Artwork Management – TwonaBlog

January 12, 2024

Mastering Packaging Version Control through Artwork Management

Precision and consistency are paramount to a good packaging design, which makes version control keystone in the creative process. Any misstep in managing design versions can lead to costly errors, delays, and even brand integrity issues. Artwork Management plays a critical role in mastering packaging version control, even if most of the times, this role is seen as a silent hero as it is rather transparents for users of these systems.

The Challenge of Packaging Version Control

Design projects, especially in industries like pharmaceuticals, retail, and food production, often involve numerous stakeholders contributing feedback, revisions, and updates. The result? A myriad of design versions that need to be tracked, compared, and managed efficiently. Failure in version control can result in:

Inconsistencies: Different versions may introduce inconsistencies in branding, messaging, or design elements.
Delays and Revisions: Unclear version control often leads to delays as teams struggle to identify the latest approved version.
Quality Issues: Printing or production errors may occur if the wrong version makes it to the final stages.

Artwork Management’s Crucial Role

Artwork Management systems provide a structured and organized approach to the complex process of design iteration. Here’s how:

1. Centralized Repository:

Artwork Management systems serve as a centralized hub for all design versions. Every iteration, feedback, or change is documented and stored in an organized manner, eliminating the chaos of scattered files.

2. Version Tracking:

The ability to track changes across design versions is fundamental. Artwork Management systems meticulously record modifications, allowing teams to trace the evolution of a design from inception to approval.

3. Collaboration without Confusion:

In collaborative design processes, multiple individuals may be working on different aspects simultaneously. Artwork Management systems facilitate collaboration without the risk of conflicting versions, ensuring that everyone is on the same page.

4. Seamless Approval Processes:

Efficient version control streamlines the approval process. Stakeholders can review and approve the latest version without ambiguity, reducing bottlenecks and speeding up the journey from design to production.

Realizing the Benefits: From Efficiency to Compliance

1. Enhanced Efficiency:

Efficient version control translates to faster approval cycles, reduced back-and-forth, and a more streamlined design process. This efficiency is invaluable in industries where time-to-market is a critical factor.

2. Error Reduction:

By providing a clear history of design changes, Artwork Management systems significantly reduce the likelihood of errors making it into the final production stage. This ensures a higher level of quality and consistency in the end product.

3. Compliance Assurance:

Certain industries, such as pharmaceuticals, require stringent compliance with regulations. Artwork Management systems provide the necessary documentation and audit trails, ensuring that the design process aligns with regulatory standards.

Integration with Workflow: A Synergistic Approach

Artwork Management’s role in version control becomes even more potent when seamlessly integrated with a workflow management tool. This synergy ensures that version control is not a standalone process but an integral part of the broader design and approval workflow.

If you also want to embrace the advantages of Artwork Management in your packaging design process, and witness how mastering version control becomes the cornerstone of a successful and precise creative journey, do not hesitate to check Twona AMS, which integrates artwork management, workflow management, version control and approvals under one single roof.

October 13, 2023October 13, 2023

Empowering Mid-Size Companies: Harnessing the Power of Artwork Management Solutions

One size does not always fit all. While large corporations often have the means to invest in high-end Artwork Management Solutions (AMS), mid-size companies face a unique challenge. They need to find a middle ground between limited budgets and the demand for efficient, compliant processes.

Thankfully, this is not a problem without a solution as there is not only large scale AMS solutions in the market today but also those that cater to the needs of mid-size enterprises.

Navigating Mid-Size Challenges

Mid-size companies encounter a distinct dilemma: how to achieve streamlined packaging design processes without exceeding their financial capacities, and still complying with regulations for quality, control, and even validation. Unlike industry giants, these businesses require a solution that is both powerful and cost-effective, yet equally adept at ensuring quality and compliance.

Harnessing Innovative Solutions

What are the main benefits that solutions such as Twona for mid-size companies offer?

1. Affordability: Mid-size solutions are designed to be budget-friendly without compromising on performance. This enables mid-size companies to optimize operations without straining their financial resources.

2. Scalability: As mid-size companies evolve, their solutions must evolve too. AMS solutions can adapt to new challenges as businesses expand and diversify.

3. Flexibility: Unlike one-size-fits-all solutions, you will find that it is possible to match the unique workflow of your business, ideal for mid-size companies with distinct processes.

4. Compliance Alignment: Even though you’re not a corporate giant, regulations are still pertinent. You should still be able to meet industry standards and compliance requirements, safeguarding your business against costly setbacks.

Realizing Efficiency: The Power in Practice

The benefits of adopting an AMS solution for mid-range companies extend well beyond the fiscal aspect:

1. Time Efficiency: With AMS solutions fine-tuned to your workflow, tasks become streamlined and automated, drastically reducing the time needed for design approvals and collaboration.

2. Error Reduction: Automated workflows and version control mechanisms significantly diminish the risk of errors, ensuring accurate designs are approved for production without unnecessary delays.

3. Collaborative Seamlessness: encompass collaboration features that enable teams to work harmoniously, regardless of geographical separation.

4. Competitive Advantage: In a competitive arena that values efficiency and adaptability, mid-size companies equipped with an AMS can stand tall alongside industry giants.

Embrace the Opportunity: Unleash the Power of an AMS Solution

If you’re a mid-size company aiming to gain a competitive edge in the packaging sphere, don’t underestimate the use of a powerful AMS. Embrace a solution designed to match your ambitions, enhance your efficiency, and usher in a new era of accomplishment, all while keeping your financial landscape in focus. In a world of dynamic solutions, your business deserves nothing less.

Check out our AMS solution www.twonas.com/ams/ and how it can fit your company.

October 6, 2023March 1, 2024

Forget Email Attachments: Modernizing Packaging Approval with Digital Solutions

Picture this scenario: endless email threads, multiple attachments in several emails as the size limit is reached, wrong attachments sent, lots of back-and-forth to explain that the attachment was wrong and here is the correct one, version confusion… If this is your day-to-day, you can see how it is a recipe for delays, miscommunication, and even the occasional oversight that can have far-reaching consequences.

Thankfully, you can stop that chain of inefficiency and elevate packaging approval processes to new heights of effectiveness—using digital solutions that go beyond the limitations of email attachments.

Rephrase

The Drawbacks of Using Email for Approvals

While email has earned its place for business communication, it proves inefficient when managing essential tasks such as approving packaging designs due to several shortcomings:

1. Disconnected Communication: Keeping track of context and accurately recording changes can be tough due to the scattered nature of email threads.

2. Confusion with version management: The presence of multiple attachments with nearly identical names could breed misunderstanding, chiefly when various editions are being scrutinized at the same time.

3. Sluggish replies: Overfilled inboxes or a surge of incoming emails may result in important messages being missed, leading to holdups in the approval process.

4. Ambiguous Responsibility: Figuring out who has examined or greenlit a design at any moment proves difficult, rendering accountability a fizzy concept.

The Digital Leap: What Modern Approvals Demand

Fortunately, there are digital solutions that tackle the challenges of packaging approvals. These solutions offer a range of features that revolutionize the approval process:

1. Collaborative Workspace: Imagine a virtual space where stakeholders can congregate, review designs, provide feedback, and hold discussions—all within a single, organized platform.

2. Version Tracking: A digital system maintains a comprehensive history of design versions, enabling easy comparison and minimizing errors caused by outdated versions.

3. Transparent Approval Paths: Digital solutions allow you to define and visualize approval paths clearly, ensuring designs navigate through the correct channels without bottlenecks.

4. Automated Reminders: Say goodbye to chasing approvals. Automated notifications ensure that reviewers are prompted at the right time, reducing approval cycle times. You can also choose to send manual reminders.

5. Accountability and Audit Trails: Each action is recorded, creating an audit trail that clarifies who did what, when, and why—an essential feature for compliance-driven industries.

The Transformative Impact: Efficiency and Precision Redefined

Do you need to hear about the advantages of using such a digital solution ?

1. Streamlined Workflows: With collaborative workspaces, design reviews become intuitive and streamlined, eliminating the confusion associated with email chains.

2. Rapid Turnaround: Design approvals take less time, enhancing your ability to bring products to market swiftly and seize new opportunities.

3. Improved Accuracy: Version control hiccups and miscommunications become a thing of the past, reducing the chances of errors slipping through the cracks.

4. Compliance : Industries subject to regulations can breathe easier knowing that an accountable, traceable process is in place.

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So, are you ready to leave the era of email attachments behind and embark on a journey towards efficient, compliant, and precise packaging approvals?

If you are, please give a try to our approvals solution and then, contact us to help you implement it for your team.

August 28, 2023August 28, 2023

What is the process for a new Twona Release?

Some of you may have been wondering what happens before a new release of Twona AMS takes place.

When developing any new functionality for our Twona system, we follow a clear structure, which is consistent with SaaS product development. It consists of a well-defined series of steps that allows us to design, develop, deploy, and maintain the system in the best way possible.

Here is a bit of what happens :

*Image source https://wallpapercave.com/bpm-wallpapers*

Ideas and planning

Where do new functionality originate from? That depends. Sometimes new functionality is linked to user feedback which comes from tickets, or conversations with their customer success managers; other times, we follow the market to see what functionality is out there that could be interesting for our users and we evaluate it; a new feature could also be the result of an internal business objective that we aim at achieving.

Whatever the source of this, we always assess what the impact of the functionality would be on other features already in the system, how it would affect user experience, whether this is something that all or most customers would benefit from and use, and how it would affect our existing infrastructure.

During this phase, we also make sure that the user requirements (internal or external) are clearly defined, looking at all possible scenarios.

All this information is gathered in our Product Development board, in the form of cards, which will go through several process steps if they are validated by the product owners. If the card gets validated, the next phase will kick in, that would be the design phase.

Design

When we talk about design, we are referring to the visual interpretation of the application screens that will contain the new functionality. These are often referred to as wireframes or mockups. When we create these, we also make sure that we cover the interactions and integration with existing features, and we involve the technical and customer team to generate a result that is consistent with the rest of the application and will be seamless for customer experience.

Here we define a lot of possible scenarios of how the functionality would be used, where it would be accessed from, and how it will show to users with different access levels to the platform.

Development

Here is where our front and back-end developers get to work! They will be writing code (clean and modular ;)) to implement the wireframe design, integrate it with the existing software, and make sure that all is compatible and it will create no disruptions to user experience.

The development takes place in servers separated from our own platform, to make sure that nothing is compromised.. When it is ready, it is moved to the testing environment.

Testing

During the testing phase, several departments will be involved.

Initially, the development team performs a test to confirm the functionality is working as expected, but more importantly, they perform some integration tests. These make sure that the new functionality is not going to break anything that was already in place.

When this is confirmed, product owner and customer success get to test the functionality. Several eyes see more than two, so we always make sure that not only the originator of the request for new functionality gets to test it, but at least one other person does, although often testing is performed by at least 3 people, sometimes taking different roles and user permissions when performing the test..

If any issues are identified, it means we are back to the development team. A proper description of the issue is registered in our Product Board and the card about the functionality is sent back. The development team then works on the areas that are not working as expected, usually have questions for the requestors, and get back to coding.

The full process above is repeated until the functionality passes all tests.

When this happens, the functionality can be put into the production enviroment.

Deployment

At Twona, we have a rule to not deploy (send to production) on a Friday afternoon. Although we very rarely experience any issues when doing a deployment, we want to make sure that if we do encounter an issue, this is sorted quicky, without robbing anyone of their weekend.

So, we normally plan for deployments during the day. This is posible because there is little to no disruption to our client’s work when deployments take place, they are rather transparent to their operations. The reason for this is that we use a process where the old functionality/current version of our system does not get disconnected until the new one is in place, so the users will not notice anything until that happens and the new release is appearing in their screens.

The work starts by preparing the deployment environment : servers, databases, any infrastructure changes (if any , as we normally do these separately). When we start the deployment to the production environment, this is constantly monitored for any issues. When the release is completed, a notification is sent internally so that account managers can keep an eye on their clients for any potential ticket that may be related to the deployment.

Documentation and Communication

This phase does not really start now, after the deployment, but from the moment the development starts on the new functionality.

We make sure that new functionality is added to the online user guides, and start the preparation of newsletters with information on the changes. Very often, we distribute this information before the deployment is done so that our users get to know what is coming and how it will look when they log in to the system.

We also organize online webinars regularly to communicate and explain about the new releases, especially when these cover several items, or when the functionality is very new or very different to what our users were experiencing before so we can make sure that they can continue to make the most out of our tool.

Customer feedback, support, and continuous improvement

And mentioned before, we closely monitor our user experience after a release. This happens proactively through interactions with clients via their success managers and during trainings/online sessions about the new functionality, and more reactively through reaction to tickets that customers may have raised.

We do receive a lot of positive feedback as a reaction to new features, but of course there are also improvement points that customers may notice. We definitely react immediately to any comment that would indicate a bug/malfunction of the functionality or any other area of the application as a result of the release, and those are given priority and sorted with urgency.

However, we do take all feedback very seriously, and even though not all requests for improvement or changes are seeing the light immediately, they are always studied by the product team in combination with customer success to define whether these are individual/customized requests or they would benefit our customer base.

As mentioned, many of our new features start off as a customer feedback request, which is why we appreciate any input we receive about the tool. We are always looking for opportunities to identify areas for further enhancement.

Of course, we have our regular development and update cycles, but we aim to combine both our own views and expertise on the market with the needs of our customers to make the best artwork management system possible.

June 5, 2023

Ensuring Regulatory Compliance in your Packaging Artworks

If you follow us in Social Media (if you do not, this is the time! Follow now) you would have seen a quick poll we had where we were asking what are the main challenges you face when launching a new product. Majority of the responses went about “meeting all the regulations”. Indeed, due to the highly regulated industry, pharmaceutical packaging is not a simple one to tackle, and it makes it essential for packaging artwork coordinators to have a good understanding of the complex regulatory requirements governing pharmaceutical packaging. So, what it is exactly you need to pay attention to?

Labeling Requirements

One very important aspect of pharmaceutical packaging compliance is adhering to labeling requirements, which are likely to differ from country to country or region to region. It is crucial to familiarize yourself with the specific regulations governing your target market. Some common labeling elements are:

Drug Name and Strength: to be clearly and prominently displayed on the primary packaging.
Indications and Usage: accurate information regarding the approved indications for use of the medication.
Dosage Instructions: recommended dosage, frequency, and administration route.
Storage Instructions: appropriate storage conditions to maintain the drug’s stability and efficacy.
Expiration Date: expiry date prominently displayed to ensure patients use the medication before it becomes ineffective.

Warning Statements

It is important to include warning statements where applicable, to communicate potential risks and ensure patient safety:

Contraindications: Clearly state any circumstances under which the medication should not be used.
Side Effects: comprehensive list of potential side effects and instructions for managing them.
Allergies: any known allergens or substances that may cause an allergic reaction should be highlighted.
Drug Interactions: if interactions with other medications, supplements, or substances are identified, these need to be mentioned.
Special Populations: these are specific instructions for groups such as pregnant or breastfeeding women, children, or elderly patients, amongst others.

Package Inserts

Package inserts or leaflets provide a wealth of information to patients and healthcare professionals. If you incorporate an insert or leaflet in your product packaging, consider the following:

Information should be organized in a clear and legible manner, using appropriate font sizes and layout.
Comprehensive Product Information: the information provided should not leave doubts to interpretation and should not leave the patient with questions about usage or contraindications.
Provide detailed instructions on dosage, administration, and any special considerations.
List potential side effects, their frequency, and steps to take if they occur.
Include contact details for reporting adverse events or seeking additional information.

Working with Regulatory Agencies

Finally, one way of making sure that you remain compliant with packaging regulations is having a good relationship with regulatory bodies and agencies that lead in your area of operation. You can achieve this by staying up to date with regulatory changes and engaging with the regulatory agencies early in the process to seek guidance and clarification, in a proactive manner. In order to do this, you will need to identify the right contacts in the regulatory agency, and maintain open communication lines so that when you have comments, queries or concerns, you do not loose valuable time trying to find the right person to answer. Also important is to be acquainted with their submission timelines, so when you need to submit artworks and documentation for approval, no deadlines are missed and approvals are provided in time. This is very relevant since failing to reach approval deadlines can mean that your product will no go to market when planned, with the implications of costs and process loss that this entails. When submitting these, not only timing is important, but you should also pay attention to the accuracy of all materials (artworks, texts,…) so that there is no way they are sent back/rejected. Finally, it is important that you realize that being in this industry means that you will be audited periodically; this means that maintaining comprehensive records, documentation, and an organized system for tracking changes on your artworks is of main importance!

Although the landscape of pharmaceutical packaging regulations is complex, using best practices and understanding these key areas would make your work much easier, ensuring that you safely and effectively delivery medications to patients worldwide.

May 12, 2023May 12, 2023

5 best practices for artwork coordinators to ensure packaging consistency

Image generated with MidJourney

Having a consistent brand experience is one important element for your product success in the market. Achieving this is not always easy, specially when companies have a multitude of products in different categories, or products that are targeted at different customer groups, when they use many different designers/agencies, and specially, when deadlines are tight. As an artwork coordinator, you have to bridge those gaps and make sure that your brand stands out, and is recognizable throughout all your different product lines, without incoherences and mistakes.

These 5 best practices can help you get there!

1. Define brand guidelines

We have talked about brand guidelines before. A complete brand book will contain the rules and directions on how to use design elements like typography, colors, imagery and logos, as well as define the brand tone of voice and messaging, so that the brand values and image are easily recognizable by the product users. Artwork coordinators need to have a deep knowledge of the guidelines, how to implement them, and when exceptions can be made. It is your job to make sure that the brand guidelines are complete, and cover all possible packaging scenarios, so that when new products are introduced, their packaging design is easily replicated with its specific differences and nuances.

2. Use consistent templates

Once you have your brand guidelines in place, you should make sure to develop templates that make your work easier when creating new artworks; that way, you can be sure that all your product line will have a similar look and feel. The templates can have locked out elements like the placement of logos, product name, or key visual elements, so that you can be sure that those align perfectly.

Not sure how you feel about it, but I hate when I purchase a bag of chick-pea crisps and a bag of lentil crisps from the same company, and the packaging is “slightly off”, with small detail things like: a logo is bigger in one bag than in the other, or moved to the side, or the key selling point of the product appears on a particular font or color, and these do not match. Clients notice these small things, and they are annoyed by them. At least, clients like me :D!

3. Work closely with designers

If you are not acting as a designer as well (which let’s be honest, happens quite often to artwork coordinators), you will certainly be working with them very closely, to create the packaging artworks.

It is of absolute importance that the guidelines are understood by the design team, so you should make it a priority to teach them about the guidelines, not just show them where the brandbook document is stored (*yes, I know you have done this before, it is ok, that is why I am here to let you know that you need to stop doing that and provide proper training on your brand guidelines).

Additionally, you also should make sure that they have all in their possession all key brand elements: logos in the right size and formats, fonts that they will need to use, color codes for RGB/CMYK, image bank/library access, design tool licenses… so that the quality of what they produce can be up to standards.

4. Conduct regular reviews

Once the packaging design is completed and in use, it is not crazy to plan periodical reviews. One clear scenario for this is when you are working with different designers/studios, or when you recently changed providers, so that you can compare their adherence to the guidelines and verify that brand consistency remains intact. It is also possible that over time, your guidelines evolve as your brand does, and this is also a moment when reviewing your packaging design would be needed, so that any changes implemented in the guidelines can also be put in place in your packaging moving forward.

These changes can also be driven by new regulations that require new icons/information on your packaging, and without a proper review, some of your artworks could be deviating from the way you want them to be created, just due to lack of communication about the changes, country-specific regulations, or others. It is your job as an artwork coordinator to have this under control, and ensure that the packaging effectively communicates the product’s value proposition at any given time.

5. Ensure consistent production

In the end, what the client will see is what they can get their hands on, so the final product on the shelves. For multiple reasons, the production of different products of your portfolio may not take place in the same printer, or production facility , which means that the printing or quality standards may vary. Because products end up sitting next to each other on the shelves, it is possible that two variations of a product / different line of a product, end up showing small (hopefully) differences in the final sold product.
Consistency of the final product with the approved artwork is key to a positive brand image. This is why it is often important to be able to compare the final product (e.g from a photo of a box, wrapping, bottle, can…) with the final approved artwork. This is something that you can for instance do with Twona X-RAY, a complete Artwork and Graphic Design Comparison Platform that helps you effortlessly review your text, graphics, and final packaging.

Compare your final product with your artwork files

Packaging consistency is therefore a matter of aligning multiple stakeholders and making sure they all adhere to the brand standard, templates and guidelines defined by your company. It involves activities such as information sharing, training, and reviews (multiple rounds) that often fall on the task list of an artwork coordinator, while juggling other many tasks and deadlines. The job of the artwork coordinator is a complex one, as we explained before!

Following these 5 best practices, we are sure that you will achieve more consistency in your packaging design and new product launch. Do you have any other tips to share with fellow artwork coordinators?

April 13, 2023

Striking the Right Balance: Key Aspects of Designing SOPs for Pharmaceutical Packaging

Designing packaging materials for pharmaceutical brands can be a meticulous and complex process. As a designer working for a studio that works exclusively with pharma, my work primarily involves implementing a strict set of rules on various packaging materials that will be commercialized across different markets. To keep everything in check, in my team we write SOPs tailored to each customer. In this article, I’ll discuss the key aspects we consider when writing those SOPs and comment on the balance between effectiveness and completeness.

Clarity and Simplicity

The first aspect to consider when writing a design SOP is clarity and simplicity. The document should be easy to understand and follow for all team members, regardless of their expertise or experience. If a Junior designer cannot follow the document, then it does not fulfils its purpose. This can be achieved by using clear language, avoiding jargon, and providing visual examples when necessary. An image might be worth a thousand words. An effective SOP should prioritize essential information and avoid excessive detail to ensure that it remains concise and focused. If complex details are needed, you can always reference a more complex or complete document such as complete brand design guideline.

Compliance with Brand Guidelines and Regulatory Requirements

Pharmaceutical packaging must adhere to both the company’s brand guidelines and the regulatory requirements of the target market. It also needs to comply with all technical specifications from the manufacturing entity. A design SOP should provide clear instructions on how to maintain consistency with the company’s visual identity and fulfill the necessary legal obligations. This includes guidelines on colors, fonts, logos, and layout, as well as any specific labeling requirements mandated by law. And these change per country! Templates are in this case VERY useful.

Adaptability for Different Formats and Materials

We deal with packaging in various formats and materials, such as boxes, bottles, and blister packs. An effective design SOP should account for these variations and provide guidance on how to adapt designs accordingly. If you ever faced implementing a tini tiny label, then you know what it’s like. This may involve including modular design elements that can be easily rearranged or resized to fit different formats. Again, templates are your friend.

Revision and Update Process

Finally, a design SOP should include a clear process for revising and updating the document. This is crucial to ensure that the SOP remains relevant and up-to-date with any changes in brand guidelines, regulatory requirements, or industry best practices. This is particularly critical if your studio is ISO compliant. It is as important to make the right changes as to track who made those changes and why.

Striking the Right Balance

An effective and useful design SOP should provide enough information and guidance to ensure that all team members can create consistent, compliant, and technically correct packaging materials. However, it’s essential to strike the right balance between providing necessary details and overwhelming the reader with excessive information. An over-complete SOP may lead to confusion, inconsistencies, and a slower design process. By focusing on the key aspects outlined above, you can create an SOP that is both comprehensive and efficient, ensuring that your pharmaceutical packaging designs meet the highest standards.

If you are unsure as to what is the right level of detail, use an Agile process. Write a draft, let your team use it, get feedback and refine the document iteratively.

Your Studio Partner

Do you feel stuck with your current design process? Reach out to our studio and let us give you a hand. We can help you implement artworks or improve your studio processes.

Your Studio Partner

April 5, 2023

ChatGPT as Technical Sales

This is a followup of this post.

Me: lets reverse the roles. I will be the Artwork Manager and you will be me. I will start.

Artwork Manager: Hi, thank you for taking the time to meet with me today. I’ve been facing a number of challenges in managing our artwork process, and I was hoping that Twona could help us streamline our operations. Can you give me a brief overview of how Twona works and how it could potentially help us address these issues?

Me: What? I said let’s reverse the roles. I will be the Artwork Manager and you will be me.

ChatGPT: Apologies for the confusion. Please go ahead and start the conversation as the Artwork Manager, and I will respond as the Technical Sales consultant at Twona.

Me: hi, thanks for taking the time to speak with me. I work as an Artwork Manager and I would like to know more about Twona and how it can help my team.Technical Sales Consultant: Hi! It’s my pleasure to speak with you today. Twona is a Cloud SaaS Artwork Management System designed to help organizations streamline their artwork processes. Our solution can help you address a variety of challenges commonly faced in the artwork management field, such as managing workflows and versions, handling approvals and feedback, and tracking KPIs.

Twona’s key features include:

Workflow and Version Management: This allows you to create and manage artwork projects, track progress, and maintain a clear version history.
Approval Management: Streamline the approval process by involving all relevant stakeholders, both internal and external, with configurable parallel or serial approval processes.
Online Proofing: Twona provides a platform for visualizing and comparing artwork versions, enabling easy identification of changes and reducing manual proofing efforts.

Additionally, Twona offers reporting capabilities through a powerful API that can be used to create custom dashboards for KPI tracking.

If you could provide more details on the challenges your team is currently facing, I’d be happy to explain how Twona can specifically address those issues and improve your artwork management process.

Me: Well, one of the key difficulties is that everyone sends me a lot of emails asking me to give them updates on the project, or sending information mid way while the artwork is being designed. So….its a lot of emails.

Technical Sales Consultant: I understand how managing emails can become overwhelming and inefficient. Twona can help you significantly reduce email clutter and improve communication within your team.

By centralizing all project-related information within the Twona platform, you’ll be able to manage and track project updates more efficiently. Team members and stakeholders can access project information, view the project status, and provide feedback or additional information directly within the platform.

With Twona’s task assignment and notification features, you can assign tasks to specific team members, set deadlines, and receive notifications when tasks are completed or when there are updates on the project. This eliminates the need for email-based communication and ensures that everyone has access to the latest information and updates.

Furthermore, Twona’s approval management feature helps to streamline the feedback process by allowing all relevant stakeholders to review, comment, and approve artwork within the platform. This eliminates the need for email-based feedback loops and ensures that all feedback is consolidated in one place.

Overall, Twona will help you to reduce email clutter and improve the efficiency of your artwork management process by centralizing communication and providing a single platform for project updates, feedback, and approvals.

Me (giving feedback on its performance): As Technical Sales, you need to be more proactive and ask more questions towards the end so the conversation can flow and there is a higher chance of closing a deal or getting one step closer to a deal. Please rewrite that last text and follow this general rule: talk less, be precise, ask more questions relevant to the client

Technical Sales Consultant: I can see how managing numerous emails can be overwhelming and inefficient. With Twona, we can help centralize project-related information and streamline communication.

Using Twona, your team can access project updates and provide feedback within the platform. This reduces the need for email-based communication and ensures everyone stays in the loop.

Could you provide more details on how your team currently manages approvals and feedback? This would help me better understand your process and explain how Twona’s features can specifically address your needs.

Me: We do everything via email. When the artwork is ready, I send it to the different people that need to review it. But because the process is a mess, I usually send it one person at a time. This takes a long time and I usually have to chase people because they have not done the review. Once I get all the reviews, I collate all the feedback and send it to the agency so they can create a new version.

Technical Sales Consultant: Thank you for sharing your current process. Twona can definitely help streamline the approval and feedback process, saving you time and reducing the need for chasing down reviews.

With Twona’s approval management feature, you can create approval loops involving all relevant stakeholders at once, rather than sending the artwork individually. The platform will send out notifications to reviewers and provide them with a centralized space to review, comment, and approve the artwork.

Twona will also send automatic reminders to those who haven’t completed their review, reducing the need for you to chase people manually. Once all feedback is collected, the platform consolidates it for you, making it easy to communicate with the agency for creating new versions.

Would you like to see a demonstration of how the approval management feature works in Twona? This can help you better visualize how it could fit into your existing processes and improve your workflow.

Me (giving feedback on its performance): Let’s assume the customer said yes and you demo the product. Proceed to the next question.

Technical Sales Consultant: I’m glad you found the demonstration helpful. Now that you have seen how Twona’s approval management feature works, I’d like to address any other challenges you might be facing in your artwork management process.

Are there any specific pain points or concerns, such as version control, reporting, or collaboration with external partners, that you’d like to discuss? Understanding your unique needs will help me better demonstrate how Twona can be tailored to your requirements and further streamline your operations.

Me: As I said in the beginning, I have to reply to a lot of emails for people asking me for an update. Then at the quarterly review, it is a bit embarrassing not being able to provide metrics on how many jobs or how long it took for them to get done. I also don’t know where to start improving my process, because everything is manual.

Technical Sales Consultant: I understand how important it is to have a clear view of your process and to be able to provide metrics during reviews. Twona can help you not only reduce the email clutter but also track and report key performance indicators (KPIs) for your artwork management process.

Project status updates: Twona offers real-time project status tracking, so team members can easily check the progress of a project within the platform. This reduces the need for update requests via email and keeps everyone informed.
Reporting and KPIs: Twona provides a powerful API that allows you to create customized dashboards for reporting and tracking KPIs. This way, you can have a clear overview of the number of jobs completed, average time taken for each job, and other performance metrics. Having this data at hand will make your quarterly reviews more insightful and help you identify areas for improvement.
Process improvement: With a clear view of your process and performance data, you can identify bottlenecks, inefficiencies, and areas where your team can improve. Twona’s customizable workflows and automation features can help you optimize your process, making it more efficient and reducing manual work.

Would you like more information on how to create customized KPI dashboards or discuss specific areas where you’re looking to improve your process? This can help us identify the best way Twona can be tailored to your needs.

Me: Wow, those are great features indeed. How long would it take for Twona to be implemented for my team?

Technical Sales Consultant: We’re glad you find the features valuable! The implementation timeline for Twona can vary depending on your specific requirements, the complexity of your workflows, and how quickly your team can adapt to the new system. However, our goal is to make the implementation process as smooth and efficient as possible.

Typically, we can have Twona up and running in under a week. We assign a dedicated Customer Success Manager (CSM) to guide you through the onboarding process, assist with gathering relevant data, configure the platform, migrate existing data, and train your team on how to use Twona effectively.

The CSM will work closely with you to ensure the implementation timeline aligns with your needs and resources. They will also provide ongoing support to help you optimize the system and get the most out of Twona’s features.

Is there a specific timeframe you have in mind for implementation, or any concerns about the onboarding process that we can help address?

Me: I would like to present this to management first. Will you be able to share a quote with me?

Technical Sales Consultant: Absolutely! We’d be happy to provide you with a quote tailored to your specific needs. In order to give you the most accurate pricing, we’ll need some more information about your team size, the number of users who will be accessing the platform, and any specific features or customizations you might require.

Once we have this information, we can put together a detailed quote for you to present to management. If you’d like, we can also provide additional materials or join a call with your management team to help present Twona and address any questions or concerns they may have.

Please feel free to share the necessary information, and we’ll get started on preparing a quote for you right away.

Me (giving feedback on its performance): Make it more specific and try to close the call with a specific action point, for instance a specific date for a follow up call.

Technical Sales Consultant: I understand that you’d like to present this to management first. To help you with that, we can provide a tailored quote and any supporting materials you might need for your presentation.

In order to give you the most accurate pricing, please share the following information:

Your team size
The number of users who will be accessing the platform
Any specific features or customizations you might require

Once we have this information, we can prepare a detailed quote and additional materials for you to present to your management team. To ensure we’re available to assist you further, let’s schedule a follow-up call after your presentation to management. How about we pencil in a call for next week on [specific date] at [specific time]? This will give us an opportunity to address any questions, concerns, or feedback that may arise from your management team.

If that date and time work for you, please confirm, and we’ll send you a calendar invite. Also, feel free to share the necessary information for the quote, and we’ll get started on preparing it for you right away.

April 5, 2023April 5, 2023

A demo for ChatGPT

My prompt

You are an Artwork Manager that works for a pharmaceutical company. Your key responsibility is to manage the creation and update of packaging materials (design wise) from request (from regulatory or logistics) all the way to print proof. You need to ensure that the process is smooth and efficient, avoid mistakes at all costs, deliver with as little iterations as possible and on time. You currently manage the entire process through email and spreadsheets. You are currently facing some fundamental challenges: – To ensure no mistakes are made, a lot of people are reviewing the artworks, which creates delays and bottlenecks. – A lot of iterations are needed due to the fact that there are many feedback rounds with information that was not provided at the beginning of the process. – Consecutive versions need to checked manually. – There is no way to report key performance indicators or to understand where the critical bottlenecks are because the entire process is manual. – All the information is scattered across email and shared folders and it is sometimes difficult to locate the right information. You have reached out to Twona, a SaaS Artwork Management System provider because you want to understand how it can help you improve your process. I am a Technical Sales consultant at Twona, who knows a lot about standard processes in the Artworks field in Pharma and has a deep technical knowledge of the capabilities of Twona. Let’s start a conversation that would typically happen during a demo. You can start.

The conversation

Me: Twona is a Cloud SaaS Artwork Management System that helps organizations streamline their artwork processes by means of three key areas: Workflow and Version Management, Approval Management and Proofing of Artworks. Since it is a web SaaS application, you can use your browser to access all your data from anywhere. Can you perhaps elaborate a bit more on your challenges so we can focus on which parts of the system might be more relevant to you?

Artwork Manager: Sure, let me provide more details on the challenges we’re facing. One of our main issues is the number of people involved in reviewing the artworks, which creates delays and bottlenecks. We also have multiple feedback rounds due to missing information at the beginning of the process, leading to numerous iterations. Additionally, we need to check consecutive versions manually, which is quite time-consuming.

Furthermore, we have no efficient way to report key performance indicators, making it hard to identify critical bottlenecks. Finally, our information is scattered across emails and shared folders, making it difficult to locate the right information when needed.

With these challenges in mind, can you explain how Twona can help us improve our process and overcome these issues?

Me: Thank you for that explanation. Let me try to answer one by one those challenges you are facing. We see frequently across our customers that there are many stakeholders involved in the review and approval process. Twona’s approval functionality allows you to manage the process in an efficient way. It works both with internal and external stakeholders (external stakeholders do not need a license for the system) and it can work both with parallel approval process as well as serial approval processes. So lets say the artwork needs to be reviewed at a certain stage, this is how it would work: You select the artwork version for which you want feedback and/or approval and then include all relevant stakeholders (both internal as part of your team as well as external, for instance CMOs, printers, etc). Twona will then send an email to all stakeholders with a link where they will be able to review, download, comment, upload supporting files and even record a video/voice message. All the relevant information will be collected in one place for you to review, without having to read one single email. To simplify the process, Twona will also notify you when all approvals have been collected. And if someone forgets, Twona will send them a reminder one week after the approval was requested and you can always send them a manual reminder directly from the application. How does that sound?

Artwork Manager: That sounds really helpful! It would definitely help to have a centralized platform for managing approvals and feedback. I’m also interested in how Twona can help with reducing the number of iterations and managing consecutive versions. Can you explain how the system addresses those challenges?

Me: A large number of iterations is typically symptom of a broken process. Twona can help you by streamlining the workflow and making sure everyone is aware of what they have to do. There are a few key bits that are relevant in that process. First of all, Twona does all the version tracking for you. Since we work with Pharmaceutical companies, Twona is very strict and compliant with market standards. Each version is uniquely identified by a number and cannot be deleted. Twona can also help you identify the state of that version: approved, obsolete, rejected by setting specific version states which are configurable and setting automation rules to set those states under specific circumstances, for instance “when all stakeholders have approved, change the state of the version to approved”, or “if a rejection is received, change the state of the version to rejected and move the project back to changes required”. Additionally, and this is not tool related but process related, we always recommend to our customers that a quality check is put in place to ensure that all information related to the creation of the artwork is correct and complete. This helps avoid iterations due to poor brief information. One additional feature that can help there, is the ability to configure brief forms to introduce all relevant information before a project is started, avoiding also the back and forth email process or unnecessary iterations due to faulty information. Does that answer your question?

Artwork Manager: Yes, that definitely answers my question. The version tracking and configurable workflow sound like they will help us minimize iterations and improve efficiency. One remaining concern is the ability to generate reports and track key performance indicators. Can you explain how Twona can help us with that aspect of our process?

Me: That is a great question. Across all our customers, we see very different needs when it comes to reporting. Some want KPIs on time to process, others want KPIs related to workload for their team. It is very difficult to create KPI dashboards that can answer all needs, so we do something different here. We provide a very powerful API that allows customers to create and configure completely customised dashboards for KPI reporting. Because APIs can be used across a multitude of systems, this provides the flexibility to create something completely tailored to your needs. One example is using Zapier, Google Sheets and Google Looker to create powerful dashboards without code. We are always happy to make a dashboard for your needs (this is usually just a couple of hours of work).

Artwork Manager: That’s fantastic! Having a customizable solution for generating reports and tracking KPIs will be really beneficial for us. It seems like Twona could be the solution we’re looking for to address our challenges and improve our artwork management process.

Before we wrap up, I have one last question. How easy is it to implement Twona into our existing processes? What kind of support do you offer during the implementation phase?

Me: That is a difficult question. We always say that we can have Twona up and running in under a week. However, in general the bottleneck is on the customer side given the complexities and number of people involved. The way we approach the onboarding phase is as follows: we assign a Customer Success Manager to you, who will guide you step by step during the onboarding and who will help gather all relevant data related to your workflow, configuration, automations, migration of data, reporting and who will also be responsible for training you team on your new tool. Your CSM will go as fast or as slow as you need depending on your current capabilities and resources.

Artwork Manager: That’s reassuring to know. It’s important for us to have a smooth implementation and a dedicated Customer Success Manager sounds like a great way to ensure that. I appreciate the detailed explanation of how Twona can help us improve our artwork management process. I’ll need to discuss this with my team, and we’ll get back to you with any further questions or to move forward with the implementation. Thank you for your time today!

Me: I have one last question before we close the conversation. What do you think would be the biggest challenge for you to get Twona implemented for your team?

Artwork Manager: I think the biggest challenge for us would be ensuring that our team adapts to the new system quickly and that we can successfully integrate it into our existing processes. Change can sometimes be difficult, and it will be important for us to have a clear communication plan and proper training in place to make the transition as smooth as possible. However, with the dedicated support of a Customer Success Manager, I’m confident that we can overcome these challenges and successfully implement Twona in our artwork management process.

April 4, 2023August 28, 2023

What in the world is AMS?

*Airport codes in illustration by SailHo Studio*

AMS is not only the Airport code for the city Twona is based in, but also used as an abbreviation for an Artwork Management System. This is a software solution designed to streamline the creation, approval, and distribution of creative assets such as packaging elements, leaflets, labels, and other marketing materials.

The goal of an AMS is to simplify and automate the often complex and time-consuming process of artwork creation and management, thereby reducing errors, saving time, and improving overall efficiency.

It also means that all data related to your artwork is stored in one place; no more versions saved on local drives claiming to be the most recent and sent around stakeholders in error, conversations and discussions in one repository ensuring transparency for all stakeholders involved and don’t forget traceability of who did what when.

There are many benefits to introducing an AMS into a company that produces any type of packaging, labels or marketing leaflets. Here are a few of the most important:

Centralised storage and organisation: An AMS provides a centralised location for storing and organising all creative assets. This makes it easier for teams to find the assets they need, and also reduces the risk of assets becoming lost or misfiled.
Improved collaboration: An AMS makes it easier for teams to collaborate on the creation and approval of creative assets. With an AMS, teams can easily share feedback and revisions, reducing the need for multiple rounds of revision and improving the speed at which projects can be completed.
Better control and visibility: An AMS provides a centralised location for tracking and monitoring the progress of artwork projects. This makes it easier for managers to see which projects are on track, which are running behind schedule, and which need additional attention.
Enhanced brand consistency: An AMS helps to ensure that all creative assets are consistent with a company’s brand guidelines. This helps to maintain a consistent look and feel across all marketing materials, improving brand recognition and credibility.
Increased efficiency: An AMS automates many of the manual processes involved in the creation and management of creative assets. This saves time, reduces errors, and improves overall efficiency.
Compliance and regulatory support: Some AMS can help companies comply with regulations and standards by automatically checking that all creative assets meet the required guidelines. This helps to avoid costly mistakes and ensures that all materials are compliant with industry regulations.
Streamlined approval processes: An AMS can help to streamline the approval process for creative assets by automating many of the manual steps involved. This reduces the time required for approval and makes it easier for teams to keep track of the status of each project.

If you are thinking that your company would benefit from an AMS, there is no harm in reaching out and talking to a few. We here at Twona would be more than happy to help you make the decision to invest in an AMS or not. We are also honest and will let you know if Twona is or isn’t right for your needs. So, get in touch today and let’s start the conversation.