I did it...hosted my first on-line swap!
It was definitely a challenge, but a good challenge!
It was definitely a challenge, but a good challenge!
This post is wordy...well sometimes words
(as in lessons learned)
are worth a thousand pictures!
(as in lessons learned)
are worth a thousand pictures!
#1 PARTICIPANT INFO
Need easy repository for participant info. Sew much information is needed...some for me...some for participants. I used a spreadsheet that ended up looking like I was monitoring a space flight!
Make sure to double check the information your are sending is indeed the correct info. I sent two participants the same partner and one participant had no one. I did NOT catch it til I was posting photos on my blog...someone was missing a partner...YIKES!
I own my mistakes and found a remedy to ease my guilt
One of these went to Tammy who bailed me out and made Michelles swap package at the last minute. And one to Michelle for having to wait so long for her package.
Need easy repository for participant info. Sew much information is needed...some for me...some for participants. I used a spreadsheet that ended up looking like I was monitoring a space flight!
Make sure to double check the information your are sending is indeed the correct info. I sent two participants the same partner and one participant had no one. I did NOT catch it til I was posting photos on my blog...someone was missing a partner...YIKES!
I own my mistakes and found a remedy to ease my guilt
One of these went to Tammy who bailed me out and made Michelles swap package at the last minute. And one to Michelle for having to wait so long for her package.
#2 NAMES OF PARTICIPANTS
Swap mama needs an easier way to track participants NAMES. Participants have a "real name" an "email name" and many have an "IG name" Most of the time ALL had different names! Nightmare!
Swap mama needs an easier way to track participants NAMES. Participants have a "real name" an "email name" and many have an "IG name" Most of the time ALL had different names! Nightmare!
#3 EMAIL COMMUNICATION
Ask participants to always include their real name and their swap partners real name when communicating to swap mama. I got dizzy looking up names.
#4 SWAP PARTNER INFO EMAILS
Ask participants to KEEP the original swap partner email. Print it off, hang it in your sewing area! Subject line should read KEEP THIS EMAIL - Swap Partner Info
#5 PACKAGE SENT AND RECEIVED
Have a simple swap rule to email the swap mama when the participant sends and receives their packages.
#6 EMAIL -
This one is My Bad...I have two email boxes - a personal inbox and a Kwilty Pleasures inbox. I needed to make sure all emails around the swap were "sent" from the Kwilty Pleasures email in box! I goofed a couple times. Had to move a lot of stuff from my personal inbox to the Kwilty Pleasures inbox to keep emails organized and easy to find.
Ask participants to KEEP the original swap partner email. Print it off, hang it in your sewing area! Subject line should read KEEP THIS EMAIL - Swap Partner Info
#5 PACKAGE SENT AND RECEIVED
Have a simple swap rule to email the swap mama when the participant sends and receives their packages.
This one is My Bad...I have two email boxes - a personal inbox and a Kwilty Pleasures inbox. I needed to make sure all emails around the swap were "sent" from the Kwilty Pleasures email in box! I goofed a couple times. Had to move a lot of stuff from my personal inbox to the Kwilty Pleasures inbox to keep emails organized and easy to find.
#7 PHOTOS
Find a repository for project photos (not everyone uses IG). I had asked everyone send me a photo of their swap package before they mailed it, thinking this would be an easy way to gather them for my blog posts. Ughhh....with all the instant social media...well..thanks to those who did this.
I captured a lot of the photos I used in my posts from IG. Some were posted in IG from those who "made" the project...others from those who "received" the project. I had to screen print the IG photo, crop it, mail it to my inbox, save it to my laptop with the name of the person who "made" it. THEN put it in my post. That's a lot of work my friends! I did ask permission to use all photos on my blog via email.
Find a repository for project photos (not everyone uses IG). I had asked everyone send me a photo of their swap package before they mailed it, thinking this would be an easy way to gather them for my blog posts. Ughhh....with all the instant social media...well..thanks to those who did this.
I captured a lot of the photos I used in my posts from IG. Some were posted in IG from those who "made" the project...others from those who "received" the project. I had to screen print the IG photo, crop it, mail it to my inbox, save it to my laptop with the name of the person who "made" it. THEN put it in my post. That's a lot of work my friends! I did ask permission to use all photos on my blog via email.
#8 DEADLINES FOR MAILING
Make sure the deadline to mail the swap package is no where near ANY holiday that the post office might be closed. And not a Saturday...folks are busy on weekends. Make the International deadline for mailing two weeks earlier than other.
#9 TOUCH POINTS
If you have touch point emails and need an answer...Subject line should read - NEED RESPONSE - Ask your question(s) but keep the response to simple yes or no answer(s).
#10 IN THE END
Remember...not everyone is as organized, or timely as the next person. Some people will procrastinate, over commit, misplace info and find themselves in a bind trying to stay on track. People will have personal issues that are out of their control.
As the swap mama, I was glad did curse a few times, but in the end...it all worked out... just GHASTLIE!
Make sure the deadline to mail the swap package is no where near ANY holiday that the post office might be closed. And not a Saturday...folks are busy on weekends. Make the International deadline for mailing two weeks earlier than other.
#9 TOUCH POINTS
If you have touch point emails and need an answer...Subject line should read - NEED RESPONSE - Ask your question(s) but keep the response to simple yes or no answer(s).
#10 IN THE END
Remember...not everyone is as organized, or timely as the next person. Some people will procrastinate, over commit, misplace info and find themselves in a bind trying to stay on track. People will have personal issues that are out of their control.
As the swap mama, I was glad did curse a few times, but in the end...it all worked out... just GHASTLIE!
Have a Happy and GHASTLIE Halloween!
oh my that was complicated but you did a great job Kathy as good as any professional congratulations and thanks for sharing all the ghastlies
ReplyDeleteI can surely see how mistakes can accidentally happen. I didn't join the swap, but I have really enjoyed these past few days with the whole line up of projects. From an observer, I'd say you did a great job... don't be too hard on yourself. Have a Ghastlie Halloween!
ReplyDeleteYou did a fantastic job! I didn't join in but it was great fun to see what everyone did with the Ghastlie fabric. Love how you shared the swap each day. I'm clueless with computer-talk, and have mostly likely glossed over it, but what is IG? Call me clueless but loving the Ghastlies. Thanks!
ReplyDeleteGreat post. Nice way to deconstruct what happened, own it, and figure out what to do to make it better next time. I enjoyed your ghastlie swap and viewed each and every day even if I did not take time to leave a comment
ReplyDeleteI used to host monthly charm swaps and it definitely took some time to get my system down pat. And then just when I would think it was clear sailing then some new issue would appear. But charm sorting day was my favorite - all those wonderful fabrics! You are smart to write these things down now in case you do it all over again.
ReplyDeleteGood lessons learned and with every event you will figure out a better system. That is always the way with events, whether online ones or in life ones. You did a GREAT job!
ReplyDelete