I have hundreds of beads, pendants, bracelet bars, charms, and other ceramics listed on my Etsy Shop. Keeping track of inventory and ensuring each customer gets exactly the right items in the right quantity has been a learning curve for me. Over the years I have developed a system that works well for me.
There is a flow to my work. I wish I could spend every single day out in my little studio, but I have to work in my office and do paperwork, too. Keeping inventory, paying bills, and shipping orders is a big part of my work week.
Once my beads are completed I bring them into my small home office where I have a photo area set up. I leave it set up on its own table at all times for convenience. I have a backdrop, lights, and some boxes with props for taking photos. It usually takes an entire day to shoot the photos and edit them. I go through each photo and edit to correct for lighting and to be sure each photo is crisp, clear, and true to color. I take lots of photos of each item, more than I need. Using different backgrounds shows what the glaze looks like against different colors.
I keep items organized in limited edition batches and I have inventory numbers listed on a spreadsheet. I add new numbers in order as I create new pieces. These numbers are written on a card, inserted with the beads in a small ziplock bag, and labeled according to the type of bead. For instance, all pendants have their own category. All charms have their own category. The categories match the sections I have in my Etsy Shop. I measure everything and make notes on the card inserts so I have all I need when it comes time to list the item.
After editing and organizing, I am ready to list each item. I set up Drafts in my shop. Drafts are listings that are completely set up, but not made “live”. This allows me to set up many listings which I load slowly into my shop. I don’t load all of the listings at once. I prefer to trickle the listings into my shop every week so people are not overwhelmed with new items. It also keeps my shop active with fresh items frequently.
Storing my inventory is a bit like filing paperwork. Each clear plastic bag goes into a special basket, labeled for the items inside. The cards face forward so I can easily see the inventory numbers, which were added to the Etsy listing. It is not the most beautiful system, but it is functional!
When an order comes in I print the packing slip and order sheet from Etsy. My copy has the inventory numbers and quantity ordered. As I fill the order, I hand mark each item on both the packing slip, which my customer gets, and the order sheet, which I keep. This allows me to double-check everything. I still sometimes make mistakes, but generally, things go out very smoothly. I pack and weigh the package, mark the information on my order sheet, and then print my shipping labels.
I hope this helped some of you who struggle in this area. I would love to hear how you organize your inventory! There are a myriad of ways to keep things flowing smoothly in the world of hand-made. Thanks for visiting!
Debbie
Debbie Johnson Ceramics 