If you are receiving hard copy registration forms for any training courses you are running - one of the best things you can do is to keep on top of the filing.

Have a folder set aside for each training course, preferably date ordered so you know what is coming up. I know you can flick through the files, but why bother when you can file them in order in the first place.

When you receive an event form / registration form / purchase order or any other paper based item, there are several things that can be done.

You can file it without acknowledging receipt, or you can pick up the phone and call the person who placed the booking to let them know you have received the registration form. I know which I prefer, but let your own ethics guide you on that one. You can of course email the person if you don't like the phone, or you can have the process automated via your website, again it's up to you and what your organisation can afford.

Once you have informed the person who booked the training the registration has been received, log the registration form onto whatever database system you are using. One training organisation will have a mail merge datasource for each course and each course date set up in word. Another organisation will have the same information in an excel spreadsheet. Whatever works for you.

Type in the details of the attendee, then file the registration form in the paper folder. Of course if you use an online booking system you can Corral all of this.

Approximately two weeks before the course is due to run, send out confirmation letters and maps, and put the registration forms through to the accounts department so the trainees' organisations can be charged. If you wait until you are certain the course is going to run before invoicing, you can avoid the problem of having to reverse the payments.

If you keep the client informed at all times, there is no confusion as to who has been registered (very important if you have limited slots available), who has been confirmed and who has been invoiced.