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Scott O. Inner circle Midwest 1143 Posts |
I was reading another post about a Diary for shows and started wondering how others track their shows. I've never sat down with someone to discuss the best way to manage the information, but I've found a system that works for me.
Basically, on my computer I created a CALL SHEET that I use for every call that comes in regarding a show. I print these sheets out and bind them in a 3-ring binder. Then, when a call comes in, I jot down the following information: Date of call, Date of show, Type of show, Time of show, Where they found me, Location of show, Contact name, Contact phone number, email, misc info box, and a box labeled Booked? (that's filled in Yes or No). If the box is empty then I can call back in a few days to check on the status. If I book the show I enter all the info into a database. From there I can generate the appropriate confirmation letter and send it -- email or by post. I also can cut and paste the address into yahoo maps to print out directions to the shows each day. I keep a small monthly calendar where I put in show times and city names so I can check a date at a glance when someone calls. So my calendar is a combination of digital (computer) and analog (pieces of paper) I've not yet gotten to set up a contact database. Though that would be a logical next step. That would allow me to automate the booking process and mailing process even more. What do you all do to keep track of it all?
Do not become weary in doing good, for at the proper time you will reap a harvest, if you do not give up. Galatians 6:9
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kenscott Inner circle 1869 Posts |
ACT!7 . It works great for me.
Ken |
magic4u02 Eternal Order Philadelphia, PA 15110 Posts |
I will second Ken's response in that I rely on ACT all the time to really staying on top of my magic business. But I make sure that it not only tracks clients, but I also track my leads and my prospects as well. I designed my ACT template around how my wife and I run our magic business. This allows us to save time but to also really have ACT automate a lot of what we do. The reminder feature alone is a huge help to us.
Just keep in mind that any contact database is only as good as how often you use it and maintain it. It has to become a habit and something you do every time you receive information from a person or you send information out. It all needs to be tracked in the database. This way you have a running history of everything you have sent or talked about or discussed with any prospect or client and can go back to that information time and again. I also have found it very helpful, that after every performance, I evaluate the performance in the notes and history section within ACT. This allows me to find out what went over well, what I might want to change. It also allows me to write down what routines I performed there as well. This becomes a learning tool for me. It also serves as a great tool in the event I get asked back for a repeat performance. I can simply go into my database and find out what I performed and then tailor the new show around that. Another anolog this I do is to set up a Performance Area Map as well as setting up Calling Scripts and Response templates. Let me go over each. A Performance area Map was something I did for our office at home. Basically my wife and I discussed the areas in which we want to perform in and this became our performance zone. We figured out how far is too far. based upon this information, I got a map out and drew in ink circles at every 20 mile radiuses from our home. This created 20 mile bands or what we call performance zones. This way anytime anyone calls, I can know instantly what zone they are in and on travel exspense or fees as needed. it works very well and is a handy tool to have. Calling Scripts are simply written text that is what you say to someone that calls for any particular show you offer. these get typed up and placed at every phone in our home. The reason for this is that if you are half asleep or not feeling well etc., you can always have the script there to help youout on what to say and to also make sure you cover off on things you want to make sure the prospect knows about. Response Templates are something I set up for myself. I realized there were certain questions we receive from clients and prospects opver and over again. I am sure you all have heard the same types of questions. I created responses that I felt were professional and written well to answer all of these types of questions and /or situations. These are in a Word file and categorized. By taking the time to do this, I save myself time when a question comes in. I can use the template to copy and paste and then customize or personalize it for the person I am sending it to. It helps ensure that I remain professional, that I get all the information out and that I am sending out a consistent brand message. I hope these give you some ideas and may be of help to you. Kyle
Kyle Peron
http://www.kylekellymagic.com Entertainers Product Site http://kpmagicproducts.com Join Our Facebook Fan Page at http://facebook.com/perondesign |
Scott O. Inner circle Midwest 1143 Posts |
Kyle, excellent ideas. I also have a map up on the wall with a radius of 40 and 60 miles circled. That covers the bulk of the shows I do. So I can, at a glance, know if this show should be a standard fee or include millage.
I do have scripts written out for my shows as well, but I don't really use the scripts anymore. Mostly I've said it so many times, the "script" has become like performing a routine (well not quite, but I hope you get the idea). As far as ACT, is it fairly intuitive to set up? Since I already have a database, importing the info shouldn't be a problem. Should it? Like I said, I haven't looked into this too hard.
Do not become weary in doing good, for at the proper time you will reap a harvest, if you do not give up. Galatians 6:9
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Cesar Munoz Veteran user 370 Posts |
Scott,
Up until recently, I had a very similary system. One thing I do differently that you may like is that I put all of my show info into the "Palm" calendar software in my computer. I then synchronize it with my Palm Pilot. This offers many advantages including: having all show information in one place, disaster recovery as your info is duplicated, your schedule is at your finger tips. Kyle/Ken, I just picked up FileMakerPro 8.5 (free demo) to organize my client info digitally. It is very powerful and flexible in terms of managing client/show info. My experience with Act is that it is much better out of the box with mailmerge, email merge, calendaring, synchronizing with a palm pilot, reminders. I think I'm going to wind up using Act again, but am concerned about the reviews on CNET for Act 2006. You both seem pleased with Act, are you using an earlier version, or are you using Act 2006? Regards, Cesar |
kenscott Inner circle 1869 Posts |
I am using act7 2007 9.0
I am liking it alot. There is so much more that I am not using act yet for. Act does so much it seems if I am learning something new with it all the time. Their support staff is great to by the way. ken |
Cesar Munoz Veteran user 370 Posts |
Ken,
I just downloaded the free trial and will try it out. Thanks! Cesar |
magic4u02 Eternal Order Philadelphia, PA 15110 Posts |
Cesar, you will really like it. Check it out and let us all know what you think. I use ACT every single day and is one of the first things I open every morning on my home system. It really is a heart of my operation and allows my wife and I easy and centralized access to all of our information at a fingertip and push of a few buttons.
However there are 2 things I would like to mention here as to why this may not be for you. These are 2 things to think about before you invest in ACT or any contact management applications. 1) The program is only as good as how often you use it and apply it to your workflow and systems. You must learn to make it a habit to use the software every day and make it a habit to enter information whenever you receive it. The program will not serve you well if you are not willing to invest time to enter information daily and keep the files updated. 2) Take the time upfront to really figure out your magic business and what information you need personally to help you run it better. Only you know what information you need to keep track of and only you know how this can benefit you directly. By taking time up front, you can really spend the time needed to write down this information and them create a mock up of the template you will be customizing in ACT for your own needs. It is always best to spend the extra time upfront to really work out what fields you want to track, what information you will want for each client etc. The more time you devote to this upfront, the better your database will become. You then end up with a system that really works for you and will help you save time in the long term. Hope this helps. Kyle
Kyle Peron
http://www.kylekellymagic.com Entertainers Product Site http://kpmagicproducts.com Join Our Facebook Fan Page at http://facebook.com/perondesign |
Cesar Munoz Veteran user 370 Posts |
Hi Kyle,
I didn't see your reply until just now--soooooo--I am now a happy user of FileMaker Pro. I demoed ACT, Goldmine and FMP and decided on FMP. I think the bottom line was that, although I'd used them all in the past, the current version of FMP allowed me to pick up where I'd left off. Anyway, FMP is awesome. I've created all sorts of templates that allow me to streamline my work, e.g. data entry, emails to be sent, confirming email, thank you email, informational email, booking order (for my palm pilot), ytd shows booked, ytd income, etc. I even have a "view" that shows the party address in a MapQuest map and another that automatically caculates the MapQuest directions for me. It allows me to slice and dice the information that comes in just about any way I like. |
magic4u02 Eternal Order Philadelphia, PA 15110 Posts |
That is great cesar. Now you have a system in which you can begin working on so it can work for you. It is about automating some of your work in the best way possible. It sounds like you are very much on track to getting your system where you want it to be. Now all you havwe to do is invest in a GPS system and you will really be set. hehehe. The GPS is my new best friend. I simply love it for the many shows we do all over the place.
Kyle
Kyle Peron
http://www.kylekellymagic.com Entertainers Product Site http://kpmagicproducts.com Join Our Facebook Fan Page at http://facebook.com/perondesign |
Cesar Munoz Veteran user 370 Posts |
Kyle,
I agree about the GPS system--I purchased one about 4 years ago. When I first got it, I was a sales manager and I would bring it with me when I went on appointments with my reps. After, every one of those "rides", my reps would go out and buy one for themselves. I LOVE my GPS! Funny, even though my GPS rarely lets me down, when I'm going to a show, I will usually print out the directions from Mapquest as a "plan b". Which GPS did you get? I have the Magellan. Cesar |
magic4u02 Eternal Order Philadelphia, PA 15110 Posts |
I have a Garmin and it works great for me. because I am mainly deaf, I needed a system that was more verbal then visual and so this model works great for my needs. it is funny cause I also have a plan B and have a map with me just in case. so far the GPS has been right on the money.
kyle
Kyle Peron
http://www.kylekellymagic.com Entertainers Product Site http://kpmagicproducts.com Join Our Facebook Fan Page at http://facebook.com/perondesign |
thegreatsantani New user L.A. 57 Posts |
My better 1/2 refuses to use the computer for ANY thing bussiness related, when a call comes in, if booked it goes on a 3x5 card and a contract is sent out and the name is written in the calendar. In the calendar goes name, zip of show location and date contract is due back, when it comes back date is removed and a dot is placed next to name, contract in folder. Day of show all contracts removed stapled together, off to work with driving done via Garmin GPS. End of day, show monies and tips, if any, on columnar sheets. contract in trash. New month, old
columnar(s) in binder. 3x5 cards in file box. WORKS FOR US TGS |
James Munton Inner circle Dallas, TX 1199 Posts |
Great topic - Kyle has shared some excellent ideas.
Previously, I used Goldmine which I really liked. A while ago I switched to a Mac and I now use Daylite which I LOVE! Once you try Mac, there's no turning back! I always send out a confirmation letter with a copy for the customer to sign and send back. This goes into a ringbinder together with a customer summary sheet printed from Daylite. This acts as a safety device in case something should happen to my computer. I also have a Garmin GPS - next to my MacBook it's one gadget I couldn't live without! Best, James |
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