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Collaboration & Projects ⏱️ 5 min read Beginner

Using Contacts to Strengthen Relationships and Automate Follow-Ups

Transform your task manager into a personal and professional relationship engine with event tracking and auto-tasks.

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KEY TAKEAWAY
Most productivity systems ignore the human dimension of work. Tasks don't exist in a vacuum—they happen with and for other people. DoneIsGood’s integrated Contacts CRM turns passive address books into active relationship nurturers with automated event tracking and follow-up tasks. Maintain your professional network and never miss your follow-up commitments.

1. The Why: The Tragedy of the Forgotten Connection

In both personal life and career advancement, consistency in relationships determines outcomes:

  • You meet an exceptional mentor or prospective client at a conference, intend to stay in touch, but three months slip by without contact.
  • A client mentions their product launch is next Thursday, but you forget to check in, missing a prime opportunity to demonstrate value.
  • Important milestones—birthdays, contract renewals, quarterly check-ins—are scattered across address books or social media notifications.

Stand-alone enterprise CRMs (like Salesforce or HubSpot) are too heavy for personal networking or boutique consulting, while phone contacts are static and forgetful.

DoneIsGood embeds relationship management directly into your daily task and matrix workflow.

2. The DoneIsGood Blueprint: The Relationship Loop

1. Contact Records
👤 Contact Profile & Details
Name, direct phone, email, company, past conversation context, and custom tags.
▼ Track Important Milestones
2. Event Triggers
📅 Key Events & Recurring Dates
Contract anniversaries, quarterly relationship hygiene check-ins, and milestones.
▼ Auto-Schedules Outreach
3. Immediate Action
⚡ Auto-Generated Follow-Up Tasks
Spawns directly into your Eisenhower Matrix with contact phone and notes embedded.

3. Step-by-Step How-To in DoneIsGood

Step 1: Add or Import Contacts

  1. Open the Contacts view from the navigation bar.
  2. Manual Entry: Click Add Contact to input name, email, phone, company, and personal notes.
  3. Bulk Import: Click Import CSV to bring in contacts from Google Contacts, LinkedIn, or your previous CRM in seconds (see Pro Tips below for complete instructions on downloading, pruning, and importing LinkedIn contacts).

Step 2: Add Special Dates & Custom Reminders

Keep track of important personal and business milestones that require timely attention:

  1. In the contact’s card, find the Special Dates & Reminders section.
  2. Click Add Reminder (or pick a quick suggestion like 🎂 Birthday, 📄 Contract Renewal, or 📋 Annual Review).
  3. Set the date and recurrence interval:
    • Annually (every year): Perfect for birthdays and contract anniversaries.
    • 6-Monthly / Semi-Annually: Great for mid-year vendor evaluations.
    • Quarterly (every 3 months): Ideal for recurring stakeholder check-ins.
    • One-off: For specific non-recurring milestones.
  4. DoneIsGood automatically alerts you on the due date via your configured contact reminder channels (in-app, push, and email), advancing recurring dates automatically year after year.

Step 3: Log Interactions & Create 1-Step Follow-Up Tasks

Never drop the ball after a phone call, meeting, or email exchange. Logging contact history and creating action items is a seamless, one-step process:

  1. Under the Contact History section, click Add Event.
  2. Select the medium (e.g. 🤝 Meeting, 📞 Phone, 📧 Email, 💼 LinkedIn, 🎥 Video Call).
  3. Enter your meeting notes or key discussion points (you can paste email content for quick reference).
  4. In the Follow-up Action field, type your next action item (e.g., "Send updated proposal by Friday"). If you have multiple follow-ups, click + Add another.
  5. The option Also create follow-up as a Task in Matrix (Q2) upon saving is enabled by default.
  6. Click Save Interaction & Create Task (or press Enter):
    • The interaction is immediately saved to the contact’s history in Firestore.
    • DoneIsGood instantly opens the Create Follow-up Task dialog pre-configured for Quadrant 2 (Schedule).
    • Choose your target matrix, optionally pick a scheduled date/time (with quick shortcuts like Tomorrow (+1d), In 3 Days (+3d), In 1 Week (+1w), or Next Mon), and click Add Task.
    • The task is created with a bidirectional link back to the contact, complete with contact details and interaction notes embedded in the description.
    • Tip: For past events in your contact history, you can click the [Task] button on any follow-up item in the timeline to create a matrix task at any time.

Step 4: Share Contacts with Team Collaborators

If you are on a Pro or Enterprise plan and working within a shared matrix or corporate workgroup:

  • Toggle Share Contact on key client or vendor records.
  • Team members collaborating on that project can see the contact's details, past interaction logs, and assigned follow-up items.

4. Pro Tips & Power Workflows

  • Bulk Import from LinkedIn & CSV: You can import your professional network directly into DoneIsGood using the Import CSV utility. LinkedIn allows you to download your connection archive as a CSV file. From this file, you can easily open your spreadsheet and delete the contacts you don't need in DoneIsGood before importing. The import utility will attempt to allocate the columns to their correct places in DoneIsGood (automatically matching First Name, Last Name, Company, Position / Title, Email Address, Phone, Website / Profile URL, and Connection Date into notes) and allows you to adjust mappings or set default contact frequencies before saving.

    Steps to Download Your Data from LinkedIn:

    1. Click the Me icon at the top of your LinkedIn homepage.
    2. Select Settings & Privacy from the dropdown menu.
    3. Click Data privacy on the left-hand menu.
    4. Under the How LinkedIn uses your data section, click Get a copy of your data (or Download your data).
    5. Choose the specific data you want (such as Connections), or select the larger data archive for connections, messages, and account history.
    6. Click Request archive.
    7. LinkedIn will send an email to your primary address with a link to download your files when they are ready.

    Tip: Once downloaded, open Connections.csv in Excel or Google Sheets, delete any contacts you do not need, and upload it via Import CSV in DoneIsGood. The import utility automatically skips any introductory notes at the top of raw LinkedIn files and detects your columns.

  • The 90-Day Relationship Hygiene: Set a recurring quarterly event for your top 20 professional contacts: "Send thoughtful check-in or relevant industry article". This ensures you nurture relationships when you don't need anything, so trust is established when you do.

  • Save LinkedIn Profile URL to your contact. This allows you to view their profile at a glance by clicking the URL in their contact details.

  • Quick Dial on Mobile: On iOS or Android (via PWA), tapping a contact's phone number or email triggers your native dialer or mail client instantly.

5. Common Anti-Patterns to Avoid

  • Dumping 2,000 Unvetted Contacts: A bloated contact list becomes useless noise. Focus on high-signal relationships: active clients, trusted collaborators, close mentors, and key prospects.
  • Failing to Log Context Immediately: After a meeting or call, take 30 seconds to jot down 1 bullet point (e.g., "Son starting college in August") in their notes. It will make your next outreach genuinely personal and memorable.

Put This Into Practice

Master your workflow with the Eisenhower Matrix and personal AI coaching in DoneIsGood.

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