BNI 803: Business Matters 117 - What Do I Do With All These Business Cards?

Summary

Podcast Summary: BNI 803: Business Matters 117 - What Do I Do With All These Business Cards?

Podcast Information:

• Title: BNI 803: Business Matters 117 - What Do I Do With All These Business Cards?
• Host: Tim Roberts
• Release Date: April 2, 2025
• Description: This episode of the BNI podcast, titled "Business Matters 117 - What Do I Do With All These Business Cards?", delves into effective strategies for managing and utilizing business cards collected through networking events, conferences, and other professional gatherings. Hosts Tim Roberts and Michael Martin share their experiences, best practices, and actionable tips to help listeners maximize the value of their business card collections.

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Introduction and Context

The episode kicks off with Tim Roberts and Michael Martin discussing the unpredictability of spring weather and upcoming events. Tim mentions his attendance at PNI's national conference and hints at potential future collaborations, such as conducting on-site podcast interviews. This casual conversation sets the stage for the episode's primary focus: optimizing the use of accumulated business cards.

Listener Question and Topic Introduction

Tim introduces the main topic by presenting a listener's question from Chris in Weston, Florida:

"I've been a BNI member for 11 months and have accumulated a few piles of business cards that just sit on my desk. Can you share your process for making the most of each one and keeping them organized?"
– Chris, Weston, FL [Timestamp: 02:58]

This question serves as the foundation for the episode's exploration into effective business card management.

The Evolution of Business Card Usage

Both hosts discuss how technological advancements, such as the BNI Connect app, have transformed traditional business card exchanges. Tim highlights that while digital tools facilitate instant connections and referrals, physical business cards still hold significant value for personal interaction and tangible reminders of professional relationships.

Tim Roberts:
"In the past, you used to carry a business card book, but now with apps like BNI Connect, you can pass referrals directly through your phone."
[Timestamp: 03:36]

Strategies for Managing Business Cards

1. Immediate Engagement

Michael emphasizes the importance of immediate action post-networking events:

Michael Martin:
"Every night at the end of a trade show, I would draft emails to follow up with contacts. This ensures timely engagement and keeps the connections fresh."
[Timestamp: 05:45]

2. Personalizing Connections

Both hosts advocate for personalizing each business card by adding notes that capture the essence of conversations. This practice not only aids memory but also enhances the warmth of follow-up communications.

Michael Martin:
"I always make a little note on the card about what we talked about. It helps both of us remember the conversation when I follow up."
[Timestamp: 04:30]

Tim Roberts:
"Ask memorable questions during your conversations to stand out, then reference those points in your follow-ups."
[Timestamp: 08:00]

3. Organizing for Priority

Tim and Michael discuss categorizing business cards based on priority levels, such as immediate follow-up, long-term relationships, and general references. This method ensures that no valuable connection is overlooked.

Michael Martin:
"Sort the cards by industry or priority, and have specific piles like immediate follow-up and long-term relationships."
[Timestamp: 05:00]

Common Pitfalls and What to Avoid

1. Letting Cards Pile Up Unmanaged

A significant mistake many make is allowing business cards to accumulate without any organization, rendering them ineffective.

Tim Roberts:
"The big mistake is letting your business cards just sit in a pile or drawer without taking action."
[Timestamp: 04:00]

2. Generic Follow-Ups

Sending generic or impersonal follow-up messages can damage potential relationships. Both hosts stress the importance of specificity and personalization in communication.

Michael Martin:
"A follow-up should be specific to your conversation, not just a generic 'nice to meet you' email."
[Timestamp: 13:24]

3. Delayed Response

Delaying follow-ups can cause the initial connection to fade, reducing the chances of building a meaningful relationship.

Tim Roberts:
"Follow up within 24 to 48 hours to keep the connection alive and show that you value the interaction."
[Timestamp: 16:43]

Best Practices for Maximizing Business Card Value

1. Utilize Digital Tools

Incorporate apps and digital Rolodex systems to streamline the organization and retrieval of contact information.

Michael Martin:
"Use apps to scan and organize your business cards digitally, making it easier to access and manage your contacts."
[Timestamp: 15:52]

2. Immediate Note-Taking

Write down key points of your conversation on the business card immediately after meeting. This practice enhances recall and personalizes future interactions.

Michael Martin:
"After each conversation, jot down a few bullet points on the card about what you discussed."
[Timestamp: 04:30]

3. Structured Follow-Up System

Develop a consistent system for following up, whether through emails, phone calls, or in-person meetings. Prioritize follow-ups based on the connection's potential value.

Tim Roberts:
"Have a clear follow-up plan for each contact, tailored to the specific nature of your conversation."
[Timestamp: 12:00]

4. Maintain Ongoing Organization

Regularly update and review your business card collection to keep it manageable and ensure that no opportunities are missed.

Michael Martin:
"Continuously sort and categorize your cards to maintain an organized system that evolves with your networking activities."
[Timestamp: 17:00]

Real-World Examples and Anecdotes

Both hosts share personal anecdotes to illustrate effective business card management. Michael recounts observing Jeff Eisenberg, who meticulously took notes during conversations, making each interaction memorable and effective.

Michael Martin:
"Jeff Eisenberg would write down everything you said on a slip of paper and follow up with detailed, thoughtful communication. It made a lasting impression."
[Timestamp: 11:05]

Closing Thoughts and Encouragement

Tim and Michael reiterate the importance of proactive engagement and personalized communication in leveraging business cards for professional growth. They encourage listeners to implement the discussed strategies to transform their business card collections from cluttered piles into valuable networking assets.

Tim Roberts:
"Follow up quickly, be specific, and personalize your interactions. Your business cards shouldn't just collect dust; they should open doors to meaningful relationships."
[Timestamp: 19:56]

Michael Martin:
"Take the time to organize and engage with your contacts. It’s worth the effort to build strong, lasting professional relationships."
[Timestamp: 19:56]

Conclusion

"Business Matters 117 - What Do I Do With All These Business Cards?" provides listeners with actionable insights into managing and utilizing business cards effectively. By emphasizing immediate engagement, personalized communication, and organized follow-up systems, Tim Roberts and Michael Martin equip BNI members and other professionals with the tools necessary to transform their business card collections into powerful networking assets. This episode serves as a valuable guide for anyone looking to maximize their professional connections and drive business success through strategic networking.

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Notable Quotes:

• "The big mistake is letting your business cards just sit in a pile or drawer without taking action." — Tim Roberts [04:00]

• "Every night at the end of a trade show, I would draft emails to follow up with contacts. This ensures timely engagement and keeps the connections fresh." — Michael Martin [05:45]

• "Ask memorable questions during your conversations to stand out, then reference those points in your follow-ups." — Tim Roberts [08:00]

• "Jeff Eisenberg would write down everything you said on a slip of paper and follow up with detailed, thoughtful communication. It made a lasting impression." — Michael Martin [11:05]

• "Follow up quickly, be specific, and personalize your interactions. Your business cards shouldn't just collect dust; they should open doors to meaningful relationships." — Tim Roberts [19:56]

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This comprehensive summary captures the essence of the podcast episode, providing a clear roadmap for listeners to manage their business cards effectively and enhance their networking efforts through BNI.

Transcript

[A]

Welcome back to the Business Matters podcast, part of B and I Power hour of one with Michael Martin again. Michael, how goes?

[B]

Good morning.

[A]

How we doing?

[B]

I'm doing all right.

[A]

Yeah.

[B]

Spring is. Spring is trying to sprung.

[A]

Yeah. Well, we had a tease, I think.

[B]

Yeah.

[A]

And it like got really cold again and now.

[B]

Yeah, it did. It did.

[A]

It's supposed to be rainy and junky all weekend. So as we are recording this, it will be coming out next week. Just because of timing of things. I will be at PNI's national conference. We should look at next year. You coming and just networking and maybe we could do something around the podcast.

[B]

Sounds good. Yeah, just let me know when and where.

[A]

I won't know that. Well, I'm probably finding that out right now.

[B]

Okay.

[A]

In real life time.

[B]

Yeah, in real life time. This is airing just next to me.

[A]

Yeah, yeah, yeah. So once I know I will share that. But I. I had a thought. I'm doing a presentation on podcasting and I thought about it. Too late for my own timing of working out. But maybe next year we can look at doing some like, on site things. Maybe we just like get a room at wherever it is and we can do some interview podcasts or something. So we'll talk about that. But sounds good question today that we got around networking, I think fits with conferences along with any other type of networking you're doing, especially outside of bni. I think where B and I is a little unique is we have systems to kind of help with what this question is, but Chamber of commerce conferences, those kind of, you know, things that you traveled the world to go to and stuff, so. Question comes from Chris in Weston, Florida, says, hi, my name is Chris. Been a BNI for 11 months. Enjoy listening and learning from the podcast. This sounds like a simple question that I should know the answer to, but I don't. In the 11 months I've been in BNI have accumulated a few piles of business cards I have on my desk and they just sit there. Can you tell me your process for taking to making the most of each one and what you use to keep them retrievable when you need them? Right now, mine are just an overwhelming mess. So real quick for BNI standpoints with your members. We all have access now to BNI Connect. It's an app, so you're instantly connected to members. You could pass referrals to members right on the app. So the good thing is in the past you used to have a business card book that you would carry around so that when you were Making a referral, you would like pass the card and then you'd fill out a slip. You don't need to do that really anymore with the app, you could put the referral right in the app. You can share contacts, like all that kind of stuff. So I think from a BNI standpoint, the cards we still pass them aren't as necessary. But you go to an after hours, that's kind of goal number one a lot of people have. Or you go to these big trade shows. I went to the IFA one in Vegas a couple months ago. I'm at BNI's now. You're going to collect a bunch of business cards. You've probably collected, I don't even know, hundreds of thousands of them over the years. And so. And the big mistake for a lot of people is they do just end up on a desk or in a drawer, you know what I mean? So I'll start with you. What would you do?

[B]

Well, you know, it's interesting because technology in the palm of your hand has replaced a lot of the classic kind of business card transfers and things like that. And. But I always like business cards for a couple of reasons, even though they get, they get kind of bulky, especially over time or at a big trade show. But it was something tangible that I could touch and look at and kind of make a little bit more personal than scanning somebody's badge, which is, which, you know, by the time I kind of exited the wholesale sales space and trade shows, everybody was just scanning your badge because every badge had a barcode and that was, you know, then you would get the emails after. But oftentimes I didn't, I had a hard time remembering who the people were because I didn't have something necessarily tangible to have. So from. If you've got a pile of business cards, I think there's two things. One, what do you do with the pile you have? And then two, how do you move going forward? So what, what I would do in terms of business cards I collected at a trade show or a networking event, I would always have a pen with me. Obviously you should always have a pen. And as soon as whatever conversation I had with the person was over, I would very discreetly pull my pen out, kind of turn around and make a little bit of a note about what our conversation was on the business card. Just a couple of little bullet points real quick, something memorable that they said something about what you talked about. And then if I was going to my home office, it was pretty easy. I just kind of sorted them out and said, okay, in order of priority, who are people I need to follow up with right away? Because I said I would follow up with them and who are people I would just like to kind of further a relationship with? And I just need to kind of reach out. And I found that organizing things that way was really helpful. And again, having a little personal note on there about what we talked about was really important because once you reach out, either by phone or by email, it was something that was shared between the two of you. Right. Those points. So it helps them remember who you are. If they didn't do the same activity, which they don't.

[A]

Right. I, I would do the same thing. Like make that little. No, I always ask myself and I would ask anybody, like, what is your goal from the event with the business card? The goal is not to collect the business card to hand it to somebody. Now you don't have it. Right. The goal is to build in some kind of follow up. So I think the third part that we could talk about is like what not to do with them.

[B]

Right, right. Which is just let them go into a pile.

[A]

Well, that's one. That's one.

[B]

That's for sure. One. But, but I'll also say like, if you're, if you're out there and you're going to a trade event, whether it's a local trade event or if it's, you know, something where you have to fly to, whether it's a convention for your, for your industry and you kind of go away and you collect a lot of business cards, what I would end up doing was, you know, I would work on the plane or I would work in the hotel. So every night at the end of a trade show, I would go and I would type up an email that didn't go anywhere. I would just do drafts of emails to these people. And it helped me kind of remember. And when I ended up getting back to my office, you know, probably within a week of getting back from the trade show or the following week, I would go through all of those drafts and just either edit them, water them down a little bit. A lot of it was stream of consciousness. So I was just like, okay. Our conversation was blah, blah, blah. And I just kind of made notes and then I would go back and kind of hone that down and then send it for a follow up. So you can do it in your hotel every night, you can do it at your home office or your business office, but the key is to kind of do it right away. And by doing it right away. It's not just that it gets something kind of off your immediate tasks list. It lets the other person know that you care enough to write quickly. Right. So if, especially if they said something that they felt was important to you and you said you would follow up, it's really critical that you follow up right away. And so what not to do is don't do your follow ups, don't make notes, you know, don't misremember what was going on. And you avoid those pitfalls by getting the card, being engaged in the conversation, all the networking stuff we do with your goal in mind, having good conversations, not just trying to collect. You're not card farming, you're relationship building. So make that note on that card. I think that's really important in how you end up following up. And in this particular case, they've got piles and piles of cards. What I would do is start sorting them by industry, sort them by, you know, do you remember these people? And what was your conversation? Write that on the card, do those like little things and you'll start kind of organizing and cleaning it up. But the key is put the time aside to do that task. And if you've got a big pile of them, go ahead and reach out, Just start. Because you know, they may be waiting for an answer, they may be waiting for a call. And I think one of the worst things you can do is when someone spends time talking to you at one of these events, sharing something with you and they feel like they've made a connection and then you don't follow up. I mean the current, what's the current term? Being ghosted? Yeah, they don't want to feel like they're ghosted because then when you do reach out to them, they're just kind of already way down the road from, from you.

[A]

Right. I think a lot of those people too, when they're in these situations, they're so ill prepared themselves, they're just kind of walking around having conversations, handing out cards. So I think the key, I, I do the note thing too. The key though is to have some kind of question in your pocket that you can ask that will make you sound different and then not take that answer. So that when you do fall. For me, the goal is always to be remembered after. Right. Depending on the situation. So let's just take like a chamber networking situation. It's like, all right, yeah, I'm the very beginning stages of this. My goal is to have a follow up meeting to build this relationship. In order to get there, I need to be remembered after. And so I want to ask questions that are memorable, meaning like nobody else is asking. And then I'd want to follow up with, hey, I really found, when you told me, you know, your passion came from here really intriguing. I'd love to learn more. Now you're retriggering that memory. Yeah, for that. If you're going to like a trade show and stuff. For me, I always mark them based on what the focus of it was like, because sometimes you go to trade shows and it's like, all right, I need to find a service or whatever. And I'm gonna meet with like four people, different types of people who I need that service. And I'm vetting out who I'm gonna work with. That's one type of conversation I'm having. Then there's the, I'm at the booth and people are coming to us and they're looking for our service. That's a different type of note and conversation. And then these, the, hey, I just had a really interesting conversation. This is a future play or whatever relationship thing. That's a different type of conversation. And that's where that note taking really matters. And the urgency and the type of follow up matter based on those types of things. What I hate is when people get your card and then all of a sudden you know, you're on their prospect list.

[B]

Yeah.

[A]

God, that drives me freaking bananas and that.

[B]

But. But, you know, and that's not really relationship building. That's just being a prospect. And they aren't necessarily.

[A]

They're not networking at all. They literally are out prospecting people trying.

[B]

To cast a giant net and throwing spaghetti on the wall and all that stuff. But I think what sets people apart the right way is following up with very specific.

[A]

Yes.

[B]

Comments and notes about the conversation. You know, one of the, one of the people I always thought did it, the best that I've met in my career and he was guest on this podcast early on for us was Jeff Eisenberg. And Jeff was running the local AHL hockey team here, the Manchester Monarchs. And when he had a conversation with you, it was very interesting. Like, he would actively go around the arena and if you stopped to talk to him, he'd always say, like, hey, what can we be doing better? Or what were your thoughts on this? Or if you made a comment to him, he had these little slips of paper in his suit coat pocket and he would pull it out and just write down the stuff that you said.

[A]

Yep.

[B]

And then he would get back to you.

[A]

Yep.

[B]

Like, and it Was like, hey, we had a meeting, we talked about, you know what I mean? Like, so, so he, he did it really well. And I know other people have done it in, in my past. And so I kind of took that as a lesson from him that, hey, this is a really good way to like be memorable. Because I always just think goes. He took a piece of paper out of his pocket and he wrote down what I said. And I'm like, I couldn't get that out of my mind that someone actually did that. And he was engaged and he'd ask you more questions, okay, you think that or you think this, you think that. Okay. And he wrote it all down. And not only was it something for him to use and a follow up, but it certainly made me feel like I was being heard. And I think in a relationship building enterprise like a BNI or any other networking event you go to, that's a great way to do it. So, you know, I was doing it on business cards. You can do it on a notebook. But I think showing the other person that you care about what they're saying is important. Now here's the thing. There's going to be other times where you're at an event and you don't have time to have a conversation, but you still want to make a connection with somebody or some business. If you're at a booth or something like that, it's totally okay to go and say, I need to follow up with you. I'm going to follow up with you later. I just need to collect your car because I got to go catch a plane, I got to get out of here. You know, there's things that happen and everybody, you know, kind of understands that. And then it's equally important that when you follow up, say, hey, I had to pop by your booth real quick. I'm sorry, I didn't have time for a meaningful conversation. Can I, at a time of your convenience, can we have a talk about X?

[A]

Right.

[B]

And be very specific about what you want to talk about as if you were there in person. And I think that's also important and sets you apart because that clearly is not a, you know, a robo. Robo Emailing.

[A]

Yeah. Or phishing.

[B]

Yeah.

[A]

I think again, most people are not doing these things. So even if you have a great conversation, they will likely, because they're gonna have a hundred conversations, they're likely going to forget in the moment. So the follow up to remind them is what is really key. Right. And to sound different than just you can tell the people got Your card. And now they're like, it was great. I literally went to the IFA conference and I must have gotten 50 emails where it was like, it was great to meet you at the iv and like, we didn't meet you and I didn't talk. Like, you grabbed some information from the flyer and you're fishing out there now to see who needs what. And it, like, just crawls right up my ass. And it's the same thing when somebody gets my card, even if we did meet and it's like, the conversation was, you know, friendly, whatever. Let's say it was about, hey, can you tell me more about B9? Tell them about B9. Then I get back to an email being like, by the way, if you ever need. If you need. I was like, I didn't mention any need for these things. You know, I mean. Yeah, like, you didn't care. You were playing a game to get my information to then put into your database to fish and see what you catch. Yeah, that stuff will kill a relation, especially in today's world. I think that is where it's.

[B]

Well, and it certainly kills the relationships when the other person on the receiving end of that is savvy enough to have remembered. I think a lot of people, they don't want to feel like a bad guy. So, like, oh, my God, maybe I did have a con. I don't really remember. But that's their other person's way in the door to actually start, as opposed to just kind of being genuine about it, saying, hey, we didn't have a chance to meet, but I would like to. Do you have time for a call or a coffee or whatever it may be? And I think that's super important. But, you know, to the person writing in, you've got a pile start there, right? Yeah, right. And just. And get through it. And I think, you know, if you can remember, like, well, how long ago did I actually meet this person or did I get this card? You know, there are apps that you can scan the information into your phone, and that connects to your laptop. And you'll basically has a digital Rolodex, so you won't need it. You don't have to necessarily have all that paper. I still like it. Like, if you could see what's right on the other side of my screen. I have a little, like a little ledge here that my monitor's on. And in front of the ledge, I have piles of cards. And all of those cards represent something different. Those piles are something different for me.

[A]

Right.

[B]

I have long Term follow up, immediate follow up. They all have little notes on them, you know, and that's how I organize. And then once I kind of establish a relationship, I put them, you know, in the drawer for reference down the road if I need to. But you know, I'm, I'm literally, you know, organizing as I go and the piles just kind of keep moving as I complete tasks and do my follow ups and have those conversations and those meetings. So I think you have to start with getting your pile done and then down the road just make sure that you're being attentive, you're taking notes and you're following up as expediently as possible. Which, you know, when you think about, people always say you got to follow up. Like right now. It's always been pretty standard practice that within 24 to 48 hours after having a positive, good relationship building contact, you need to just follow up with a quick note. Thanks for your time.

[A]

Right.

[B]

You know, that type of thing, you know, it can just be a thank you. Thanks for your time. Let's talk based on what we said or hey, let's have that meeting that we both talked about. But do it quickly so it doesn't get forgotten. The one way it can get forgotten is if you are at a trade show and a lot of people go back to their rooms at night and they get them out of the way to get them out of the way and they send all their emails out. But if I'm in the middle of a trade show and I'm an exhibitor, I'm not going to have time to look at it, right? And by the time I get to those emails, I may have already forgotten who you are. So timing is also really important. If it's an evening network thing, it's an after hours, it's a chamber event, it's a rotary event, it can be BNI, whatever it is, you should be doing it within 24 to 48 hours, 100%.

[A]

Even with these ones that you have though too. My approach there would be if you don't remember the conversation and you're looking to maybe restart it, I would go under the. I really enjoyed learning a little bit about your business. I'd love to learn more. Can we have a meeting versus like, hey, do you need like, I still don't. Just like the, you know, fishing guy. It's like, yeah, yeah. If you really want to get in there, placate to their desires, which is for you to learn about them and then you know, they won't be Prepared for that meeting. It's reciprocal, so. All right, very good. I do think it's. It's, you know, trade. I always say it's trade show season, but I just think that goes all year now. It just doesn't stop.

[B]

Yeah, yeah.

[A]

Literally.

[B]

I, you know, we always talk about networking as an ongoing thing. Right. It's not, it's not a transactional thing where you're, okay, I gotta. If you're in the mindset of, I just gotta go do it, this is pain in the ass. You know, you're not really gonna be in a good position to develop good relationships.

[A]

And if you're going there going like, who am I gonna sell?

[B]

And everybody knows your card farming at that point. You know, I, I don't just hand out my business cards. You know, you've been with. We've been at a few networking events together. Yeah, I've got plenty of cards in my pocket, but I'm not just handing them out.

[A]

Like, no, no, no, no. I, I go under. I. Dr. Ivan Miser talked about this. I go. And I believe it. I go under the. I have them if you ask. But I'm not walking around being like, here's my card, here's my card. Here's my card. Here's my card, here's my card. Because those go in a different pocket.

[B]

Pocket. It's like, okay, it's a pocket that looks like a recycle bin.

[A]

Yeah. It was in the pocket that I just dump after. Right. It's like, okay, like, if you're not interested, if you're targeting, if you're prospecting, you've missed it. And you know, those people are really spending a lot of time for very little results at the end. It just takes.

[B]

Here, here's the other thing I would say to do for the. For the person and anyone else, you get that big pile. If you, you know, and you might be inclined to just say, well, I haven't called these people in all this time, so I may not need anything. And then you just chuck them all to say, I have a clean desk. The wrong thing to do. If you can't also remember when or what. Most people have a website. So to jog your memory, go look, go look at the about page. Maybe they have a picture of the person that you did. And that kind of jogs your memory of, oh, we talked about. I remember that person we met here and we talked about this. And now that kind of gives you a better way to open up that communication again.

[A]

Yep, yep.

[B]

So, you know take your time, go through it. You'll feel better when it's done.

[A]

100. Yeah, you got to follow up. All right. Very good. I think it was, you know, always helpful. Again, you have a lot of experience in these big events and all that, too. I like BNI's, you know, tools now that make this a lot easier. So hopefully the card pile isn't your fellow B and I members. You should be doing one to ones and all that stuff with them. As always, if you get any topics, questions, go to bnipowerofone.com leave it there. And Michael, talk to you soon.

[B]

Take care, everybody.