Workflow and Processes – Page 3

February 1, 2023February 1, 2023

Send this to your (design) clients

Design briefs are essential for creative projects as they help set clear expectations and define the scope of work. However, working with a design brief that has missing (or useless) information such as low-quality images can be a significant challenge. Below you will find the key challenges faced when working with an incomplete design brief and obtain tips on how to create a clear and comprehensive brief.

You must read this if you are a customer
Every designer in the world

The classical challenges

One of the major challenges of working with a design brief that has missing information is the lack of clear guidelines. This often leads to confusion and misinterpretation, resulting in a final product that does not meet the client’s expectations. For example, if the brief does not include all the reference files or text documents, the designer may struggle to understand the client’s request and produce an artwork that is not in line with their requirements.

Another common mistake is the use of low-quality (or low-resolution) images. When the final design needs to be printed, such as packaging materials for like…..everything that is sold, the images provided to the design team need to have sufficient resolution for the required printing size and method (SPOT and Digital Printing can be different). This not only affects the quality of the final product but also the reputation of the designer and the company they work for. Although, in all likelihood, your designer will probably have to reject the job and ask for better images.

5 things you need to do as a customer

It is of the outmost importance to create a clear and comprehensive design brief that includes all relevant information. Here are five tips to help make the brief clear:

Include clear brief information: The brief should include a clear and concise description of the project’s goals, technical specifications and in general the desired outcome. This will help the designer understand the client’s vision and ensure that they are on the same page. Do not make it more difficult that it needs to be….more is not always better.
Add up-to-scale dielines: Dielines are essential for product design, as they provide a template for the designer to follow when creating the final product. This is particularly critical for packaging materials since it will most likely be the input of a packaging machine when mistakes can be very costly. By including up-to-scale, clean and usable dielines in the brief, the designer can ensure that the final product will meet the client’s technical specifications. If you think a blurry scan of a dieline is good enough…..think again.
Include all text documents: The brief should include all text documents that are relevant to the project, such as product descriptions, marketing materials, regulatory texts, and any other content that will be used in the final product. The designers cannot read your mind, they cannot possibly know all the details of the regulatory bodies of the many countries where you are releasing and have no insight on your company’s strategies. Don’t make it difficult, make it nice. If a text needs to be included, please add a readable document that can be copy-pasted (designers do not type).
Add clear and precise annotations: Sometimes the best way to convey an idea is by annotating an existing document indicating any specific requirements or requests that the client has. Be like water, be clear.
Include all relevant references of essential information: The brief should include references to any essential information that the client feels is important, such as brand guidelines or examples of similar products. If it takes time to find those documents, better do it before hand.

Working with an incomplete design brief can be a significant challenge for designers, but with the right tools and tips, it can be overcome. Remember, too much information is just as bad as too little information, so be sure to strike the right balance and keep the brief concise, yet comprehensive. And always remember, a good design brief is like a GPS – it helps you reach your destination with ease!

January 30, 2023

On-premises vs SaaS

Even though the corporate solutions landscape has rapidly evolved over the last decade, the decision between an on-premises software installation and a SaaS cloud solution is a common one that many organizations face. There are several key differences between the two that impact cost, functionality, and security.

Cost: On-premises software requires a significant upfront investment in hardware, maintenance, and upgrades. It also requires the in-house expertise in the form of developers, engineers, infrastructure and security experts. In contrast, a SaaS solution is generally sold as a subscription service and eliminates the need for a large upfront investment. This means that the cost of a SaaS solution is more predictable and often more manageable.
Functionality: On-premises software offers more customization options, but it also requires more expertise to set up and manage. Development and installation takes a significant amount of time as the complexity of the required functions increases, taking several months to years to setup a system. A SaaS solution, on the other hand, is managed by the vendor. It typically offers less customization but is easier to set up and use. If the SaaS solution offers a powerful API, customization can be further extended. This can lead to a more streamlined and efficient process with a significantly lower go-live time.
Security: On-premises software is often perceived as more secure because the data is stored on the organization’s own servers. However it also requires more resources and expertise to manage and protect. A SaaS solution is managed by the vendor and typically offers a higher level of security than an on-premises solution, specially when large scale, well know infrastructure providers are used, such as Amazon. It also involves more trust in the vendor and their security practices, which is typically solved with Information Security audits.

In conclusion, when deciding between an on-premises software installation and a SaaS cloud solution, it’s important to consider the cost, functionality, and security implications of each option. While on-premises software offers more customization options, it also requires more resources and expertise to set up and manage. SaaS solutions are easier to use and offer more predictable costs, but they also involve more trust in the vendor and their security practices. Ultimately, the right solution will depend on the specific needs and resources of each organization, but let’s be honest. Who in its right mind would in 2023 decide to purchase an on-premises solution when there are SaaS alternatives on the market?

January 24, 2023January 24, 2023

How many reminders have you sent today?

Collecting feedback on packaging design from multiple stakeholders can be a frustrating and time-consuming process, especially when relying on traditional methods such as email. Not only does it require constant back-and-forth communication, but it also makes it difficult to keep track of comments and revisions from different parties. And let’s not talk about “you know who”, who always needs a few reminders to send the feedback and is almost always late.

One of the biggest challenges in this process is getting feedback from printers, regulatory bodies, marketing teams, contract manufacturers, and clients. Each of these groups has their own specific concerns and requirements that need to be addressed, and coordinating their input can be a logistical nightmare.

Printers will have concerns about the technical aspects of the design, such as file keylines or barcodes, while regulatory teams will need to ensure that the packaging complies with all relevant laws and standards and includes the approved text. Marketing teams will want to ensure that the design follows the “somewhat” strict brand guidelines, while contract manufacturers will need to ensure that the design is suitable for their machinery. And of course, if you are dealing with clients will have their own unique requirements and preferences.

All of these different perspectives and requirements can make the feedback process overwhelming, and it can be difficult to keep track of who has provided what feedback and what revisions have been made. This can lead to delays, miscommunication and increased costs. And….yeah, I won’t mention the fearful recall.

Thankfully, there is a solution to this problem: an approval management system such as the one provided by Twona. This system streamlines the feedback process by providing a central platform for all stakeholders (also external stakeholders to your organization) to collaborate and provide feedback on the design. It eliminates the need for constant back-and-forth communication via email and makes it easy to keep track of comments and revisions (with very strict version control).

With Twona’s approval management system, all stakeholders can easily view the design and provide feedback in real-time. This speeds up the approval process and ensures that all comments and revisions are captured in one place. Additionally, the system allows for easy communication between stakeholders and makes it easy to see which feedback has been addressed and which still needs to be acted upon.

If you’re tired of the frustration and inefficiency of the traditional feedback process and wish you were on the beach instead of sending emails reminding people to do their jobs, contact our sales team today to schedule a demo of Twona’s approval management system. See for yourself how it can make a difference to your packaging design process and improve your bottom line.

January 22, 2023January 24, 2023

The failed digitalization

image of a digital word, click of a button and multiple devices. Photo from canva.com — *Digitalization of processes can be a difficult task. Here are some strategies to make it a bit easier.* Photo: canva.com

Are you transforming your company processes into digital ones? These are a few things to consider when doing so to make sure your team is on board!

The digitalization of company processes can be a challenging transition for employees who have been doing the same thing for a long time. This is because it requires them to adapt to new technology and ways of working, which can be overwhelming and intimidating. Additionally, some employees may feel that their job is being replaced by a system, leading to fear of job loss and uncertainty about their future.

However, with the right strategies in place, companies can help their employees to embrace the digitalization process and make the transition as smooth as possible.

One strategy for helping employees to embrace digitalization is to provide them with training and resources. This can include training on the new technology and processes, as well as access to online resources such as tutorials and FAQs. Providing employees with a clear understanding of how the new technology works and how it will benefit them and the company can help to alleviate their fears and uncertainty. Additionally, providing employees with the opportunity to test out the new technology in a controlled environment can help to build their confidence and familiarity with it.

Another strategy is to involve employees in the transition process. This can include involving them in the selection and implementation of the new technology and processes. By giving employees a sense of ownership and control over the process, they are more likely to be invested in its success and feel more positive about the changes. By involving employees in the process, companies can also benefit from their expertise and knowledge of the current processes, which can help to identify potential issues and improve the efficiency of the new technology.

Communication is also key when it comes to helping employees to embrace digitalization. Keeping employees informed of the reasons for the change, the benefits it will bring and the progress made during the process, can help to reduce anxiety and uncertainty. Regular updates and opportunities for feedback can also help to address any concerns employees may have and ensure that the digitalisation process is as smooth as possible.

Finally, companies can also help their employees to embrace digitalization by providing them with career development opportunities. This can include training and development programs to help them acquire new skills and knowledge that will be relevant to the new technology and processes. This, in turn, can help to keep employees engaged and motivated, and provide a sense of purpose and direction during the transition.

We have helped many companies make the transition to our SaaS Artwork Management System, and have experience this reticence to change the old ways from employees. “We have always done it like this” is not really a reason to not move forward! Some companies deal with it better than others, but the above strategies are in the core of all successful implementations we have done where some resistance was shown by one or several members of the team.

We are proud to say that many of those change-adverse people who were not happy at that moment in time have turned to become our best advocates for the use of Twona.

December 4, 2022June 30, 2023

Simplifying approvals is possible

Simplifying approvals with Twona AMS Feedback tool

Releasing a new product at a specific time can be very important for the results,the time factor will always be something to consider. If we are dealing with a deviation that implies a withdrawal from the market, speeding up the changes will be even more critical and always with several departments involved.

The approvals of our packaging materials have been traditionally managed via email in two different ways:

Serial process: in sequence you ask for feedback to different stakeholders and when one material is approved the next step can begin consecutively.
Parallel process: we ask for feedback to different stakeholders in different departments at the same time.

When we talk about approvals there are usually at least 3 departments involved, for example regulatory affairs, marketing, quality or your technical colleagues. As many people we need feedback from,the more difficult the email process becomes.

It is not impossible, but it certainly takes a lot more effort to find, trace and control the process, not to mention the increased probability of errors and the delay it can cause.

How does your company manage approvals among departments? What about when there are external stakeholders involved in the process like a printer?

This is how we handle approvals within our artwork management software (AMS), Twona:

Select the file: we select in our system the file from which we need feedback from. The file with unique identifier associated with a single project:
Fill in the form: where we specify the permissions that you can see below, the subject, the recipients and we include our comments to give it context.
Receive email: stakeholders, within our organisation or external users, will receive an email to access the approval screen and give their feedback.
Review file (s): here we can leave comments in the text field or leave sticky notes in the file itself, we can also add files if necessary as well as give our approval or rejection eventually.
Control approvals: in Twona (AMS) there is a direct access in the upper menu to the approvals with the necessary indications to know the status of the process.

Once you work this way, there comes a time when you wonder how you were able to manage so many approvals without making mistakes.

This is how we manage the packaging materials together with the comparisons tool (X-RAY) and everything offered by the artwork management software, Twona, but that’s another story.

I wonder how you resolve this process today and I invite you to leave us your comments.

Do you miss any relevant information or step for your approvals?

PS: Do you want to give it a try?? www.twonas.com/getapprovals (limited usage applies)

November 30, 2022January 24, 2023

Top 3 Compliance Risks Involving Packaging (and How to Prevent Them)

The packaging world shakes hands with a plethora of different industries; Pharmaceutical, Fast Moving Consumer Goods, Food & Beverage, Cosmetics, etc. Each industry has its own unique working environment, including unique hazards that come with each. But any industry that deals with packaging shares some overlapping risks. Here are the top three compliance risks for packaging, and one potential solution that can take them all on.

The Three Monsters:

1. Recalls

Anyone involved in the packaging world knows the dreaded word “recall.” Some have had the misfortune of dealing with this problem head on, and others have only heard through the grapevine about the steep consequences that must be faced when dealing with a recall.

A recall is peculiar in that one seemingly microscopic misprint can make the difference between a successfully launched product and millions of dollars worth of logistics rollback and untold damage to quality and reputation. The consequences of recalls have short term immediate impact as well as long term ramifications, such as sanctions.

2. Process Risks

A process risk, while often less blunt than a recall, can have more subtle and extended impact, which makes them more dangerous in that they are easier to overlook. Process risks involve a failure to follow established processes. In the packaging world, an example of this could be as simple as skipping a step in the validation process for the design of a new pamphlet.

Photo by UX Indonesia

process with postits — Photo by **UX Indonesia**

When process risks become habitual the potential for heavier risks (such as recalls) increases, productivity can decline, and the quality of output can suffer, overtime causing damage to the bottom lineand more importantly to the vital structures that keep companies afloat.

3. Illegal Practices

The risk of illegal practices is in many ways self explanatory. Everyone would like to believe that their company is immune to such risk, but illegal practices are not exclusively intentional. More often than not illegal practices take place unknowingly and are a result of the mismanagement of processes or resources.

In terms of packaging, unintentional illegal practices can take the shape of mislabelling, mismanagement, and nonobservance of legal requirements.

What causes these risks?

While there are varying factors that enhance the probability of the risks above, it is clear that the three risks share some common threads. Miscommunication is a likely cause in many errors attributed to recalls, process risks, or illegal mishaps, and can be an ill-fated result of disorganization with an individual or team, lack of transparency for the proper parties, or workflow inconsistencies. Time Pressure is another phenomenon that those involved in packaging design are intimately familiar with. The rush to get to the shelf can often mean that safekeeping processes are overlooked and corners are cut to decrease the amount of time it takes to start seeing a return on investment.

Photo by Kenny Eliason

Photo of a sand clock — Photo by **Kenny Eliason**

Completely eliminating these risks may not be possible, but companies can create some mitigation strategies to lower the probability of these occurrences.

One Solution to Rule Them All – Online Artwork Management Tools

While the root causes of compliance risks may seem intimidating at a glance, the good news is that these issues can be prevented with proper support. In today’s technological age there is a wide range of Artwork Management Systems (AMS) that boost communication efficiency and workflow organization through a plethora of verification, workflow management, and proofing tools. By using an AMS, companies are able to support the artwork design process by eliminating old manual processes and lengthy back and forth email exchanges with different parties.

But what really makes an AMS so interesting for organizations? You can find some of the well-known benefits below.

Organize communication and create one source of truth

Create one centralized artwork repository containing all versions, which is accessible at any time.
Eliminate back and forth email exchanges and communicate about the project within the project itself.
Allow for internal and external feedback and approvals, tracking status, comments and confirmations to be accessed in one single place.
Record full audit trails of what happens with the project from briefing to print.

Increase workflow visibility

Identify & eliminate bottlenecks in your workflow process, see where improvements are needed most.
Track KPIs & gain actionable insights, visualize your workflow and prevent process errors.

Streamline approvals

Share files of any size, no more inbox limits.
Request feedback approvals from internal and external stakeholders on the right version.
Return annotated files and attach new ones for changing purposes.
Visualize all approvals from one single place.

Give you the power of proofing

Gain a clear view of changes in packaging done through different versions (text & graphic) and reduce the need to inspect manually.
Red line overlapping documents and also x-ray side by-side comparisons.
Download proofing reports.
Comment directly on documents, where multi-user notes combine together.

Automate and integrate to eliminate redundant tasks

Set automatic notifications.
Integrate with other tools to speed up processes.

Do the reasons above sound like something that would make your process easier, and give you the peace of mind that your company requires? If the answer is yes, you may be a good fit for an AMS.

Compliance Risks are Nothing to Fear

Compliance risks are an ever present obstacle that anyone in the packaging industry must stay vigilant against. But that doesn’t mean that they are insurmountable. With proper workflow transparency and consistency, compliance risks are easily mitigated. If you’re ever in fear, you can depend on AMS and other solutions to save the day.

Published by Twona: Twona is a multi-faceted packaging specialist company with 20 years of experience in software solutions and packaging design. Twona’s flagship product Twona AMS has helped companies worldwide organize and streamline their packaging design process. You can start a free trial of Twona AMS today by clicking the following link , or request a demo now.

November 14, 2022February 3, 2023

System Connectivity – inspiration to manage your Artworks

Nowadays we have tools that help us manage our Artworks. The two major ones being:

Artwork Manager – guarantees the correct identification of our Artworks, avoiding duplicity, and respecting fundamental rules for the industry (Good Manufacturing Practice (#GMP) , offers a unique identifier, traceability, archive of all files, … amongst others
Quality tool that allows us to review the final product through comparison. These comparisons can be at the graphical level between two artwork versions, or review of a text with the design, i.e. content check.

Both tools have evolved over time to improve and cover all possible use cases and maximize processes on a tool level. The next step would be to talk about #connectivity at a few levels:

Connectivity with external parties – allow third parties (e.g providers, printing companies, clients) to interact with our tools. An example is an #approvals system where we ask for feedback about a specific Artwork. External users can approve/reject these and leave their comments and attach files, completing the review process.
Connectivity amongst the different tools we use, a.k.a #integration. This is controlled through automation platforms, from a wide range of programs, which we can make “talk to each other” to generate a specific action. The possibilities are countless, some examples of this potential are: automate your inbox; administer a project; Artchive and make security copies of work ; notifications and alerts; monitoring ; client support; reports, graphics and control panels; web design; accounting and invoicing;

If your current system is isolated from the external world, or you think integration of your applications is possible, this is the time to change your AMS and open your eyes to the sea of possibilities that integration platforms have to offer.

October 29, 2022June 30, 2023

Kaizen 改 (kai -change) 善 (zen- for the better)

Photo by Connor Ludy - Japanese signs on orange background — Photo by Conor Luddy

Kaizen is no new concept, it is quite an old concept well renowned in the industry, in relation to quality management.

Most sectors nowadays must adapt quickly to a changing environment, in a nearly organic manner. There is that resistance to change nearly inherent to human beings. Once we are used to something, and we are agile in a specific process, it takes a while for us to amold to a change that means learning a new technology, forgetting or unlearning the previous process.

Considering that a new adjustment or process would be beneficial, could it be that adding a new process would be what causes the initial friction?

How many of the changes you experienced in the last year meant learning to use a new tool or software?

There are possibly workers that can manage their jobs with 2 or 3 tools, buy I would dare to say that most of us use at least 5 or 6. Is that too much? Without too many details, I can count: Task and team manager + internal communication tool + online cloud storage + CRM + ERP + Invoicing system ; Shared document editor + Wiki + Password manager + Video conferencing system + Email + Time tracker + Process automation and workflow management…

So, just working with half of these tools is quite a lot to use on a daily basis, each team would have their own tools to manage and control their processes in the best way possible. Does it mean that we have enough and we cannot absorb any more tool-related changes? I do not have an answer to that but I do not think that is the best approach to the matter. It is, however, the time to reflect on how the process can be simplified, which is why I am taking on the automation of processes or integrations.

In that search for continuous improvement through change, it could be that we have become obsessed with wanting to use the best tool for everything – the most complete CRM, with a task manager and teams easy and usable; tools to communicate; intuitive invoicing system; and organized resources planning to link operations in different areas, ERP.

Do not get me wrong. Of course, we all want the best for our teams, and we want to provide the best in market tool for each process. But, sometimes, when we study processes from a top perspective, looking at the big picture, maybe the answer is in learning the connection between different tasks to create a sequence and automate as much as possible.

Is tool integration the new Kaizen of our time?

September 17, 2022January 24, 2023

How we manage our marketing projects

Photo by Twona
Image of Twona AMS system showing artwork uploaded and options for artwork details, project, preview and communication with messages — Photo by *Twona*

A few months ago, we were contacted by the marketing team of one of our Pharmaceutical clients to check if our solution could help them process their work, collaborate, and get approvals in a simpler manner than what they currently do. Our response was that yes, of course it can! You know why we know it? Because we use it ourselves!

In my role as Marketing manager, we use Twona to process our design deliverables. Like in many other companies with a small department, we used to handle everything through Slack/Google Chat or email, and store the files in drive. Since our type of work is very similar to what our clients are using for packaging designs, we also needed a better way to discuss things that are not lost in a myriad of chat messages, approvals of the work, and an organized archive of all the versions and easy tracking of the final approved one.

Using the system has proven a much better way to manage all this process.

Everyone in the team has access to it, and can find the latest version of a logo, a linkedin graphic or a brochure. Our project structure and naming convention help with this, even if the file itself would be called something generic, it is easy to find it with the search functionality.
We created a simple project workflow that fits our needs as a small team. Now, I get an overview of all the open projects, which ones are for review, or need attention, and can manage and rearrange the priorities better.
There are clear deadlines and assignment of responsibilities.
When the team is low on work, they can easily take older, less priority projects without these being forgotten, and without losing time.
Everyone involved gets notifications when something comes their way, so either to take a look at the information before a briefing meeting/discussion, or to go review the uploaded designs.
All communication related to a project and all files linked to it are in one place, so if we want to go back to something, it is always available.
Creating new design requests based on earlier files is much faster now, without having to re-attach all files to an email or include links. Also we can hide attachments that are no longer relevant, avoiding risk of using the wrong information.
We have no limitation on what to store so also high resolution and raw files can be included, in case someone else needs to work on those later.
We are able to send files safely for review through the tool to external parties such as partners or printers, always knowing that we are choosing the right files.
As we can leave annotations in the files, or attach other documents, the designers know what to change, and anyone (this is our choice) can access the feedback, so if a person is sick, someone else can take up the work without much of an issue as all the files are there, and all the notes/changes requested are also included in one place.
We can review that all changes requested have been made, or that the printer has not introduced anything strange when sending the final print proof, by using the native comparison tool.

Moreover, the team is happy with using Twona AMS for our own marketing projects, and it was a quick and simple transition for us.

We have made small adjustments as we progressed and introduced different types of projects, to be able to put projects on hold, or make material available for our partners, amongst others.

If you are considering a more organized way to manage your communication and collaboration around marketing projects, check out Twona and see if it can be of help for your team too!

August 24, 2022February 3, 2023

3 simple automations to make your process easier

Photo by Twona
Image depicts a tree-shaped process, showing how when a project is created in Twona AMS, certain actions can be automated like snd a slack message, add a google calendar event or update some KPIs in google Studio. — *Photo by Twona*

Having an effective process is a major goal of most organizations. We know to reach that goal, you use other systems that support or extend your design management processes. And that is fine! Twona AMS ticks many boxes towards achieving effectiveness, and if you implement some of these tips you may be able to reach that goal even faster.

Transferring data within the system or across systems without having to manually do so – sounds good, does it not?

1. Automatic version status update when project stages changes

Imagine that your team has reviewed a document version and has added comments to it. This actually means that the version reviewed is rejected, and a new one will need to be created. You can decide to manually mark it as such before you move the project to the team responsible for the needed changes, or better yet you can build a rule in Twona AMS that will do this for you.

Here is an example of a similar rule.

You may need to adjust this to your internal naming, and you may have a specific use case for a different action. If you need some help to build this, just make sure to contact us!

2. Create a Trello/Monday/Asana card/task when a project reaches a specific milestone

Does your company use some of these popular project management systems ? Then it may be clever to automate the creation of a card when a design is completed and ready to launch so that marketing can start creating their campaigns, or so that the design team can receive the feedback on the design and create a new version (if we want to follow the previous example).

Using the power of Zapier, we are able to integrate Twona AMS with these tools and connect two worlds with just a few clicks.

You can use the predefined workflow for Trello (or other tool you use), or create your own.

3. Notify users when a project reaches a specific status

Some users may need to be alerted when a project is ready for them to take action, such as creating a design based on the briefing, reviewing and approving, or collecting extra information.

If the user does not keep Twona AMS open at all times, you may want to create a notification to inform them that there is an action for them to complete. Notify your users where THEY are most likely to see it. You can choose to do it to a Slack channel, a Google Chat (Room) and/or a good old email.

These are just a few ideas of how you can automate your process and become more efficient. If you have any other ideas, or suggestions, make sure to share those with me!