Howdy, Everyone.

This is long, please wait till you have time to read it and digest it. I ask that EVERYONE on this list read this entire post, please.

I've thought a long time about the problems happening on other lists, about things that have happened on this list (fortunately nothing we couldn't handle yet) and the possibility of what could occur under certain circumstances in the future, and I've devised a plan to make sure we are always happy campers on this list.

I LOATHE and DETEST rules so, WITH ONE VERY IMPORTANT EXCEPTION, what follows will be called CO-OP GUIDELINES. Guidelines are just that--a guide to follow to keep things pleasant for everyone. Please keep these guidelines in mind when you host a co-op on this list or make a purchase from a co-op on this list. I want to ensure that everyone on this list reads and understands what I'm about to say, so after you have read this, email me privately. You don't have to write any message, just in the header put "I READ IT, I UNDERSTAND"--even if you don't agree with it. But I think this will be less painful than that. I have a list printed out of everyone on the list and so I will check your name off as I hear back that you have read it. Then, as new folks sub on, I'll send them a copy of this. If you do have a problem with anything you read in this post, email me privately about that and we'll discuss it and see what I can do.

So, let's get the nasty RULE thingy out of the way first:

ONE CO-OP RULE FOR SOAPERS CORNER (also applies to quick buys, sales, etc--not swaps, however):

Without exception, there will be absolutely NO talk on this list about anything co-op related! NOTHING!!! Except by me. Even if you just want to say "I just got my salve container co-op order and I love them," DO NOT do this. Unless you send it to me to post for you. I realize some of you may think this is a bit drastic and harsh and perhaps it is. But if I said, for example, that the only thing you can post to the list in regards to co-ops is that you got your orders, this is open to interpretation and it can get tricky and you might post, "I got my order and the fo leaked all over the box." This could start a bad thread that causes hurt feelings and you may not even have intended for it to do so! So there will be no exception. This is the procedure:

To post a co-op--I've stolen a wonderful form that another list mom uses and all co-ops posted to this list will have to be in this format--the form format ensures that ALL relevant and important information is included. You will notify me that you want to post a co-op, I'll send you the form, you'll fill it out and return it to me and I'll post it to the list.
I'm not going to pick and chose who's co-op gets posted--that's not the purpose. They will all get posted, I promise. But this will make each co-op very clear and should leave no questions in anyone's mind of what you are co-oping, the price, etc. My hope is to cut down questions about the co-op itself for the host/hostess.

Each co-op will be assigned a number which will make co-op identification easy. So, when I post your co-op in the formatted version, it will have a number attached to it. I'm hoping to convince June to add a cover page for the co-ops with a list of co-ops and their numbers and the host/hostess name. Then you can click on the number of the one you are interested in checking and find out what you need to. We'll see if that's more work than Junie needs before we go that far.

Okay, that is the rule for the most part. The guidelines are next and the rule does come to play in them just a bit, but I'll make note of that where it is relevant for you.

Most list problems occur because of co-ops, I have noticed, and the biggest reason for problems occuring in co-ops and quick buys,etc., is a breakdown in communication. So I'm going to say, first and foremost, that communication in a friendly manner is the best key to running a pleasant co-op. So here are some suggestions.
First of all, in your co-op post, set a clear begin and end date. This way everyone knows what is expected and when. If you see a need to extend a co- op, you should email the folks all ready involved and ask how they feel about that--generally a majority rules kind of thing works. I've done this in several co-ops and people generally did not have a problem with it as long as they knew that was what was going on.
It is a GOOD IDEA to keep an address book for each of your co-ops. This is really a very easy and simple task and makes life much less complicated as you progress in the co-op. Sending ship updates to the list is a really good idea, but it assumes that everyone is listening and paying attention 100% of the time and I don't even do that. Some folks have problems and have to go nomail now and then and some folks get busy and have to delete things--we've all done this. An address book is easy to keep--as folks make orders, just add their email addy to the address book for that co-op, and make sure you keep it up to date. I have forgotten sometimes to delete names of folks who have dropped, but they have always been good about it when they asked and I said "opps, sorry". If you do not have address book capabilites in your email, type the email addresses in an email to yourself that you can save on your email file and then update that as you need to. Cut and paste the addresses to a fresh message when you need to. Or keep it in a word processing file and cut and paste from there. There are several ways to do this and I'm more than willing to help anyone if they need it. If it is impossible for you to figure out, send me the email addresses and send your updates to me and I'll make sure and send them out for you. Anything so that EVERYONE involved in your co-op is sure to get the information. This is really crucial and in the long run, updating keeps you from getting overwhelmed with requests. I find that if more than two people have emailed me asking about the co-op, then I must be past due to send out an update!
If your co-op is running into difficulties--for whatever reason--let people know that. You'd be surprised how much that can keep folks from getting upset. With my container co-ops running so close to Christmas and the time when my DS was detoxing in my home (Whew, glad that is over) I got way behind on those co-ops. But when I posted to everyone involved and apologized and explained that I was going through a lot of bad stuff, everyone who responded to me, responded in a positive way. It just makes sense to keep everyone informed.
So, then you will still get inquires from participants. Be nice, as long as their request is reasonable, there is no need to be rude or get bent out of shape. They sent you money and I feel they have a right to ask you, me or any co-op host. Cause no matter how hard we try, none of us is perfect and we all miss important information from time to time. Updates to the group as a whole help to reduce this greatly, but there is still a few people here and there who will ask and as long as they are not badgering you, be nice and respond. Don't ignore them. Let sugar melt in your mouth first if you feel angry or upset about it. Take a breath, count to 10, whatever it takes, but they've trusted you with their money and they have a right to make *reasonable requests. (*Reasonable, of course, is open to interpretation, but use good judgement.) When you get a request that you think is unreasonable, I'd suggest cooling down before you respond and then, put yourself in that persons place for a while, and then try to respond in as nice a way as you can.
If possible, let people know when you receive their payments.
Let people know when you are definitely closing the co-ops (through your address book).
Let people know when you are ordering the product (").
Let people know when the product arrives and expected turnaround date (").
Let peole know when shipment has been made.
If there are delays in shipments to you or anything else in the process of ordering and shipping, let people know (again through the address book).
Generally, keep open communication lines with your participants and keep them informed and be nice and your co-op should be an rewarding experience.
Also, make sure you have everythign worked out ahead of time--with the supplier, with what you need for packaging and shipping out, etc. Get all planned ahead and don't wait untill it's time to actually do it. If you've never done a co-op before and are not sure about how to go about this, maybe you should ask someone to co-host with you the first time around. If you're new to doing co-ops and folks aren't sure what they are going to be able to expect from you, they might not want to particpate. It's hard to say though--but maybe asking for a co-host couldn't hurt.

For those purchasing in a co-op, try not to email the hostess with questions unless you really need to. If the hostess fails to update you (we all get behind sometimes) ask nicely, don't forget to say "PLEASE" and excuse the interruption into their day. A few kind words can go an awful long way to keeping things friendly. Don't send emails on a regular basis (daily, every other day, etc.) to host/hostesses. Ask only when you really think it is important to know. If you are in several co-ops with a person, try to ask questions about any co-ops you have in one post to cut down email traffic for the hostess.
GET YOUR PAYMENT IN ON TIME and don't keep hounding the host/hostess "did my payment arrive yet". If a reasonable amount of time has passed and you don't hear anything, ask, but not every day or every other day. If you get an email that your payment is due and hasn't been received, be nice in your response, even if you sent the payment and thought it should have been there by now.
Everyone makes mistakes and maybe your check is there and the host/hostess overlooked it. Maybe it didn't get there yet and you need to check into it. But dont' give the host/hostess a hard time for asking. She/he wouldn't ask if they had the check in front of them.
Offer to help the host/hostess if you have time. Like maybe offer to keep the address book and send out updates for them. Maybe offer to help check with suppliers about why the shipment is late (if it is).
Sometimes a host/hostess wants to get to these things, but just doesn't have the time they thought they did.

FINALLY, for hosts/hostesses and participants alike. KEEP YOUR COMMUNICATION PRIVATE. Whatever it is, a thank you, a complaint, a query about the co-op, an update--do not do it on the list. All communication about the co-op should be kept private. I think you have all seen what taking co-op communication to the list publicly can do. I'd like not to have that happen. If you must have some information go to the list as a host/hostess or particpant, it should be sent to me and I will post it if I feel it is not something that will cause trouble.

I guess this is all I have to say. Starting NOW, the one rule is in effect. I will post all co-ops sent to me on Mondays, Wednesdays and Saturdays. So if you send me the formatted info on Tuesday, it won't hit the list till Wednesday.

Don't forget to e-me privately that you read it and you understand and also if you have any problem with anything written above, please e-me privately and we'll try to work it out. I may have missed smething relevant, if so I"m sorry, it's late and I'm soooooo tired. But the main thing--OPEN COMMUNICATION BETWEEN HOST/HOSTESS AND PARTICIPANTS in PRIVATE is the key factor. And be nice and be friendly!

Th-th-th-th-that's all folks and I hope this helps.
nancy

Email Nancy at: Soapstress@aol.com

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