Clipboard System

At the Aurastella National Conference this last weekend, a number of us had the priviledge of participating in a Panel to talk about the importance of specific areas in our business. I shared a few ideas, one being the use of my inexpensive Clipboard System to track/follow up on customer orders as a way of providing better customer service. It helps me stay on top of following up with my hostess' and backorders, etc.

Here is the system, in a nutshell. If you like it- use it! If you have any questions, drop me a email at d_dawson63@hotmail.com!

First, I went to ---mart and purchased about a dozen .97 cent clipboards.
Then,
1. Each time I have a party or event scheduled, I grab a clipboard and get started. I place my Contact/Lead info sheet on the clipboard which basically contains my hostess' name/address/phone and party date. I also write "sent invites", "hostess coaching 1 wk out", "3 day prior call" on the paper in ordr to check-off these tasks as I've completed them. I also print a google map if I think I'll need to find their home on the party date and attach it to the clipboard. Note: You could skip this first step if you keep your pre-party planning things elsewhere.
2. When the party is over, I enter my orders and tear off the white copies, attach to the front of my clipboard. When I close the party on-line, I print out the last two screen pages that show the Guests/Totals/Summery so I have a record of the party totals and I clip those to the top, so these pages are always visible to me. I also attach the Hostess reward summary under the clipboard if I've used one (sometimes I just do this w/ her on a scrap paper when I'm in a hurry)On the lower portion of the summary/totals page, I write several things; Deposits record- I basically write down each customer who is paid by cash or check/the amt and total so when I get my bank statement I can double check it and I also staple my deposit receipt to the back of this summary page. I also jot down how much the credit card charge was to my account on the order so I can double check my cc bill when it arrives. Also I note: DUE FROM CORP: and the amount if my commission is still due to me. In the upper right corner in red, I note " Backorders and the customer name/item when I determine IF there are any backorders.
*note: I should really make a summary template document , but I find it easy to just jot these items down on the paper I printed off instead of adding one more paper to my pile.

3. Once the party is closed, I keep the documents on this clipboard until:

• I've double checked my bank statement and verififed deposit amounts
• I've double checked my credit card statement and verified amount
• I've confirmed my commission was paid in the amount I expeceted (if applic)
• I've added each customers' name/address/email to my Email Contacts (Const. Contact)
• I've called each customer to make sure they are happy with their order (check off each name) and take one more opportunity to chat about bookings with them.
• I've followed up on Backorders (if any) and given customers options if past 2 weeks

Once all of these are completed, I take all the papers off the clipboard and staple it in the upper left corner and file it in my file cabinet under the "month/year" the party was held.

Note: I keep the clipboards stacked in party date order the empties in the back and I generally have about 8 going at once. It takes a good month for the average party clipboard to go through my cycle and be filed away.

If you think this may be a good system for you, don't be overwhelmed at first, just start throwing papers under the clip and over time you'll get better about checking off things and developing something that works for YOU! Good luck! Staying organized takes a little effort but the payoff is BIG!