Organising an ongoing swap

[SilverMoon]

I am wrapping up the TM patch swap, and people have expressed interest in having a second round that runs a bit like the ongoing ATC, with posting of lists and claiming of partners. This seems like it would make my job easier, but also more complicated, and I was wondering if anyone had any tips on how to make running one easier. Has anyone come up with a new format to the swap document to make things clearer for these sorts of swaps?

I had a lot of fun with this swap, and it was suprisingly painless for my first swap, especially such a large one, but the thought of juggling even more partners (this swap only had 3 each as a top limit) and multiple send out dates makes the Virgo in me a little freaked at how to document it all.

[SevsOnlyGirl]

Honestly, I've run several ongoing swaps (several months worth) and it's a hard thing to do.  If you have a lot of experience with regular swapping and quite a bit of free time throughout the day to update things, you'll be okay.

I would suggest talking to successful organisers of ongoing swaps, here's a few that would be good suggestions:

alwaysinmyroom
rlynn
alteredmommy

There's lots more, but there's a couple for ideas.  Go over and look at their ongoing swaps and see if you can pick up hints and ask some questions!

[rackycoo]

I wouldn't host an ongoing swap unless I knew I could be online several times a day to keep things updated, especially if the swap is popular and people are quick to post.

(I have never hosted one. I'm afraid.  )

[alteredmommy]

All I have to offer is that it is ALOT of work   The STS runs with 2 people keeping track of everything (used to be 3 when we were much busier with 100's of claims a month) and I agree that you do have to commit to being online regularly to keep an eye on things.  The STS is set up in a swap specific Excel spreadsheet format (that I inherited and honestly have no idea how to set up ), one person keeps the spreadsheet and point tally, the other person keeps the public list of claims.

I would think chain style is the easiest way to go with a limit on claims allowed until the first ones are sent.

[SilverMoon]

I would think chain style is the easiest way to go with a limit on claims allowed until the first ones are sent.

That's what I meant - like the ATC swap. I overexplained it and sounded like I meant the other ongoing sort.

Note to self: do not attempt to brain before the first morning coffee.

I'm online pretty much constantly so I don't think that side of it will be too hard, just the keeping track of things.

[alteredmommy]

The spreadsheet is the way to go to keep track (although I am not computer savvy enough to actually set one up...hopefully it isn't that hard), the STS one has a column for who the claim is from, what it is, who the claim is to, the date claimed, the date sent, the date received.  We also have a points column that auto adds and subtracts from the master points list which you wouldn't need but you could replace that with columns that track how many claims someone has/sent/received.  Every month I start a new one copied from the previous round and keep updating the old one so I know what claims are still out in the postal wilds.  Its also a good idea to have a standard claim format with a standard pm so you don't go crazy trying to figure out who is claiming what

[rackycoo]

I still don't know how you STS people do it. 

[alteredmommy]

Its been almost 4 years so I'm kind of used to it by now   Some of the other ongoing swaps totally confuse me so its all in what you know I guess!

[rlynn]

An ongoing TM Patch swap sounds like a great swap.  I agree that chain sounds a mite easier to run since it sort of manages itself as far as number of claims.  The Pinterest one that I have been running is a TON of work since I have to log on quite often to update claims.  If I wasn't so worried about people knowing how many times a certain person has been claimed (to keep things somewhat even) then it wouldn't be a big deal.  I will say that because of the nature of the staggered signups (and this would be true even for a chain style swap) you essentially have 2 swaps up and running constantly.  Yesterday was the last day of ship outs for the Jan round of the Pinterest swap but of course I still need to keep tabs on when items arrive, if they get lost, etc...while at the same time managing the active Feb round.  Shoot since we have international swappers, sometimes I have 3 rounds still not technically completely finished as we wait for all the packages to show up.

Its my first swap so it was a big bite to chew off for my first go, but its a lot of fun too.  I'll keep my eye out in case you open one.  I'd consider joining.  I have been making my first TM patches the last week and I kind of enjoy it.  Its far more portable than my other sewing projects! 

[jillybeans]

Hi there!  I thought I would throw in my two cents here (didn't see this thread until now), since I'm currently running the ongoing atc swap (for my 5 consecutive month now).

yes, it is a lot of work.  lol!  I just try not to let it bog me down, and I pretty much update the swap every morning, and that seems to work fine with me and everyone else.  Though I do keep my craftster open all day just in case any questions arise.

I also agree with alteredmommy about the spread sheet.  I started with all in a notebook, but once the swap got more and more busy, it was easier to update when it was all in the computer.  Also, my co-organizer tells me what ATCs are in the gallery and gives me a list so that I can update the swap. 

[babalina58]

I will jump in also I have org the OWS for a few years now and I do it all really as even with a co only one can update threads, some people forget MOST PEOPLE forget to send to the co also so I just said heck with it and now like a snug glove..

  some people will find I am pretty laid back however I will NOT update everyday to me it is just not going to happen. I am a busy girl and have a busy life outside of here so I try and normally am pretty good at it Tuesday is thread updates ( with monday being a huge busy message day with the weekend mail coming in) and again with feedback on Fridays ( as I dont want to deal with it all on weekends if I don't have to) as I have a few OWS at a time going so one closing, one opening and sometimes can have still 3 if we have missing or flakes and even super late swappers for one reason or the other...keep 3 spots open for you if you will org as you can only org 3 at a time and it is the one month that you are in a jam as you have someone not sending on time, one or more flake ( you find this more the closer to the holidays you get IMO) You have to be careful not to over extend yourself in swaps and allot yourself time for you

I suggest pick days ( If you will be doing months and months w/o a break OR are a busy person outside of crafster) like I said I find that Tuesday is a great one so all the weekend people and monday have time to let you know....Friday so that the weekend is not bogged down even more

Also, breath, try not to over analyze and have fun! You will just find your groove and be just fine...Spread sheets work for some,Notebooks for others  others store all in Craftster messages  ( I know several that do this one but spread is a great way to go) I never purge my messages but 1 time a month for the prev. year ( I purge on last Friday of the month normally after updating for the year prior) you would not believe how I have had a few PM's I have had for some info so it is just a personal thing with me....

If you can update everyday or every other that is great too but if you make yourself set time a few days a week that must get done just for me makes it all part of a routine and most understand it is not done everyday ....

[Saintcady]

I don't know that I'm qualified to give advice since my ongoing has only been going for a few months, but what the heck. I'm running Swap Your Stash which is, as of yet, nowhere as big as some of the other ongoing ones listed here, and it's one of the list-post kind, not the chain kind. I thought it was tough my first month, even with use of a spreadsheet, so when I decided to run it again I created a much better spreadsheet. Now I think it's not bad at all.

The spreadsheet calculates how many claims have been made, sent, received, etc and even changes font colors accordingly. That way all I have to do it put in information once (not on 2 different spreadsheets, then the swap itself like my first month) then paste it into the swap page once or twice a day. If anyone wants a version for their swap just let me know.