Organizing Show Info After Submissions: Tips & Tricks

[tinat51796]

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!

 

[chefann]

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.

 

[lkprescott]

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.

 

[raebates]

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.

 

[finley1991]

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!

 

[Bren706]

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.