How Do You Keep Up With Your Projects?

[DHauser]

I've got both a good (and bad) challenge and would like to ask those of us that do this professionally "just how do you keep up with your projects"? By that I mean what system do you use to manage all of the various "serious" inquiries that you receive? I've got a good website and am ranked on page one on Google so having customers want my work is not an issue. The issue is simply keeping up with all of it properly and timely. I do have large trays that I keep projects on in variouos stages of completion so anything I am physically working on stays in sight (and the shop cats but thats another challenge).

I'd like to hear comments from the group as to what system they use. Right now I am keeping serious enquiries in a note book that moves with me from the shop back to the house (my computer) and I keep all of my emails via IMAP, vs. POP so I can access them from any PC that I happen to be at at the moment. I also keep a white board in the shop which is now not apparently big enough.

Good problem to have but definately dont like delaying customers unecessarily. I figure right now Ive got about a 12 week lead time and it looks like its going up!

So... what you guys and girls think? Anybody have the "perfect" solution?

Dave

[DoubleC]

Dave I think this is an excellent question and one I'd like to know too because I'm so disorganized. My lead time is usually only a couple of weeks but I have a hard time keeping everything organized for my projects, and this wastes a lot of time. Which is more stressful making me more disorganized. It's a vicious cycle and one I've tried to work on for months now. So hopefully some people will have some ideas. Cheryl

[Cyberthrasher]

I use email for all inquiries when possible and I have a label setup for messages that come to my business email - step one to keep them all highlighted and in my face. As they come in, I fill out a Google Doc's form that I setup with all the important information which then fills out a spreadsheet and lists the jobs in the order that they're received with due dates. By having it in Google Doc's form, I can pull it up on my phone, computer, laptop, day job, etc..... I also note that important information for each of the current jobs on a small notepad and hang the sheets on my wall above my bench for quick reference. As the orders are completed, I move them from the "Working" spreadsheet to another tab for "completed" orders so that I can reference them later, and I also then archive the associated emails - AFTER I know the order has been received.

[lightingale]

This is a timely discussion!

I also have issues staying on top of everything. I do mostly custom work, and I receive inquiries on Etsy and through e-mail. Life has been hectic (husband had a couple of tachycardia episodes which can be scary) and occasionally an inquiry slips through the cracks. Just yesterday I had a potential customer email me saying they were "disappointed" with my "silence" when I didn't get back to her within a week with concept sketches.

I do this as a hobby and don't always want to or am able to write a response in the middle of dinner or while out grocery shopping. More pile up, and sometimes it gets overwhelming. I think dealing with customers can sometimes take as long or longer than the actual crafting time of their item, and that's a lot of typing!

The best method I can come up with for organization is to keep a white board in the craft room. This is where I record details of all the projects ordered (sorted by order date), and I'm able to get them out within 1-3 weeks. I've started writing down what I need to do for various inquiries, however, I need to actually get them ON the board for it to help.

I've been considering making my board public (on my website) so my customers and potential customers can see when they can expect to see a response. I haven't thought of any drawbacks in doing so, other than the effort it would take to keep it up to date. I would appreciate any comments on this.

Edited September 18, 2013 by lightingale

[Bob Blea]

Cyber, that sounds like a great system. Well thought out. I have similar documents on my computer but not nearly as sophisticated as what you have. I'm not all that busy so I don't have to track lots of inquiries and work in progress, but I've been meaning to create a work order sheet to keep with each item I'm working on. The sheet will have details on it so I know exactly what steps the items has been through (applying resist, apply neatsfoot oil, etc.) so if I have to put it away for a while, I'll have notes as to where I was in the project when I pick it back up. It would also be helpful for filing away for later reference so I can remember what I did to a project as far as finishing, coloring, etc., if I need to go back and make something like it.

Right now all my enquiries about projects come through email or Etsy, so I keep track of those discussions electronically and archive them on the computer.

Bob

[DHauser]

Good stuff gang! I do like Cybers. Say Cyber, how does it do for bunches of work? Anyone else? Im also thinking that we need the Forum Master to set up a section specifically

for "in the shop" stuff like this...

[lostwolf]

I'd be interested in seeing some other peoples forms that they use to take down orders. I've recently created one to start with but I'm already needing to change a few things. It's one of those living documents that will take a while to "get right". I just recently cleaned off some shelves in my work shop and have started to use small tubes to keep projects organized and together . It has been working well for me so far.

Here's what I've been using.

https://dl.dropboxusercontent.com/u/47078160/K%20Adventures%20Order%20Form.pdf

[Cyberthrasher]

If you have gmail, it's pretty easy to setup. The main thing is to think about THOSE questions that you always ask every customer - that's what you need to have on your form. From there, when creating the form, it gives you the options to create a spreadsheet from the data. Technically, I can send the form to people and have them fill it out themselves, but that's a little to hands off for me and it's just easier for me to ask and then fill out the form the way I need it.

Something like what LostWolf posted is great and would work pretty well to convert that to a Google Form that populates a spreadsheet on the fields.

A lot of people are just fine with paper/white board too. Myself, I don't have a computer in my work area and MOST of my inquiries happen while I'm at my day job anyway. So for me it works out well so I can fill out the form while I'm at work and then pull up the data when I get to the shop.

[JLSleather]

Here's what I've been using.

https://dl.dropboxus... Order Form.pdf

How many people do you have taking Oders? (see line 5 down on the left side)

[lostwolf]

Usually myself but it could be my wife or someone else that maybe helping out for the day.