How Can I Simplify Tracking My Hosts Without Paper Clutter?

[krzymomof4]

I am looking for a simpler way to keep track of my hosts. I have tried P3, but I can't seem to make it easy. If I keep it on paper, I loose it or have a dozen copies that get in the way( something I am trying to downsize for the year).
I have hosts who have shows for me every 6 months and the emails that we get from HO doesn't keep track of the new shows. I am constantly getting emails about hosts discounts expiring when they had a show a few months previously.
Any ideas to make this easy and effecient?

 

[jrstephens]

If I know to contact a host a few months/weeks out about another show,I make a note with their name and phone number in my day planner on the date I need to start contacting them. I am looking at my planner dailey, so, I see it ahead of time and know the time is coming up to contact them. As soon as they tell me when to call them back, I make the note so I do not forget to do it later.

 

[stefani2]

I have 2 binders...one has my Daily Planner (aka My Life - everything for the family goes in here so we have ONE calendar). It also has 4 dividers in it: One for this month, one for next month, one for To Do, and one for my Hosts (up-coming). My second Binder is a Yearly Binder - I have 13 dividers - one for each month and I can put things in there in advance...Incentives, up-coming specials, pages I have ripped out of CN, etc. The last divider is for Promotional Ideas - theme shows, Booking Blitz, Open House, Summer Grillin' ideas, etc. I find it has helped me to be WAY more organized (especially having a To Do folder).

 

[JAE]

Because I have 8 shows this month with 4 of them in one week, I, just tonight, decided to put each host/show in a notebook. It's about 5x7. Each host has a page, front and back. I can make notes under each host. I keep track of the type of show, the calls I've made, decisions we've come up with about recipes, directions to their home, any communication we've had or not had yet but need to have. Not sure if I will keep up with it, but I want to keep it all in one place. I've been finding myself asking hosts the same questions because I forget what the answer was and where I wrote the info down. It's crazy.

 

[stacywhitlow]

Look under files for organizing business. It uses a binder system. I just started it & love it so far.

 

[dannyzmom]

I use the Consultant Planner we are given my HO.
I go in & write down all my family committments...then I circle all the dates I am willing to do shows. When someone books a show, I write her name, address, phones & email in that date.

 

[pamperedlinda]

This is what I createdFirst off, I write all my shows and family commitments in my Consultant Planner - in pencil since life changes.

I too was having trouble keeping up with everything and last year I came up with this system. I looked at several Host Info sheets that people sent me, but I wanted something smaller so I created this form (I seldom use the back side (page 2), but the front is like gold for me!). I print them on card stock so I get 4 to a page.


I keep a file box (4X6) size in my desk with the following tabs:

1-31 for the dates of the current month (I file under the date when the next action is needed)

Jan-Dec - File Future Shows/Contacts/Leads in there

Recruit Leads - I put Index Cards with contact info and notes of my leads

My Team - I put Index Cards with contact info for my team

Closed Shows - I file the Host Cards for my closed shows here

Hope that made sense. It works for me.

 

[Lisa/ChefBear]

I wish those document were in Word, I don't have publisher and would love to see them and maybe help me.

Anyone have the know how to convert them??

Thanks in advance.

Lisa

 

[Bren706]

I use the "Host Tracking Notebook" system designed by Nancy Francis, an Executive Director. I think I may have found this document here on Chef Success, but could not find it again. I had a hard copy of it in my host tracking notebook, so I scanned it in.

I love this binder. I also put in an additional tab under the current hosts, labeled catalog shows.

 

[pamperedlinda]

I wish those document were in Word, I don't have publisher and would love to see them and maybe help me.

Anyone have the know how to convert them??

Thanks in advance.

Lisa

Maybe someone can save it for you as a pdf. My scanner is on the blink right now or I'd scan it for you.

 

[sfdavis918]

Here are Linda's cards in pdf.

 

[pamperedlinda]

Thanks Sarah.

 

[krzymomof4]

I am very disorganized. I started a file box, but it sets empty. I know shame on me. I would post a pic, but then I would have to hang my head in shame and never return