Problem: One business database containing standard contact data as well as fields with custom client information (project notes and a way to track contact with clients and sub-contractors). Two business partners in different locations each need access to the database. They also need the ability to send e-mails to selected contacts (for example, to create a list of clients in a specific zip code or geographic area). They also want to produce reports from the data using certain criteria, such as sub-contractors by specialty.

 Options considered:

1. Client’s existing website. Host the database on the client’s website, allowing for login and query capabilities. The database would reside on the website’s server. The cost to set this up through their website host ranges from $200 to $850, depending on the number of controls put in place.
2. Googledocs. Host the database on Googledocs. The database would be available to both partners to access and edit, but there would be no check in place to prevent both partners from making changes at the same time. In order to send out e-mails to contacts, the list would have to be downloaded from Googledocs and uploaded to an e-mail program. There would be no cost involved in this option.
3. Vertical Response. Store the database on an e-mail distribution website such as VerticalResponse.com. In addition to being able to create sub-lists based on certain criteria, this option allows both partners full access to the database. There are no costs associated with storing the database. The only costs occur when e-mails are sent out, but these costs are nominal.

Solution: The VerticalResponse.com option is clearly the most appropriate and cost effective solution for this problem. Both partners can access and update the database independently as needed without creating a conflict. Each partner also has the ability to segment mailing lists (i.e. create a list of sub-contractors in a specific geographic location) and create custom e-mail distribution lists.

Vertical Response also allows for the distribution of newsletters. A newsletter sign-up box can be added to the client’s website so that website visitors may opt to receive newsletters, and this contact information goes directly into the contact database on Vertical Response. No re-keying of data is necessary saving time and money.

It is also possible to add a newsletter sign-up box to a Facebook fan page, thereby leveraging your social media presence and increasing your exposure to potential clients.

Sue Boedeker
Valley Virtual Assistance
www.valley-virtual-assistance.com