Newport PTSA Ski Swap Nov 1012

1
Newport PTSA Ski SwapNov 10-12
Planning, Training, Orientation, and Lessons
Learned Don Meyer 2006
2
Tonights Plan

• Introductions
• Whats New
• Roles, Responsibilities, Process, Schedule
• Lessons Learned Changes

3
Introductions

• Manage Swap, Training, Problems
• Manage Inventory System
• Manage Money Collection
• Volunteer Coordinator
• Food Coordinator
• Security Parking
• Setup Gym for Swap
• Check-In Individuals Technical Help
• Move and Arrange Inventory
• Check-Out Individuals
• Facility Take Down Cleanup

4
Whats new?

• Volunteers
• New volunteers again but also many returning
• Commons is complete so more room for inventory
• Planning to use for check-in and check-out
• Parking on all sides with east and west connected
• Vendor Check-in from Turn-around, perhaps north
  side of gym
• Will build additional signs Main Parking?,
  Over-flow Parking, Swap?, Check-In Gear?
• Maybe Volunteers and vendors only in turn-around
  (not locked)
• Meteorologist predicting
• 3-4 degrees warmer could affect sliding and
  therefore buying but
• Snowsports sales have been pretty good
• Ski Bonkers way up this year - in September - in
  a new location (South Center), - with new mgt
  (Sturtevants) and - 90 degree weather

5
Swap Roles / Organization
Gen Mgt
Security
Inv Mgt
Cust Service
Facilities
Finance
Manage Volunteers
Setup Inv System
Setup Shop
Check Inventory In
Control Exits
Take money
Doc Changes Required
File Inv Cards
Take-down Shop
Keep Books
Arrange Inventory
Watch Inventory
Resolve Problems
File Sold Tags
Clean-up
Check Inventory out
Survey Customers
Write Checks
Provide Food
Total Sales
Technical Help/Sales
Pack Supplies
Parking Mgt
Close Inv System
Pack leftover Inventory
Train Volunteers
Train Leaders
Train Volunteers
Train Volunteers
Train Volunteers
Train Volunteers
6
Swap Processes Timeline
Sun 2-3
Fri 430-900 Sat 8-3
Friday 10-130
Sat 330-5 Sun 1130-2
Sun 8-11
Fri 130-730
Close Shop
Check-In
Check-Out
Sale
Close Books
Setup Shop
Manage Swap Security
Pack Supplies
Manage Inv Tags, Cards
Org Inv Sold Cards
Check Out Stores
Setup Inv System
Check In Vendors
Check In Individuals
CashiersCash Mgt
TotalSales
Check Out Individuals
Technical Help
Inventory Leftover gear
Arrange Inventory
Move / Arrange Inv
WriteChecks
Move / Arrange Inv
Move / Arrange Inv
Remove Inventory
Sales Technical Help
File Inv Cards
Setup Tables, Racks, etc.
Remove Tables, etc.
Remove Tables, etc.
Resolve Problems
7
Leadership responsibilities

• Manage group
• Right of people Work with Volunteer
  coordinator if too few or too many. Volunteers
  Useful Happy
• Quality Control
• Every job has an impact Goals 1) Dont lose
  anything. 2) Pay sellers for all items sold.
• A little inventory tagging issue up front can
  cause hours of work resolving it after the swap.
  Losing sold tag during sales also can also cause
  hours of rework after the swap.
• Training
• Know your role and potential issues. Train your
  successor.
• Track the group
• Know who your volunteers are, make sure they are
  signed in and out, and are doing the work
  assigned.
• Suggest Improvements
• Document the things that could be improved
  including the actual number of people needed
• Each job is important
• Sometimes there is not enough or too much work.
  The hard part typically is dealing with the
  customers, problems, and the volume of business.
• Quality is job ONE!
• Job Descriptions Web site, Volunteers

8
Some Problem Areas

• Support Training
• None of the swap jobs are real tough but are very
  repetitive so one person can put on tags badly or
  calculate totals wrong and cause large and
  expensive problems quickly
• Check-In Vendors Well tagged inventory
  increases sales
• Sometimes they slip in without checking in so we
  dont see their
• Multiple tags with different prices (not allowed)
• Do not get a copy of their tags in Inv Mgt so we
  know who to pay
• Check-In Individuals Well tagged inventory
  increases sales
• Tags on skis and snowboards using scotch tape
  rather than wide heavy duty tape
• Tags on the string between boots they quickly
  get lost and the items cant be sold
• Tags taped to snowboard boots they quickly get
  lost and the items cant be sold
• Tags upside down on bottom of snowboards skis
  hard to read
• Inventory Arranging Neat and organized
  increases sales
• Little with big, snowboard and ski boots mixed
• Gear not organized and neat
• No place for people to sit down
• Cashiering If it is done well, customers are
  happier and buy more
• Calculating total with tax properly
• Lost, duplicate and illegible tags
• Product info tags in sales box rather than with
  buyer

9
Issues - Changes

• Trying to buy gear with no tag
• Missing Tag Form
• Cashier Problem Swap Mgt have Talk-Abouts
  cell phones
• Cashier Problem Mgt share a person(s) to work
  issues
• Vendor crew Photos on Problem Mgt wall
• Issues White Board on Problem Mgt wall
• Missing Tags
• No tags on string between boots
• No tags taped to Snowboard boots
• Spills
• Custodian Way to contact, Towels, Mop, Brooms
  available

10
Feedback

• Questions, Problems, other things missed?
• US Metric Sizes on Boot Tables
• Microsoft volunteer pay for volunteer
  organizations