As mentioned in Part 1, I thought about writing on this topic a few months ago and decided, “Nope. I need to save this topic until January.”
The reason being is that January is the month that many stores — Home Depot, Walmart, Kmart, Target, Staples, The Container Store (the annual Elfa® sale) — advertise one particular theme.
This is THE month that many stores promote organization.
Volunteer Auction Chairs need to be organized. They are often working with many volunteers to plan the fundraising auction. Keeping track of the big picture — AND the details — is part of the job.
Here are four organizational tools I’ve seen other Auction Chairs have success using:
- Google Calendar and Google Docs: This combination is perhaps the most popular online method for staying organized and sharing information. The tools are free and enable your entire committee to keep up-to-date.
- Standard paper calendar: Whether it’s an “At a Glance” or some other brand, paper calendars are still popular among auction chairs. It allows for the entire month’s activities to be seen on one page, which many people like.
- Electronic calendars: With so many people using their phone to keep up-to-date, it’s no surprise that tech-savvy Chairs opt to use their mobile phone as their master auction calendar.
- Subject-related notecards (see photo): Last month I had a meeting with two Auction Chairs. One had brought notecards labeled with auction topics, such as Setup/Decoration, A/V, Silent Auction, Food & Beverage and so forth. As we talked through different subjects, she’d list “to do’s” on each card related to that topic. She could then follow up later on those tasks, or hand it off to the appropriate volunteer managing that activity. Clever!
Do you have any tricks for keeping your charity auction organized? If so, share your ideas below.