essay blog, which is ( Let me grit my teeth and advertise myself) at essaysbysean.blogspot.com As Derek would say: If you go there, feel free to say hello.

Advice needed - You recommend using a database - I have over 2,000 contacts - Excel works very well for me. What do you think would be the best business reasons to switch to something like MySQL or similar?

Derek,

Thanks for this. I know a bunch of people who could benefit from a simple database, including myself.

I have a friend who keeps great records, after each jam session he makes a record of who attended, date, time, tunes played etc.....he probably has a data base...thanks, charley

I used to program my databases (FileMaker) too, especially solutions that weren't available. For a CRM I can also recommend Insightly. I use it in my business to keep track of all communications and quotes I had submitted to prospects

Derek
I believe in the power of the Rolodex but didn’t know how to use it in a 21 Century way. I do now. Thank you.

Derek- generally good advice about a database, but unfortunately in our day and age it would be a full-time job just keeping it current. People move, change mobile phone #'s, change email addresses ALL THE TIME.

The days of a 'Electronic Rolodex' are gone my friend....

People have become transient and ever-changing their locations, interests etc.

Good idea but not realistic in the 21st century.

Great article! I work with a lot of creatives in various fields and any tips they can easily implement to organize important data is invaluable.

Oh man, I've spent so much time researching CRM applications to find the "PERFECT" system. Eventually I realized just about any of them will work.

Great advice regarding some of the elements - a good tag/keyword system to sort the contacts and a way to track your contact history (calls, visits, emails).

I will caution, however. I know someone who 'deliberately' mentions details he's captured in his system - it comes across as phony and rehearsed. Anyway, there's a balance here. Good to take an interest in the people in your database - but remember they're HUMAN BEINGS, not binary code :)

Okay, i feel the need to follow up here. So I just started a Patreon page for my cryptocurrency content, and there's this one guy I talked with a few weeks ago that I knew would be a great supporter. I remembered this guy, but couldn't think of his name.

But no problem! I'll just go through my calendar and find his name. And I did... after scrolling through 10 weeks of contacts where I couldn't remember half of the discussions I had, or the names of people.

Maybe I should revisit this subject.
Ha! Great example. We usually don't know we need something until we've felt the pain of not having it. — Derek

Do you currently have the data base tool available? The one that would be alternative to Monica and Highrise

Thanks for the great info

Hey Derek, I sent you an email a long while back after hearing an interview with you on Tim Ferriss' podcast, and to my amazement, you replied within maybe a week. That personal touch is outstanding. I will always remember that.

Concerning this post, I've been tossing around the idea of building my own database for a few years now. My concept is to easily capture a variety of data for myself daily on my mobile device, a blend of fitness and health type measurements, certain behaviors, finances, major events - and have those inputs automatically time/date stamped and stored so that I can auto-generate graphics to visualize some of the data, sort and call the data later or even apply other mathematical transformations to certain types of data inputs - look for averages or max and mins, trends over time. Right now I manually input data like this into a variety of spreadsheets and its a bit more time-intensive than I prefer it to be. Trying to streamline the process.

I don't exactly know where to begin though. I have an extremely basic knowledge of Java, Ruby, CSS, and I've never created anything of the sort before.

Is this anything like what you've created already? Do you have recommended resources to point me in the right direction?

? very useful info here, I wish I’d started doing this years ago. Thanks.

Derek -
First a thank you for creating such a user-friendly website that is at the same time an interesting maze one can enjoyably get lost in.
Second, an apology for using your comment box as a proxy.
I was pleased that Sean so shyly shared the url (am I using the term correctly?) to his essays. I went to say “hello” but am currently lost in the blogosphere. So until I figure my way through it......
Hello, Sean. Enjoyed your post today☺

I use cvs files with Thunderbird and an Addon called Mail Merge. It has limitations, has variables, which can make the email more organic or/and functional. Thanks, k

Agree. In addition to performing I teach music. I never really thought of it as a career, and now I have hundreds of students and no database. This is a HUGE asset and I have even though I have everyone's email etc, I can feel the value of setting up a real database. Like just doing it is a way of me saying how much I value them and that they pay me to spend time on their music. What a huge compliment. I want to return the compliment by saying, "You mean so much to me that I am going to create a database on you with all your info and everything we have studied". Just writing it all down releases a kind of power, I think.

Since nobody has mentioned it yet, I'll say that if you use gmail and an android phone, then Google Contacts works really well. It syncs across devices and is easily searchable and has fields for notes, birthdays, names, phone numbers, everything you could need. It allows exporting to a CSV, so if google one day kills Contacts, then you can import your database to whatever other service or software you prefer.

I wrote a note to myself earlier this week that I REALLY needed to get something like this (I've been meaning to do it for the last 6 months..).

But I've never found anything simple that would meet my needs. Thank you for this article, I think Monica will fit my needs perfectly.

If you're looking for a simple but effective database solution, check out Cloze.com. It connects to and pulls in info from lots of different systems and has been a gamechanger for me personally and professionally.

I have no affiliation with the company. Just a happy user.
Wow! Thanks for telling me about this. Trying it now and it's amazing. Adding it to the article. — Derek

very timely. thanks derek!
cheers!
sean

WOW More shit (Stuff) I didn't know. Thanks. Excellent

Great stuff Derek!

Really interested to see what your software looks like. I think the biggest deterrent for most people when it comes to Personal CRMs is the actual time investment it takes to keep them up to date - there's a tremendous amount of effort involved in staying on top of a large network of contacts.

I think guys like Cloze do a good job of aggregating all of your channels of communication to make it a bit easier, but they're still an external workflow that you have to make a habit of. And for professional relationship management I'd argue that you don't need that extreme level of complexity (for most of us these aren't people you're selling, they're contacts).

That's why we built our Personal CRM (https://followup.cc/followup-personal-crm) in Gmail - so you can manage relationships as you interact with them as you normally would. As you mentioned, email is already similar to the DB you're describing. All that's missing is the ability to write notes, tags, detailed contact info, and next steps, which we include in our Gmail sidebar. That, along enriched contact data, reminders, and "followups" which allow you to set how often you should to stay in touch with specific contacts make up our product today.

Would love to get your thoughts on the product if you're open to testing it out.

Excellent advice.

Hi Derek,

You responded to my email before regarding developing software and it was so helpful. I have sent many people to your blog because you rock!

Is the database available? I have searched for something to use and have been trying contactually and looked at the above but I'm sure yours is better.

I'd love to check it out.

Stay Free,

Nash
Thanks! See comment # 26 — Derek

Basically, you're saying that one should create a personal "CRM" but instead of customers, contacts.
Yep! — Derek

Thanks Derek for writing impactful messages in such short articles. I want to learn how to do it like you, you've developed the art of writing concisely and impactfully to such a high level.

Please let me know if you're teaching a course on this.

As for the DB, I just checked it out in your code website and it's way too complicated for me to understand so I will take your suggestion and use the ones you recommended. But in a few years when you've made yours way easier to use please let me know. Thanks...

Derek,

Fantastic! Thanks for the links and this is so important and needed! You can't be too organized in keeping track of everything you do to manage your music and activities. I happen to have 10 spreadsheets and word documents, organized favorites of websites, todo lists, activity book and it still doesn't seem to be enough. Having a real DB to keep it all together is so helpful. The business world, sales, administrative, etc. all rely on them and they are great tools.

Hey Derek,

Just wondering if your database software is available?

Thanks in advance,

Tim

I have long tracked people and interactions using Outlook's contacts, email, and journal feature. The journal creates a timestamped record that I use to track interactions, which can be associated with contacts and events.

Lately though, I've realized that I want to send email campaigns and drip sequences, both for business and even personal contacts.

So I've found Active Campaign. What I like about it is that it is an emailing system that also has a CRM module. In the CRM module, I can create pipelines with "deals" (a deal has one or many contacts associated with it.) Then I can add notes, emails, etc that are associated with either a contact, or a deal.

What I really like about the CRM is that it is visual. It uses a Kanban-style interface, where you drag and drop deals from one stage to another.

For example, I'm hosting a fundraiser soon, and I set up a deal pipeline of guests, showing the stages they are in of invited, responded, pledged money, etc. It really helps me to see this all visually.

I use tags to attach various modifiers to the contacts, and you can then trigger all kinds of actions, mostly emails, based on the tags and various logic.

I think there are plenty of other email systems, and plenty of CRM systems, but I have not seen anyone combine email and CRM in an appealing way like this. (People tell me Infusionsoft is unappealingly complex.)

I am a little concerned about proprietary lock-in. One thing I have always appreciated about Google is that you can export your data from takeout.google.com. Not so clear if/how Active Campaign will export.

So I've started tracking everyone of importance to me in Active Campaign. You do have to have an email address for them. That is the fundamental unit of analysis. Email of course is valuable as an identifier on an open/standardized system. Easy to keep updated as people change their emails. Especially if you get their "best" or long-term personal email.

Thank you Derek, I am grateful for this post. For years I used ACT Contact Manager. I continued to run it on the old Mac OS 9 until 2010. Then my computer was stolen and the back up I had was corrupted. Everything has changed in the last eight years, but I still miss the simplicity, adaptability and customization options that I had with ACT. It was my central hub for everything I did. Since that time so much has become fragmented - MailChimp is not a database, anymore than my calendar or e-mail is. And yes, I end up sometimes going back to search calendars, e-mails sent and text message threads, manually attempting to reconstruct what I would have had been able to access in a moment with ACT.
Yeah! I used to use ACT! too. — Derek

Derek, thank you for all the brilliant content you offer. What is the database you use? I recently opened a fitness studio and would like to send out a weekly newsletter. Which do you recommend?

Daniel
See PostgreSQL and code.sive.rs — Derek

Hey Derek

I am so loving the new book content so on point for musicians - you mention you programmed your own dbase for keeping contacts is it available as your stuff rocks

Hi Derek,

Hope you've been well!

Just re-visiting some of your amazing articles and I was wondering if your recommendations for these data base's are still up to date?

I'm hoping to build a little data base within my network, to send out books and articles that inspire me.

Kind Regards,

Ben Meredith
(Perth, Western Australia)
Yes, Very up-to-date, and should be for a few years. If anyone finds any of these companies have changed, please email me. — Derek

Hi Derek

Loved your post about the people database. You mentioned that you're about to release your own db? Let me know if that has already happened.

Thanks and keep up your good work
Daniel
See https://code.sive.rs/ — Derek

As of August 20th 2018 you can no longer sign up for Highrise.
Wow! Thanks for telling me! Removing it now. — Derek

I created a very rough lightweight app called Gardens (gardenshq.com), centered around saving gifts online. You may find it helpful! Very barebones contact manager (address, notes, birthday), gift saver, and gift list creator, and 2-week birthday reminder.

Helps me save items while I shop and never miss birthdays. =)

Hello Derek,

I'm Marvin, an Economics Student who lives in Switzerland. I just read your post about Database. And I wanted to know if you already shared the database you programmed?
Thank you in advance

Best regards. Marvin
See code.sive.rs — Derek

Do you have your own database running locally, and back it up to some external device constantly? What's your backup policy?
I have a hosted server running my database, and it backs up to two different continents constantly. I download a copy of it to my home computer every day too. — Derek

Hi Derek,
You referred to this info in the comments section of your Music Experiments podcast of today.
Could I be lucky enough to discover that your database software is now available?!
Looking forward to your reply....and thank you for very inspiring podcasts.
I have many an anecdote about music and it’s healing powers from direct experience of teaching and recording. I wonder what stops me from doing my own podcast??!
Melissa
No, mine might not be ready for years if ever. It's best to use Monica. — Derek

This is such an exciting concept! Did you ever finish this database software to where you can now share? I'd love to try it!

I would love to use your software when it becomes available! How can I find when it will be out?
Get on my private email list, and I'll let you know when it is. — Derek

Hi Derek,

Love all your content. I have been reading & listening to your ideas a lot recently. Really helpful for formulating my own thinking. Thanks.

Also wondering if you shared your database software ? I am looking at setting up my own database now. Would be great to check out your database version.

Hey take care.

Sarah
Not yet. I'll update this page when I do. — Derek

What do y'all think of Dunbar's number in relation to having a database? Do you think a tribe can extend more than 150 people?

Thank you for this article and https://sive.rs/hundreds. It's very useful!

I'm curious about your database, but the repository https://code.sive.rs/ is empty.

If anyone looks for a simple app to regularly keep in touch. I made this as a side project:

https://amicu.app

Kai

One quick way to create a database like this is to create a Form in Google Drive. Create form fields with Name, Phone Number, Address, Notes, Date we met, etc. Then in the Responses tab, select Create Spreadsheet. Then each time you fill out the form for a new contact, each response item gets put into the right column on the spreadsheet, with a time-stamp. Bookmark the link to the form for easy access each time you want to add a person.

I use an a program called Treeline. You can create your own records for whatever type you are looking for. Family, friends, Books, articles. Can put pictures from articles, (not as convenient as it could be), pictures of family/friends, cartoons etc.

I keep track of articles I like, humor, words I want to remember.

Thanks for the interesting and informative articles.

John
Interesting. I hadn't heard of it. Here's the link to Treeline if anyone wants to try it. — Derek

We love you, Derek but it’s been 12 years since you first espoused the importance of a db for maintaining relationships.
You write and share info to be useful to your fans and the world.
Would it take more than 20-40 hrs to make your db available?
At a time when a fractured world could use a reliable, online, platform agnostic db to maintain a db of relationships, we could really use it NOW.
Cloze has limited reliability, ui elegance, and customer support.
Tree line is limited and not supported for Mac.

Perhaps you could delegate the necessary tasks to complete your db idea?

Hell, if you’re already using your database for the last decade, how hard can it be to port the necessary code to a template or platform for others to use?

You Steven Pressfield books, going pro and do the work. Those books talk about resisting resistance and SHIPPING. Well, it’s been over a decade, let’s ship already.

(This comment is intended as a polite nudge; not a kick in the ass)
Yes it would take about 20-40 hours, but finishing my next book is my only priority now. I will do the work to make my database software public after I finish “HOW TO LIVE”. — Derek

you are a cool dude. I read your book so long ago and has helped me in all my businesses, especially the one with 500k clients. Your tip about emails is in the minds of my support and product people. Thanks!

Hi Derek,

I started my own 'Personal CRM (Customer Relation Management)' a few months ago using Notion and it's been great! Along with Personal CRM, I also started documenting pretty much everything in my life on Notion. It's like I am a cyborg whose part of brain is online cloud service and am excited about the long term benefit in making this database.

However, I feel like I've been spending so much time on documenting that I have less time on spending time on activities that actually make my life. I guess: A, I can find an automated/efficient way to input the data? B: Give up on documenting some of the less important stuff and find the nice balance on this.

Hi Derek,

I must admit that I'm having a hard time with this "database" concept. I know it is powerful and useful but at the same time most products seem to be based on selling to people. I just need something to keep me up to date with people.

I feel like I'm not clicking with the concept but at the same time I can see it's powerful.

Is there some kind of founding text about "crms" that I'm somehow missing?
It's just a tool you can use however you want. Don't worry what other people do with it. Do it better — Derek

Hi Derek,

Are you sharing your database yet? Just read about it :)

Gil ❤??????
Not yet. I'll update this site when I do. — Derek

I would like to try it out when your own database software is ready.
Thanks!!!

After a short email exchange with Derek, I'm posting a comment here regarding our Personal CRM:

https://nat.app/

We have spent the past three years building such a personal relationship database. Unlike Monica, we've tried to keep stuff super simple without compromising on features :)

A few things I'm super proud of about our app:

- We sync with Gmail / GCal. This means there is a lot of information our app will automatically import about your contacts that you don't need to type in yourself.

- The app nudges you to stay in touch (based on your data, if there is someone you're losing touch with, the app will notify you!)

- You will receive an email after every meeting asking you to take a few notes about the person you just met. This is a nice way to easily build up your database of notes about contacts

Feel free to reach out ([email protected]) if you have any questions or try the app ☺

Thanks Derek!