Help - Need to get organized

[Tekster]

Well, as many of you know from Vegas, I need to get organized.
I am looking for tips from the veterans on how do you keep your time organized, how do you keep track of your sponsors, and your free sites and/or galleries. Do you use Excel, or some other software? If you use Excel, any tips for someone that is just getting started with it?

I could use all the help I can get, since my business is chaos.

[docholly]

I use a White Board with different colors of dry erase markers for each business i have to keep up.

and I know that there is a way to put alerts on my desktop but truthfully how many of us just ignore them??? Ok well I just "postpone" ..
With the white board its always in my face.
I put * next to the ones with deadlines and I put a date on them from the day i put them on the board.

To track my sponsors..
I use Excel.

Each sponsor has a tab and within the tab i put what i've done to advertise with them, banners (and where), free sites, galleries, blog posts.

Then when a check comes in from a sponsor.. i put the amount and since they are CCbill and i have the time. i can track the link.

It was a bitch to set up but once it was done, it's pretty easy to update. this way you know how much $$ you are making from each sponsor. I don't really track stats because ccbill and clickcash do that for me but you might want to make a column that adds those in as well.

I can send you a blank copy of what i use if that would help??

good luck.. organization is the big pink elephant in my world.. (and you all thought it was my ass, eh??) :D

[Cleo]

Spreadsheet to track sponsors. (switched from Excel to Numbers)

Mac Finder Labels to track what has been submitted, what is in progress, what is completed, etc.

iCal for sources of traffic that can only be submitted to less then once a day.

Folders in Safari for sponsors that I've signed up with and 1Password (http://agilewebsolutions.com/products/1Password?r=c1b9b6f6&gclid=CMfWsOvAxJQCFQc_sgodGR9QUQ) to keep track of logins.

[Toby]

I'm pretty old school.

To manage my time I just keep a "To Do" list on a small notepad next to my keyboard. I cross stuff off as I get it done and write down new tasks as they come up. When it gets too messy I transfer the uncompleted tasks to the next page and toss the old one.

For tracking sponsors:
• I rely on StatsRemote to keep track of sales, conversion ratios, etc.
• I have categorized folders set up within my bookmarks (favorites) to keep track of sponsor admins and logins*.
• I use an Excel spreadsheet to keep track of payments.

*I use MozBackup (http://mozbackup.jasnapaka.com/) to save my browser profile from time to time. Not only does it save your preferences and bookmarks, it also saves your stored passwords

[Tekster]

Thanks all, looks like I have a start, and a lot of work ahead. I will check out some of the software recommended and see what I come up with.

1Password looks really good. |thumb


I can send you a blank copy of what i use if that would help??

Thanks docholly, I think that would help to get me started as I am learning Excel.

[Cleo]

1Password looks really good. |thumb

Unlike the built-in Keychain it remembers everything and anything that you ask it to.

If you haven't already bought Excel from Micro$oft you may want to either use Numbers from Apple (http://www.apple.com/iwork/numbers/) or NeoOffice (http://www.neooffice.org/neojava/en/index.php) which is free. Both will read and write Excel spreadsheets.

[Rowdy]

This is older organization pack (http://www.theplacespack.com/ansproject/) but helped quite a few folks back in it's time :) You or anyone else is welcome to copy it, modify and use as you want it if it helps.

I can find a zip file link for it all as well if you're interested.. just drop me an e-mail :)

[NY Jester]

Tek, I was having the same issues. I found my time was being "wasted" somewhat because of lack of organization. I felt like I was flying by the seat of my pants..although they are a good size, still wasnt enough. I do keep a simple 'to-do' list on a notebook, but I also did just get a white dry erase board and I have each task color coded throughout each day. It has helped a lot. As for sponsors, I have them all bookmarked in a separate folder and when I signed up for them or when I sign on to a new one, I immediately go through get links to each site within the prog and I keep them in individual text files...until I can work my way up to using Excel (which I havent done yet)

[Ramster]

I'm very similar to Toby. Notes on my desk of things to do, Stats Remote for sales tracking and Excel for income and payments received.

[JustRobert]

Excel for all my submits. 1 for galleries and another for freesites. Each one has tabs broken down by each domain used for submitting. Across the top lists site name or folder name. Down the left lists who I submit to. Current group on top with those I have stopped put down below just in case I start subbing to them again. I date them when submitting this way I know who received what and the date it was sent.

Excel used to keep tract of referring url (sale only) broken down by gallery, freesite and others on one page. This makes it easy to see how many sales are coming from each group and I list the site/sponsor that sold next to it. Of course the leader is the dreaded n/a section. 15 to 30 minutes a week

Excel used to keep tract of number of sales/rebills and the dollar amounts earned at each sponsor. 15 to 30 minutes a week

Excel used to keep a list of all sponsors and the user/pass. No way I am going to remember them all. I do bookmark ccbill and few bigger ones because I can remember those.

I also use a small notepad on my desk to jot down things to do and so on. It has also been mentioned in other threads to do what generates money first and then work on the other stuff.

[T Pat]

I guess I'm old school and low tech (or don't make enough to go through the trouble) I have a notebook for my todo list and brainstorms, all my sponsors and passwords are listed on a editpad lite page and I have all my sponsors bookmarked in one category so that I can load them all up at once when I want to see how I'm doing

[LeRoy]

This is older organization pack (http://www.theplacespack.com/ansproject/) but helped quite a few folks back in it's time :) You or anyone else is welcome to copy it, modify and use as you want it if it helps.

I can find a zip file link for it all as well if you're interested.. just drop me an e-mail :)

This one is right up my alley.

Thanks Rowdy :)

[papagmp]

Well fuck me - that's why I never get anything done - I HATE BEING ORGANIZED!

[annie_cash]

I am not a veteran, but I have some kind of method to orginize my freesites and galleries. This is using Exel.
First of all I use a color for every category (this way I can find categories faster), then I list the name, domain I use, the sales and where they came from, the url (so I can have access to it automatically), the number of pics/vids, the niche, the sponsor, the site Im promoting and the description.
Ive been using that method for over 2 years and Im happy with it. I keep a complete tracking of my freesites, I can make comparations and keep using which works best for me.

The other thing I use is my daily calendar (http://www.silveradosrock.com/pics/julio08.gif), made out of paper (since I print it), I use it to orginize my day by day. The days I build a freesite I make a right tic, the days I don’t I make a cross. Below the $ symbols I list the sales Im making (with freesites) and the sponsor. I also list the spences (hosting, Partners account, domains, etc) and then the real total generated at the end of the month. Very old school I guess, but I feel comfortable with it and it takes little of my time.

[tickler]

Well being a programmer I have almost everything stored in MS-Access. But then I work on +200-million line enterprise systems.

I also make it a point to never do anything manually more than twice if I can figure out a way to program it.

I use a text editor to maintain a "things to do" file which I add to as I come up with ideals, and mark off when I start doing them.

[Beaver Bob]

I am not organized. If I tried to organize, I wouldn't get anything done.

[bDok]

i use omni focus (http://www.omnigroup.com/applications/omnifocus/) to get all my ideas in. It's now likke my notepad. Then later I'll break things down into actionable items... more and more as I see fit. It's the only way I can really get things done when looking at so many things to do. I don't follow the whole GTD (Getting Things Done) to the letter, but I take the basic ideas from what I have read about it.

I have installed stats remote too and that helps keep track of all my sponsors. If I want to drill further down into any stats of a sponsor I can just click the name and it takes me straight into the stats area of the program.

I also just have a notepad on the desk to just write down numbers and little ideas.

[RedCherry]

I have a palm pilot (which I never use) but I like the calendar software that came with it. I do plot out time I spend doing various projects, free time, playing bingo, etc. Even if you only do something like this for a week, it will show you how much time you are actually working, vs how much time you goof off. ;)

I use QuickBooks to track all my income.

I use stats remote for stats, because I am a stats junkie. :D

I use chameleon Submitter to submit TGP galleries, although I do all my major ones on manual submit.

I use chameleon confirmer to confirm submits. Those two tools save a bunch of time.

I use robo forms filler to fill out forms/save passwords. Also really helpful for submitting free sites when you use the custom identity thing.

And I use excel spreadsheets for a lot of stuff. Like today I'm making up a sheet with all my avs sites, and putting when my content updates, when my last update is, and stacking updates in sitedepth. Trying to get them all updated through the end of the year. |thumb

If you make AVS sites (or paysites) SiteDepth is a GREAT content management script. I LOVE it. ;)

I use Digital Dutches Arles Image Web Page creator to make all my TGP galleries (or pages for free sites). I build templates using a variable where the thumbnail goes, then code the rest of the page. I have a LOT of templates, and rotate through them daily. I build a new one every day or so to keep them fresh.

Lather. Rinse. Repeat.

Get in the habit of doing something every day. For instance, I submit 3 galleries every day, 7 days a week. My day isn't done until I do that. (I even submitted while at XBiz). So if you do a free site a day, galleries a day, blog posts a day, whatever. It helps after awhile if part of your day is routine.

Hope that helps.

[SheepGuy]

I'm an anarchist, so by definition I'm not that organized, but I do keep a notepad beside my keyboard and I usually have one in my pocket when I go out. The one by the keyboard has my to-do list and I also use it to write down ideas I get when I'm buzzed enough that I might forget them.
The one in my pocket I use when I get ideas from the drunks at the tavern. Most of them are porn surfers so I justify my bar tab as research.

I don't keep track of sponsors as much as I should, but I notice when I'm not getting checks and write something in my notebook.
I also do my books once a month, a job I hate, but it gives me an idea of how much I overspend, so I promise myself I'll do better next month.

[matyko]

Very nice thread! :)

Since I am analyzing my stats/sales/etc my biz is growing very fast. I highly recommend to everyone to track sales, traffic and ROI as accurate as possible.

I have a spreadsheet for all my submitted galleries, with date/URL/long description, and have a separate sheet for important submissions like The Hun, WorldSex, etc. For these I also track if they are approved (with date) and results (sale amount/type/$$$).

For tracking the sales I have another spreadsheet and I log: date/sale type/$$$/source (AskJolene for example)/site (assholefever for example)/gallery URL/sponsor program/notes (rebilled or not for trials). At the beginning of each new month I summarize the latest months sales:
Rebill $$$/sales $$$/extra (bonuses, etc), number of sales/rebills, and 10 most important sale sources. This way its very easy to count at least an approx ROI for paid passes.

Payment tracking:

Another spreadsheet with 3 pages:
1) payment forecast: when can i expect a payment/from which sponsor/exact amount.
2) payment history: when receiving a payment, i move the cells from the forecast part to here, under the actual month. There's a huge autosum cell where i can see clearly how much money i got that month.
3) expense calendar: to avoid expired passes, etc.

[Vivaldi]

What ever I tried to do to organize myself I've failed, just can't do it! I've tried excel spreadsheets, outlook calendar, schedule alarm even bought palmtop but so far no luck ... but I do have few things I know I have to do and I do it with a smile even though it is a daily routine:
-read the damn boards and sponsor e-mail for news
-review submits from my lists
-work on 'the plan' how to conquer the world (checking trades, writing blog posts, adding sponsor galleries, trying to finish any current project (websites) that I may have)
Everything between I do is usually what catches my eye and I think it's worth of trying ... and the only way I can keep a track of those is by adding them to my TO-DO-LIST.txt

[Tekster]

Thanks everyone, I got enough ideas and tips to get started. Hope I can get into a routine and keep it up.

[eman]

I couldn't manage without jot notes http://www.kingstairs.com/jot/index.html

It's really easy to use and great for keeping comprehensive notes about sponsors, including urls, pws, linking codes. terms and conditions, you name it.

I've got over 200 files containing notes on just about everything that's going on in my life.

I use it more than any other piece of software.

I'll be keeping a copy of this post in my ggandjim.jot file :)

[emac]

some of you guys were all organized though still old school!

[Simon]

On the Mac platform, this is a handy application as a kind of 'central repository'...

http://www.barebones.com/products/yojimbo/

[Tekster]

On the Mac platform, this is a handy application as a kind of 'central repository'...

http://www.barebones.com/products/yojimbo/

WOW, thanks Simon, that looks awesome! |thumb I am getting a copy!

[Simon]

While you're at the BareBones site, take a close look at BBEdit if you're not using it already. Best text editor for the Mac, IMO. Been using it since it was released for System 6 in the early '90s. Gotta love a company who has "it doesn't suck" as part of their registered trademark.

:)

[Cleo]

BBEdit is awesome. Been using it since the Mac Classic days.

[cd34]

Best text editor for the Mac

/usr/bin/vi is the best text editor for the Mac and is included. :)

Yojimbo does look pretty nice though.

[bdld]

i use excel to track my domain info, statsremote is what i use for stats.

[Pagan]

What I would love to see is a bit more automated way to track my recip links. I use a combination of Excel and Notepad for most everything else, but this is one area that drives me nuts!! Who honored my link request, and is it still live?

[secretagentwilly]

I'm an excel guy...I have a worksheet for sponsors, worksheet for urls, and worksheet for freesites that I post...it's working out for me pretty well...

[Trixie]

One thing I use a lot is http://protopage.com -- I know there are a lot of widgety things flying around out there, but this one is the best for organizing to-do lists, bookmarks, notes, etc.

[faxxaff]

Some time ago I discovered that I would spend far to much time on analyzing traffic and sales stats. I mean, I would spend like about an hour every day on stats alone.

I can just recommend to every other webmaster to look into the need of stats. Do you really need to check them every day? Wouldn't it be enough to just do it once every week? I came to the conclusion that 3 to 4 times a month is more than sufficient. This saves me around 20 hours of time a month! Thats 2 working days .... a lot of time!

[Allfetish]

I use an OpenOffice Spreadsheet which I custom made. It has Bar graphs and everything. Revenue by day of week, date, week, and month. Pretty spiffy to me anyway. :)

I use Nifty Stats as well which does a decent job of breaking things down by sponsor (I have hundreds of sponsors now).

I have to figure out how to set up an formulas for doing projections and estimates by week, month, and year yet.... that is something that I wanted for a long time.

[stuveltje]

after 8 years i am still not organized....i can help it, i still write all on little papers, one time my hubby made me a whole thing to get track on all...i found it to diffecult, so i still use stats remote for my sponsors and look at my email for the rest, so to be real i even dont know what kind of domain names i have, i will notice when i get an email saying we have automaticly renewed this domain, stats remote is a big help for me, when to much clicks and less sales i go to the sponsor to check which sites the clicks came from, and thats how i keep track...i know i am sloppy ...but hey it works for me

[Trixie]

I know there's no way of knowing, but it would be interesting to find out whether or not being organized means making more money than NOT being organized.

I'll bet there's no connection except based on whether or not a person is the type who NEEDS an organizational system to be productive. Or whether or not an organizational system that seems totally disorganized or barely-there to an outside observer actually is a very efficient means of organization for someone else.

Reading the replies from people who keep it really simple with a notepad, calendar, etc. and are focused enough to organize fewer things/only the things that count make me impressed. Prioritizing and keeping the minutiae out of your field of vision (identifying and keeping in mind the very FEW things you really need to organize) is probably the most important thing.

*****

As far as what I use to organize stuff for promoting other programs, I have lists of bookmarks in widget form with sponsor links & my id's with them, then I also have a text file for each site in a folder with link codes, notes, etc. that I can copy/paste.

I do a very poor job of recording and tracking the promos I do and spend very little time analyzing stats.

[Toby]

I do a very poor job of recording and tracking the promos I do and spend very little time analyzing stats.
When it comes to analyzing stats I try to focus mostly on longer term trends. If I notice a substantial up or down trend with a particular sponsor I then investigate in more detail, and shift traffic accordingly based on what I find.

That said, I still keep an eye on the day to day numbers just incase something blows up (either good or bad) so I can react quickly if necessary.

[elKabong]

Notepad for "to do" lists and RoboForm for passwords.

I like to keep it simple... :D

[p3rlphr33k]

I use notepad.exe one for everything partners.txt, affiliates.txt, galleries.txt, submit.txt, you get the point... after I gather enough information I begin writing perl scripts to manage the files. My most recent creation is a structure of folders named after each domain, each folder conatains a nichename.txt containing the recip, with perl I can generate recip tables on the fly by adding the niche to the query string. Then insert the table into my pages. every recip is updated automatically because perl generates the recips with SSI. Maybe thats a little bit of over kill for what your looking for. but if your a programmer than it keeps you busy and organized!