Friday, October 12, 2012

Filing system for Sewing Teachers, Pattern Designers...

Organizing Tags:
Available at Cookiescreations
Before we move on to another corner of our sewing/hobby room, (keep sorting your threads, it's still coming), let's cover an area for those of us who teach classes. There is so much to keep track of: ready to print flyers, CD's, handouts with samples to manage and more.

This is what I have done for years, and if you have another system - I would truly like to read about it. Share away!

Keeping it simple is still the theme!

I have only two systems in my world:  Colors and Numbers. With that  thought in mind: numbers is the best choice for this task. I use  note binders, with special clear envelopes and here is how I do it.

Take a photo of the class project, assign it a number, put it in your "Special" notebook in a plastic sleeve, just like we did with the purchased patterns. Or you can put one copy of the handout in the book with the picture so you have the supplies listed.  It depends on how you write your lesson plans. Use a marker or if you love neatness, there is nothing that feels more productive than a Brother Label Maker!
CC-1009 is on the photo of the final project. 
File by category.  Example: I have a unit on monograms and in that goes several different projects like pillowcases, lingerie bag, etc. Even seminars without sewing projects are stored accordingly with the advertisements readily available in my Special notebook as substitute photos. Dates can help for software classes to easily purge obsolete lesson plans due to software updates. My computer hard drive matches this system, no surprise there!

After filing in the notebook, place the actual sample, related CDs, photos, descriptions, etc  even a power point presentation.  If you have a clear envelope with no handy pocket like mine, simply tape a paper cd holder to the inside front cover and drop it in. If you have printed material, put that in as well.  Perhaps you have left over handouts, save them in that folder.  Keep everything together that goes with that teaching presentation including any promo photos you may have taken, etc.  A few extra minutes on the front end of organizing your project envelope will save you time and money later.

Once you have all the important treasures gathered, it is time to put the assigned number on the envelope. My labels are on the top left corner because they go in a filing cabinet which is close to a wall. It's easier for me to read the label in that position.  Translation:  label them so that you can read YOUR envelopes without contorting your body!

I use a filing cabinet drawer which I purge twice a year, based on new product releases.  If you purge a file or two, write retired on those projects in the book at the same time. It keeps you from asking yourself did I ever file or did I ever update, etc!   This system has worked well for me, but no doubt there are countless other systems in use. I just need to keep it all similar and therefore it must be simple!

Full drawer! Mission accomplished. Now it is time to go back and resume sorting threads. Separate by two types initially: sewing and embroidery. (Feel free to break those down by weight. I don't do that but you can.)  We want to eliminate late night mistakes such as stitching a pair of pants together with rayon embroidery thread forgetting about function plus durability and only matching the color! We will pick up this topic over the weekend once I am done teaching my classes ~ Cookie


Sew Quilt Embroider said...

This is very interesting! I wonder if you will have a system for organizing embroidery designs?

Cookie Gaynor said...

Hi there Sew Quilt Embroider!

I file my designs by source as the main folder and within that folder are the design packs and singles for each brand. I will detail that after next week's post on ribbons. And thank you for posting. I wonder how you are doing it currently?