Grower Weekly Workflow

Your day-by-day guide to managing orders and fulfilling them efficiently

Important: This guide uses example schedules. Your market's timing might be different! Adapt this workflow to match your specific market's schedule.

Weekly Workflow Overview

Most growers fall into a predictable weekly rhythm once they've been selling for a few weeks. Here's what a typical week looks like:

Phase 1: Monitoring

Example: Monday-Wednesday

Watch orders come in, adjust inventory, answer questions

Phase 2: Planning

Example: Wednesday evening

Review final orders, plan harvest, gather materials

Phase 3: Fulfillment

Example: Thursday-Friday

Harvest, wash, pack, label everything

Phase 4: Delivery

Example: Saturday morning

Deliver orders, handle any issues, collect feedback

Example Detailed Weekly Schedule

Let's walk through a week in detail. This example assumes a Monday-open, Wednesday-close, Saturday-pickup schedule. Your market will vary!

Monday: Market Opens

Morning (First Thing)

  • Check that your products are active and available
    • Log into your grower dashboard
    • Verify products show the correct quantities
    • Update any prices or descriptions if needed
    • Mark anything unavailable that you don't have this week
  • Verify market is open
    • Visit your market's website
    • Confirm customers can add items to cart
    • Check that your products are visible and look good

Throughout Monday

  • Check orders periodically
    • Click "Open Orders" in the Quick Actions section of your grower panel
    • Note which products are selling quickly
    • You don't need to check constantly—orders will keep coming all week
  • Answer any customer questions
    • Check for messages or questions about your products
    • Respond promptly and helpfully
Time investment: 15-30 minutes on Monday morning, plus quick check-ins if you're curious about orders.

Tuesday: Mid-Week Check

Daily Tasks

  • Review current order status
    • How many orders so far?
    • What quantities have been ordered?
    • Anything selling faster than expected?
  • Adjust quantities if needed
    • If something is close to selling out, reduce quantity available
    • If you have more than expected, you can increase quantity (customers can still order!)
    • Mark items unavailable if you realize you won't have them
  • Start thinking ahead
    • Based on orders so far, what will you likely need to harvest?
    • Do you have enough of everything?
    • Any concerns to address early?
Time investment: 10-15 minutes. Tuesday is usually light—just staying on top of things.

Wednesday: Last Day & Closing

Morning/Afternoon

  • Final inventory check
    • Do one last review of your available quantities
    • Adjust anything that needs it
    • This is the last chance for changes
  • Be available for questions
    • Wednesday is often the busiest ordering day
    • Customers may have last-minute questions
    • Quick responses can lead to sales

Evening: Market Closes (Example: 6pm)

  • Wait for market to officially close
    • Don't harvest until you see final numbers!
    • Last-minute orders might come in until deadline
  • Review your complete order list
    • Click "Open Orders" in Quick Actions to view all orders
    • Print or view your harvest list/packing list
    • Double-check quantities of each item needed
  • Identify any problems early
    • Can't fulfill something? Contact market manager NOW
    • Quantity issues? Address immediately, not day before pickup
    • Don't wait until Thursday or Friday to discover problems
  • Plan your harvest
    • What do you need to pick?
    • When will you harvest for peak freshness?
    • Do you have all packing materials ready?
Critical: If you discover you can't fulfill an item, reduce the quantity on your harvest page immediately. The system will automatically adjust customer orders. If the market is still open for ordering, you can notify affected customers directly so they can order similar items from other growers. If the market has closed, customers will simply not be charged for items you removed.

Thursday: Harvest Day 1

Harvest Time

Many growers harvest everything Thursday. Others split it Thursday/Friday. Choose what keeps your products freshest:

  • Harvest hardy items
    • Root vegetables, squash, potatoes
    • Items that store well can be picked Thursday
  • Consider saving delicate items for Friday
    • Salad greens, herbs, tender vegetables
    • Items that wilt quickly are better fresh-picked Friday
  • Wash and prepare
    • Clean off dirt
    • Trim stems or roots as appropriate
    • Dry thoroughly (wet produce spoils faster)
    • Store properly until packing

Begin Packing (Optional)

  • Some growers pack Thursday evening
  • Others wait until Friday to pack everything fresh
  • Depends on your products and storage capabilities
Pro Tip: Harvest more than you need! A few extra tomatoes or bunches of herbs can save the day if you miscounted or need substitutions.

Friday: Harvest Day 2 & Packing

Morning: Finish Harvesting

  • Pick remaining items
    • Especially delicate greens and herbs
    • Anything that's better super fresh
  • Final prep work
    • Wash everything that needs it
    • Trim and prepare
    • Keep cool and fresh

Afternoon: Pack Orders

This is where your harvest list becomes crucial. Here's the process:

  1. Print or view your packing list
    • Most markets provide a list showing: Customer name + items ordered
    • Some growers print one copy per order
    • Others use a master list and check off items
  2. Gather packing materials
    • Bags (paper or reusable)
    • Boxes (for delicate items)
    • Labels or tags
    • Tape, twist ties, rubber bands
    • Ice packs (if needed for temperature-sensitive items)
  3. Pack each order individually
    • Work from your packing list
    • Put all of Customer A's items in their bag/box
    • Double-check against the list
    • Label clearly with customer name (BIG and CLEAR)
    • Include packing slip if your market uses them
  4. Pack strategically
    • Heavy items on bottom
    • Delicate items on top or separately
    • Group items that need cooling together
    • Seal bags/boxes so items don't fall out
  5. Store packed orders properly
    • Cool place (refrigerator if possible)
    • Away from sun and heat
    • Protected from pets, weather, etc.
    • Easy to load for delivery next day

Evening: Final Prep

  • Double-check everything
    • Count orders—do you have them all?
    • Verify customer names are visible
    • Ensure nothing was missed
  • Prepare for delivery
    • Know where you're going (pickup location address)
    • Know what time you need to be there
    • Have a plan for keeping orders cool in transport
    • Set an alarm so you don't oversleep!
Packing Tip: The system generates PDF labels you can print on standard envelope label stickers. These include customer names and order details. Simply print and stick them on each bag/box. In a pile of 50 orders at pickup, clear labels help customers find theirs easily.

Saturday: Delivery/Pickup Day

Before You Leave

  • Load orders carefully
    • Keep everything cool (coolers, ice packs, insulated bags)
    • Stack boxes so labels are visible
    • Make sure nothing will tip or crush
  • Bring extras (optional but smart)
    • A few extra items in case of customer issues
    • Business cards or farm info
    • Paper towels for any spills or messes

At Pickup/Delivery

Your market's procedure will vary, but common scenarios include:

Scenario A: Central Dropoff

  • Arrive at designated location and time
  • Unload your orders to assigned area
  • Organize by customer name if possible
  • Market volunteers handle distribution
  • You can leave once orders are dropped off

Scenario B: Grower-Attended Pickup

  • Set up in your assigned spot
  • Arrange orders so labels are visible
  • Hand orders to customers as they arrive
  • Answer questions about products
  • Stay for designated pickup window

Scenario C: Individual Delivery

  • Deliver to each customer's address
  • Follow your delivery route
  • Leave orders at doorstep or hand to customer
  • Text/call if customer isn't home
  • Take photos of delivery (optional)

Handling Issues at Pickup

  • Missing order? Double-check your list. If genuinely missing, apologize and get market manager involved.
  • Customer unhappy with quality? Listen, apologize, offer replacement if you have it, or get manager to process refund.
  • Wrong item? Fix it on the spot if possible, or coordinate with manager.
  • Extra orders? These happen! Set aside unclaimed orders and notify market manager.

After Pickup

  • Note any issues
    • What went well?
    • What could be improved?
    • Any customer feedback?
  • Handle unclaimed orders
    • Follow your market's policy
    • Usually: Hold briefly, donate, or compost
    • Contact customer if they missed pickup
  • Clean up and head home
    • You did it! Enjoy the rest of your day.

Sunday: Recovery & Planning

Rest & Reflect

  • Take a break! You've earned it.
  • Review the week
    • What sold well?
    • What didn't sell?
    • Any patterns to note?
    • What will you do differently next week?
  • Check your financials
    • Click "Sales History" in the Orders & Sales section of your panel
    • How much did you make?
    • When will you be paid?
    • Track your sales over time

Plan for Next Week

  • What will be available?
    • Based on what's growing/ready
    • Adjust products for next market
  • Any changes to make?
    • New products to add
    • Prices to adjust
    • Descriptions to improve
    • Photos to update
  • Prepare for Monday
    • You'll be ready when the market opens
    • Less stress, more success

Packing & Labeling Best Practices

How you pack and label orders makes a huge difference in customer satisfaction. Here are proven approaches:

Labeling Systems That Work

Option 1: Large Paper Tags

Attach paper tags with customer name written in large, clear letters

Pros: Cheap, easy, very visible

Cons: Can get wet or tear off

Option 2: Printed Labels

Print labels from computer with customer name and order details

Pros: Professional, includes order details

Cons: Requires printer, more time

Option 3: Marker on Bag

Write directly on paper bag with large marker

Pros: Fast, can't fall off

Cons: Permanent, can bleed through

Option 4: Colored System

Assign each customer a color, use colored bags or stickers

Pros: Quick visual identification

Cons: Requires customer list with colors, limited to available colors

Whatever system you choose: Make sure customer names are LARGE and EASY TO READ. At pickup with 50 orders, customers need to spot theirs quickly.

Packing Materials

What you'll need depends on your products, but common supplies include:

  • Bags: Paper bags (kraft paper), reusable bags, plastic bags (for wet items)
  • Boxes: For delicate items like eggs, berries, tomatoes
  • Containers: Pint/quart containers for berries, cherry tomatoes
  • Rubber bands: For bunching greens, herbs
  • Twist ties: To close bags
  • Tape: To seal boxes
  • Ice packs or frozen water bottles: For temperature control
  • Packing slip holders: If your market uses packing slips

Keeping Things Fresh

  • Harvest late, deliver early: Minimize time between harvest and delivery
  • Keep everything cool: Use coolers, ice packs, shade
  • Don't wash until necessary: Excess moisture causes spoilage—wash only what needs it
  • Pack with airflow: Don't crush delicate items under heavy ones
  • Separate wet and dry: Keep greens separate from tomatoes, etc.

Time Management & Efficiency

How Long Does It Take?

Time varies by scale, but here are typical ranges:

5-10 Orders

  • Harvest: 1-2 hours
  • Washing/prep: 30-60 minutes
  • Packing: 30-45 minutes
  • Delivery: 30-60 minutes
  • Total: 3-5 hours

20-30 Orders

  • Harvest: 2-4 hours
  • Washing/prep: 1-2 hours
  • Packing: 1-2 hours
  • Delivery: 1-2 hours
  • Total: 5-10 hours

50+ Orders

  • Harvest: 4-6 hours
  • Washing/prep: 2-3 hours
  • Packing: 3-4 hours
  • Delivery: 2-3 hours
  • Total: 11-16 hours

These are rough estimates. Your time will vary based on what you grow, your setup, and your efficiency.

Efficiency Tips

  • Harvest in order: Pick items in the sequence you'll pack them
  • Assembly line packing: Set up stations—wash, prep, pack, label
  • Pre-portion: Weigh or count ahead of time, don't do it during packing
  • Use templates: Create standard descriptions to copy/paste
  • Batch similar orders: Pack all orders with tomatoes at once, etc.
  • Get help: Family members can help with washing, bagging, labeling
  • Prep packaging ahead: Pre-label bags on Wednesday night while watching TV

Handling Special Situations

You Can't Fulfill an Item

When: Thursday/Friday, you realize you don't have enough

Action:

  1. Contact market manager immediately (don't wait)
  2. Explain what happened and how many orders are affected
  3. Offer substitution if you have something similar
  4. Manager will handle customer communication and refunds
  5. Learn from it—adjust quantities next week

You Need to Take a Week Off

When: Vacation, illness, farm emergency

Action:

  1. Mark all products unavailable BEFORE market opens
  2. Notify market manager of your absence
  3. Post a note on your farm profile if possible
  4. Customers won't be able to order from you that week
  5. Re-activate products when you're back

Weather Threatens Your Crops

When: Frost, hail, heavy rain expected during fulfillment period

Action:

  1. Harvest early if possible (Wednesday night or Thursday morning)
  2. Store properly to maintain quality
  3. If crop is destroyed, contact manager immediately
  4. Better to harvest slightly early than lose everything

You Get More Orders Than Expected

When: Something goes viral and you're overwhelmed

Action:

  1. During ordering: Lower available quantities immediately
  2. After closing: Assess if you can fulfill everything
  3. If yes: Harvest extra carefully, might need help packing
  4. If no: Contact manager about partial fulfillment or refunds
  5. Next week: Set more conservative limits

Building a Sustainable Routine

After Your First Month

Once you've done 4-5 weeks, you'll notice:

  • You know your customers: Regular orders from the same people
  • You know your quantities: More accurate predictions of what sells
  • You have a system: Your own workflow that works for you
  • It's less stressful: The weekly rhythm becomes natural

Signs You're Doing It Right

  • Orders are packed and ready with time to spare
  • You rarely run out of products or have major overages
  • Customer complaints are rare
  • You're making consistent income
  • The process feels manageable, not overwhelming

When to Expand

Consider adding more products or increasing quantities when:

  • You consistently sell out of items early
  • You have capacity to grow/produce more
  • The increased work is sustainable for you
  • You've mastered your current routine
Don't over-expand too quickly! It's better to sell out each week than to constantly have leftovers. Grow gradually as demand increases and you have capacity.

Related Resources

Continue learning about successful grower practices:

Product Management Best Practices Product Photography