By Marc C. Shaffer
Life moves fast, sometimes too fast.
Whether it’s following up with a friend, remembering to check in on someone going through a tough time, or just keeping track of personal to-dos, it’s easy to let things fall through the cracks. We all mean well, but without a system, even the kindest intentions can quietly fade into forgotten sticky notes or buried messages.
If you’ve ever thought, “I meant to reach out, but time just got away from me,” this post is for you.
The Personal Side of Staying Organized
While I use professional tools like Salesforce and Outlook to manage both business and personal relationships, the heart of the system isn’t about sales. It’s about showing people they matter. Sometimes, I’ll scroll through old text messages and realize I haven’t talked to someone in a while. If they come to mind, I’ll just send a quick note; no agenda, no ask, just a “Hey, thinking about you today!”
It’s a small gesture that keeps relationships warm. And while it doesn’t always spark a response, it almost always makes me smile, and often brightens someone else’s day too.
Why Systems Matter, Even for Personal Life
You don’t need to be a CEO to benefit from a good system. In fact, the more hats you wear, whether as a parent, professional, volunteer, or caregiver, the more essential it becomes to have reminders and timelines in place.
Our brains can only juggle so much.
And when you’re managing dozens of tasks and relationships, a system gives you the peace of mind to be present in the moment without constantly wondering what you’re forgetting.
Here’s the trick: don’t rely solely on memory. Find a tool that reminds you at the right time so you can let go of the mental clutter. If something isn’t important for another six months, why let it take up space in your head today?
This shift in thinking really came into focus for me after working with my life coach. She helped me see how powerful it can be to get everything out of my head and into a reliable system. Whether it’s a calendar, a CRM, or even a simple to-do list with recurring reminders, moving thoughts from brain to tool creates mental clarity; and that clarity is what allows us to focus on what truly matters most.
One of the best lessons I learned was this: when everything is a priority, nothing is a priority.
If you’re trying to keep it all in your head, you’ll constantly feel overwhelmed and distracted. But if you trust your system to remind you at the right time, you can give your full attention to what’s in front of you today, knowing the rest will resurface when it needs to.
Personal CRM Tools for Real Life
You don’t need an expensive or complicated system. There are several easy-to-use apps and tools designed specifically for personal use. Many are free or low-cost, and they help you track important dates, conversations, and follow-ups. A few great options include:
- Clay – A beautifully designed app that uses AI to remind you of personal details and encourage thoughtful follow-ups.
- Dex – Great if you’re active on LinkedIn and want regular nudges to stay in touch.
- Monica – An open-source CRM focused entirely on managing personal relationships with privacy in mind.
- Covve – A mobile-first option that syncs with your phone and enriches your contact info.
- Folk – Ideal for organizing people into projects or roles, perfect for families, friend groups, or volunteer teams.
- HubSpot CRM – Business-grade, but completely free and user-friendly if you want a little more structure.
Other honorable mentions include Airtable, Notion, HiHello, and Contacts+, depending on your style and needs.
Tips for Starting Small: Build Your System One Step at a Time
If building a system to manage personal relationships sounds overwhelming, start small. You don’t have to launch a full-blown CRM overnight. Just take one step to move toward more intentional connection. Here are a few simple ideas I often share:
- Set a Weekly Check-In Goal. For me, it’s a sticky note or a computer prompt reminding me to reach out to 10–15 people each week. But your number can be smaller – start with one or two and build from there.
- Add a Note to a Contact. The next time you learn something about someone, a child’s name, a favorite coffee order, a new promotion, jot it down in your phone, CRM, or even your paper planner. You’ll be surprised how often it comes in handy later.
- Use Your Calendar as a Tool. Schedule a monthly reminder to revisit your messages or scan your contact list. This simple recurring event can prompt you to reconnect with someone you haven’t spoken to in a while.
- Pick Just One App. Try an easy personal CRM like Clay, Dex, or Monica. If tech isn’t your thing, a notebook with tabs or index cards can work just as well. The best system is the one you’ll actually use.
Remember, this isn’t about turning relationships into checkboxes. It’s about making space to show people they matter even in the midst of a busy life.
One of My Favorite Tools for Connection: SendOutCards
While handwritten notes were my go-to for years, everything changed when I discovered SendOutCards, thanks to an introduction from Brenda Perkins. I was initially skeptical. I loved the feel of pen and paper and didn’t want to lose that personal touch. But Brenda showed me what was possible.
Over several months, she sent me customized cards that truly stood out; featuring vacation photos I had posted online, celebrations from my work life, and even a mock newspaper article using my LinkedIn profile picture. These weren’t just cards, they were keepsakes and they made me realize something important: personalization isn’t about handwriting, it’s about thoughtfulness.
Now, I use SendOutCards regularly. I’m on their unlimited plan and aim to send 10–15 notes each week. It has become part of my system of staying in touch, spreading encouragement, and being present in people’s lives. While it’s not about generating business, it often leads to deeper conversations and, over time, genuine relationships that matter.
The platform includes pre-built templates for:
- Birthdays
- Holidays
- Thank-you notes
- Celebrations and milestones
- “Just because” messages
Plus, you can include small gifts like brownies, caramels, or coffee cards – simple gestures that go a long way. Last year, I even used it to send our family holiday cards, and the feedback was incredible.
If you’re looking for a meaningful, easy-to-use tool to nurture relationships, I highly recommend SendOutCards. It fits seamlessly into a system of thoughtful reminders and helps you bring joy to others consistently, even when life is moving fast.
Final Thought: Connection Doesn’t Have to Be Complicated
At the end of the day, all of this comes down to caring; about people, about your own time, and about the quality of your connections. Whether you’re managing a family calendar, checking in on old friends, or making sure you don’t forget that book recommendation for your sister-in-law, a little structure can go a long way.
Busyness is real, but it doesn’t have to win. Build a system that supports you, and you’ll find it easier to stay connected, follow through, and be the kind of person you want to be, without burning out in the process.
The opinions expressed herein are those of certain Searcy Financial Services, Inc. personnel and are subject to change without notice. The opinions expressed are as of the date of publication and are subject to revision due to changes in the market or economic conditions, which may not necessarily come to pass. Any opinions, projections, or forward-looking statements expressed herein are solely those of the author, may differ from the views or opinions expressed by others in the firm, and are meant for general informational purposes as of the date indicated. Searcy Financial Services, Inc. is not compensated by these vendors, nor are there material conflicts of interest that would affect the given statements.