[Baren]: The mailing list / discussion forum for woodblock printmaking.

Baren Digest             Thursday, 3 December 1998     Volume 05 : Number 362

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From: Graham Scholes <gscholes@islandnet.com>
Date: Wed, 2 Dec 1998 09:05:17 -0800
Subject: [Baren 2236] Re: record-keeping 

Sheryl wrote....
>But like so many things, it got me wondering...  I'm inching toward
>"professionalism" here and better record-keeping is part of it.  How
>much record-keeping do others on the list do, and how much is computerized?
>If computerized, what packages do you use?

The computer is invaluable for record keeping etc. Once you learn the use
you will not be able to function without it.

Marnie (my bride of 40 years) and I have been using a Mac since they first
came on the market back in 1982.

We have grown with the different kinds of software over the years until the
present that has us using the following.  This will not me a lesson on how
to use them. The learning curve is big but there are lots of good books out
there.

Spreadsheet...Excel.  Marn has set up here accounting books with Macros and
all sort of nifty formulas to enable here to keep the business books in
order.

Alternative.....Consider ClarisWorks for a small business.  We have version
4 Newest version is called AppleWorks.  This software is a integrated
system having word processor, data base, spreadsheet, and drawing
functions.
go http://www.apple.com/appleworks/ You can download a demo.

FileMaker Pro  We have version 4.   This is one of the best data base
programs out there.  This version has many features for dealing with data
handling.  Does invoicing, letters, faxes, e-mail and phone handling
functions.  It records actions associated with the data (name of customer)
We find this most useful.

With these the business aspect will be well looked after.

Graham

Money isn't everything..There is
one thing that money CAN'T Buy...Poverty !

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From: "Brad A. Schwartz" <brads@iea.com>
Date: Wed, 2 Dec 1998 09:51:57 -0800 (PST)
Subject: [Baren 2237] Re: Thanks ... 

David Bull wrote:
>Brad, does it leave a fairly thick layer of transfer pigment stuck onto
>the block, one which will 'chip off' as the knife runs through it, thus
>spoiling thin lines?

The transfer is fairly thin and in my experience flexible. Remember, it is
a plastic-like toner that is meant to go on fabric, ie. flexible... It
shouldn't chip, especially with sharp knives...

Brad

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From: amoss@mindspring.com (john amoss)
Date: Wed, 2 Dec 1998 17:48:58 -0500 (EST)
Subject: [Baren 2238] record keeping 

To Sheryl  and others interested in record keeping:
I would echo Graham's thoughts endorsing the usefullness of computers in
record keeping.
I personally use Quickbooks from Intuit, from the makers of Quicken =AE
see:<http://www.quickbooks.com/>
The nice thing about Quickbooks is that you can customize the files to
whatever business you are in.
Easy as a pie chart and makes taxtime a snap!

No, I own no stock in the company...

- -John

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From: Graham Scholes <gscholes@islandnet.com>
Date: Wed, 2 Dec 1998 17:37:11 -0800
Subject: [Baren 2239] Re: record keeping 

John wrote....
>I personally use from Intuit, from the makers of Quicken 

Good thought.  We have toyed with Quicken but since Marnie had the books
set up we saw no point in adding another piece of software to the collection.
It is much easy to use Quickbooks than to learn and set up ledgers in Excel.

Graham

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From: David Bull <davebull@woodblock.com>
Date: Thu, 03 Dec 1998 15:59:06 +0900
Subject: [Baren 2240] Re: record-keeping 

Sheryl asked:
> How much record-keeping do others on the list do, and how 
> much is computerized?

Big question!  How much time do you have to read an answer ...?

I very much treat my business like a business, keeping complete records
of every aspect.  Going back for ten years now, I know how many sheets
of paper I've bought, how many were used for each print, to which
collector each print was sent, when it was sent, when it was paid for,
my complete income/expense breakdown ...  you name it.

I've got a fairly complicated 'sales' system: most of my collectors
receive the newest print each month, but a number of them are getting
'back issues', thus complicating the picture.  Making things even more
complicated is that some of them need Japanese language material, some
English, some both.  Some prints are to be shipped by Post Office, some
by Air, some delivered by hand.  Some of the people pay by Post Office
transfer, some by bank transfer, some by money order.  It all adds up to
a jumble of differing requirements, one that would be a nightmare to
unravel each month ... 

MAC to the rescue!  I've set up a large and comprehensive database using
the built-in 'ClarisWorks' (AppleWorks) software.  There are screens for
entering new collectors, for printing out a monthly 'Shipping List', for
printing shipping labels and mailing labels, for inputting payments, and
for preparing various reports showing the status of the business.

A second database runs my general mailing list; this for people who are
not collectors.  These are media contacts, newsletter 'subscribers',
exhibition visitors (I always have a guest book at the front desk ...)
and general friends.

And I'm just setting up a new database for next year's project, this one
using the Filemaker Pro software.  This one is a bit different - it's a
graphic database containing images that I am considering for my Surimono
Albums.  Each image is scanned in, along with information about
who/what/when, etc., and also where I can find an original copy (which
museum, my contact there, etc.).  These images can be 'flagged' to show
in which year's Album I intend to use them, and I can get a printout for
each image showing dimensions (image and paper size), and how many
sheets of washi I will need to order for it, etc.   I will also be using
this for 'project planning', showing each step of the process, from
hanshita preparation down through shipping ...

I can't possibly imagine running my affairs without this machine.  For
more than five years now I've had two part-time employees to handle all
the packaging, wrapping and shipping work, and without having this stuff
all computerized, I'm sure my wage bills would have been a lot higher.

***

As an aside, I could perhaps also mention that with the end of my big
project at hand, and this region now seemingly mired in endless gloomy
financial news, I've gone through quite a re-think of the way I do
business.

I'm not going to go into this next exhibition thinking 'business as
usual'.  The business climate here looks very bad indeed, so I'm going
to make these changes:

1) I'm cutting my prices by 40%.  For ten years my prints have been a
single flat price - 10,000 yen.  From next year they will be 6,000. 
Simple ones, complicated ones ... all will be 6,000 yen.

2) I'm cutting my costs by around 50%.  I'm doing this by reducing the
print size, and totally redesigning my packaging.  The smaller prints
will need smaller blocks and will also allow more prints from each sheet
of washi.  The new packaging will be cheaper (by far) to mail, cheaper
in raw materials to make, and cheaper in labour to produce.  But
although it will be 'cheaper', it is also much more attractive than my
previous packaging, and is much easier for the collector to handle and
use.

3) I'm doubling production.  I previously based my calculations of price
on the basis of a subscription list of 100 people.  I'm shooting for 200
from next year.  I certainly won't make it right away (barring a miracle
at the exhibition), but expect to build up to that level after 'some'
time has gone by.

Whether or not these are the 'correct' decisions I don't have a clue. 
Time will tell ...

Maybe some of you are put off by this sort of 'business' discussion.  It
perhaps sounds like I'm working for Proctor and Gamble, discussing some
new soap product.  But I very much believe that it is not enough just to
sit in a room and make beautiful prints.  If I _didn't_ do this sort of
solid business preparation, then I would have to earn my living by doing
something else - teaching English or whatever.  How many beautiful
prints would I make _then_?  Not many, you can be sure.  

I thus believe that both aspects - printmaking and print 'marketing' -
have to work hand in hand.  Ito-san the carver doesn't have to think
about all this stuff, but he is just a carver; people send their work to
him.  Nobody is going to 'send' work to me; I have to go out and find it
myself.

Actually, 'find' isn't the proper word for it.  I believe that what I am
doing is 'making' work, both for myself, and for a whole bunch of people
around me - suppliers and assistants.  It maybe doesn't count for much 
next to what Toyota and Sony are doing, but I think that I too am adding 
value to my society through these creative efforts.  

Oops ...   I think I've forgotten what Sheryl's question was ...

Dave

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End of Baren Digest V5 #362
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