Keeping track / organising enquiries, customers details, addresses etc ?

[Rob Meredith]

Hi guys,

I was wondering as to whether anybody has any tips on keeping everything organised beside's the obvious diary approach.

With speaking to customers on the phone and via e-mail, then having them come meet me, through to then getting a cheque in the post then having to get their address by e-mail... it can sometimes seem like I have bits of paper and notes everywhere.

I was curious as to whether people perhaps use a database / spreadsheet or whether there might be a program available to keep track of everything. Perhaps one that can then create a mailing list if I wanted to send a promotion out to previous couples etc.

Very interested to see if people have any useful suggestions or methods they use.

Thanks
Rob

[caught14]

ShootQ : http://web.shootq.com/

[tim]

I started building a system to do it, got quite a long way, but then discovered RoR (Ruby on Rails) wasn't quite mature enough. ShootQ is a popular system, but there are at least half a dozen systems around now. Up front and/or monthly costs vary.

Personally I just don't really keep many notes. People email me things, I save them in the couples folder on the hard drive. I have a notes section on a piece of paper I staple to the contract too.

[Rob Meredith]

ShootQ : http://web.shootq.com/

Thanks but could you provide a little info on what this product gives. I know that it is possible to get a feel for that by reading the website but it would be nice to hear about how it works for you individually and what features you find valuable.

Is it a monthly subscription thing? I don't like the thought that if I decide to stop paying that I wont have all my contact info etc still available in an organised form.

Is there a specialist program that has a one of payment?

Thanks guys
Rob

[tim]

Yes SQ is a monthly subscription, $30-$40/month from memory. There are other pieces of software that have a one off fee, google should find them.

[jonwhite]

Regards one of your points in particular, the receiving of cheques in the mail with no other details, take some simple steps so that this doesn't happen and also make it easier for clients to book you.

Whether clients meet you in person or you talk to them on email or on the phone, have a standard contract that you can send out that they can put their details on when they want to book you, so rather than receiving a cheque with no other details you get the basic paperwork right from the off.

When I receive a booking it gets entered into a shared Google calendar so everyone involved in our business knows that date is taken and at that point we also allocate them a unique identity number to avoid confusion with couples who have the same first names. We have summary spreadsheets organised by year as a backup to Google calendar and a big year planner wall chart on the wall in our office as an immediate visual reference.

Prior to a contact being a booking I record the contact info in a desk diary if its a telephone call, if its via an email then its all stored in outlook folders.

[lil_miss]

I'm very similar to Jon - I have things in our Google Calendar, and folders in my email per client (which is Google Mail based). I also run a spreadsheet and have found this the easiest way.. My accounting system : Xero - keeps track of who has paid what and when :)

[PMCphotography]

Get a BlackBerry :)

[samnz]

There used to be a piece of software/freeware called Photobyte. Not sure if it's still available....might be worth a look.

[samnz]

Yip - still available. Here's the link (http://www.zimberoff.com/photobyte.htm)

[Rob Meredith]

Thanks for the help guys,
Just had a go with that photobyte software but it takes up about a quarter of the screen and looks like something that my grandad would have had on his BBC micro computer back in the 80's. Definately needs updating I would say.

Just signed up to Google Calendar. Is there any way I can synch this to Outlook Express and my iphone?

Is there any other software methods people might recommend?

Thanks
Rob

[jonwhite]

Just signed up to Google Calendar. Is there any way I can synch this to Outlook Express and my iphone?

Is there any other software methods people might recommend?

Thanks
Rob

Google calendar works very well with Syncing to the iPhones native calendar, you can also sync mail and contacts but you can choose which ones to sync rather than it just doing all of them, this is very handy for people like me who have decided to organise stuff in a certain way.

This link explains how to sync with the iPhone. http://www.google.com/support/mobile/bin/answer.py?answer=138740&topic=14252

Multiple Google calendars work very well with the iPhone and audible alarms for appointments etc are very useful.

[Tumeg]

I mostly do what Tim does (Organize all the e-mails, then make one final plan on paper.).

However, I have started using Evernote... I make a "notebook" for the wedding day, and make new notes in that file with the specifics, info, bride+groom, requests, details of the wedding, and what we decided on, etc.

I use Evernote, because there is a free iPhone app that lets you access all of the notes, on your iPhone.
Not exactly made for photographers, and not exactly the best tool, but I love it because I can read the notes, add to the notes, or edit the notes, from anywhere at any time.