How Do You Keep Up With Your Projects?

[JLSleather]

So, it's a cultural thing then? In MI, talkin on the phone about someone wanting leather stuff is called takin ODERS? AL-rightey then..

[Dangerous Beans]

Some really good ideas on here and a few pointers ill take with me.

I like to think that I'm organised but in truth, I don't think I come close to many of you.

My work is bespoke so like many of you, a lot of time is spent talking about, designing and working out the fine details.

I have my work email which is a great help for keeping track.

I then invoice the customer.

Because I have the memory of a goldfish and the lead time can stretch to 6 weeks sometimes, I need a lot of detail when I begin.

I put all of this on the invoice, description, date ordered, due date, colour, leather, dimensions, specific requirements, hardware, etc.

I then work off the invoices. Old to the front, new to the back.

It's not modern, but it's in front of me. It helps when I have 6 belts to make and say 4 folios to find repeats and common tasks.

These then get done together, all the straps get cut, hardware gets put to one side for stock control and leather is ordered to suit.

I like the idea of the spreadsheet, but when I sit at the computer, I get diverted.

The invoice sheets just seem easier for me to juggle, plus it's good to give the customer an acurate description of what they are getting and I can attach any sketches or designs.

It's all electronic, so they are stored on the PC, I just print it off when the order is confirmed and add it to the clip.

What I need is an office manager, my girl does the accounts which is a tremendous help and she likes the detailed invoices because the detailed description matches up with the receipts so the books balance nicely, but she won't get involved with the orders due to the detail of costing.

I know it's possibly a little behind the times, but if it helps anyone, I'd be happy to show you an invoice.

Nige

[Cyberthrasher]

I like the idea of the spreadsheet, but when I sit at the computer, I get diverted.

Me Too!! That's why I jot the important details on a notepad that gets hung above the desk as I'm working. Then if I need clarification I can either head to the computer or pull out my phone to look at the spreadsheet or emails.

So, it's a cultural thing then? In MI, talkin on the phone about someone wanting leather stuff is called takin ODERS? AL-rightey then..

If I did that I'd never take an order. I have a day job which doesn't allow me to take personal phone calls all day. By the time I get home from work, most of the world is asleep since I'm at the far left of the time zone. Besides, I can't go back and look up what details were discussed in a phone call. I'm not knocking the phone order system and at times I wish I were able to offer it, but it doesn't mean I care any less about customer service as I see people imply a lot of times. I've even seen people straight out say that they refuse to do business with anybody who doesn't list a phone number. I feel sorry for those people who are missing out. And, honestly with the way my life is, I can respond much quicker to an email than I can a phone call.

Sorry, I just realized I completely misunderstood your post as I'm multitasking......

I noticed that "Oders" thing the other day and completely forgot about it.

Edited September 19, 2013 by Cyberthrasher

[Dink]

I am not as computer organized, I have a pretty detailed order blank that has room for alot of note taking and customer information. I fill out the detail work on them and keep it on a clip board by the bench. Then I take the basics of the order and put it on a white board. this way I have a running list of orders in the order they came easily visible. then as I proceed and need more info I can just grab the clip board. As orders are completed I then just file them in a binder

[Bob Blea]

A suggestion for those of you who do take orders over the phone or in person: write up the details as you discussed it with the customer and then email it to them asking for confirmation. That way you have a written authorization from your customer stating what you are supposed to make. If there was any misunderstanding it can be ironed out before the project starts, not when you are delivering it. Also, it gives you a record if there is any disagreement when the item is delivered.

Bob

[JLSleather]

I design in a few programs (dependin'). Once it's a 'deal', I put it in Quicken, which creates an invoice, a 'start' date, a "tentative done" and a "actual done". Then a note in the Outlook calendar ,which comes up first thing in the morning. DUE date on the calendar, and any details i need are on the invoice.

That works well for about a 6-7 week cycle. Then I'll have like a whole day where I'm standing in the kitchen, cup in one hand, sugar spoon in the other, at the coffee pot counter, thinkiing .. "Okay, what was I gonna do in here again?"...