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Holiday How-To: Organizing for the Holidays (and Beyond)
Story by bethela
Published on October 3, 2008 in How-To 		Photo by

sweettweelab

Managing time can feel like a nearly impossible hurdle. There are lots of books and resources on this topic — most sitting on well-intentioned and very busy readers' bookshelves waiting to be read.  We recently had a few Virtual Labs sessions on the topic and we have summarized the highlights below.

 

Before you start, take some time to think about why time management is so challenging.  You may think that it should be an easy concept to master, but it's important to understand why you're having difficulty managing your time in order to address those challenges. Most of us like to focus on the easy tasks so we can feel like we are crossing things off our to-do lists. You may find yourself doing the things that have been requested by others, time sensitive tasks and scheduled or planned activities.  Phew! When that is all done, there is not much time for things like attending to your shop, fulfilling orders and all of the creating you want to do for the holidays.

 

So what to do?  There are three key components to time management:

 

  • Plan – What do I need to do?  When do I need to do it?
  • Manage – How do I set up a personal system to be most effective and efficient?
  • Organize – What do I need to do to focus my work and decrease time wasters?

Planning. Start the planning process by setting goals.  Make a detailed list of actionable tasks necessary to accomplish that goal. Rank what you will do in the order you plan to achieve it. Below is an example of a goal to reach out to blogs, and the steps necessary to achieve it.

 

 

Estimate the time it will take to do each task, remembering to keep in mind all of the other commitments you have. I like to take a calendar and map out the time so I can visually see how long everything will take. Remember to be realistic!

 

In the planning stages, some other ideas that will help save you time in the long run include:

 

  • Pre-ordering Packaging Supplies – Including boxes, international custom forms, bubble wrap and gift wrapping. (Offering gift wrapping is a great service to offer to your buyers.)
  • Create a Mailing List of Your Customers – For all of those updates you plan to send during the holidays. (Only for those people who have opted in, of course.)
  • Plan Your Promotional Activities – Order your business cards, stickers, etc. ahead of time and outline other activities such as pitching to blogs or local press.

 

Manage.  It is easy to get distracted during the day, particularly with phone calls, drop in visitors, emails and instant messaging potentially filling up a big portion of the day. Take some time to measure how much of your day you spend doing these activities and you may find there are some hours to take back. 

 

Overall Tips:

 

  • Prioritize Your To-do Lists - Accomplish all of the high priority items on your list and fill in with the other tasks as you have time.
  • Focus on a Few Key Priorities – Decide up front what those are.
  • Attack the Important and Unpleasant Tasks Early – This will not only give you a big sense of accomplishment for the day, it will also be a huge relief!
  • Batch Processes – Think about answering emails every two hours, instead of every two minutes. This will save time and will keep you focused on the tasks at hand. You can also do this with instant messaging, making yourself available only at certain times of the day.
  • Block Time to Do Your Work, Ideally Without Interruptions - This is easier said than done, but if you can do more continuous work, you will get more done in less time.

 

Organize.  There are 3 key areas where you might want to start organizing.

 

1. Record Keeping:  Detailed and accurate record keeping is critical to track your costs, inventory, orders, supply purchase, tracking numbers and payments.  You don’t need anything fancy for record keeping.  Some options:

 

Pen & Paper: You can use a notebook, journal or bound general ledger. 

 

Spreadsheets:  We have an inventory spreadsheet you can download for free.  There are also Etsy sellers that have a wide variety of spreadsheets to fit different needs, including JMMFinance, serena, simple solutions, Lldesign and lots of others.

 

Accounting Software:  For large volumes or more detailed inventory tracking, you might want to consider accounting software packages like Quickbooks or Peachtree.

 

2. Organizing your computer and email:  The ideas below work well for both your desktop and your email inbox.

  • Organized Desktop. A well organized desktop can help to alleviate many headaches during the holidays.  Think about a filing system and what each file will be called. For instance, you might have a file for shipped orders, item descriptions and other components of your Etsy business.
  • Keep all Etsy-related files together.
  • Back up your work.
  • Create templates. Save time when it comes to frequently sent emails and answers to questions.

3. Organize your Space.  Some people are fortunate to have a dedicated place in their home for their craft-related work and fulfillment supplies. If you don’t have a dedicated place, you still need to create a system using baskets, closets or whatever space you have. Regardless of your space, thinking about where you will keep your supplies, finished items and shipping supplies, as well as creating a system to utilize those supplies will help keep stress at bay. Mary Ink's work space is a great example of well-functioning, organized place to work.  Rachelaustin and many of the other sellers in the Quit Your Day Job series also have great pictures of their organized work spaces that you can peruse for inspiration.

 

 

Tips You Can Try Today

 

1. Identify non-productive habits that absorb your time (and creates ways to limit them).

2. Create a plan and use it. Set goals and plan ahead by breaking down goals into smaller projects with deadlines.

3. Prioritize "to-do" lists every night for the next day.

4. Do the #1 priority task first and stick with it until it is done.

5. Use a calendar to help stay organized.

6. Block time on your calendar to create, or specific goals you are having difficulty accomplishing.

7. Keep specific lists.

8. Manage distractions and control interruptions (e.g. batch email).

9. Learn how to say no politely. (Don't take on more than you can do!)

10. Just do it!!! Even when you are feeling overwhelmed, starting on one piece of work is a great start.


If you have any ideas or input on how you stay organized, leave it in the comments below!

 

For more how-tos about selling, see the Seller Handbook.

 

Tags Holiday, Holiday How-tos, How-To, HOW-TO, Online Workshops, organization, organize, organizing, planning, Seller Handbook, sellers, selling, time management, Virtual Labs, Your Shop 101
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94 comments     Login to add your own!

Oct. 3, 2008 at 2:03 p.m. tinygreenapples

Great tips!

Oct. 3, 2008 at 2:54 p.m. jennifergibbs

Thanks for the inspiration!

Oct. 3, 2008 at 3:32 p.m. Cajajewelry

thanks for all the great suggestions!

Oct. 3, 2008 at 3:55 p.m. NicoAndMooMoo

I'll print this article and give it to my boyfriend, I can't always be the organizer here! :-)))

Oct. 3, 2008 at 9:43 p.m. zeng

love it!

Oct. 3, 2008 at 10:18 p.m. OceanGrrl

Bethela, thanks lots and lots for the useful tips. I was feeling very overwhelmed by so many things, now I feel I can write up a plan and take action.

Oct. 4, 2008 at 12:38 a.m. SnuggleHerd

Thanks, Bethela! Good tips! Blocking time for your work without interruptions is key (something I need to try harder at). My biggest tip: don't answer the phone when you are focused on your work - just let your voicemail get it and then check it later when you are at a good stopping point. That helps me a lot.

Oct. 4, 2008 at 3:03 a.m. craftyfolk

good inspiration and info here! thank you

Oct. 4, 2008 at 3:48 a.m. WingsDove

I agree with SnuggleHerd. The best way to get something done is to focus on your work, one thing at a time. Don't answer the telephone, don't check your email -- save that for set times. Lots of good advice in this article.

Oct. 4, 2008 at 11:02 a.m. TheSingingBird

Thank you for these tips. I still have so much learning to do!

Oct. 4, 2008 at 10:59 p.m. glassredefined

Thanks..look like good info. I'll be studying this one for a while!

Oct. 5, 2008 at 10:25 a.m. JJMFinance

I really enjoyed this article! Thanks for including my shop in the spreadsheet links.

One of my key methods to stay organized is to do lists. Sometimes I just put them on yellow sticky notes, while other times I make them electronically in spreadsheets.

Oct. 5, 2008 at 6:32 p.m. missfruitfly

This is helpful, thank you for posting.

Oct. 5, 2008 at 9:07 p.m. WiseEarthHerbs

I feel more organized already! Thanks for all the great tips.

Oct. 6, 2008 at 8:10 p.m. allisajacobs

Thanks for these great tips...really got me focused! Now...off to go organize something.

Oct. 6, 2008 at 11:45 p.m. craftycrew

Great tips! My crafting has taken over my dining room!

Oct. 22, 2008 at 3:46 a.m. discodip

thanks for the great tips!

Oct. 22, 2008 at 2:36 p.m. JeweLAWryStore

I seem to have lost my den to all my great finds lately. :) Thankfully I have a very patient husband - that, and I'm also getting ready to Afghanistan so he's pretty much letting me do whatever I want. :)

Oct. 23, 2008 at 12:28 a.m. fibrevolution

This is great, thanks so much!

Oct. 28, 2008 at 11:24 a.m. AtabbycatArts

Organized, ME???? Oh Heaven Forbid! My workbench looks like a bomb went off on it and then rabid drunk squirrels had an orgy. Actually a Great article, I need to read these Etsy blog thingys more often.

Oct. 28, 2008 at 11:29 a.m. Alpacasfurless

Great Tips! We are always learning. Thank you.

Oct. 28, 2008 at 5:28 p.m. CoffeeHouseSuds

Thank you for the info ;-) Very helpful.

Oct. 28, 2008 at 8:55 p.m. Studio206

Great article! I have two ideas to share. First, keep a dedicated space for each facet of your business. This will enable you to avoid setup an teardown time. I'm lucky enough to have the space to have a spot for my glasswork, a spot for soldering, for polishing, for beading, for photographing, computering (new word?), and for packing/shipping. The second idea is to assembly line your work as much as possible. Even though I may have an order for one pair of earrings, I will make three or four at once. It's doesn't take that much longer to take four pairs through all the steps than it does to take one (certainly not four times longer, anyway). When you're trying to fit in your artwork around a family and a day job, it's imperative to be organized. The time you spend setting up a system that works for you will pay you back exponentially.

Oct. 30, 2008 at 3:20 a.m. nitabear92

I am grateful for the tips. I am still a good student. I have lots to learn here. I know pictures are a start for me. Thank you for taking the time to teach us. Nita

Oct. 30, 2008 at 8:37 a.m. Irbella

Great article! Having dedicated space is key. My husband bought me an awesome desk that holds everything in place for me. I now have two dedicated areas, my desk which holds all reference books, laptop, printer, etc. and in my bedroom I have a wall dedicated for all my supplies. It helps knowing I won't get displaced when its time for dinner! I make lists all the time and my first one for today was to read the etsy mail!! Judy

Nov. 12, 2008 at 5:44 a.m. giftsforkids

Very Helpful! I love the idea of assigning an 'amount of time for each task'. With experience I should be able to predict with more accuracy how long things should take. Great article!

June 28, 2009 at 6:52 p.m. SewNook

Partner with a Virtual Assistant from TodaysAdmin.com. As you grow your Etsy shop, let the right professional help you with the administrative tasks of your business!

www.TodaysAdmin.com

Nov. 19, 2009 at 4:54 p.m. ThreeWishesStudio

This is my first holiday season selling on Etsy. Thanks so much for the excellent info!

Nov. 19, 2009 at 5 p.m. treasuresfound

thanks. I have bazilllions of things to accomplish before the holidays! great tips for getting them all done and keeping your sanity!

Nov. 19, 2009 at 5:09 p.m. brightlightaccess

place taled

Nov. 19, 2009 at 5:14 p.m. brightlightaccess

This is my first time on a website after much pushing by friends and family...to show some respect for my own work. I appreciate the tips as I am still learning. Staying focused is very important...it's a struggle to not be distracted and to honor the work. Thank you. I'm nervous and excited to be doing something I only dreamed was possible!!

Nov. 19, 2009 at 5:35 p.m. DecorNMore

Thanks for the great advice... gotta get organized!!! :)

Nov. 19, 2009 at 5:47 p.m. Waterrose

Thanks for the reminder and to do list!

Nov. 19, 2009 at 5:53 p.m. SorchaGillett

oh gosh I have so much to do! But can I say to anyone reading this that I have a blog aimed at promoting Etsy sellers, get in touch if your product fits the bill!

http://dandeliondaydreamer.blogspot.com/

Nov. 19, 2009 at 6:16 p.m. Vanessa

Gettin ready to hear those sleigh bell jingling!

Nov. 19, 2009 at 6:43 p.m. polkadotsandblooms

Thank very much for sharing. I really, really need this. I am bit all over the place at the moment :-(

Nov. 19, 2009 at 7:18 p.m. sakizome

This article is brilliant and so helpful. Thanks! The items in my shop are stored in organized transparent boxes and so are my packing materials. Makes it easy to reach for to fulfill an order.

Nov. 19, 2009 at 7:48 p.m. modernbird

Wow! What a great article, thank you.
...printing...and implementing!! I have already begun organizing my work space and supplies (and keeping it tidy).
:)

Nov. 19, 2009 at 9:16 p.m. dahlilafound

Don't panic. Deep breathes. It will all get done. :-)
dahlila xxoo

Nov. 19, 2009 at 10:37 p.m. plumbcrazy

Wow! Great work! That was perfect summary of every productivity book I've read! :) Thanks!

Nov. 19, 2009 at 11:49 p.m. birdinabox

I am saving this for future reference too, thanks for the helpful tips :)

Nov. 20, 2009 at 12:37 a.m. littlemoandfriends

thank you:) I really needed this..it's been a little crazy here this season

Nov. 20, 2009 at 2:27 a.m. idlehandsdesigns

Great read! Thanks so much!
I have a tip on organizing to share ::) For each design I make a recipe card. This has been huge for my business! On each card I detail item code, supplier, measurements and cost etc. It helps so much with ordering supplies and recreating a design consistently.
Hope everyone has a great night!
Lyndsay
www.idlehandsdesigns.com

Nov. 20, 2009 at 3:15 a.m. MilkAndHoneyFibres

marking- great advice here!

Nov. 20, 2009 at 3:56 a.m. VeronicaGasper

I started a mini notebook for design details but I like idlehandsdesign suggestion. I might give that a try. With limited space I'm still having an issue creating a specific shipping area as well but I like being reminded. Good to rehash these ideas and great tips from everyone. Thanks Veronica

Nov. 20, 2009 at 5:15 a.m. 1001Acessorios

Thank you for the great suggestions. Now it's time to try!

Thanks

1001 Acessorios

Nov. 20, 2009 at 8:36 a.m. BatBoSockieFactory

Great tips - need to practice tip no.9!

Nov. 20, 2009 at 11:33 a.m. TexasHillCountryArt

Lie to yourself about when Christmas is: set a deadline to finish all of your personal Christmas shopping, cards and wrapping before the end of November. That way you are not double stressed through December.

Nov. 20, 2009 at 12:03 p.m. nettesneedle

If I just follow your great tips maybe I won't be running in circles during the holidays! Thanks

Nov. 20, 2009 at 3:39 p.m. PoeticPaintings

Thanks for all the great tips!

Nov. 20, 2009 at 5:49 p.m. EclecticSol

I'm new to etsy and I have so much to learn. Thank you for the great tips.

Nov. 20, 2009 at 8:53 p.m. cardinalhouse

Great tips--thanks!
-Kat.

Nov. 22, 2009 at 7:50 a.m. TheLeftBank

Thank you for the (very organized and easy to follow!) ideas!!

Cheers--

Nov. 22, 2009 at 11:56 a.m. sharonclancydesigns

Oh, thank you! I am always striving to be more organized. This helps.

Nov. 23, 2009 at 5:30 a.m. WeCreate4U

We are so very new at this, so all the tips you have shared are very much appreciated. Thank you!

Nov. 23, 2009 at 6:31 a.m. Gwendolynsdesign

Love elles callender tags. Faved the 2010 ones, now if I could only find place to work on my scrapbooks too... I need a bigger space.

Nov. 23, 2009 at 6 p.m. LeBoutique

thank you for the awesome tips!

Nov. 24, 2009 at 11:41 a.m. BGSStudio13

I really need to focus on tips 2 & 3!!!
Thank you for the great tips, very helpful as usual!

Nov. 24, 2009 at 2:17 p.m. gemsdirect

These are some great ideas - always important to make sure our tasks are effective in addition to being efficient.

Nov. 24, 2009 at 4:18 p.m. ReneeRobbins

thanks for the tips!

Dec. 31, 2009 at 6:35 p.m. moonstruck48

These are great tools for anytime of year! Thank you for taking the time to write this. As a new seller, I look forward to trying out these helpful hints!

Jan. 12, 2010 at 5:18 p.m. myglamour

I need these tips!

Jan. 12, 2010 at 6:11 p.m. banyantreeclothing

Well, I thought I was organized. Might have to work on it a bit.

Jan. 12, 2010 at 7 p.m. KDemARTe

Thanks for a great article! I started off the year trying better organizing my studio....there are some great tips here!

Jan. 12, 2010 at 7:12 p.m. Charmish

February is a great time to evaluate sales, designs, plans for the new year. January is still high post-holiday sales!

Feb/march tend to slow down a bit, so even though I WANT to take a break and reorganize, I wait. I love all the tips in this article.

Thanks

Jan. 12, 2010 at 7:24 p.m. LISMI

Thank you very much! getting organized creates a lot of energy.

Jan. 12, 2010 at 7:27 p.m. kateendle

Tis the season! Thanks for the inspiration.

Jan. 12, 2010 at 9:03 p.m. Stilltreejewellery

Awesome, even as an anally retentive organiser/list maker, this is really handy - thanks!

Jan. 12, 2010 at 9:36 p.m. kittybblove

Yes! Thank you. All it comes down to is action :D

Jan. 12, 2010 at 9:37 p.m. TodaysBaby

For those who work at home: get dressed!!! Before you even start #1 on your to do list, get dressed. Don't get sucked into the computer first thing--that will really slow you down. Let friends know you don't answer the phone to chat until (fill in a window of time.) Make all your errands in one trip, preferably once a week,except to the post office.

Be ruthless about limiting interruptions when you're working, whatever it takes.

Jan. 12, 2010 at 11:10 p.m. RockaBlanky

come in visit our shop we are doing FREE SHIPPING on all products

Great for new mommy's or mommy's to be let's not leave out the grand parents to give to your grand babies

Jan. 12, 2010 at 11:27 p.m. GoodLife00

good tips. but I would like to learn this plan,and how to do on the Excel

Jan. 12, 2010 at 11:46 p.m. SimplyInvitingCards

I made a resolution to reorganize my studio and it's still on-going, but progress has happened. I also recently blogged about setting and executing goals. This article nicely complements the 'organize & focus' mantra I've been establishing for myself. Thanks for sharing these wonderful tips!

Jan. 13, 2010 at 1:14 a.m. DrawntoLetters

Inspiring tips and links. I find I am more productive in less space if I separate the types of tasks into work stations in different rooms or corners. It focuses me on the work at hand and offers a movement break.I also schedule weekly time for new ideas when I can be uninterrupted.

Jan. 13, 2010 at 3:15 a.m. DetroitKnitter

Thanks for posting the handy tips!

Jan. 13, 2010 at 6:46 a.m. raori

Great inspiration, thanks a lot!

Jan. 13, 2010 at 7:02 a.m. kirevi8

So useful,Thank you!
will read vey carefully!

Jan. 13, 2010 at 8:19 a.m. limezinnias

Thanks for the tips and links and info and help.....

Jan. 13, 2010 at 8:22 a.m. bellasparty

Great tips! Thank you!

Jan. 13, 2010 at 9:34 a.m. buttonandboo

this is wonderful! thanks a million!

Jan. 13, 2010 at 9:59 a.m. HildeMosaics

thank you ,very useful

Jan. 13, 2010 at 11:56 a.m. MyCuteBoutique

Great ideas, thanks ... anything to help is appreciated. C J

Jan. 13, 2010 at noon anakim

Thank you!

Jan. 13, 2010 at 12:55 p.m. RedRobinArt

EXCELLENT! I have printed this and will work it in with my plans, for sure! Thanks so very much for everything! You guys are the very BEST! I have even saved the comments for further reading too! Blessings to you everyone!

Jan. 13, 2010 at 1:10 p.m. GemdropsoftheFalls

Thank you for the great tips. We joined Etsy in November 2008 so we're still learning what works. These forums are so helpful! We will definitely take your organizing tips to heart.

We find that having a daily routine of going through our shop and completing a checklist helps us keep focus and keep our shop up to date.

Jan. 13, 2010 at 3:11 p.m. Yayahandicraft

Thank you so much, you have a lot ideas useful for us.

Jan. 13, 2010 at 10:27 p.m. QuietStorytellers

I doubt I will ever be completely organized, but I thank you from the bottom of my heart for trying to help!

Jan. 14, 2010 at 12:36 p.m. craftive

LOVE it, thanks

Jan. 14, 2010 at 9:44 p.m. TwiceAsNiceBoutique

Great tips! Thanks!

Jan. 15, 2010 at 11:42 a.m. TheVintageDresser

Great information. Organization is an ongoing problem for me!

Jan. 15, 2010 at 12:01 p.m. TimmerysBebeBling

THANKS!!! Great tips!!! I think I might spend the weekend better organizing myself and my hair accessories!!!

Jan. 16, 2010 at 6:13 p.m. crochetedbycharlene

There's so much to learn to get a shop up and running and noticed. Thanks for the reminder to stay on task!

Jan. 17, 2010 at 12:54 a.m. AlpineGypsy

I ALWAYS need more help in this category! THANK YOU!
:)

Heidi

Jan. 20, 2010 at 1:23 p.m. DestinysTreasures

Great tips. Thank you:)

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