In my previous post, I discussed how AI, like ChatGPT or Google Gemini, can help streamline trade show participation, networking, and CRM updates by scanning business cards.

After events, customer visits, or networking sessions, we often end up with a pile of business cards that need to be entered into our CRM or stored for later reference. AI can make this process faster by scanning and organizing the information into text or Excel files.

During my initial tests, I scanned business cards one by one and got solid results. But I decided to test bulk scanning to make the process even more efficient.

Here are my recommendations based on that experience:

• Avoid scanning too many cards at once. From my experience, uploading a photo with 8 or more business cards can result in errors. The details become less visible and more prone to mistakes. Instead, try scanning about four cards at a time for better accuracy.

• Ask ChatGPT to create a CSV file. You’ll receive the card details in text format, but you can also ask ChatGPT to automatically generate a CSV file from the start, saving you time.

• Combine multiple CSV files. After scanning several cards, you can request that ChatGPT merge them into one comprehensive CSV file.

• Use a table format if needed. If you encounter issues with creating a CSV file, ask ChatGPT to present the information in a tabular format. You can copy this directly from the ChatGPT interface into Excel in just one step.

• Explore alternatives like Google Gemini. You can also use Google Gemini for this task. Both platforms offer convenient voice-to-text input, making it easier to use AI on the go, whether you’re at a customer meeting or networking event.

• Work around limitations. Sometimes AI can’t do what you need. For example, Gemini initially said it couldn’t create or send files, suggesting I manually copy the data. However, when I asked for the information in a table format, it worked perfectly and even suggested exporting it to Google Sheets, allowing me to download a ready-to-use spreadsheet.

• Mind the free usage limits. Scanning large volumes of cards might exceed the free limits of these platforms. Consider scanning over a few days or upgrading to a premium account (around $20/month).

In summary, AI tools like ChatGPT and Gemini can make scanning and managing business cards much easier, enhancing your business interactions and making CRM updates more efficient. Both platforms offer voice-to-text input, which is especially useful for mobile use. You can download both apps for free, though some usage limits apply. Premium upgrades are available if needed.

In my next articles, I will share more tips about how to use ChatGPT and Gemini to optimize your trade show participation, customer visits, and CRM updates.

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