Organizing Leads: P3 or Paper Records?

[ChefCat]

Title pretty much says it all.

I have been keeping a file folder for each show with a carbon copy of everyone's order. I am also trying to set up an effective lead book that I would like to include as much information as possible for each customer. I wonder if this is redundant? All the show information is in P3 already do I need to keep organized paper records as well?

It looks like P3 could be an effective computer based lead book for staying on top of leads, but I am a "paper person" and like to have space for hand written notes. Also a paper binder is easy to go anywhere with me. While I do have a laptop, it is an old beast and is more of a desktop replacement and not a light and small commuter computer.

 

[leslieprichett]

I have a binder on my shelf for closed parties, with month dividers. I print out a show summary and file them so I have easy access if I need it

 

[RMDave]

All the data is in P3 - I back up regularly - I don't need hard copies.

 

[ChefCat]

You know, I have never printed or viewed a show summary. :blushing: I think I might like that.

But there is no reason to have a hard copy then? That is good to know. I do back up P3 each week and then about every month I back it up to my external hard drive.

As always- thank you both for your help and time! =)

(Have I said today that i love Chef Success? because I do- this site it GREAT!)

 

[ChefCat]

Another question- So if you don't keep the paper carbon copies, do you shred them if they have a credit card number?

 

[sandilou]

I was pretty nervous when I dumped all my show receipts, but I have never needed them. It is so much easier to look everything up on P3, and you can always print another receipt if someone needs one.Sandi

 

[cookingwithdot]

I really don't know WHY I keep all of the hard copies because everything is in P3. Hmmm ... maybe it's time to purge.

 

[raebates]

I keep a hard copy of the show orders for about a month. That way if I need to double-check anything I have the original, not just what I've put into P3. After that I destroy the hard copies. I'm good about backing up, so I feel pretty secure having just the electronic copy.

 

[kayleigh]

I actually have both. I use my p3 and I also have paper copies. I have lost my data twice now from my computer crashing and then my back up crashing soon after. If it was not for my paper copies, I would have no record of my very first year of shows. So because I have lost information twice it is a habit to keep it in several places. I save the receipts file and show summary to my thumb drive in a folder with the hosts name. This works for me when I am at work and do not have access to p3. I also print these documents off as well and place them in a file folder with their show information. In this folder is where i keep their guest list, show information form and any and all notes. This way when they have questions about something if I am home I can pull out that folder which is easier for me in a pinch or if I am at work I can pull it up on my thumb drive for a quick reference. For me this works.