How do you stay organized

[Milla]

So how do YOU do it?

How do you keep track of appointments, deposits, who's paid what, who's emailed who ect.

Do you keep it all online, blackberry, PDA, a day planner?

I am not too good with organization as is, so I'm looking for the best set up.

[cory1848]

Right there with ya Milla. I have the hardest time keeping organized. iCal and Google calendar are my friends of choice mainly. I have been learning Daylite and so far I think it will be my organizational tool of choice.

[Mark1]

As I shoot on the side, I dont need much. I have a cheap invoicing program that is actually more than I need. It keeps track of everything on the money side.Customer accounts, vendor accounts, cash in , cash out. Everything I need anyway. It also allows for inventory items so I just click and enter a quantity and it forms an estimate or invoice. It is not even close to a QuickBook or Peach Tree, but it is fine for me, for now. I think i Paid $9.99 for it in the bargin bin at Best Buy. I thought that it was only invoicing templates, but as it turns out, it is a management program as well.

As far as scheduling I use my smart phone that is linked to a google calender. Accessable anywhere I can get to the internet. And can alert me where ever I am.

However I do have my eye on Photo1. http://www.photoonesoftware.com/

[zelseman]

I use my Blackjack II(ancient I know) to keep a calender of all shoots, and the "notepad" feature in there to jot down vital info regarding customers and shoots, as well as keep contact info in my phone. I also have a binder at home with hard copies of everything thats in my phone. Works pretty well for my side job/part time gig.

[MJPhotos24]

Pen and paper is an amazing tool...though your to-do list can get 3-4 pages long easy.

Appointments (games for me) - Google calendar printed out monthly for my bag and just checking it daily.

Invoices is simple - I have two folders named "PAID" and "UNPAID" - when paid, switch where they are. When doing T&I I write out if paid on the order form - or if change is do, or they owe more, etc.

Emails is easiest to get back to - reply asap. Phone messages on the other hand working weird hours can be a bit more difficult as when you're free others are not.

[Karl Johnston]

I don't, when people call me for an appointment I drink a lot of water then go outside and pee their address and request in the snow. When I feel like it I go out and see who wants what done and when and see when I'm available to be bothered to do it.

:D

I use a PDA and a pen and paper. Hardcopy backup just in case.

[dovaka]

freecrm.com will change your life

[Nightstalker]

Microsoft Office Accounting 2008 is your friend when it comes to tracking the financial side of things. Produces great invoices / customer statements and if you use it fully will produce your business accounts - best of all it's FREE.

[FlyingPhotog]

Even in the age of QuickBooks <---> Quicken, nothing beats a good, old-fashioned, 12-month blotter-sized calendar and a set of colored pens/pencils to easily see your world at a glance.

I've used one for 20+ years of being self-employed and working from home.

The iPhone has now replaced the 5x7 Date Book that I used to also carry when traveling.

[Mark1]

Microsoft Office Accounting 2008 is your friend when it comes to tracking the financial side of things. Produces great invoices / customer statements and if you use it fully will produce your business accounts - best of all it's FREE.

Went to check it out...Its no longer available.:(

[andrewdayphoto]

iPhone and the new Mac OS Snow Leopard are brilliant for me. I can publish my calendars also, but haven't done it!

I would not recommend anything else to anyone, no matter the profession. All of the applications and information sync wirelessly, seamlessly and are consistently accurate and dependable on all my devices when included with a MobileMe account from Apple.

[snails]

My iphone is the closest thing I get to being organized.

[Milla]

I'd love an Iphone but unfortunatley in Canada only Rogers carries it and they are HORRIBLE!


Thanks everyone for the tips!

[Karl Johnston]

Not true, Bell Canada carries the iphone now

Im pretty sure our service does too
NorthwestTel

[andrewdayphoto]

Plus you get worldwide coverage options with the iPhone

[flauri]

For the past year I've ben using the Calander program that comes on the Mac computers. That has been working pretty good for me. I

For the financial portion, I used Quickbooks by Intuit for Mac and I like this alot. It lets me customize invoices, converts them to PDF files for
e-mailing, tracks expenses, sales, generates all types of reports, tracks payments, payroll and a ton of other things. There is a link on their website to download a trial version.

[Rubi Jane]

Not true, Bell Canada carries the iphone now

Im pretty sure our service does too
NorthwestTel
And Telus

[sfaust]

All my work is entirely commercial and advertising, so the following isn't exactly applicable to you, but the idea is.

I use a three sided standard folder for each job. I created a custom sheet that allows me to track the complete status of the job, including billing, workflow, schedule, contact info, etc. It is taped to the front of an empty folder, and combined they allow me to store all the paperwork generated and have a top level status sheet for quick review.

The folders stay on my desk in a stack, and I end up reviewing them daily. I make notes as appropriate when things happen, and that way each morning a quick review keeps me up to date on all the projects.

For scheduling, I use iCal which sync's automatically with my iPhone, laptop, and access via the web. So I can change an appointment on any one of these, and its reflected everywhere else. The only place I have to make a separate update is the status sheet of the paper project folder, but I don't necessarily use the paper/folder copy for scheduling details.

The project related financial, estimates, invoices, terms, usage, etc, is all part of BlinkBid. The job folder gets a paper copy of anything sent to the client, and an electronic version gets filed in a client sub-directory as well. Actual business and financial data gets imported into QuickBooks for a complete financial picture, and to relate that info to my accountant.

Below are a couple screen shots of the form. Its like 'command central' for whats going on with that particular job. Most of the info is also entered electronically for long term tracking and use, such as client contact info, AP/AR, etc.

Here is the complete form;

http://farm3.static.flickr.com/2627/4196862748_a4d79af493_o.png


Here are the details for each section;

http://farm5.static.flickr.com/4045/4196862666_7a64800238_o.png

The top part of the form allows me to track the overall progress of the project. The very top are checkboxes. EST is for an estimate was sent, ASN means the project was assigned to me. DEL means the work was delivered to the client. INV means the invoice was generated and sent to the client. CLSD means the project is closed and ready to be filed. Its a quick reference for where the project is at any given time. I can check this section very quickly as I thumb through the folders over coffee, then set aside those that I will be working on for the day.


http://farm3.static.flickr.com/2785/4196862652_e36de9e073_o.png

The Deadline/Status section is where I track the overall the project in more detail. Such as a job number assigned, advances received, shoot is completed, post production completed, when payments are made, expenses entered into BlinkBid, payment received, payment deposited, etc.

You will notice that the SHOOT COMPL box is color coordinated with the Pre-Production and Shoot section below. When the shoot section below is completed, I check off the SHOOT COMPL box in the status section. As larger sections of work get complete below, there is usually a single check box in the status above to signify that change. So if its checked, there is no need to look below unless you want to review the details. Its a Top Down status check list, and it works very well for me.


http://farm3.static.flickr.com/2607/4196862678_b20e71e6f1_o.png

The section following the Deadline/Status section is the client/agency contact section. I keep all the client, agency, and location contact info here for quick reference. Most of this data also gets loaded in my contact manger and mailing lists.


http://farm3.static.flickr.com/2508/4196108161_7673f35bef_o.png

The SCHEDULE line allows is a top level reference for what I need on the shoot. Ie, if I need talent and equipment rentals, those will be circled. When they are scheduled and ready, it will get checked off. So I can tell fairly quickly whats needed, and whats been schedule at a glance. I add the names and cell numbers for quick reference and follow up calls the day before a shoot, and there are blank lines to write in more. There is also a notes area for small diagrams, notes, or reminders. For more complex projects , I use a separate call sheet similar to whats used in film work. I also have a travel sheet that I can add when travel is required.


http://farm3.static.flickr.com/2500/4196862710_427707070b_o.png

The last two sections are for the pre-production and shoot details, and the Post Production details. In Pre-Production I'll generally need to schedule the shoot, location, talent, assistants, crew, rentals, props, etc. Each once has a check box that I can check of when done so I know the status with a simple glance. I leave random blank columns for adding in items as needed.


http://farm3.static.flickr.com/2604/4196108189_81654201eb_o.png

The same goes for post production, and I can check off each item as its completed or nor needed. When I get to the end of the line, I can check it off as complete, and then check off the Status box at the top of the page.

Some jobs require multiple shoot days, or separate deliverables for pre-production/shooting, and post-production. I can track those by using the Deliv1, Deliv2, Deliv3 boxes. If I need more, I have a separate sheet I can attach to the folder.

On top of the project folders with top status sheets, I also keep a few other folders in the stack. One is my monthly bills with a status sheet to track them over the period of a year. Another is a tax folder with a status sheet for tracking monthly, quarterly, and yearly tax responsibilities and payments. Two other folders cover marketing efforts, and admin related tasks (archive media rotations, weekly/monthly system backups, external obligations, etc).

Using the folders with the top status sheets allows me to quickly see at a glance whats going on with any specific project, monthly bills, or administrative tasks. Duplicating calendar data in iCal with syncing to my phone, laptop, and web accessible versions allow me to carry around my schedule and keep it current at all times. BlinkBid, and QuickBooks wrap up the projects into a complete picture of the business, both from a project and financial standpoint. BlinkBid also track usage terms, so that it will remind me when the usage is expired for a client and allow me to contact them for an extension if desired.

I went with the folder idea because it is much less time consuming to jot a status update with pen/paper than it was to enter it electronically. I also don't need all the minute details available to me all the time, so its just easier to have the high level stuff on-line and accessible over many platforms (desktop, laptop, iPhone, web, etc), with the low level stuff easily accessible in paper form in the office where its used.

Sorry about getting into all the detail, but though it might prove useful for someone to see the way this system developed form em over the last 10-15 years into what it is today. It works for me very well, and with minimum effort.

I've tried going all digital, but it was a far higher workload with no real tangible benefits.

I hope someone finds it useful to validate the time it took me to pull it together :)

[Karl Johnston]

Holy crap Stephen that's amazing
*screencap* *screencap* *screencap*

[Rubi Jane]

Stephen, that's awesome. My process is similar (iCal, Blinkbid, MoneyWorks, electronic Client folders on desktop) but your status sheet is the icing! I'm definitely going to develop something like that before the New Year. Thanks for sharing.