Organizing Show Info After Submissions: Tips & Tricks

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Discussion Overview

This thread explores various methods participants use to organize show information after submissions, focusing on the management of order forms, show summaries, and related paperwork. Participants share their personal experiences and strategies for maintaining organization in their businesses.

Discussion Character

  • Anecdotal
  • Opinion-based

Main Points Raised

  • One participant, identifying as a consultant, inquires about organizing show information and mentions a lack of dedicated office space.
  • Another participant shares their experience of keeping both order forms and show summary printouts, although they have recently stopped printing summaries.
  • One consultant mentions clipping together order forms and show summaries, indicating a potential future plan to shred the order forms.
  • A participant describes creating a file folder for each show, detailing how they track guest sales and manage drawing slips, ultimately destroying them after entering necessary information into their system.
  • Another participant states they keep no paperwork, relying solely on P3 for information and maintaining backups, citing a need to minimize clutter due to selling their house.
  • One consultant explains their system of filing orders in a plastic folder holder and using a binder for calls, emphasizing the portability of their organization method.

Areas of Agreement / Disagreement

Views differ on the necessity of keeping physical paperwork, with some participants opting to retain order forms and others choosing to eliminate them entirely. No clear consensus emerges on the best organizational method.

Contextual Notes

Participants' experiences reflect a range of personal circumstances, including workspace limitations and preferences for digital versus physical organization methods.

Who May Find This Useful

Consultants looking for diverse organizational strategies for managing show information may find the shared experiences relevant.

tinat51796
tinat51796
Messages
249
How do you all organize your show information after the show has been submitted? Do you keep all of the order forms even though everything is in PP3? Or do you print out the report from PP3 that shows everyone's information and what they ordered? My business is starting to pick up for the new year and I'm trying to get a head start on getting better organized so I can keep up with it. I don't actually have an office space at my house...our office got turned in to a nursery. My desktop actually sits on an end table in my living room and for now I'm keeping all my show stuff in the closet in a crate when I'm not using it. Any suggestions would be appreciated. Thanks!
 
I have been keeping order forms and the show summary printouts for all my shows. Well, except that recently I haven't bothered printing the summaries. One of the many things on my to-do list for Christmas shutdown (I'm on assignment now at Ford Credit, and they're shut the week between Christmas and New Year) is to shred all my back paperwork to clear some of the cr@p out of my office. Not that my one box of paperwork will make a visible dent, but it's a place to start. :rolleyes:
 
So far I've been keeping each show's order forms clipped together along with a show summary print out. I'm sure in time, I'll go and shred the order forms and just keep the summary sheets but right now it's what makes sense for me.
 
As each show is scheduled, I create a file folder for the show. On the outside I write the recipe I'm taking and the number of guests expected. I place the order forms and the drawing slips in the folder. I write the Guest Sales amount on the outside of the folder as I am closing the show. When I transmit the show, I write the confirmation number, date, and time on the outside of the folder.Within a week or so, I enter any information I want to keep from the drawing slips in PP and add anyone who asks to my newsletter addresses. I then destroy the drawing slips. I keep all of the order forms for about a month. At the end of that time, I destroy the order forms. (I have the information in my computer, which I back up regularly, and the HO has all of that information as well.)For now, I'm keeping the folders so I can refresh my memory as to which recipe I made, how many guests attended (I change that info if it's very different from the expected number), and the sales level.
 
I keep no paperwork. I print the P3 receipts and staple that to their original and send it to the guest or hosts. Everything I need is in P3 and I'm diligent in keeping backups. Part of the reason is my house is for sale and I don't need any more papers around than necessary. I enter the DPS info into P3 and the e-mails into constant contact and then toss those.Whatever I need I print when I need it. Hope that helps! :)
 
I keep the orders in a folder by show, and file them in a plastic file folder holder box. I then use the DPDS taped to a piece of paper and file them in a binder. I use this binder to make all of my calls. I also have a separate host binder with current hosts filed by month of show/future shows, and tabs by alphabetical order for past hosts. I like the binder system as it is portable and can take it with me.
 

Frequently Asked Questions

What is the best way to organize show information after submissions?

One effective method is to create a dedicated folder for each show in your digital file system. Within each folder, you can include subfolders for guest orders, host information, and promotional materials. This keeps everything organized and easily accessible.

Should I use a spreadsheet to track submissions? If so, how?

Yes, using a spreadsheet can be very helpful. You can create columns for guest names, order details, payment status, and shipping information. This allows you to easily sort and filter data, making it simpler to manage and follow up on submissions.

How can I ensure I don’t miss any important details from submissions?

To avoid missing important details, consider creating a checklist that includes all necessary information you need from each submission. Review this checklist as you go through each submission to ensure nothing is overlooked.

What tools can help me organize show information effectively?

There are several tools available, such as Google Drive for file storage, Trello for task management, and Excel or Google Sheets for tracking orders. These tools can streamline your organization process and improve collaboration if you're working with a team.

How often should I review and update my organized show information?

It's a good practice to review and update your organized show information regularly, ideally after each show. This ensures that all data is current and allows you to address any outstanding issues promptly, keeping your workflow efficient.

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