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Topic: Organizers - How do you send q'nnaires?  (Read 2121 times)
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lapoli
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« Reply #10 on: December 03, 2010 08:25:33 AM »

Oh God, honey, use labels! Even I don't have that many. Cheesy

I think, at this point, I just need to use the delete key!
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sunspotted
« Reply #11 on: December 03, 2010 08:30:48 AM »

I've never had quite that many participants, but I have organized a few swaps with 60-70 people and I am a big fan of the alphabetical by user name sort, then I just send out all my PMs alphabetically.  It still takes awhile, but I'm less likely to miss someone.  

Oh and to keep from having 2,420 pages of PMs   Grin  I only keep the swap PMs until I have done their feedback.  The alphabetical organizer helps then too.  Once their feedback is done, I can check all their PMs (for the swapper and their partner) and delete the ones that refer to that swap.  I keep a database of addresses and that's all I generally need after the swap is over.  
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« Reply #12 on: December 03, 2010 08:35:39 AM »

I know, I know. I obviously need a 12-step program. Wink
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« Reply #13 on: December 03, 2010 08:39:07 AM »

I've never organized a swap, and don't know the rules... but could you just set up the partners and tell them to send their questionnaires to each other??? Huh
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« Reply #14 on: December 03, 2010 08:44:57 AM »

Oh God, honey, use labels! Even I don't have that many. Cheesy

I think, at this point, I just need to use the delete key!

 Cheesy Sounds like a good plan to me!

I've never organized a swap, and don't know the rules... but could you just set up the partners and tell them to send their questionnaires to each other??? Huh

The participants need to contact the organizer so they can be cleared for swapping and can be paired together. Smiley
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« Reply #15 on: December 03, 2010 12:10:00 PM »


I've never organized a swap, and don't know the rules... but could you just set up the partners and tell them to send their questionnaires to each other??? Huh

The participants need to contact the organizer so they can be cleared for swapping and can be paired together. Smiley
[/quote]

Yeah, I know - but once the organizer has cleared everybody and assigned partners, can she just post a list of partners in the discussion thread, then let the partners trade info?
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« Reply #16 on: December 05, 2010 09:17:19 AM »

I've only done small swaps, but some people have as many as 3 partners. I copy the questionnaires into a Word document and then when it comes time to send them, I use the search feature in Word to look for the username of the person I need. Then I copy and paste the questionnaire into the PM.

I'm not sure how it would work with 100+ people, but at least all of the questionnaires would be in one spot!

And, I didn't know that bit about labels! Definitely have to look into that (and work on cleaning out my Inbox, too Smiley ).
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« Reply #17 on: December 08, 2010 02:24:47 AM »

As soon as I start organizing a swap I start a label for that swap. After I approve and add someone I move their sign-up from my in-box to the label folder. That helps me know that everything in my inbox needs to be dealt with. I match partners in excel from the info I enter into the swap excel sheet (I add extra columns as needed for matching, ie skill levels and allergies and other preferences).

When I go to actually send pm's I go into my labeled folder and sort by username to find them, and send one pm to both partners cc'ed with both questionnaires copied and pasted (or quoted) into the same pm. I only have to send half the amount of pm's as sending one to each person, and this way each person also easily has their own info for reference. I also cc it to myself so I have all the info in one spot and so that I don't forget if I have sent it to someone (I have hundreds of pages of pm's in my outbox so it's easier on me that sorting my whole outbox.)

As far as the idea that someone mentioned about having partners sending each other their questionnaires, that works ok in certain swaps, usually claim style/wishlist style to have partners send their addresses when they are claimed. But for regular swaps I think it's important that the organizer send everything out, otherwise some people could be waiting days for their info if people haven't logged on when other people in the swap might get their info more quickly and therefore be able to start crafting. It helps the organizer and the participants stay on track.
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« Reply #18 on: December 08, 2010 07:48:35 PM »

MareMare, after reading your post, I definitely need to use labels the next time I organize a swap!
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« Reply #19 on: December 08, 2010 08:39:53 PM »

It helps so much! I use labels for other things too, links I want to save and stuff. I send myself pm's about random things so I can label them and find them later lol!
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