C\u00e9cile Roche, <\/strong>Consultant and head of MCBD Services<\/strong> <\/p>\n\n\n\n
\n\n\n\n
Law professionals use a great variety of marketing strategies to keep and develop a strong client portfolio to generate a continuous flow of mandates and revenues. <\/p>\n\n\n\n
Professional events, newsletters, Christmas cards: all these strategies require rigorous and efficient management of contacts\u2019 details. This is where the meticulously elaborated strategies tend to go pear-shaped. <\/p>\n\n\n\n
Keeping track of one\u2019s contacts\u2019 professional details is time-consuming and requires very regular input. Procrastination is very tempting. However, if you give in to this temptation for a few weeks, your contact list will soon be obsolete. <\/p>\n\n\n\n
Attracting new clients is a must if you want to develop your business. This is particularly true for dispute resolution firms that usually have an opportunistic business model. If you don\u2019t have a system for regularly populating your contact list with fresh blood, your list will likely remain static and not be of much use. <\/p>\n\n\n\n
What\u2019s at stake?<\/strong> <\/strong><\/h2>\n\n\n\nLet\u2019s take the example of professional events that you organize, which are one of the highest expenses in a business development budget in the legal sector. The investment in time and money will be worth it, as long as it helps you reach your target clients, grow your network, build your profile, increase your reputation, and gain visibility within your target audience. <\/p>\n\n\n\n
An outdated and static contact list will have a series of adverse effects: <\/p>\n\n\n\n
<\/div>\n\n\n\nOne of Your Key Clients May Never Get Your Invitation <\/strong><\/h4>\n\n\n\nIn addition to losing a chance of developing your relationship with them, your client may even hear about the event separately, on LinkedIn for instance, and get offended that they didn\u2019t get an invitation. This may cause a quiproquo<\/em> that may impact your client\u2019s loyalty and ultimately strain your relationship. <\/p>\n\n\n\n<\/div>\n\n\n\nYour Professional Emails May End Up Not Getting Delivered Anymore <\/strong><\/h4>\n\n\n\nWhen you send an email to an invalid email address, this causes a hard bounce. The more outdated your contact list is, the more hard bounces you will get, and the more this will affect the deliverability of all your emails in the future. This may lead to your domain name being blacklisted and your emails (even your professional ones) never getting delivered. This strict approach to contact data management isn\u2019t just a trend. By way of illustration, Gmail has recently toughened its policy in this regard. As of 1 February 2024, all senders using an email marketing tool to send emails to Gmail addresses need to have a spam rate lower than 0.3% as well as comply with other stricter authentication requirements. <\/p>\n\n\n\n
<\/div>\n\n\n\nYou May Miss a Chance of Getting Mandates from New Clients <\/strong><\/h4>\n\n\n\nProfessional events, social media, and news reports provide you with opportunities to connect with prospects and get new mandates. Often though, the step of enriching your contact list with potential targets isn\u2019t followed through. Information sources multiply and contacts\u2019 details are spread out. <\/p>\n\n\n\n
<\/div>\n\n\n\nYou May End Up Infringing Data Privacy and Protection Laws <\/strong><\/strong><\/h4>\n\n\n\nIn Europe, the GDPR<\/a> (article 5) requires that personal data be kept for a limited period of time depending on the type of data and the purposes for which they are processed. In practical terms, you can\u2019t keep your former clients\u2019 personal data forever in the hope that they will send you new mandates. <\/p>\n\n\n\nIn addition to this, you must include a link allowing your contacts to facilitate their right to object to receiving your newsletters, email invitations, etc.., in all your email campaigns. <\/p>\n\n\n\n
In this regard, the French Bar Council (Conseil National des Barreaux<\/em> – CNB) released in May 2023 the second edition of its practical guide on data protection<\/a>, which provides specific guidance to the lawyers practicing in France, including members of foreign Bars (which will be the case for many international arbitration practitioners). <\/p>\n\n\n\n<\/div>\n\n\n\nHow to Manage Your Contact List Efficiently?<\/strong> <\/h2>\n\n\n\nDesignate a \u201cContact List Master\u201d <\/strong><\/h4>\n\n\n\nThe first step is to designate a person who will be responsible for managing your contact list. If several people are responsible, then nobody will take charge of it. This person will need to be meticulous and rigorous. Your \u201ccontact list master\u201d will also need to be incentivized for this role. It\u2019s unlikely to work if they do this \u201con the side\u201d without clear objectives. Finally, this person will need to have access to all the sources, e.g.<\/em> mailboxes, website back office, email marketing tool, etc. Adding a layer to the system will not only make tasks more difficult to accomplish but also significantly reduce efficiency. <\/p>\n\n\n\n<\/div>\n\n\n\nKeep It Simple, Maintain Just One Consolidated List or Database <\/strong><\/h4>\n\n\n\nThe second step is to consolidate all existing lists into one. Let\u2019s take the example of a partner at a law firm. Maintaining one contact list per<\/em> partner is common and may seem to be a good idea at first. This way, each partner handles their own contact list, ensuring they are kept up to date. After all, who knows their contacts better than the partners themselves? However, partners will receive contacts\u2019 details through numerous sources, such as business cards, emails, LinkedIn, etc. And we all know how the more sources of information there are, the more likely the contacts\u2019 details will be lost or mismanaged. <\/p>\n\n\n\nBy not sharing their contacts\u2019 details, partners also deprive themselves of an opportunity to cross-sell their services with other partners at the firm and develop their firm\u2019s business and brand collectively. Finally, maintaining several lists duplicates the work mechanically and introduces a higher risk of errors. <\/p>\n\n\n\n
<\/div>\n\n\n\nDo Some Spring Cleaning <\/strong><\/strong><\/h4>\n\n\n\nBefore you start populating your list with new contacts, you will need to clean it. Start by removing any duplicates to quickly reduce the size of your list. If you have consolidated several lists into one, then you will likely have quite a few of those. Then, remove contacts who have opted out from your list. This is usually done automatically by email marketing tools but if your lists are spread out in different sources then you will need to check that the contacts who have opted out in one source don\u2019t end up coming back in your consolidated list through the back door. <\/p>\n\n\n\n
Do not neglect any hard bounces. These contacts\u2019 details will either have to be removed or updated but they can\u2019t be kept as they are in your list. Email marketing tools usually identify these for you and even remove them if you\u2019ve set this up in your account settings. Beware of removals though, with a helping hand (and the help of technology), you should be able to update your older contacts\u2019 details and use this opportunity to get in touch again. <\/p>\n\n\n\n
Continue by removing unnecessary data. As previously pointed out, the GDPR requires that you only keep the data that is necessary to be kept for the purposes for which the data has been processed. As regards marketing and business development purposes, you don\u2019t need much information, and certainly no sensitive data. <\/p>\n\n\n\n
Finally, remove any former clients with whom you have not been in contact for a long time. Under the GDPR, it\u2019s up to you to decide how long you want to keep his data, but it certainly can\u2019t be kept nor used indefinitely. <\/p>\n\n\n\n
<\/div>\n\n\n\nUpdate Your List <\/strong><\/h4>\n\n\n\nThe next step will be to update the contact details you want to keep in your list. In my experience, 30% of the content of a contact list becomes obsolete after 12 months, so this job can\u2019t be left unattended for too long. One day or another (and generally when Christmas cards are on the agenda), it will have to be done. Best not to leave this until the last-minute tough. Going forward, it\u2019s a good idea to include a formal updating step in your agenda (and use technology to help). <\/p>\n\n\n\n
<\/div>\n\n\n\nHave a System for Populating Your List With New Clients and Prospects <\/strong><\/h4>\n\n\n\nYour contact list must evolve as your client portfolio grows and your business development activities develop. Client onboarding is the ideal time for this type of exercise and ought to include a formal GDPR-compliant opt-in step. When managing your clients\u2019 details, transparency is the watchword. Social and networking events, and targeted business trips aimed at developing alliances and partnerships with other business partners also offer great opportunities that should not be left to sink like a souffl\u00e9<\/em>. You\u2019ll be expected to follow up. Whatever the source of your contacts\u2019 details, there must be a system for these to end up in your contact list. Here again, it\u2019s a good idea to include a formal process for each type of interaction. <\/p>\n\n\n\n<\/div>\n\n\n\nUse Technology and External Help <\/strong><\/h4>\n\n\n\nNo need to break your back on this and do this manually or, on the other side of the spectrum, get a full-service AI-powered CRM system. Many tools and service providers can help you get the previous steps done faster without having to invest much time or money, such as Dropcontact<\/a>, LinkedIn Sales Navigator, Nomination<\/a>, or Anaba<\/a>. Technology is your best friend, especially when it comes to managing your contacts\u2019 details. <\/p>\n\n\n\nWhat makes the success of a law firm isn\u2019t just the satisfaction and engagement of its teams, clients, and social media audience; its brand, press coverage, rankings, and reputation; or even its tools and internal processes \u2026, it\u2019s a combination of all these things, including the careful management of contacts\u2019 details. One part of the equation, yet often neglected, while a little effort in this sphere will have powerful effects on the development of your legal business. No more excuses: stop procrastinating! <\/p>\n\n\n\n
<\/div>\n\n\n\n
\n\n\n\nABOUT THE AUTHOR:<\/strong><\/p>\n\n\n\nC\u00e9cile Roche<\/strong> is a consultant in marketing, communication and business development (MCBD<\/em>) for the legal industry. After studying law in France and in England, C\u00e9cile worked for over ten years in the International Arbitration practice of a Magic Circle law firm in Paris. In 2016, C\u00e9cile was awarded an MBA and embraced a career in legal MCBD. She worked at leading business law firms in Paris and Monaco for the next six years. In 2022, she founded MCBD Services<\/strong>, a legal marketing company based in France, where she works as a consultant, putting her skills and experience to the service of French and foreign lawyers working in global markets. <\/p>\n\n\n\n
\n\n\n
One of Your Key Clients May Never Get Your Invitation <\/strong><\/h4>\n\n\n\nIn addition to losing a chance of developing your relationship with them, your client may even hear about the event separately, on LinkedIn for instance, and get offended that they didn\u2019t get an invitation. This may cause a quiproquo<\/em> that may impact your client\u2019s loyalty and ultimately strain your relationship. <\/p>\n\n\n\n<\/div>\n\n\n\nYour Professional Emails May End Up Not Getting Delivered Anymore <\/strong><\/h4>\n\n\n\nWhen you send an email to an invalid email address, this causes a hard bounce. The more outdated your contact list is, the more hard bounces you will get, and the more this will affect the deliverability of all your emails in the future. This may lead to your domain name being blacklisted and your emails (even your professional ones) never getting delivered. This strict approach to contact data management isn\u2019t just a trend. By way of illustration, Gmail has recently toughened its policy in this regard. As of 1 February 2024, all senders using an email marketing tool to send emails to Gmail addresses need to have a spam rate lower than 0.3% as well as comply with other stricter authentication requirements. <\/p>\n\n\n\n
<\/div>\n\n\n\nYou May Miss a Chance of Getting Mandates from New Clients <\/strong><\/h4>\n\n\n\nProfessional events, social media, and news reports provide you with opportunities to connect with prospects and get new mandates. Often though, the step of enriching your contact list with potential targets isn\u2019t followed through. Information sources multiply and contacts\u2019 details are spread out. <\/p>\n\n\n\n
<\/div>\n\n\n\nYou May End Up Infringing Data Privacy and Protection Laws <\/strong><\/strong><\/h4>\n\n\n\nIn Europe, the GDPR<\/a> (article 5) requires that personal data be kept for a limited period of time depending on the type of data and the purposes for which they are processed. In practical terms, you can\u2019t keep your former clients\u2019 personal data forever in the hope that they will send you new mandates. <\/p>\n\n\n\nIn addition to this, you must include a link allowing your contacts to facilitate their right to object to receiving your newsletters, email invitations, etc.., in all your email campaigns. <\/p>\n\n\n\n
In this regard, the French Bar Council (Conseil National des Barreaux<\/em> – CNB) released in May 2023 the second edition of its practical guide on data protection<\/a>, which provides specific guidance to the lawyers practicing in France, including members of foreign Bars (which will be the case for many international arbitration practitioners). <\/p>\n\n\n\n<\/div>\n\n\n\nHow to Manage Your Contact List Efficiently?<\/strong> <\/h2>\n\n\n\nDesignate a \u201cContact List Master\u201d <\/strong><\/h4>\n\n\n\nThe first step is to designate a person who will be responsible for managing your contact list. If several people are responsible, then nobody will take charge of it. This person will need to be meticulous and rigorous. Your \u201ccontact list master\u201d will also need to be incentivized for this role. It\u2019s unlikely to work if they do this \u201con the side\u201d without clear objectives. Finally, this person will need to have access to all the sources, e.g.<\/em> mailboxes, website back office, email marketing tool, etc. Adding a layer to the system will not only make tasks more difficult to accomplish but also significantly reduce efficiency. <\/p>\n\n\n\n<\/div>\n\n\n\nKeep It Simple, Maintain Just One Consolidated List or Database <\/strong><\/h4>\n\n\n\nThe second step is to consolidate all existing lists into one. Let\u2019s take the example of a partner at a law firm. Maintaining one contact list per<\/em> partner is common and may seem to be a good idea at first. This way, each partner handles their own contact list, ensuring they are kept up to date. After all, who knows their contacts better than the partners themselves? However, partners will receive contacts\u2019 details through numerous sources, such as business cards, emails, LinkedIn, etc. And we all know how the more sources of information there are, the more likely the contacts\u2019 details will be lost or mismanaged. <\/p>\n\n\n\nBy not sharing their contacts\u2019 details, partners also deprive themselves of an opportunity to cross-sell their services with other partners at the firm and develop their firm\u2019s business and brand collectively. Finally, maintaining several lists duplicates the work mechanically and introduces a higher risk of errors. <\/p>\n\n\n\n
<\/div>\n\n\n\nDo Some Spring Cleaning <\/strong><\/strong><\/h4>\n\n\n\nBefore you start populating your list with new contacts, you will need to clean it. Start by removing any duplicates to quickly reduce the size of your list. If you have consolidated several lists into one, then you will likely have quite a few of those. Then, remove contacts who have opted out from your list. This is usually done automatically by email marketing tools but if your lists are spread out in different sources then you will need to check that the contacts who have opted out in one source don\u2019t end up coming back in your consolidated list through the back door. <\/p>\n\n\n\n
Do not neglect any hard bounces. These contacts\u2019 details will either have to be removed or updated but they can\u2019t be kept as they are in your list. Email marketing tools usually identify these for you and even remove them if you\u2019ve set this up in your account settings. Beware of removals though, with a helping hand (and the help of technology), you should be able to update your older contacts\u2019 details and use this opportunity to get in touch again. <\/p>\n\n\n\n
Continue by removing unnecessary data. As previously pointed out, the GDPR requires that you only keep the data that is necessary to be kept for the purposes for which the data has been processed. As regards marketing and business development purposes, you don\u2019t need much information, and certainly no sensitive data. <\/p>\n\n\n\n
Finally, remove any former clients with whom you have not been in contact for a long time. Under the GDPR, it\u2019s up to you to decide how long you want to keep his data, but it certainly can\u2019t be kept nor used indefinitely. <\/p>\n\n\n\n
<\/div>\n\n\n\nUpdate Your List <\/strong><\/h4>\n\n\n\nThe next step will be to update the contact details you want to keep in your list. In my experience, 30% of the content of a contact list becomes obsolete after 12 months, so this job can\u2019t be left unattended for too long. One day or another (and generally when Christmas cards are on the agenda), it will have to be done. Best not to leave this until the last-minute tough. Going forward, it\u2019s a good idea to include a formal updating step in your agenda (and use technology to help). <\/p>\n\n\n\n
<\/div>\n\n\n\nHave a System for Populating Your List With New Clients and Prospects <\/strong><\/h4>\n\n\n\nYour contact list must evolve as your client portfolio grows and your business development activities develop. Client onboarding is the ideal time for this type of exercise and ought to include a formal GDPR-compliant opt-in step. When managing your clients\u2019 details, transparency is the watchword. Social and networking events, and targeted business trips aimed at developing alliances and partnerships with other business partners also offer great opportunities that should not be left to sink like a souffl\u00e9<\/em>. You\u2019ll be expected to follow up. Whatever the source of your contacts\u2019 details, there must be a system for these to end up in your contact list. Here again, it\u2019s a good idea to include a formal process for each type of interaction. <\/p>\n\n\n\n<\/div>\n\n\n\nUse Technology and External Help <\/strong><\/h4>\n\n\n\nNo need to break your back on this and do this manually or, on the other side of the spectrum, get a full-service AI-powered CRM system. Many tools and service providers can help you get the previous steps done faster without having to invest much time or money, such as Dropcontact<\/a>, LinkedIn Sales Navigator, Nomination<\/a>, or Anaba<\/a>. Technology is your best friend, especially when it comes to managing your contacts\u2019 details. <\/p>\n\n\n\nWhat makes the success of a law firm isn\u2019t just the satisfaction and engagement of its teams, clients, and social media audience; its brand, press coverage, rankings, and reputation; or even its tools and internal processes \u2026, it\u2019s a combination of all these things, including the careful management of contacts\u2019 details. One part of the equation, yet often neglected, while a little effort in this sphere will have powerful effects on the development of your legal business. No more excuses: stop procrastinating! <\/p>\n\n\n\n
<\/div>\n\n\n\n
\n\n\n\nABOUT THE AUTHOR:<\/strong><\/p>\n\n\n\nC\u00e9cile Roche<\/strong> is a consultant in marketing, communication and business development (MCBD<\/em>) for the legal industry. After studying law in France and in England, C\u00e9cile worked for over ten years in the International Arbitration practice of a Magic Circle law firm in Paris. In 2016, C\u00e9cile was awarded an MBA and embraced a career in legal MCBD. She worked at leading business law firms in Paris and Monaco for the next six years. In 2022, she founded MCBD Services<\/strong>, a legal marketing company based in France, where she works as a consultant, putting her skills and experience to the service of French and foreign lawyers working in global markets. <\/p>\n\n\n\n
\n\n\n
Your Professional Emails May End Up Not Getting Delivered Anymore <\/strong><\/h4>\n\n\n\nWhen you send an email to an invalid email address, this causes a hard bounce. The more outdated your contact list is, the more hard bounces you will get, and the more this will affect the deliverability of all your emails in the future. This may lead to your domain name being blacklisted and your emails (even your professional ones) never getting delivered. This strict approach to contact data management isn\u2019t just a trend. By way of illustration, Gmail has recently toughened its policy in this regard. As of 1 February 2024, all senders using an email marketing tool to send emails to Gmail addresses need to have a spam rate lower than 0.3% as well as comply with other stricter authentication requirements. <\/p>\n\n\n\n
<\/div>\n\n\n\nYou May Miss a Chance of Getting Mandates from New Clients <\/strong><\/h4>\n\n\n\nProfessional events, social media, and news reports provide you with opportunities to connect with prospects and get new mandates. Often though, the step of enriching your contact list with potential targets isn\u2019t followed through. Information sources multiply and contacts\u2019 details are spread out. <\/p>\n\n\n\n
<\/div>\n\n\n\nYou May End Up Infringing Data Privacy and Protection Laws <\/strong><\/strong><\/h4>\n\n\n\nIn Europe, the GDPR<\/a> (article 5) requires that personal data be kept for a limited period of time depending on the type of data and the purposes for which they are processed. In practical terms, you can\u2019t keep your former clients\u2019 personal data forever in the hope that they will send you new mandates. <\/p>\n\n\n\nIn addition to this, you must include a link allowing your contacts to facilitate their right to object to receiving your newsletters, email invitations, etc.., in all your email campaigns. <\/p>\n\n\n\n
In this regard, the French Bar Council (Conseil National des Barreaux<\/em> – CNB) released in May 2023 the second edition of its practical guide on data protection<\/a>, which provides specific guidance to the lawyers practicing in France, including members of foreign Bars (which will be the case for many international arbitration practitioners). <\/p>\n\n\n\n<\/div>\n\n\n\nHow to Manage Your Contact List Efficiently?<\/strong> <\/h2>\n\n\n\nDesignate a \u201cContact List Master\u201d <\/strong><\/h4>\n\n\n\nThe first step is to designate a person who will be responsible for managing your contact list. If several people are responsible, then nobody will take charge of it. This person will need to be meticulous and rigorous. Your \u201ccontact list master\u201d will also need to be incentivized for this role. It\u2019s unlikely to work if they do this \u201con the side\u201d without clear objectives. Finally, this person will need to have access to all the sources, e.g.<\/em> mailboxes, website back office, email marketing tool, etc. Adding a layer to the system will not only make tasks more difficult to accomplish but also significantly reduce efficiency. <\/p>\n\n\n\n<\/div>\n\n\n\nKeep It Simple, Maintain Just One Consolidated List or Database <\/strong><\/h4>\n\n\n\nThe second step is to consolidate all existing lists into one. Let\u2019s take the example of a partner at a law firm. Maintaining one contact list per<\/em> partner is common and may seem to be a good idea at first. This way, each partner handles their own contact list, ensuring they are kept up to date. After all, who knows their contacts better than the partners themselves? However, partners will receive contacts\u2019 details through numerous sources, such as business cards, emails, LinkedIn, etc. And we all know how the more sources of information there are, the more likely the contacts\u2019 details will be lost or mismanaged. <\/p>\n\n\n\nBy not sharing their contacts\u2019 details, partners also deprive themselves of an opportunity to cross-sell their services with other partners at the firm and develop their firm\u2019s business and brand collectively. Finally, maintaining several lists duplicates the work mechanically and introduces a higher risk of errors. <\/p>\n\n\n\n
<\/div>\n\n\n\nDo Some Spring Cleaning <\/strong><\/strong><\/h4>\n\n\n\nBefore you start populating your list with new contacts, you will need to clean it. Start by removing any duplicates to quickly reduce the size of your list. If you have consolidated several lists into one, then you will likely have quite a few of those. Then, remove contacts who have opted out from your list. This is usually done automatically by email marketing tools but if your lists are spread out in different sources then you will need to check that the contacts who have opted out in one source don\u2019t end up coming back in your consolidated list through the back door. <\/p>\n\n\n\n
Do not neglect any hard bounces. These contacts\u2019 details will either have to be removed or updated but they can\u2019t be kept as they are in your list. Email marketing tools usually identify these for you and even remove them if you\u2019ve set this up in your account settings. Beware of removals though, with a helping hand (and the help of technology), you should be able to update your older contacts\u2019 details and use this opportunity to get in touch again. <\/p>\n\n\n\n
Continue by removing unnecessary data. As previously pointed out, the GDPR requires that you only keep the data that is necessary to be kept for the purposes for which the data has been processed. As regards marketing and business development purposes, you don\u2019t need much information, and certainly no sensitive data. <\/p>\n\n\n\n
Finally, remove any former clients with whom you have not been in contact for a long time. Under the GDPR, it\u2019s up to you to decide how long you want to keep his data, but it certainly can\u2019t be kept nor used indefinitely. <\/p>\n\n\n\n
<\/div>\n\n\n\nUpdate Your List <\/strong><\/h4>\n\n\n\nThe next step will be to update the contact details you want to keep in your list. In my experience, 30% of the content of a contact list becomes obsolete after 12 months, so this job can\u2019t be left unattended for too long. One day or another (and generally when Christmas cards are on the agenda), it will have to be done. Best not to leave this until the last-minute tough. Going forward, it\u2019s a good idea to include a formal updating step in your agenda (and use technology to help). <\/p>\n\n\n\n
<\/div>\n\n\n\nHave a System for Populating Your List With New Clients and Prospects <\/strong><\/h4>\n\n\n\nYour contact list must evolve as your client portfolio grows and your business development activities develop. Client onboarding is the ideal time for this type of exercise and ought to include a formal GDPR-compliant opt-in step. When managing your clients\u2019 details, transparency is the watchword. Social and networking events, and targeted business trips aimed at developing alliances and partnerships with other business partners also offer great opportunities that should not be left to sink like a souffl\u00e9<\/em>. You\u2019ll be expected to follow up. Whatever the source of your contacts\u2019 details, there must be a system for these to end up in your contact list. Here again, it\u2019s a good idea to include a formal process for each type of interaction. <\/p>\n\n\n\n<\/div>\n\n\n\nUse Technology and External Help <\/strong><\/h4>\n\n\n\nNo need to break your back on this and do this manually or, on the other side of the spectrum, get a full-service AI-powered CRM system. Many tools and service providers can help you get the previous steps done faster without having to invest much time or money, such as Dropcontact<\/a>, LinkedIn Sales Navigator, Nomination<\/a>, or Anaba<\/a>. Technology is your best friend, especially when it comes to managing your contacts\u2019 details. <\/p>\n\n\n\nWhat makes the success of a law firm isn\u2019t just the satisfaction and engagement of its teams, clients, and social media audience; its brand, press coverage, rankings, and reputation; or even its tools and internal processes \u2026, it\u2019s a combination of all these things, including the careful management of contacts\u2019 details. One part of the equation, yet often neglected, while a little effort in this sphere will have powerful effects on the development of your legal business. No more excuses: stop procrastinating! <\/p>\n\n\n\n
<\/div>\n\n\n\n
\n\n\n\nABOUT THE AUTHOR:<\/strong><\/p>\n\n\n\nC\u00e9cile Roche<\/strong> is a consultant in marketing, communication and business development (MCBD<\/em>) for the legal industry. After studying law in France and in England, C\u00e9cile worked for over ten years in the International Arbitration practice of a Magic Circle law firm in Paris. In 2016, C\u00e9cile was awarded an MBA and embraced a career in legal MCBD. She worked at leading business law firms in Paris and Monaco for the next six years. In 2022, she founded MCBD Services<\/strong>, a legal marketing company based in France, where she works as a consultant, putting her skills and experience to the service of French and foreign lawyers working in global markets. <\/p>\n\n\n\n
\n\n\n
You May Miss a Chance of Getting Mandates from New Clients <\/strong><\/h4>\n\n\n\nProfessional events, social media, and news reports provide you with opportunities to connect with prospects and get new mandates. Often though, the step of enriching your contact list with potential targets isn\u2019t followed through. Information sources multiply and contacts\u2019 details are spread out. <\/p>\n\n\n\n
<\/div>\n\n\n\nYou May End Up Infringing Data Privacy and Protection Laws <\/strong><\/strong><\/h4>\n\n\n\nIn Europe, the GDPR<\/a> (article 5) requires that personal data be kept for a limited period of time depending on the type of data and the purposes for which they are processed. In practical terms, you can\u2019t keep your former clients\u2019 personal data forever in the hope that they will send you new mandates. <\/p>\n\n\n\nIn addition to this, you must include a link allowing your contacts to facilitate their right to object to receiving your newsletters, email invitations, etc.., in all your email campaigns. <\/p>\n\n\n\n
In this regard, the French Bar Council (Conseil National des Barreaux<\/em> – CNB) released in May 2023 the second edition of its practical guide on data protection<\/a>, which provides specific guidance to the lawyers practicing in France, including members of foreign Bars (which will be the case for many international arbitration practitioners). <\/p>\n\n\n\n<\/div>\n\n\n\nHow to Manage Your Contact List Efficiently?<\/strong> <\/h2>\n\n\n\nDesignate a \u201cContact List Master\u201d <\/strong><\/h4>\n\n\n\nThe first step is to designate a person who will be responsible for managing your contact list. If several people are responsible, then nobody will take charge of it. This person will need to be meticulous and rigorous. Your \u201ccontact list master\u201d will also need to be incentivized for this role. It\u2019s unlikely to work if they do this \u201con the side\u201d without clear objectives. Finally, this person will need to have access to all the sources, e.g.<\/em> mailboxes, website back office, email marketing tool, etc. Adding a layer to the system will not only make tasks more difficult to accomplish but also significantly reduce efficiency. <\/p>\n\n\n\n<\/div>\n\n\n\nKeep It Simple, Maintain Just One Consolidated List or Database <\/strong><\/h4>\n\n\n\nThe second step is to consolidate all existing lists into one. Let\u2019s take the example of a partner at a law firm. Maintaining one contact list per<\/em> partner is common and may seem to be a good idea at first. This way, each partner handles their own contact list, ensuring they are kept up to date. After all, who knows their contacts better than the partners themselves? However, partners will receive contacts\u2019 details through numerous sources, such as business cards, emails, LinkedIn, etc. And we all know how the more sources of information there are, the more likely the contacts\u2019 details will be lost or mismanaged. <\/p>\n\n\n\nBy not sharing their contacts\u2019 details, partners also deprive themselves of an opportunity to cross-sell their services with other partners at the firm and develop their firm\u2019s business and brand collectively. Finally, maintaining several lists duplicates the work mechanically and introduces a higher risk of errors. <\/p>\n\n\n\n
<\/div>\n\n\n\nDo Some Spring Cleaning <\/strong><\/strong><\/h4>\n\n\n\nBefore you start populating your list with new contacts, you will need to clean it. Start by removing any duplicates to quickly reduce the size of your list. If you have consolidated several lists into one, then you will likely have quite a few of those. Then, remove contacts who have opted out from your list. This is usually done automatically by email marketing tools but if your lists are spread out in different sources then you will need to check that the contacts who have opted out in one source don\u2019t end up coming back in your consolidated list through the back door. <\/p>\n\n\n\n
Do not neglect any hard bounces. These contacts\u2019 details will either have to be removed or updated but they can\u2019t be kept as they are in your list. Email marketing tools usually identify these for you and even remove them if you\u2019ve set this up in your account settings. Beware of removals though, with a helping hand (and the help of technology), you should be able to update your older contacts\u2019 details and use this opportunity to get in touch again. <\/p>\n\n\n\n
Continue by removing unnecessary data. As previously pointed out, the GDPR requires that you only keep the data that is necessary to be kept for the purposes for which the data has been processed. As regards marketing and business development purposes, you don\u2019t need much information, and certainly no sensitive data. <\/p>\n\n\n\n
Finally, remove any former clients with whom you have not been in contact for a long time. Under the GDPR, it\u2019s up to you to decide how long you want to keep his data, but it certainly can\u2019t be kept nor used indefinitely. <\/p>\n\n\n\n
<\/div>\n\n\n\nUpdate Your List <\/strong><\/h4>\n\n\n\nThe next step will be to update the contact details you want to keep in your list. In my experience, 30% of the content of a contact list becomes obsolete after 12 months, so this job can\u2019t be left unattended for too long. One day or another (and generally when Christmas cards are on the agenda), it will have to be done. Best not to leave this until the last-minute tough. Going forward, it\u2019s a good idea to include a formal updating step in your agenda (and use technology to help). <\/p>\n\n\n\n
<\/div>\n\n\n\nHave a System for Populating Your List With New Clients and Prospects <\/strong><\/h4>\n\n\n\nYour contact list must evolve as your client portfolio grows and your business development activities develop. Client onboarding is the ideal time for this type of exercise and ought to include a formal GDPR-compliant opt-in step. When managing your clients\u2019 details, transparency is the watchword. Social and networking events, and targeted business trips aimed at developing alliances and partnerships with other business partners also offer great opportunities that should not be left to sink like a souffl\u00e9<\/em>. You\u2019ll be expected to follow up. Whatever the source of your contacts\u2019 details, there must be a system for these to end up in your contact list. Here again, it\u2019s a good idea to include a formal process for each type of interaction. <\/p>\n\n\n\n<\/div>\n\n\n\nUse Technology and External Help <\/strong><\/h4>\n\n\n\nNo need to break your back on this and do this manually or, on the other side of the spectrum, get a full-service AI-powered CRM system. Many tools and service providers can help you get the previous steps done faster without having to invest much time or money, such as Dropcontact<\/a>, LinkedIn Sales Navigator, Nomination<\/a>, or Anaba<\/a>. Technology is your best friend, especially when it comes to managing your contacts\u2019 details. <\/p>\n\n\n\nWhat makes the success of a law firm isn\u2019t just the satisfaction and engagement of its teams, clients, and social media audience; its brand, press coverage, rankings, and reputation; or even its tools and internal processes \u2026, it\u2019s a combination of all these things, including the careful management of contacts\u2019 details. One part of the equation, yet often neglected, while a little effort in this sphere will have powerful effects on the development of your legal business. No more excuses: stop procrastinating! <\/p>\n\n\n\n
<\/div>\n\n\n\n
\n\n\n\nABOUT THE AUTHOR:<\/strong><\/p>\n\n\n\nC\u00e9cile Roche<\/strong> is a consultant in marketing, communication and business development (MCBD<\/em>) for the legal industry. After studying law in France and in England, C\u00e9cile worked for over ten years in the International Arbitration practice of a Magic Circle law firm in Paris. In 2016, C\u00e9cile was awarded an MBA and embraced a career in legal MCBD. She worked at leading business law firms in Paris and Monaco for the next six years. In 2022, she founded MCBD Services<\/strong>, a legal marketing company based in France, where she works as a consultant, putting her skills and experience to the service of French and foreign lawyers working in global markets. <\/p>\n\n\n\n
\n\n\n
You May End Up Infringing Data Privacy and Protection Laws <\/strong><\/strong><\/h4>\n\n\n\nIn Europe, the GDPR<\/a> (article 5) requires that personal data be kept for a limited period of time depending on the type of data and the purposes for which they are processed. In practical terms, you can\u2019t keep your former clients\u2019 personal data forever in the hope that they will send you new mandates. <\/p>\n\n\n\nIn addition to this, you must include a link allowing your contacts to facilitate their right to object to receiving your newsletters, email invitations, etc.., in all your email campaigns. <\/p>\n\n\n\n
In this regard, the French Bar Council (Conseil National des Barreaux<\/em> – CNB) released in May 2023 the second edition of its practical guide on data protection<\/a>, which provides specific guidance to the lawyers practicing in France, including members of foreign Bars (which will be the case for many international arbitration practitioners). <\/p>\n\n\n\n<\/div>\n\n\n\nHow to Manage Your Contact List Efficiently?<\/strong> <\/h2>\n\n\n\nDesignate a \u201cContact List Master\u201d <\/strong><\/h4>\n\n\n\nThe first step is to designate a person who will be responsible for managing your contact list. If several people are responsible, then nobody will take charge of it. This person will need to be meticulous and rigorous. Your \u201ccontact list master\u201d will also need to be incentivized for this role. It\u2019s unlikely to work if they do this \u201con the side\u201d without clear objectives. Finally, this person will need to have access to all the sources, e.g.<\/em> mailboxes, website back office, email marketing tool, etc. Adding a layer to the system will not only make tasks more difficult to accomplish but also significantly reduce efficiency. <\/p>\n\n\n\n<\/div>\n\n\n\nKeep It Simple, Maintain Just One Consolidated List or Database <\/strong><\/h4>\n\n\n\nThe second step is to consolidate all existing lists into one. Let\u2019s take the example of a partner at a law firm. Maintaining one contact list per<\/em> partner is common and may seem to be a good idea at first. This way, each partner handles their own contact list, ensuring they are kept up to date. After all, who knows their contacts better than the partners themselves? However, partners will receive contacts\u2019 details through numerous sources, such as business cards, emails, LinkedIn, etc. And we all know how the more sources of information there are, the more likely the contacts\u2019 details will be lost or mismanaged. <\/p>\n\n\n\nBy not sharing their contacts\u2019 details, partners also deprive themselves of an opportunity to cross-sell their services with other partners at the firm and develop their firm\u2019s business and brand collectively. Finally, maintaining several lists duplicates the work mechanically and introduces a higher risk of errors. <\/p>\n\n\n\n
<\/div>\n\n\n\nDo Some Spring Cleaning <\/strong><\/strong><\/h4>\n\n\n\nBefore you start populating your list with new contacts, you will need to clean it. Start by removing any duplicates to quickly reduce the size of your list. If you have consolidated several lists into one, then you will likely have quite a few of those. Then, remove contacts who have opted out from your list. This is usually done automatically by email marketing tools but if your lists are spread out in different sources then you will need to check that the contacts who have opted out in one source don\u2019t end up coming back in your consolidated list through the back door. <\/p>\n\n\n\n
Do not neglect any hard bounces. These contacts\u2019 details will either have to be removed or updated but they can\u2019t be kept as they are in your list. Email marketing tools usually identify these for you and even remove them if you\u2019ve set this up in your account settings. Beware of removals though, with a helping hand (and the help of technology), you should be able to update your older contacts\u2019 details and use this opportunity to get in touch again. <\/p>\n\n\n\n
Continue by removing unnecessary data. As previously pointed out, the GDPR requires that you only keep the data that is necessary to be kept for the purposes for which the data has been processed. As regards marketing and business development purposes, you don\u2019t need much information, and certainly no sensitive data. <\/p>\n\n\n\n
Finally, remove any former clients with whom you have not been in contact for a long time. Under the GDPR, it\u2019s up to you to decide how long you want to keep his data, but it certainly can\u2019t be kept nor used indefinitely. <\/p>\n\n\n\n
<\/div>\n\n\n\nUpdate Your List <\/strong><\/h4>\n\n\n\nThe next step will be to update the contact details you want to keep in your list. In my experience, 30% of the content of a contact list becomes obsolete after 12 months, so this job can\u2019t be left unattended for too long. One day or another (and generally when Christmas cards are on the agenda), it will have to be done. Best not to leave this until the last-minute tough. Going forward, it\u2019s a good idea to include a formal updating step in your agenda (and use technology to help). <\/p>\n\n\n\n
<\/div>\n\n\n\nHave a System for Populating Your List With New Clients and Prospects <\/strong><\/h4>\n\n\n\nYour contact list must evolve as your client portfolio grows and your business development activities develop. Client onboarding is the ideal time for this type of exercise and ought to include a formal GDPR-compliant opt-in step. When managing your clients\u2019 details, transparency is the watchword. Social and networking events, and targeted business trips aimed at developing alliances and partnerships with other business partners also offer great opportunities that should not be left to sink like a souffl\u00e9<\/em>. You\u2019ll be expected to follow up. Whatever the source of your contacts\u2019 details, there must be a system for these to end up in your contact list. Here again, it\u2019s a good idea to include a formal process for each type of interaction. <\/p>\n\n\n\n<\/div>\n\n\n\nUse Technology and External Help <\/strong><\/h4>\n\n\n\nNo need to break your back on this and do this manually or, on the other side of the spectrum, get a full-service AI-powered CRM system. Many tools and service providers can help you get the previous steps done faster without having to invest much time or money, such as Dropcontact<\/a>, LinkedIn Sales Navigator, Nomination<\/a>, or Anaba<\/a>. Technology is your best friend, especially when it comes to managing your contacts\u2019 details. <\/p>\n\n\n\nWhat makes the success of a law firm isn\u2019t just the satisfaction and engagement of its teams, clients, and social media audience; its brand, press coverage, rankings, and reputation; or even its tools and internal processes \u2026, it\u2019s a combination of all these things, including the careful management of contacts\u2019 details. One part of the equation, yet often neglected, while a little effort in this sphere will have powerful effects on the development of your legal business. No more excuses: stop procrastinating! <\/p>\n\n\n\n
<\/div>\n\n\n\n
\n\n\n\nABOUT THE AUTHOR:<\/strong><\/p>\n\n\n\nC\u00e9cile Roche<\/strong> is a consultant in marketing, communication and business development (MCBD<\/em>) for the legal industry. After studying law in France and in England, C\u00e9cile worked for over ten years in the International Arbitration practice of a Magic Circle law firm in Paris. In 2016, C\u00e9cile was awarded an MBA and embraced a career in legal MCBD. She worked at leading business law firms in Paris and Monaco for the next six years. In 2022, she founded MCBD Services<\/strong>, a legal marketing company based in France, where she works as a consultant, putting her skills and experience to the service of French and foreign lawyers working in global markets. <\/p>\n\n\n\n
\n\n\n
In addition to this, you must include a link allowing your contacts to facilitate their right to object to receiving your newsletters, email invitations, etc.., in all your email campaigns. <\/p>\n\n\n\n
In this regard, the French Bar Council (Conseil National des Barreaux<\/em> – CNB) released in May 2023 the second edition of its practical guide on data protection<\/a>, which provides specific guidance to the lawyers practicing in France, including members of foreign Bars (which will be the case for many international arbitration practitioners). <\/p>\n\n\n\n The first step is to designate a person who will be responsible for managing your contact list. If several people are responsible, then nobody will take charge of it. This person will need to be meticulous and rigorous. Your \u201ccontact list master\u201d will also need to be incentivized for this role. It\u2019s unlikely to work if they do this \u201con the side\u201d without clear objectives. Finally, this person will need to have access to all the sources, e.g.<\/em> mailboxes, website back office, email marketing tool, etc. Adding a layer to the system will not only make tasks more difficult to accomplish but also significantly reduce efficiency. <\/p>\n\n\n\n The second step is to consolidate all existing lists into one. Let\u2019s take the example of a partner at a law firm. Maintaining one contact list per<\/em> partner is common and may seem to be a good idea at first. This way, each partner handles their own contact list, ensuring they are kept up to date. After all, who knows their contacts better than the partners themselves? However, partners will receive contacts\u2019 details through numerous sources, such as business cards, emails, LinkedIn, etc. And we all know how the more sources of information there are, the more likely the contacts\u2019 details will be lost or mismanaged. <\/p>\n\n\n\n By not sharing their contacts\u2019 details, partners also deprive themselves of an opportunity to cross-sell their services with other partners at the firm and develop their firm\u2019s business and brand collectively. Finally, maintaining several lists duplicates the work mechanically and introduces a higher risk of errors. <\/p>\n\n\n\n Before you start populating your list with new contacts, you will need to clean it. Start by removing any duplicates to quickly reduce the size of your list. If you have consolidated several lists into one, then you will likely have quite a few of those. Then, remove contacts who have opted out from your list. This is usually done automatically by email marketing tools but if your lists are spread out in different sources then you will need to check that the contacts who have opted out in one source don\u2019t end up coming back in your consolidated list through the back door. <\/p>\n\n\n\n Do not neglect any hard bounces. These contacts\u2019 details will either have to be removed or updated but they can\u2019t be kept as they are in your list. Email marketing tools usually identify these for you and even remove them if you\u2019ve set this up in your account settings. Beware of removals though, with a helping hand (and the help of technology), you should be able to update your older contacts\u2019 details and use this opportunity to get in touch again. <\/p>\n\n\n\n Continue by removing unnecessary data. As previously pointed out, the GDPR requires that you only keep the data that is necessary to be kept for the purposes for which the data has been processed. As regards marketing and business development purposes, you don\u2019t need much information, and certainly no sensitive data. <\/p>\n\n\n\n Finally, remove any former clients with whom you have not been in contact for a long time. Under the GDPR, it\u2019s up to you to decide how long you want to keep his data, but it certainly can\u2019t be kept nor used indefinitely. <\/p>\n\n\n\n The next step will be to update the contact details you want to keep in your list. In my experience, 30% of the content of a contact list becomes obsolete after 12 months, so this job can\u2019t be left unattended for too long. One day or another (and generally when Christmas cards are on the agenda), it will have to be done. Best not to leave this until the last-minute tough. Going forward, it\u2019s a good idea to include a formal updating step in your agenda (and use technology to help). <\/p>\n\n\n\n Your contact list must evolve as your client portfolio grows and your business development activities develop. Client onboarding is the ideal time for this type of exercise and ought to include a formal GDPR-compliant opt-in step. When managing your clients\u2019 details, transparency is the watchword. Social and networking events, and targeted business trips aimed at developing alliances and partnerships with other business partners also offer great opportunities that should not be left to sink like a souffl\u00e9<\/em>. You\u2019ll be expected to follow up. Whatever the source of your contacts\u2019 details, there must be a system for these to end up in your contact list. Here again, it\u2019s a good idea to include a formal process for each type of interaction. <\/p>\n\n\n\n No need to break your back on this and do this manually or, on the other side of the spectrum, get a full-service AI-powered CRM system. Many tools and service providers can help you get the previous steps done faster without having to invest much time or money, such as Dropcontact<\/a>, LinkedIn Sales Navigator, Nomination<\/a>, or Anaba<\/a>. Technology is your best friend, especially when it comes to managing your contacts\u2019 details. <\/p>\n\n\n\n What makes the success of a law firm isn\u2019t just the satisfaction and engagement of its teams, clients, and social media audience; its brand, press coverage, rankings, and reputation; or even its tools and internal processes \u2026, it\u2019s a combination of all these things, including the careful management of contacts\u2019 details. One part of the equation, yet often neglected, while a little effort in this sphere will have powerful effects on the development of your legal business. No more excuses: stop procrastinating! <\/p>\n\n\n\n ABOUT THE AUTHOR:<\/strong><\/p>\n\n\n\n C\u00e9cile Roche<\/strong> is a consultant in marketing, communication and business development (MCBD<\/em>) for the legal industry. After studying law in France and in England, C\u00e9cile worked for over ten years in the International Arbitration practice of a Magic Circle law firm in Paris. In 2016, C\u00e9cile was awarded an MBA and embraced a career in legal MCBD. She worked at leading business law firms in Paris and Monaco for the next six years. In 2022, she founded MCBD Services<\/strong>, a legal marketing company based in France, where she works as a consultant, putting her skills and experience to the service of French and foreign lawyers working in global markets. <\/p>\n\n\n\nHow to Manage Your Contact List Efficiently?<\/strong> <\/h2>\n\n\n\n
Designate a \u201cContact List Master\u201d <\/strong><\/h4>\n\n\n\n
Keep It Simple, Maintain Just One Consolidated List or Database <\/strong><\/h4>\n\n\n\n
Do Some Spring Cleaning <\/strong><\/strong><\/h4>\n\n\n\n
Update Your List <\/strong><\/h4>\n\n\n\n
Have a System for Populating Your List With New Clients and Prospects <\/strong><\/h4>\n\n\n\n
Use Technology and External Help <\/strong><\/h4>\n\n\n\n
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\n\n\n
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<\/a><\/figure>\n<\/div>\n\n\n