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1
DateTaskEstimated HoursMileage
2
Nov / Dec
3
Copy and update Organizer's Workbook
1
4
Reach out to vendors - confirm discounts & pricing
4
5
Confirm previous vendors
6
Pursue new vendors / wish list items
7
Update information on vendor tab
8
Review info & expectations with distribution sites
2
9
Revise (distribution site tab) and send by email; schedule call
10
Confirm pickup weekend dates
11
Update information on site tab, if any changes
12
Check in with fiscal sponsor; confirm proces/terms for this year
0.5
13
Update website with dates / new policies, "coming soon"
1
14
Initial outreach, i.e., "the bulk order is coming - preview catalog"
0.5
15
Jan 1-15
16
Update catalog pricing
15
17
Enter discounted (price to program) cost for all vendors/items
18
Enter comparative catalog price + shipping cost for all vendors/items
19
Determine bulk order price for all vendors/items; when finished, copy paste "paste values only" to remove equations and small decimals
20
Update catalog functions
10
21
participant information
22
participant agreements
23
opt ins
24
check that subtotals and discounts calculate correctly
25
set up / test order consolidation filter
26
test how orders input into master sheet
27
update formatting / style
28
any other revisions
29
Update website with form links; final information revisions
0.5
30
Outreach - "orders now open"
1.5
31
Draft and include newsletter / updates
32
Include very clear text information on pickup dates, etc
33
34
Jan 15-Feb 12
Create Master Order Sheet
1
35
Input orders and invoice as they come in
25
36
Light outreach, reminders, and participant communications
3
37
Follow up on unpaid invoices
1
38
39
Feb 12-15
Close orders, sort, check, and send to vendors immediately
20
40
Confirm wish list items, send follow up invoices and notices that orders will go through
2
41
Check in with sites - volume expectations
42
43
Feb 15-Mar 5
Vendor follow up; review, confirm, and pay for orders
10
44
45
Mar 5 - Mar 15
Confirm and collect shipping information
5
46
Final site check in, with shipping details and final info (email or call)
1
47
Purchase supplies: clipboards, sign paper, sharpies, rachet straps, etc
1
48
Generate pack-out lists and assemble site packets; send or deliver
10
49
Pickups per site - alphabetical list with contact
50
Pickups per site - organized by pickup window
51
Pack out list for each vendor per site
52
Copy of each order
53
Exit tickets
54
Shorts / errors sheet
55
W9 for site
56
Print and digital copies of all
57
Site visits & support
8100
58
Pickup reminder & info emails to all participants
2
59
Email; CC site managers
60
Request to schedule time block if they have not done so
61
Overhead photos of site - where to enter / exit / pick up
62
Day of Contact
63
Prepare for your volume of items (consider 2 vehicles, rented trailer)
64
65
66
Mar 16-20
Site visits & support
15
67
Collect and communicate backorder information
15
68
Compile exit ticket responses
1
69
70
Mar 20 - April 15
Communicate with vendors and farms re: backordered items
5
71
Prepare materials for backorder day
1
72
Send backorder day confirmation email
1
73
74
April 15 - May 1
Site visit: pick up unclaimed items, deliver payment and gifts to sites
6100
75
Collect any final backorder / refund information
76
Issue refunds
3
77
Wrap up, reporting, and bookkeeping
8
78
79
May - Nov
Strategic & development work, as needed
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100