Wholesale: It's not as scary as you think

When artists start out in wholesale most are afraid that they’ll suddenly get overwhelmed with orders and won’t be able to fill them all. This is the concern I hear most often from beginner friends and students. Don't worry! Just take a deep breath and relax. I'm about to tell you about a simple tool that will ease your worries and help you manage your schedule. It's called a production calendar. Your production calendar is the key to preventing overload, show panic, and most importantly late orders.

To create your production calendar you'll first need to figure out how much you can comfortably produce in one week, taking into consideration how many hours you want to work as well as the time you need to keep up with all the other aspects of your business. How many hours do you realistically have to devote to production? How much time do you need to do bookkeeping, pack orders, make phone calls, do paperwork, update your website, etc, etc? You may want to take a month to track how much work you can comfortably produce in that time and then average it out.

You can calculate your weekly quota by dollar amount, by number of pieces or number of orders. Then, using that weekly production goal you can pretty easily figure out what you can ship each week and each day. Some people designate only certain days of the week for shipping, some allow a certain amount of time each day to get orders shipped. This is totally up to you.

Okay, now you have something concrete to work with! Here's the next step:

When you go to a show, bring your production calendar marked with all the orders you already have scheduled as well as any days you’ll be closed, out of town at a show or unable to ship for any reason. As you take each order you'll ask for the date the buyer needs it, and then write the name of the store on the day it’s scheduled to ship. When you reach your limit for that day, consider it closed. If another buyer asks for that ship date simply explain that it's full and show them the calendar and the dates you have available. Together you'll find another time and schedule it in. Handmade buyers are used to this, and are happy to work with you. This is how you manage your work load.

Above you'll see one of my old production calendars. I can comfortably ship 6 -10 orders a day. But when I'm at a show once any given calendar day has 4-5 orders on it I consider it full in order to allow openings for reorders that come in from my regular customers. This way I can insure that I will never be overloaded.

Production is easy to manage if you are doing online sales. You are not going to be slammed with orders the first week you sell on a wholesale site. It just doesn't happen that way. But at a show they fill up quickly because you are writing a lot of orders in just a few days. Don’t worry if your production calendar fills up. That's a good thing! It’s perfectly acceptable to tell a buyer your calendar is full and that the first open date is weeks or even months away. Some artists schedule production 6 months or more ahead of time. You can offer to write a back up order and/or put the store on a waiting list and call them if you get cancellations or have some time open up.

One word of warning: If you schedule an order for a certain date, ship it on that date. If something comes up and you get behind, don't worry, it happens to all of us now and then. But please, don't delay the order hoping your buyer won't notice. Call them, explain and negotiate a new ship date. You've made an agreement and you're a professional. Your buyer depends on you to be good to your word and will appreciate the call. I promise.

A full calendar shouldn't scare you if you've planned it well, and it won't scare your buyers away, either. It's a good thing to have your work be in high demand, it only makes it that much more desirable. When you have a waiting list it's a sign of success. Don't forget that most people who appreciate what you do understand that you make each piece by hand. In fact this is one of the reasons they love it. They know you are not a factory! 
So breathe easy, you are in control of how many orders you take and how much work you do each week. You'll come to love seeing a full calendar - it means you've got work to do and your bills are paid.