People move and change jobs so frequently that you probably receive notifications of address and telephone changes on an almost daily basis. It's easy for the information in your address book to become inaccurate and out-of-date in just a short period of time.

To stay on top of this constant stream of information, I recommend the following method for organizing this data:

• The first step is to have a computer and handheld device that talk to each other. I have Bluetooth capabilities on my computer and cell phone. A USB or WiFi connection also can transfer information, just be sure that you have the proper communication software on both devices to allow for transfer and syncing of address book data.
• Once these two devices can speak to each other, you'll want to create a single, master address list that is void of duplicates and inaccurate data. This will be the most lengthy stage in the process, and I recommend creating the master list on your computer instead of your handheld (this isn't the time to stare at a tiny screen, you'll just get frustrated). Both Macs and PCs come with address book software installed with their major operating systems, and I've found that they're intuitive and robust enough for most people's needs.
• When creating your master list, don't forget to add businesses that you frequently contact, like your doctor's office and your children's school. I also create files for businesses where I have membership cards and then enter my membership numbers into the notes fields. It can be wise to put the "lost card" telephone numbers off of the back of your credit cards in case your wallet is stolen, too.
• Allow only one entry per person that includes work and office information. In some address book programs, you can link couples and businesses with individuals so that you can see (but not edit) group data in a single entry. The program I use, Address Book for Macs, also lets me create smart groups.
• With a master list on your computer full of good data, you'll want to sync it back up with your handheld. Be sure to overwrite the data on your handheld so that you don't reintroduce bad data into your system.
• The next step in the process is to backup your computer's hard drive. We all know that hard drives fail, so take the time now to prevent a headache later.
• At this point, I also would recommend opening up a Plaxo account online and uploading your address book. Some people dislike this option because they're uncomfortable knowing that their data has a slim possibility of being hacked. In my situation, the advantages of an online service like Plaxo outweigh my fears of my information being accessed. The best parts about Plaxo are that my friends can change their own information, and Plaxo syncs up with my address book on my computer's hard drive. Ultimately, Plaxo helps me to keep my information current with very little effort.

Now that your information is organized, backed up, and easily accessible on your computer and handheld device, enjoy the benefits of your time investment. Throw a party, and send invitations knowing that they will arrive at the right address!

Image from apple.com