chefleighann
- 15
Organizing Hostess Orders: A Guide
- Thread starter chefleighann
- Start date
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- Tags
- hostess orders organizing
Click For Summary
Discussion Overview
The thread discusses various methods participants use to organize and track hostess orders and show subtotals during Pampered Chef events. Participants share their personal experiences and tools they utilize for maintaining organization and accuracy in their sales processes.
Discussion Character
- Anecdotal
- Opinion-based
- Exploratory
Main Points Raised
- One participant mentions using notebook paper to tally show subtotals and is seeking better organizational methods.
- Another participant, identifying as a consultant, uses a Monthly Sales Diary for personal tracking and the show tally form for host orders, along with Pampered Partner for reports.
- One user discusses utilizing Pampered Partner's reports to obtain various subtotals and suggests printing receipts for hosts after closing shows.
- A participant shares their experience of using a laptop during shows to streamline calculations and ensure accuracy, while also noting the use of a notebook as a backup method.
- Another participant describes using the show planner to keep track of sales and communicate with the host about potential additional orders.
- One participant mentions setting a date to close orders by phone and providing hosts with "official" totals after receiving their orders.
Areas of Agreement / Disagreement
Views differ on the best methods for tracking hostess orders and subtotals, with no clear consensus emerging on a single preferred approach.
Contextual Notes
Participants share a variety of personal experiences and tools, reflecting the diverse practices within the consultant community for managing show orders.
Who May Find This Useful
Consultants looking for different organizational strategies for managing hostess orders and show subtotals may find the shared experiences relevant.
Shawnna
Gold Member
- 2,372
I am not sure exactly what you are looking for. If it is for your personal use, I use the Monthly Sales Diary to keep up with show totals, but as far as host orders, no I don't have anything other than the show tally form we get with our papework. I am currently using the show planner with my kitchen show hosts to show what they ordered, etc. For catalog hosts, I give them order forms to use with their guests, and I use one for their order and then take them home and enter them into Pampered Partner. Then I have a receipt of their order. If I want to know any totals I use Pampered Partner reports for most things.
Shawnna
Shawnna
rwesterpchef
- 503
Show Subtotals
I'm not 100% certain that I understand your question. Subtotals of dollar amounts sold for a particular time period, subtotals of dollar amounts or quantities by products...just about any possible subtotal for your selected time period can be acquired through Pampered Partner's reports option.
For the hostess, I'd just print a copy of her receipt. When I close shows, I actually use the "print" feature after I balance the show. It has a breakdown of the quantity of products guests ordered, and a breakdown of the hosts order.
There are times I want to know how many cookware sets or something, I've sold. That's when I utilize Pampered Partner. With September being stoneware month, use the Pampered Partner reports to get a list of people that purchased any 1300 - 1465 product numbers. (granted, you'll get a few items that aren't stones also, but the bulk will be your stoneware info.) Call them and try to get a show going
Leighann,chefleighann said:
I'm not 100% certain that I understand your question. Subtotals of dollar amounts sold for a particular time period, subtotals of dollar amounts or quantities by products...just about any possible subtotal for your selected time period can be acquired through Pampered Partner's reports option.
For the hostess, I'd just print a copy of her receipt. When I close shows, I actually use the "print" feature after I balance the show. It has a breakdown of the quantity of products guests ordered, and a breakdown of the hosts order.
There are times I want to know how many cookware sets or something, I've sold. That's when I utilize Pampered Partner. With September being stoneware month, use the Pampered Partner reports to get a list of people that purchased any 1300 - 1465 product numbers. (granted, you'll get a few items that aren't stones also, but the bulk will be your stoneware info.) Call them and try to get a show going
BethCooks4U
Gold Member
- 12,926
I think you are asking how to keep a tally AT the show so that it's easier and faster to tell the host what she's earning?
I personally use a laptop and pampered partner figures it all out for me as I do the orders. If no laptop is available then I would do as you are currently doing. Make a log in a notebook or a piece of paper and then add it up with the calculator at the end of the evening. I would tell the host that you will give her the final numbers once you enter it on the computer and then call her as soon as you have it on PP - especially if you made a math error on the calculator (the reason I carry the laptop).
I personally use a laptop and pampered partner figures it all out for me as I do the orders. If no laptop is available then I would do as you are currently doing. Make a log in a notebook or a piece of paper and then add it up with the calculator at the end of the evening. I would tell the host that you will give her the final numbers once you enter it on the computer and then call her as soon as you have it on PP - especially if you made a math error on the calculator (the reason I carry the laptop).
ChefNic
- 1,048
That is what the show planner is for. PC makes everything so easy, and organized!
After the guest leave I ask the host to get her show planner, I go thru all the sales receipts, add the product amount, and write it in her show planner... and talk to her about any guests who didn't come or place an order who she invited. She sees what sales level she is at, and if she asked the others who didn't order, she can make it to the next level.
But I tell her when I get home, and enter all the orders into the computer, the computer will catch any mistakes if I made them. I tell her I'll email her the totals the next day , just in case I made mistakes.
After the guest leave I ask the host to get her show planner, I go thru all the sales receipts, add the product amount, and write it in her show planner... and talk to her about any guests who didn't come or place an order who she invited. She sees what sales level she is at, and if she asked the others who didn't order, she can make it to the next level.
But I tell her when I get home, and enter all the orders into the computer, the computer will catch any mistakes if I made them. I tell her I'll email her the totals the next day , just in case I made mistakes.
Ann F
Gold Member
- 680
I use the Show Planner, too, to give the host an idea where she is and where she might want to go with outside orders. We set a date to close by phone. I call her, she reads me the rest of the orders, and I give her the "official" totals. Occasionally, she'll ask me to call her back in a half hour, but most of them already know where they stand prior to that call and they're ready to order all that wonderful stuff! I transmit as soon as I receive her check(s) in the mail.
Frequently Asked Questions
What is the best way to organize hostess orders?
The best way to organize hostess orders is to create a dedicated system that includes a spreadsheet or a digital tool where you can track each order's details, such as the hostess's name, order items, payment status, and shipping information. This helps ensure that nothing gets overlooked and allows for easy access to information when needed.
How can I keep track of multiple hostess orders at once?
To keep track of multiple hostess orders, consider using a project management tool or a simple spreadsheet with separate tabs for each hostess. This way, you can easily update and monitor the status of each order without mixing them up. Regularly reviewing and updating the information will help you stay organized.
What information should I collect from hostesses for their orders?
When collecting information from hostesses, make sure to gather their full name, contact information, order details (including item names and quantities), payment method, and any special instructions regarding shipping or delivery. This comprehensive information will help streamline the order process.
How do I handle changes or cancellations to hostess orders?
If a hostess needs to make changes or cancel an order, it’s important to have a clear policy in place. Encourage hostesses to communicate any changes as soon as possible. Document the changes in your tracking system and confirm any adjustments with the hostess to ensure everyone is on the same page.
What tools can I use to help organize hostess orders?
There are several tools you can use to organize hostess orders, including spreadsheets (like Excel or Google Sheets), project management apps (such as Trello or Asana), and specific direct sales software designed for managing orders and customer relationships. Choose a tool that fits your workflow and preferences for the best results.
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