I've had some people comment on how I can keep so many things straight and accomplish so many shops, etc.

I'm just using tools I learned in High School and in time management courses through the years. I have some basic tools....

- one large pink binder for me and one large brown binder for Ron

- tabbed index dividers marked "today", "tomorrow", the various days of the week, and "pending" and any other category I might need. My binder holds important Client specific information that I think I might need to refer to to keep me straight on the road for all those gas stations. So I also have indexes for "Shell", "Marathon", "BP", 1 set of paperwork that might change monthly like Lowe's, MCD's order page, etc. I don't waste ink printing multiple jobs out over and over. I print one set or the pages that change and then the first page of the specific shop to have a "working copy".

-one zipper pouch of pens, highlighters, a "tot" stapler with a box of staples for it,

- my binder has a fold out section that has a place to file things. It came with the pouch attached but an extra one is there for things like store loyalty cards that get me an occasional free soda on my travels. I got my binder at Staples. It's not a vinyl one. It's cloth bond. You don't want your tools melting in 120 degree heat in the car. I think it cost me about $15 but it is worth it sometimes to have good quality things instead of constantly replacing cheap ones. I've used this binder for about a year and a half and it's still in excellent shape except for a stain where a kid spilled catsup on it. lol

I have a big striped beach bag that holds the binder, my netbook, a folder with letters of authorization inside, my safety vest, various badges for assignments, and any site guides that are punched for the binder. I keep my GPS in it so it doesn't fry in the car. It's big enough to hold it all. I think I got it for a dollar at Walmart last year at the end of the summer. lol Grandkids refer to it as "the bag".

- pre-punched 3-hole binder paper to make things easy

My tools include my binder, my netbook, my digital voice recorder, my digital camera, and a new wand scanner that I haven't had time to learn to use yet. lol


I print off weekly calendar sheets at a site I found on Google. The ones at the office supply cost too much. The web site lets me print off one at a time for free. If I need to reorganize my week, I just grab another sheet.

I also have fold out maps of the states I shop in and the city I live in. I can put them on my big scanner and print them out as I need them to put in my binder tracking my routes.


I usually work in town for the first couple of weeks of the month. If I leave town, everything will be gone by the time I get back so I do my "in town" stuff first. As I accept an assignment, I print off the first page of the instructions so I have an official job sheet. I go to my calendar and plot it on the day it needs to be done. Other shops then have to work around that shop for that side of town or the state as the case may be. My calander becomes my tracking sheet for what needs to be done on which area of town so that I don't run all over town on the same day. I go to where the shops are and stay there until I'm done. I was in Frankfort the other day and was finished working. I needed lunch so I called a scheduler and said, "I'm in Frankfort and ready to leave. What do you need done before I leave here?" I got lunch and then two more shops the next day back in Louisville. I had my binder with me and knew where I'd be the next day so it was easy to just write them in.

Obviously, the day ends with setting up my binder for the next day. The shops for the next day move to the "Today" tab. The ones for the next day go to the "Tomorrow" tab and so forth. If things are over a week away, they move to Pending. As jobs come in, they go immediately to the proper tab so they don't get lost.

As I do the shops, the receipt and any notes get stapled to the back of that one page printout for the shop. I write notes on the front of the page. That leaves the entire shop attached together. If there is collateral too big to staple on, those file partitions come in handy for things like brochures and stuff. If it's bigger than that, a Walmart canvas shopping bag in the car carries big things I might need to keep.

Everything stays nice and neat in my big pink binder on three-hole punched paper. It costs a little more but saves my sanity by helping me keep on top of everything. I have to say this is a BIG binder. It gets heavy. It might have up to 150 shops in it waiting to be done at any given time. Ron doesn't work as much as I do so his doesn't get as full.

At the end of the day, the "today" tab should be full of everything needed to write reports. I can often stop at WiFi locations and write a report or two before even getting home. When it's completed, it moves to the last tab in the binder. By the end of the night, the "today" tab is empty, and the binder is set up for the next day. When I get time, I check the job boards and fill in sketchy places.

The only glitches I've encountered are when I can't self-assign and some scheduler waits two weeks and then plops something into my wonderful plans that won't work at all. I either cancel that assignment explaining that they waited too long, or have them reschedule it. If I can't keep it in the same side of town, it's going to cost them more to get it done. I don't give away my gasoline.

I've had several people ask me what I do to be able to do this full time. This system has taken me from an occasional shop early in 2009 to working all day usually 6.5 days per week. I'm trying to get Sundays back to catch up at home and on rest. I have 7 more reports to write by days end and a DQ shop for dinner (grandkids are thrilled). That will take about 5 minutes to report on. Trying to take them for ice cream somewhere every week after Sunday night church.

My netbook includes a spreadsheet with all jobs listed by MSC and by date due. Once I'm paid for it, it just vanishes into a database program until tax time. I can look it up if I need to, but I don't have to save it on my spreadsheet anymore. Only active jobs are shown there. I print that list out once a week and into the binder it goes as a working file of shops due. I write new shops on it and add them to their proper section. Then I update the spreadsheet at night.

If all this sounds crazy, just remember it all takes practice. I've been using a time management system for many years and this just wraps itself around everything I do. My big binder has a section for coupons and a grocery list. I have a "kids" tab to keep track of any activities I need to get them to. I have a pouch for gas receipts, grocery receipts, and any other things that aren't shop specific. If I need a receipt to return something I bought at a shop, it's stapled to the back of the paper work for the next six months. lol I have several file storage boxes that you can get anywhere that holds all the paperwork in normal hanging files labeled by MSC and client and then filed by job ID number.

Not everything is perfect in my organization. My room is one big mess right now. But I can put my hand on any receipt or any report that I've done for the past two years with all notes and everything put together in one neat little package. And I know exactly what's on my plate job wise for the next four weeks and can easily add in anything else at a moment's notice.

I don't know what God has planned day by day, but I am able to roll with whatever life brings to me because I keep all this stuff put together in a way I can make rapid changes. I was in the hospital 8 times last year. I keep scheduler's phone numbers and email addresses handy so that Ron or I can call someone fast if I can't work or need to change something fast. Even healthy people need to be able to do that. Make sure you have a contact list and let a friend or family member know what to do "just in case". I have a great working relationship with several MSC's because someone communicates if I go out of commission for a time.

My car is also a tool. In the trunk is a bag that includes envelopes for shipping shops, snacks for kids and a cooler for longer trips. I learned that you can't put potato chips and 2 liter soft drinks in the trunk at the same time. lol The kids put sodas back there with about 20 bags of chips and it looked like I was making a cassarole with all those chip crumbs. lol I keep a basket in the front floorboard because things kept flying off the front seat into the floor when I'd hit the brakes. After my netbook hit the floor a few times, I bought the basket and it fits right down in there perfectly. My bag sits there too and my binder is usually open on the front seat. If my grandson is with me, he is adept at taking notes, stapling receipts and collateral to the working page and progrmming the GPS for the next shop. I also schedule days where kids can go with me. I can't take them on gas station days, but they are great for getting names and locating employees at Lowes and KMart. lol And they do love to eat out at shops.

I better get busy on those 7 shops! I want to end this day with a clean slate and a binder and bag that's ready for the week!



Edited 1 time(s). Last edit at 06/12/2011 09:05PM by iblessyah.

lol... i throw things in my car and trunk...thats it...

Ibless,
I can relate to having to put a box on the floor in front of the passenger seat. I also have a"desk" that rides on the passenger seat. It isabout 1 cubic foot in the shape of a rectangle, covered in black fabric and with a lid that secures with velcro. It is semi-soft-sided. It has exterior places for pens, note pads, etc. It was a "hand-me-down" from a friend and I have never seen anything like it, even on ebay. It does not slide off the seat, but things placed on top of it will, lol

I am with Cool Dude. I make a quick list of daily jobs. I take visit notes on whatever scrap paper I have on hand. Gas and Quick Rip receipts work for me. I just chunk stuff in the car and ride...

Bless - Thank you so much for doing the write up on your system. You have solid ideas, and it's wonderful you are willing to share. I will consider integrating some of what you do into my own system. You are very active, and I know I come nowhere close to your schedule. I've done 426 jobs to date this year, and I've shut down the outside jobs for the hot Texas summer due to age (73) and health.

I keep a spreadsheet of all my jobs, and it includes every job for the year, both completed and pending. The spreadsheet has columns for job date, shop name and city (together), street address, job number, MSP, shop fee, and reimbursement, and mileage for the day. Completed jobs have a consecutive job number that I assign on completion. Pending jobs do not have a job number until they are done. Jobs are in date order.

I print all pending jobs daily and I have this with me in a small 5 1/2 x 8 1/2 binder. This binder also includes MSP contacts. If I am contacted on a potential new job, I can check my binder for availability.

I make a manila folder for each job, labeled in marker with big print so I can glance at it easily in the car if I need to verify an address. The tab contains the name of the job and the date, for example Exxon Mobil 6/19. On the left front of the folder I write the address. On the right front of the folder, I write the job number, shop fee, and reimbursement. I drop the job description printout (page 1 only) into the folder, along with any other pertinent information. If the location is new, I print out a map. The GPS does not alway rescue me out in the boonies. I make notes on the front of the folder. Receipt(s) are stapled inside. When the report is completed, the confirmation number is written on the front of the folder. The folder then goes into my file drawer for "Completed and Unpaid". When the job is paid, the folder is marked "Paid" and sent to final storage file.

I have two boxes in the floorboard of my car to separate and store items.

My daily folders are in a notebook case, which fits on the front seat and opens up fully with the top leaned against the car door. In addition to the folders, the notebook case will contain colored folders containing extra papers which might be needed for the day's shops. Of course, my small binder with my schedule and contacts is in this case. The case has zippered compartments for other items, such as a recorder, flow timer, cell phone, pencils, pens, etc.

My favorite place to carry pens/pencils/knives/scissors etc. is in a plastic cup in my cup holder.

I have a compartmented cloth handbag with a long strap hung around the front passenger seat (facing the front of the car) and I have miscellaneous items in this bag. I can hook my stapler into one of the pockets and another pocket will hold my camera. I have one of those slotted, compartmented holders on a visor, and put $7 to $8 in each compartment when I am doing Shell so I have ready cash for gas purchases. The debit card I am using for the day will be under a strap on the driver's side visor. I work with my handbag locked in the trunk. I have $60.00 pinned into my safety vest for emergencies. I have a cord attached to my camera so I can wear it around my neck. Three times I have experienced falls while shopping, but the camera has survived.

My keys are on a chain hooked onto my belt loop. The chain is long enough that I never unhook the keys. I have spare keys in the car, and I recommend a spare car key secreted somewhere on the car. I was once given a tip to unscrew the license tag with a dime, tape a key to the back of the plate, and put it back on with a dime. The reason for using the dime is that it will screw the plate back on tight enough to hold, and you can always bum a dime but you might not be able to bum a screwdriver. I am a AAA member, and I attach the AAA key fob to my key chain, which is attached to me. AAA can get you a wrecker faster than you can get it yourself, plus they provide other needed services in a pinch.

I always carry lots of ice water and a can of nuts in case I need a snack. I keep towels, aspirin, and extra hats and caps in the car. A towel soaked in ice water does wonders when you need to cool down quickly.

For most jobs I do, I construct a tick sheet containing all items of information I must have, and a list of pictures required. I make sure I have every item of information. I check the list of pictures against what I have in my camera before I leave the location, and I can't tell you how many times this one habit has saved my bacon.

I need to get much more organized!!

My busiest day so far has been 4 shops, so my unorganized approach has been not been much of a hindrance.

When I first read the above, it seemed like a lot to do each time to shop, but most of it is a one time thing.

Does everybody print the guidelines and form every time? Just seems like a lot of paper and ink wasted.

What is a flow timer?

The first time you perform a particular shop I would encourage printing at least the guidelines and definitely look over the form and take notes. In fact I always make a pdf of the guidelines and save it with the materials for the shop just in case there is later a claim that I failed to perform one of the requirements. I have had one shop rejected that made such a claim and unfortunately MY version of the guidelines did not save properly to pdf so I was dead in the water disputing their claim.

On a new-to-you shop it makes sense to have a final look at the guidelines and requirements just before you get out of your car to do the shop.

For most shops I have at least one piece of paper. That may be the CPI, or a notes sheet or a Google maps page with directions to the location. That sheet is likely to have any scribbled notes/reminders from before the shop and any notes from the shop on the face or back of it. After scanning the receipts or business cards, etc. that stuff gets stapled to the basic note sheet and filed. There are only a couple of shops that I ever print out the form for and that is simply because it is a reveal shop and that is the best way to make sure I have covered everything I am required to ask, observe or photograph. If I am doing more than one location, I don't mark up my 'master' report form.

Yes, I just read about someone, maybe you, having trouble with a shop and having the guidelines handy. Was thinking that just saving them to PDF would handle that.

I have been looking over the form and taking notes, and reviewing that during the shop.

A flow timer can be any kind of timer. The one I use is sold by Radio Shack and runs on two AAA batteries, easily replaced in the field. It has start, stop, and clear functions. I use it to time the rate of flow of gasoline on Shell shops. Therefore, I call it my flow timer. I also have a backup for this timer.

I don't print everything every time. I print Page 1 only of the job so I have the number, date, address, shop fee and reimbursement, etc., on each individual job. This goes in the job folder, along with the tick sheet if I use one for that particular job, a picture list if needed, and any required letter of introduction or goodbye to be given to the location. I have these tick sheets and picture lists stored as documents in my computer, and can print copies as needed.

When I pick up a shop which is "new" to me, I print all instructions and guidelines and put them in a three hole binder cover. I save these until they are revised; then I reprint and replace. I keep these instructions and guidelines filed alphabetically, to pull out whenever needed. I don't print the same stuff over and over. Also, I keep my printer set to use the least amount of toner possible.

If I only had four shops per day a couple of days a week, I wouldn't need the type of organizational tools and skills I use. I develop routes for myself and for Ron so I have to keep two calendars, two notebooks and lots of paperwork arranged so I know where both of us need to be at any given time and for how long. I make hotel reservations, keep track of mileage, do Mapquests for 2 and make sure all reports get done on time. I'm often sitting in a side chair "helping" get the reports in. Now I'm teaching my daughter how to write narrative reports so she will be able to pick up a few shops and help Ron. I'm also moving in with my brother and he will be learning how to shop.

Am thinking about taking the video training in Indianapolis or Nashville in July. If I go to Nashville, I can visit friends and shop in Bowling Green, KY on my way there and back. Might even save a hotel bill.

Took my big printer/scanner with me on my route this time and set up shop in the motel room each night. lol Need to figure out how to use the wand scanner soon before I travel again.