Vicki -  that's how my mom spelt her name also.  Thanks for the posting.  Mailing priority takes 8 days to Iraq to the group I mail regularly to.  Because I live on the west coast like you, flat rate is best for me because it's an AE which costs alot by weight unless using the flat rate.  I always make sure they weigh alot to get my money's worth.   I don't do parcel post because I believe it takes longer.  Have you mailed by parcel post, and if yes, how long has it taken?  With  my group's cut off date as December 1st because they head home in January, and it will take longer anyway for mail to get there with the Holiday outpouring of packages , I want to make sure they get the packages in a timely fashion.  I appreciate your help.    Please let me know if you mail by parcel post.  Thanks. 

I used to use Parcel Post all the time for AE addresses since I live in New England and it's in the same zone.  However, with the most recent rate change, there is little or no advantage.  Used to be about to ship a huge box for about $8 - not anymore.  It's seriously cut down on my ability to send packages.     There was never much difference in transit time for me...because the package wasn't going very far stateside.

 

cj/

CJ,

Have to agree.  Seems postage is taking the most money, so I'm careful about sending heavier items and try to have that one or two heavier ones in with lots of lighter stuff (well, duh.) but you know what I mean.  The time of getting pacakges seems very good right now -- for my people, anyway.  So it's nice when I hear back, bec. I do keep a list of what I sent for each person.  Small notebook, nothing fancy, everybody gets a little section.  So any of those free ship or we ship for you -- I'm all for it. 

Pan

Jenifer_one_N:

Andrea, 

I'm coveting your good stash of healthy food items - and of course, the peanut M&Ms! Where'd you get the multi-packs of granola???

I also use plastic storage bins, since my Mother (who I live with right now) asked if she could please have her dining room back for awhile!!! She's very understanding, and helped me organize my stuff in bins according to what they were (Snacks & food, hygeine items, books/magazines, everything else). So now her laundry room is my mini-px!

 

 

Hi Jenifer_one,

I got the bare naked granola at Big lots! They are pretty great! My contact really liked them.  Yeah I send him some healthy snacks because he was saying he hated eating junk before going to bed.. he comes home hungry from work lol. So I thought hey, might as well send him a few healthy things. So he can either have M&M's or granola lol.

 

:-) Andrea

Hi All,

Thank you to all who posted their ideas on this thread.  After having passed the sixth month mark of sending packages to Any Soldier contacts, organization had gone out the window.  I could no longer see the floor in my storage area - the corner of my living room - or use my packing area - the dining room or kitchen table.

After adopting some of the ideas here - storage shelves, carry around bin for packing supplies, a small table (already in the house!) for packing plus some others, I can actually see my living room floor, eat at my kitchen table and am having Thanksgiving dinner in the dining room!!!  I can even get to my living room corner windows again to open them.

The biggest advantage - I can now assemble a box for an Overlooked Contact in less than 20 minutes from that stash on the shelves!  Pack it and ship it the next day!!

Thank you everyone for posting your ideas, techniques and methods developed over your years of sending to the troops.  It is much appreciated.

Ann

KristenF:

As my own "Junkie-ness" is evolving and growing, ... I'm wondering how all you junkies keep your contacts, package and letter activities organized? 

How do you track when you are "due" to send a letter or package to a given group? ...

Do you have (do you even find you need) a system to make sure you don't send dups to a contact... ?

How do you go about allocating your budget (regardless of what the budget may be)?

Also slightly related, how to you keep letters and responsed you've recieved? 

Wow, I really relate to much I've read here. In the beginning ly the boxes overtook my living room table & kitchen  floors. I tried to disciple to a single shelf (silly girl) but before long I had "sale" item stashes behind and under this and that.  Nothing like having cigars, Girl Scout cookies, summer sausages, men's magazines tumbling out when one is reaching for a visitor's coat. My teen's remarked, "Yeah, my mom's into soldiers" (laughter) well, I guess that's true.

I've gotten into different rhythms with different sets of contacts. In the beginning, I didn't track and that caused me some personal confusion. Over time, my letters became more introspective with arts & crafts (photos and drawings) I'd keep all my correspondence to a particular contact in a huge document, the first few pages with address updates, dates of boxes sent, contents, and notation of any responses regarding contents; I save to file under "Currently Writing" and "Gone Home".  I supported fewer (grps) I wrote more often, watched for "my" retreads (those re-entering theater). .  By the time I had a group on their third deployment, I'd walk through the store choosing for my son at home, and "my" sons in field.

I've struggled with the budget issue.  Oh my, I've invested a great deal (smile); kept thick stacks of sender copy to flip through the names, thinking about each one. It became overwhelming.  Yes, certain things jump right into my cart unbidden - and I've had those shopping trips where my arms are full, but there's no dinner - it's all for the AS boxes (watch the family do the eye roll).   

Now, I have just a drawer (rather large). I order a case of free (and free-delivered) flat rate box from USPS.  I continue to use my "AnySoldier JAR", which is something we created at home during leaner times; it still helps me save up for that unobtainum-in field (I have an affection for boots, healing foot care, and certain tactical items). The jar helps me feel in gear while budgeting. Like having trouble upgrading my own tennies (laughter) sometimes an awful lot gets stuffed in there. 

 Letters received?  Well, I often copy the email right into my Word file to read & re-read while composing.  But the hard copy free mail letters, and those returned self-addressed AnySoldier postcards?  They're in a binder, slipped in ordinary sheet protectors. They are mighty special to me. 

 

This is a really good thread for any new member to read.  I decided to take some of the advice on this discussion and start an Excel spreadsheet for my contacts.  One thing I included is their expected departure date.  If they are re-deployed again (as many have been) I'll keep track of that too. 

Yes, this is a good thread - even for those like me who've been sending for a while. Lots of good suggestions here. I'm always trying to keep things organized and find better ways to handle the process.

For my goodies, I have inexpensive black metal shelving unit on one wall. On the shelves, I have boxes or sections for Food, Toiletries Men/Women, Fun & Reading, Decor, Correspondence Kit (that I use), and Packing Supplies. Empty flat rate boxes stand (vertically) next to it, and I try to keep at least 4 of each 3 sizes on hand all the time. I buy stuff when on sale or if I know I'm going to use it soon and throw it in the appropriate box or section.

I have a spreadsheet and list every card, letter or box sent. For description, I will say things like "pc - United We Stand" (for postcard), card - "thinking of you w sparkly flowers", or box - (and list every item included). This helps prevent sending duplicates and is a backup of the paper copies if I don't have those with me. I include a column labeled Event where I note birthday, Easter, 1st package, etc.

Each contact has a file folder in a portable filing tote, with short notes on the tab, a few details on the folder front, and a copy of everything related to that person and their unit inside.

• For example on the tab, Joe Smith, and in smaller print underneath, A - KY - 24/4 - 10/08. A (for Afghanistan), KY (for based out of KY), 24/4 (for 24 men, 4 women), 10/08 for departure dt.
• On front of the folder, I write a few most important points I want to remember. Like Camp/FOB/COP name if known, home base name, type of unit (tanks, transport, local forces trng, etc), special notes I want to remember (no px, uses wash boards, 20 day missions typical, etc).
  
• Copies of all letters, cards, flyers, pics, notes made during phone calls, mail received, and customs forms are put in the folder for each contact. Some mail goes on the wall, so I make a copy for the file.
  
• Sticky notes with special to-do's for next mailing are also put in the file.
  
• While packing boxes, I make a little list of everything going in the box. This list will be used to fill in the customs form and my spreadsheet, then filed in the contact's folder. I throw in so many things that I have to keep a list while packing or I forget what ends up in each box. I usually generalize a bit on the customs forms (like toiletries instead of listing each type of toiletry item) so those forms aren't as helpful for my files.
  
• When writing or creating shopping lists, I pull out the folder and leaf through it and any emails received to refresh my memory if needed.  

I also clip coupons and keep them in a coupon accordion folder, then pull out any that match my shopping list before heading out. Lots of $1 off and occasional 2 for 1 coupons really help cut costs. I also keep a file of care package ideas, and a file of enclosures like jokes, flyers, pictures, etc.

It may sound like a bit of hassle, but it's really just shelves with sorted goodies, file folders, and a spreadsheet. It really helps me keep things half-way streamlined. The term "organized" may be stretching, though. lol

Just bumping this one up... I need to re-read it. :)  Especially now when I've got to stretch my pennies, I need to have a better handle on what on earth I'm sending to whom!

Anyone with any new advice, please jump in!

Well I dont really think this would be organization on a grand scale but I only have about 4 contacts and only two that I send things to right now but what I do is get my boxes heavily taped and stacked into twos one hygiene one food, and recently one fun! I then Add a customs form filled out with the address and information filled out except for the contents section, I put it inside the customs envelope with a priority mail label addressed to who I am sending it to and a large envelope addressed the same way(for a handwritten letter). Then when they need something I make a list with their names on the top and put it in my purse right away so I dont forget it at home(I do that all the time, make lists and never use them) Then when I am done shopping I immediately get out my list with all the things I've bought for everyone and put it right in the boxes with the customs forms and labels then when the box is full all I need to do is take out the customs envelope with everything in it attach and fill out contents, tape heavily  and send it off.I also keep a small notebook with their name, address, service, age, # of contacts representing and what I have sent. That way if they say they really liked something I know to send it again! My contact was super excited about these balls with suction cups that you throw and stick on the wall....88 cents for two at walmart...who would've guessed! I also keep copies of the customs forms for each package and any other documentation such as if its insured etc.   Anyhow I also print out each email I get and stick it with their contact information. I know this way might not work for everyone but for those who dont have tons of packages going out all over the place it works for me! Hope this helps, also I do what some of the others did I got a small plastic shelving unit at walmart $8 I think and keep any surplus items that arent needed right away in my basement then when I found the white rain shampoo a few weeks ago at Giant for 19 cents a bottle I stocked up! Now they are asking for them and I am sending it all out! I think though I have made my own set of blurps since I started and no amount of organization is going to keep you from having a few hiccups like I know NOT to send pork well last week I went and sent baked beans....on purpose but having a moment totally forgot to see if they were bacon or ham or any sort of pork.... oh well.... I'm pretty sure I wasnt the first to do this and I am thinking I wont be the last!!!

Holy smokes!!  Are you ever organized Widget!!!   You need to hire yourself out!  I get first dibs!  Thanks for your information and all of the other shared information here.  It gives me hope...and a reality check that things get away from us all from time to time so I don't feel so bad.     Now....If I can just remember what in heavens name I put in the first 3 boxes I sent...other than "Food.  Hygiene products. Toys" as my customs form said...LOL

Yeah, so... now that I'm re-reading, I'm realizing that my initial plan hasn't really worked for me.  OR, I haven't really worked my initial plan. LOL   Either way you slice it, I've reverted back into keeping too much in my overcrowded head, and I've definitely not kept on top of things the way I would like.

While I love the binder idea, it's too big to carry with me at all times, which means I don't update it constantly or refer to it when I'm out shopping.  While I love the spreadsheet idea, same thing.  I now carry a small journal with me everywhere, and I just started a page for each person I'm trying to reach, with a small list of what I want to send, so I can check off what I acquire and know what I'm still lacking at a glance.  I always have it with me in case I find myself accidentally at a store. LOL  This is new to me in the last week, so it's still in test mode for success.

I did assemble a box with scissors, priority tape and strapping tape, pens and sharpies, and that has come in very handy.  Yay for a tip I followed through on!!!

I do like my little carry-file thingy, I keep blank envelopes, cards I've bought, blank priority labels and customs forms in it.  I also have a file for each of my earlier contacts, where I kept the customs receipt and letters received from them.  I've slacked on this and some of my newer contacts don't have folders.

My stash/outgoing items storage is not meeting my needs at all: my system consists of a) the things I've bought on impulse that haven't made it into a package yet (stashed in the closet where I can't even see what I've got), and b) the things that are earmarked for a specific package (in the bags I bought them in on my small scraproom floor).  I love the idea of designating a box and setting it up, and filling it as items are purchased... I need to think about how I can make that system work in my small space.

Thank you, Empress, for bringing me back into reality!  I needed this check, I'm eager to switch out some of my frustration with myself for more of that good ol' joy of junkiehood!

With August almost here and September just around the corner it seems like a good time to re evaluate my organizational skills in regards to keeping track of things regarding contacts, care packages, etc Once September comes, it seems like time just flies and the holidays are upon us.  So here we go again on the organizing thing.   most of the organizing that I have done has come from reading this thread in the past.

When I first started sending care packages thru Any Soldier I quickly lost sight of my living room floor, dining room table and budget. Having re-gained the living room floor and dining room table as well as some control over the budget I am at a loss as to how to control the paperwork. My least favorite part of anything.

So far this year I am a mere - well let’s just say there is room for improvement. There were many voices on this thread last time it was current so if anyone has any ideas to share on how they keep track of things - PLEase share - got lots of paper and files - around here someplace!! Even have a couple of old clipboards with stuff clipped to them. So any help would be an improvement.

Thanks to anyone who can contribute.

Ann

Edit:  I actually have the info - it's getting the time to record it somewhere, somehow...

I just started doing this since I was tired of a purse full and backseat in my car full of my copies of custom forms.  I had a huge binder - 3 or 4 inches deep - and I got a plastic pocket open at the top with holes punched on the side.  For each of my contacts, I have a divider with their last name.  In their section, I include a printout of their address including # of men, # of women, where they are from and when they are expected to redeploy, and a page or two for notes on what they are asking for.  When I get back from the PO, I put the customs form in the plastic pocket in that contact's section.  It's working fine so far but (1) I am going against my DNA since I am a NOTORIOUSLY disorganized person and (2) I have only been doing this for 3 weeks.  So check back in another month and see if I stuck with it

I tried a spreadsheet, but realized pretty quickly there wasn't room for notes.  I tried logging everything in a notebook, but since you couldn't really put the names in order, I ended up spending more time "looking" than "doing".

I finally settled on just a good, old-fashioned file/recipe box with index cards.  I use the 4x6 cards, so there is plenty of room to make notes as to what I've sent and when.  I can keep them in alphabetical order, I take the box with me in my "soldier bag" so if I'm stuck somewhere I can write some notes.  The ones who come home are easily removed and refiled under the TYL (thank you Lord!) tab, and the new ones can be added just as easily.