The transition to more efficient, faster, and sustainable tools is inevitable. While paper business cards still hold a place at many events and professional meetings, more and more individuals and companies are realizing the advantages of completely moving away from them. Knowee, as a leading digital business card solution, is at the forefront of this shift, providing tools to streamline networking and contact management. But what to do with those paper cards inevitably receive?

Today, thanks to scanning technology, OCR (Optical Character Recognition), and integration with CRM systems, Knowee allows users to digitize any physical card and ensure that the information it contains is not only safely stored on the device but also seamlessly integrated into the workflow.

The Problem with Paper Business Cards

Although paper business cards have been a key networking tool for decades, they come with several disadvantages:

Easily lost or damaged: It’s common to lose cards in the hustle and bustle of events or have them get damaged over time.

Inefficient contact management: Storing hundreds of physical cards and then manually entering the information into a system is a tedious task.

Lack of updates: The information printed on a card can quickly become outdated, meaning could unknowingly have outdated contact details.

For these reasons, digitizing business cards is the logical solution. And the best part is that today, it’s not just about having the own digital cards, but also about being able to digitize the paper cards received from others.

OCR Technology: The Bridge Between Paper and Digital

OCR (Optical Character Recognition) is the key technology that facilitates this process. This tool allows any physical card to be scanned and converted into digital information that can be edited, organized, and stored effectively. Here’s how it works:

Card Scanning: Using the smartphone’s camera or a dedicated scanner, capture an image of the physical card.

OCR Processing: The system analyzes the image, recognizes the text, and identifies key data such as the name, email address, phone number, job title, and company.

Automated Organization: Once the information is extracted, it is stored in a structured manner in the digital database, ready to be used or shared.

Thanks to OCR technology, this process takes just seconds, eliminating the need to manually input data and minimizing transcription errors.

CRM Integration: The Next Level of Productivity

Digitizing paper cards is only the beginning. To maximize efficiency, it’s crucial that this information is integrated directly into the Customer Relationship Management (CRM) system. CRMs allow to store, manage, and access contact information in an organized way, accessible from anywhere.

When scan a card and OCR technology extracts the information, the best systems allow to automatically send this data to the CRM, where it can be associated with projects, existing contacts, or new business opportunities. Some of the most notable advantages of this integration are:

Automated Follow-up: Once in the CRM, can schedule automatic follow-ups, sending personalized emails or meeting reminders.

360º View of the Contacts: By integrating the card information with other data sources, such as emails, past interactions, and transactions, get a complete view of the contact.

Easy Updates: If the contact changes roles or companies, the information can be easily updated in the CRM without needing to save a new physical card.

How Knowee Makes the Process Easier

Knowee, as an advanced digital solution, already incorporates these scanning and OCR functions, so that any paper card received becomes a manageable digital contact. But Knowee’s integration with CRM goes a step further. By syncing the scanned cards directly with the CRM, can forget the tedious task of organizing contacts. The entire process is automated, along with future interactions with the contacts.

A Final Goodbye to Paper Cards

Using digital business cards, like those offered by Knowee, not only improves sustainability and efficiency but also simplifies the management of contacts from others. In summary, paper cards no longer need to be an obstacle. Thanks to the combination of scanning, OCR, and CRM integration, can take all the networking into the digital world, where there’s no risk of losing information, and everything is faster and more efficient. It’s time to forget about physical cards and embrace the present of digital business cards.

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