How to sell filofaxes, and other binders, on Ebay.

Following on from Steve's post on the Philofaxy website, about buying filofaxes on Ebay, I thought I'd share my thoughts from the "other side of the fence". In other words, selling filofaxes and other binders on Ebay.  There must be many filofaxes out there, just waiting to be "adopted" by new owners who will lavish the care and attention they deserve.
 
Whether you're trying to find a new owner for your unwanted binder, or aiming to inspire a vintage filofax renaissance from your spare bedroom, it's not as hard as some may think and, as a former Ebay Platinum power seller, here are my top tips to minimise your effort and maximise your return.
 
STORAGE:

Even if you're only selling a single binder, it pays to keep things neat and tidy, and out of harm's way. Running a disorganised operation may have a detrimental effect on your marriage, probably your sanity, and your home just won't look like a home any more.

Store your filofaxes carefully to avoid causing misalignment of the ring mechanism, blemishes on certain types of leather coating, and unnecessary wear to boxes and other original packaging. Naturally, your storage space needs to free from cigarette smoke, pets, kitchen smells, damp and inquisitive children.

CLEANLINESS:

Removing clutter from each pocket makes sense, but be careful when cleaning your binder. Removing dust is one thing, but shipping a filofax that reeks of Nivea is quite another, and who knows what damage can be done with harsh chemicals on modern leather coatings.

Seek advice and, if you're not the original owner, you'll need to remove that well touted exclamation about living in a smoke and pet free home.

RESEARCH, RESEARCH & YET MORE RESEARCH:

Most of you who read this will be fairly clued up about values, but there's plenty of opportunity to create a little added value in your listing by perhaps providing some history behind the brand for buyers, in the same way that Filofax themselves attempt to do. This is particularly relevant if you happen to be listing a vintage binder.

And don't just stop there! Your research could be as detailed as determining a suitable time and date for your auction to end, that doesn't clash with a tv program that proves diverting to your target audience, for example. Skip the research side of things and you'll end up achieving a lower return.

Don't forget that, particularly if you're based in the UK, it may well be worth considering making your filofax available to overseas buyers, so research your shipping options so that you can widen the number of potential bidders for your binder. You will be amazed what a difference it makes to buyer confidence, if you can show that you know what you're doing when it comes to shipping to another country.

AUCTION OR "BUY IT NOW":

Always a tricky one, but this is my advice. If your binder is likely to generate a lot of interest, something you will have determined through diligent research, and you're confident that there is no possibility of your listing being ignored by the multitude, then list as an auction. And list it for a penny - I'm serious!

Why a penny? Because your listing will have more exposure in the early phase of the auction, and will increase the potential number of bids, so triggering alerts for those buyers searching for listings with more than a certain number of those bids. You'll also have a better chance of increasing the number of "watchers", so adding to the potential fun in the final stages.

But if you're selling a binder that is unlikely to get Ebay surfers chomping at the bit then my advice would be to try a "Buy It Now", on the basis that there will always be a chance that someone's desire to indulge in a little retail therapy will get the better of them.

If it doesn't sell then list as an auction, but priced to reflect the fact that you might only attract a handful of bids at best. In this case, try listing at the minimum price you would be happy with, if you only receive one bid.

One thing to remember is that if you list as an auction, with a "Buy It Now" option, that option will disappear when you receive your first bid, so I personally recommend listing as a "Buy It Now" first, if you're not pressed for time.

WHEN TO SELL:

Again, a tricky one, because you may think that selling in January, when all the post Christmas credit cards start arriving, may be a bad idea, but it's a "numbers game". In other words, if every other seller decides not to list in January, then your purple Maulden could be the only one available, and you just know that someone, somewhere will simply have to buy it.

But, there are a few "guidelines".  When do weekly paid workers get their money?  And when do monthy paid workers get their salaries paid into their bank accounts?  Need I say more?

Try to get into the mind of your target buyer.  When is he or she most likely to be able to spend some of their valuable time perusing Ebay listings.  Think "outside the box"; there may well be an increase in bidding activity amongst women whilst husbands are busy watching the Indy 500 or Superbowl, for example. 

PHOTOGRAPHY:

One single, and poorly shot, photo is not going to help you get the best price for your filofax. Even phones take great photos these days, and you can even upload a video to Youtube and embed it in your listing. Look at other listings for inspiration.

Always be honest, pointing out any blemishes in your pics because you can be sure that the new owner of your filofax will be only too keen to let you know if you didn't.

PROSE:

How many sellers do you see who can't be bothered to provide a half decent description of the filofax they're trying to sell? It's important to be clear about the exact specification and condition of the binder. Try to create a description that has the potential to entice bidders into a "bidding war", or to generate the desire to trigger an instant purchase using "Buy it Now".

Pay attention to the title of your listing too. If you have a vintage filofax (and I don't mean a "vintage pink" Maulden or a binder printed with a Union flag), you might like to try the term, "Made in England" and the "code" (eg "4CLF" or "3CL"). These are terms that will give buyers confidence that you know what you're selling.

Describe how you take care in your packing, efficiency in your shipping, and your commitment to resolve any problem that should occur. Invite potential buyers to ask questions, and be prepared to answer them promptly and politely should your invitation be accepted.

SMALL PRINT:

Including phrases in your small print, such as "I will not be responsible for items lost in the post" can be the kiss of death for buyers, so make sure you come across as reasonable and honest.

Don't create extra work for yourself by having to answer questions that could have been anticipated (how many times do you see the phrase, "overseas buyers should email for post rates"). If you're going to post overseas, for example, take the time to list the appropriate shipping charges.

Set out your policies clearly and firmly, without sounding aggressive, and ensure that your shipping charges are seen to be fair. Just because you live ten miles from your nearest post office is not an excuse to inflate your rates to account for vehicle running costs, for example.

PAYMENT METHODS:

If you're serious about selling, you have to offer Paypal as a payment method. There's no getting away from it and it's essential for receiving payments from buyers overseas. The protection and convenience it offers buyers means you really need to offer it as your main form of payment.

COMMUNICATION:

Customers expect to be kept informed, every step of the way, and this means taking some time to learn how Ebay and Paypal interact with the buyer, and how you can customise the messages that buyers receive.
 
If a customer emails you with a question, answer them politely and promptly, and remember that other buyers will be looking at your replies.

PACKING:

When packing your filofax, you have the opportunity to show, through attention to detail, a level of service that simply cannot be matched by big retailers, who may use less than adequate packaging. Since filofax buyers will invariably be checking your feedback, to see how previous buyers have rated your packing skills, you can remove their doubts by describing how you pack your items, in detail, to show your customers what a great service they can expect from you.

With particular regard to "empty" binders, you will need to pack between the covers, so that the rings cannot be crushed. Check the postal weight bands and then pack up to the maximum weight for a chosen band without fear of additional charges.  I've always found it surprising that Filofax, who are no doubt keen to ensure that ring mechanisms leave the factory undamaged, seem to be unaware that the way to prevent "ring issues" developing in transit is to realise that two packing pieces added to the paper "fill", sufficient to make the total "stack height" greater than the ring diameter, will almost guarantee complete protection.

I've had some experience behind the scenes with Royal Mail, here in the UK, and I can assure you that parcels do not get a "magic carpet" ride.  Demonstrate to bidders that you know how to get their purchase to their door in one piece and they will bid more.

POSTING:

Don't fall down at the last hurdle. Pay attention to the requested delivery method, the postal charge, the buyer's address, the customs label, and so on.

Consider having some scales at home, so you can weigh your parcel and attach the correct value of stamps or print out a pre-paid shipping label, saving you valuable time in the post office.  The world is full of Ebay sellers who guess, and guess wrong, resulting in confusion for themselves and their customers.

If you do find that you are becoming a small business, enquire about possible shipping discounts in your own country. Here in the UK, for example, the discounts I received when I sold in volume were substantial.

FEEDBACK:

Feedback is one of the reasons behind the success of ebay and buyers value it as a means by which they can judge sellers before parting with their cash. Try to build up some feedback through some purchases if you can, before selling your filofax.

My advice is to always include a thank you note with the shipped item, together with a respectful request for positive feedback or the chance to rectify any problem if the customer is less than delighted with either the item or the service they have received.

TAX:

It has to be said, doesn't it?  Certainly in the UK, if you are selling an item that you originally bought for personal use, then there is no income tax to pay, even if your item sells for more than the price you originally paid.

But, if you are selling an item that you purchased with the intention to sell on for a profit, income tax is due and you must contact those nice people at Her Majesty's Revenue and Customs to declare your intent.

HMRC do work with Ebay to help "encourage" Ebay sellers to do the right thing, so make sure you seek advice if you are indeed on a mission to satisfy as many filofax buyers as humanly possible.

Other country's tax affairs, and consequential penalties for transgressors, are available. 

AND FINALLY.......

I'll be posting more Ebay tips and maybe a video or two over the next few weeks but, for now, thank you for reading my post.

Christmas gift advice.

WARNING !!!

It's that time of year again, where we secretly hope that well-wishers don't fall into the trap of believing that what we really need is a Filofax product of their choosing, rather than ours. A well intentioned gift could condemn the hapless recipient to many years of binder shuffling, where you occasionally move your life out of the binder you love, and into some hideous thing you'll come to despise, but feel compelled to be seen using now and again to avoid any secret animosity during the coming years.

As I write this, revelling in the slightly unusual situation (for a bloke) of having missed the crowds by buying early this year, I can imagine well meaning buyers falling for the delights of that discounted binder in WH Smith's, clutching that well thumbed Metropol as they queue for the till, together with a cheap variety pack of assorted coloured papers - the ones where the holes are much larger than those used with Filofax paper, so you have to use your free hand to stop the sheet joggling up and down excessively as you reach half way down the page.

Let's face it, we'd rather buy it ourselves, right?

So my seasonal tip is to make it clear, using your inimitable tact and diplomacy, that you love your current binder, have already selected a 2013 diary, and that the wise buyer steers well clear of Filofax dilemmas at this time of year.

An analogue/digital journey - combining a filofax with a smartphone.

 Have you ever experienced anxiety over your precious data? Have you agonised over your choice of binder? Have you endlessly weighed up the pros and cons of a traditional filofax, versus some digital device? Have you tried to grasp at the elusive karma promised through the ensnaring embrace of "GTD" and felt deflated when you discover that you're spending more time working "the system" than you're saving? Have you looked out from your kitchen window and watched the saccharin sun struggle to rise above the sulphur cityscape, and experienced the sudden shock to your core as your drop your wrists onto the cold marble of your kitchen worktop, hands wrapped hesitantly around that overstuffed A5, listening for the familiar sound that announces the arrival of a faded yellow taxi and realised that, come what may, the success of your business trip may well depend on how you deal with the information you hold between your hands?

I've been taking this "journey" for some time and probably always will, being the geek that I am and constantly experimenting with any number of ideas in the search for organisational nirvana. But, right now, I want to share a concept with you if you are indeed sitting on that digital/analogue fence, a concept that could work with any size of binder and any digital organisational application. It's easy to understand, visually foolproof and substantially reduces the possibility of losing your data.

This is what I'm using right now, as the main part of my "system"; a vintage slimline (because I'm a vintage kind of guy) and an iphone; but "other binders and smartphones are available", as they say.

"Belt and braces".

In my slimline, I have around fifty sheets of lined paper. I use one sheet per day, so I find it easy to insert additional sheets on rare occasions as required. It's also cheaper than buying a diary and removes my seemingly endless quest to find the "perfect" template. But you may be thinking, I can't fit 400 pages into my slimline, but I think I have found a compromise that works for me, whereby I hold the first four weeks of my diary in my slimline, and the next few month's worth of sheets after that in a personal filofax on my writing desk. The remainder of the sheets in my slimline form a basic "GTD" system that I will share in more detail with you, in another post. For the digital side of things, on my iphone, I'm currently using the standard "Reminders" app that comes with IOS5 and 6, which can be used with the iphone 4 and above. There's a plethora of more sophisticated products out there but "Reminders" appears to work just fine, proving to be stable for me so far. I never trust any electronic system completely, even with Apple's "Icloud" (which I have set to automatically back up my data) but the beauty of my hybrid arrangement is that I have the security of having everything written down in my filofax.

Let me take you through my work process.

You're at home, or the office, or wherever your filofax happens to be.
Your partner calls you to arrange a lunch date.
You check your filofax and enter the information. So far, so good.

No templates, just plenty of space. Extra sheets for busy days will work just fine.

Now, you'd also add this appointment into your iphone app immediately after entering it into your filofax but, for the purposes of illustration, let's assume you simply don't have the 30 seconds it would take to do this. No problem, just get on with what you're doing.
Let's assume you repeat this process with a number of interruptions over the next hour or so. You're basically adding notes and appointments to your filofax, as you would if you were purely using your binder without any digital back-up. Personally, because I split my diary across a slimline and a personal sized filofax, I just have to make sure both filofaxes are on my desk, but that's fine.
So you're now in a situation where there are some entries in your filofax that aren't in your iphone.
But, let's now assume you have a couple of minutes to spare to "sync" your iphone with your filofax.
Enter the appointment into your iphone app.

Other apps are available, but Apple's "Reminders" app is nice and simple.

Now add some form of mark against your filofax entry, to indicate that this appointment is now entered in your iphone.
I use a circle, so that I can insert a tick into each circle when a task is done, but you can do whatever you please. If the note uses up two lines, just insert two circles, one for each line. The important thing is that, as each sheet fills up with notes or appointments, it's easy to identify anything that isn't also entered in your iphone, because there will be a gap in the line of circles. I can run through my entire slimline within 60 seconds, and cover the next week or so within 10 seconds. My recommendation is to avoid stickers,  highlighters, or different types of pen. Being able to use any pen frees you from the drudgery of carrying lots of, er, pens, and it also gives you the excuse to try out a new pen from time to time without fear of mucking up your system.

The all important check marker.

This simple checking system is visually foolproof, and can obviously work with both appointments and "to do" lists, both of which you can set up in Apple's reminders, just like most other electronic organising systems.
Now, you can leave your filofax in the office if you want, and just rely on your phone when you're out and about.
Of course, I could take my filofax with me, which I do most of the time because it's a slimline, but the key is that I don't have to, because I have two identical sets of data. Which means that I can restore all my data if my iphone is stolen, or restore my filofax system if my office burns to the ground. Additionally, because my iphones are linked to "the cloud", any data I enter automatically appears on each phone and can also be accessed using any pc.
The chances of my office burning down, both my phones being lost, and my iphone account being hacked by someone intent on maliciously wiping all my data, all happening on the same day, are pretty slim, so my procedure gives me great peace of mind, as well as eliminating the absolute necessity to carry a filofax everywhere I go.
It also means that I can carry my slimline, in the knowledge that any appointment more than four weeks in advance can be referred to by checking my iphone, no matter how far into the future that happens to be.And that single salient point is a revelation in the waiting because, let's face it, it's a real pain having to haul a fat filo around, when most of our fervent page rustling is going to be happening at the "front end" of our 'faxes.

But, I'm sure you're wondering, does my system work the other way around? In other words, what if you need to input data on your iphone first, on the odd occasion that you don't happen to be carrying your filofax?

No problem.
I've created a folder marked "IN", into which goes any new "stuff". Appointments, notes, "to dos", everything. In the example below, the appointment is in my "IN" folder, but I've already added the appointment to the calender, with a reminder set for 09:00 that morning. Ok, it's a little inconvenient, but that's the price of  freedom from the obligation to carry your precious binder wherever you go, like some infomatical "ball and chain". At least you know that "syncing" will be a breeze.

Doing it the other way round, using a digital "in box".

When I next get a chance to "sync" my filofax, it's an easy task to go through the minimal list of things in my digital "IN" box, adding the appropriate entry into my filofax, before "moving" each task into an appropriate contextualised folder.

Similarly, if you're "crossing off" tasks or appointments as completed, and you're crossing them off on your smartphone first, you need to move them to an "OUT" box set up so that you then have a list of tasks that you can refer to when you "sync" your filofax. When you've updated your filofax you can then delete these tasks from your "OUT" box.

I also use a Filofax M2 wallet, with a Rhodia no.12 notepad, for those times when I need to jot something down very quickly and don't have my slimline to hand. It's quite easy to update both my iphone and my main filofax system from here.

Ultra fast note taking when "on the move".

So there you have it. A versatile system that allows me to "sit on the filofax/iphone fence", gives me tremendous security from data loss and adds only a small amount of administrative time to my day. In fact, I find that duplicating everything in this way acts as a sort of review process, which leaves me with a clearer picture of the tasks in hand. It probably adds a total of ten minutes to my day, but I do seem to be more productive.

Coming up next week:
The easy GTD system that works on paper, on your phone, or in conjunction with my combined system as outlined in this post.