How to keep track of all the customer convos

[WildPrairieSewing]

I have been getting a lot more sales lately! Problem is...I seem to be making more mistakes and forgetting customer info. I am a bit overwhelmed and was wondering if anyone has tips on keeping information straight? I feel so terrible, I told a customer they would have their product by a specific date and I did not get it to them on time because I didn't keep the information straight. How do you go smoothly from a few sales here and there to all of a sudden getting several orders a day where customers send multiple emails sometimes for each order.
I want to make sure I don't make this mistake again!!!

[Former_Member]

Alicia, congratulations on your sales. I have not yet made this far to start losing information. What I would do is grab sticky notes or an index card and right the buyers name on it. Then I would write what it was that they bought, so all the info on that item. When they bought it, and what time they need it by. This is so then you know when to start shipping it out. After that I would pin it to a bulletin board or, put it somewhere where you can see it. So in your sewing room/studio. Make sure you put them up in the order you need them shipped out by. Don't put your newest order at the beginning of your line. put it by shipping time. Hopefully this helps. If you need more clarification please let me know.

[SnarkFactory]

I've been using a planner since 2008. Without it, I think I would be lost! I haven't achieved a level of sales in such a volume that I lose information, but every time I make a sale, I write down the deadline shipping date in my planner so I can see what I need to do that week.

[Former_Member]

Congrats on the sales!

I've found that a simple spreadsheet works wonders for me.

I track each sale along with the ship date.

When I was doing many more custom pieces than I am now, I also used to keep a bulletin board in the shop with each order listed on it. I could update the notes and highlight information as required.

One thing that I have found to be extremely helpful is that during the day I'll print off the packing slips as the orders come in. That way come midnight (when I print my postage and do my shipping) I have all the packing slips sitting next to me and its just a matter of printing the postage and doing the packaging.

[Former_Member]

Use a planner, sticky notes, etc. When I get super busy, I print off a copy of the invoices as they come in, put them on a clipboard together, and write down any info that needs to be remembered.

For rush orders, my white board is my best friend - I write down orders that have to be done asap, in the order I need to do them in.

And a planner works well for keeping the rest of my life organized. If I don't write those things down when I get really busy, I tend to forget.

[Former_Member]

I've not had many order all at once, but I use a simple file. I print off each order and file them with the order that needs to be completed first on the top.

Hopefully my sales will increase soon and then I may have to rethink my filing system.

[SpangGangDesigns]

You still have one "variation" option that can be utilized. (you already have size) - how about adding the color of font as a variation? This will reduce the info that you are trying to get out of your customer.

As soon as I get an order, I convo him/her requesting the info I need to start the blocks. When she/he responds, I jot it down on the order that I printed. The printed order stays with the blocks until I ship, then I disregard. The system has worked wonders for me!