communication – TwonaBlog

March 23, 2023

Improving Collaboration between Designers, Artwork Coordinators, and Regulatory Affairs Professionals

In the complex world of product packaging and labeling (Pharma and Food mostly), effective collaboration between designers, artwork coordinators, and regulatory affairs professionals is crucial for ensuring compliance, efficiency, and overall success. With ever-changing regulations, tight budgets and timelines and a large set of very different stakeholders, having a streamlined process that connects everyone is essential. Below you will find some key aspects of how to optimize collaboration centered around the benefits of using an Artwork Management System (AMS) like Twona NeXT.

Establish Clear Communication Channels

One of the main challenges every organisation faces when there is a large number of SKUs and stakeholders involved is maintaining clear and effective communication. To address this, you must establish a clear communication channel for each project, where all stakeholders can share updates, feedback, and relevant information. While tools like Slack or Microsoft Teams can help facilitate these conversations, they are hardly suitable for highly regulated environments due the lack of traceability. Additionally, they tend to be disconnected from the projects themselves, serving only as a platform for discussion. Ensuring a Single Source of Truth is key wile Slack or Teams can be used as secondary channels by means of an integration. This means, for instance, a notification can be sent from your system to Slack when a project reaches a certain milestone.

Define Roles and Responsibilities

It is essential to outline the roles and responsibilities of each team member involved in the packaging workflow. Clearly defining who is responsible for what tasks or step ensures accountability and helps prevent confusion and potential bottlenecks. Create a detailed SOP that outlines each step in the workflow, add your work instructions to facilitate adoption and prevent errors and arrange training for every stakeholder involved in the process.

Implement a Centralized Artwork Management System

Using a centralized AMS like Twonas can significantly improve collaboration between designers, artwork coordinators, and RA. Twonas offers a unique set of features that are tailored to meet the needs of the Pharmaceutical, Food, and Retail Industry, making it a perfect choice for managing your artwork projects.

Some of the unique selling points of Twonas include:

Automated Workflows: Twonas streamlines the entire process by automating tasks, reminders, and approvals. This helps to eliminate manual processes and reduce the risk of errors or delays.
Real-Time Collaboration: Twonas allows team members to collaborate on projects in real-time, ensuring everyone is always on the same page. This feature is particularly useful for reducing the number of feedback rounds.
Version Control: Twonas offers a robust version control system that tracks changes and maintains a complete history of all artwork files. This feature helps to prevent confusion and ensures that everyone is working on the latest version of the project.
Integration with Third-Party Tools: Twonas integrates with key applications making it easy to connect your existing workflow and systems.

Continuous Improvement

Finally, always be open to learning and improvement. Regularly review your processes, gather feedback from your team (both internal and external), and identify areas for improvement. Implementing a culture of continuous improvement will help ensure that your team is always working efficiently and effectively.

Want to know more? Then drop us a line and we will be happy to discuss your process needs.

March 10, 2023

Connecting your AMS with APIs

In today’s world of tech wonders, companies require robust and efficient systems to manage their workflows, and packaging design for pharmaceutical and food companies is no exception, specially considering the complexity in the process and the number of stakeholders involved. In order to streamline the process of exchanging information during the different steps of the workflow when more than one system is involved, companies can use REST APIs.

What is a REST API?

REST (Representational State Transfer) API is an interface that allow different software applications to communicate with each other over the internet. REST APIs use HTTP requests to send and receive data, making it easier for software applications to exchange information and interact with each other.

One-directional and Two-directional communication

REST APIs can facilitate one-directional or two-directional communication between different software applications. In one-directional communication, data flows only in one direction, for instance sending an approved artwork to an ERP system. In two-directional communication, data flows both ways, allowing for a more robust exchange of information between different software applications, for instance obtaining a Material Number and providing an approval over a packaging material.

Benefits of using REST APIs for packaging design

REST APIs provide several benefits when it comes to packaging design for pharmaceutical and food companies:

Streamlined workflow: REST APIs can facilitate a streamlined workflow by enabling different software applications to share data with each other. This reduces the risk of data corruption by ensuring a single source of truth. It can also reduce the amount of time and effort required to manage the packaging design process.
Increased efficiency: REST APIs can reduce manual data entry and other repetitive tasks. This can lead to faster turnaround times, improved accuracy, and reduced costs. A good example is a Pharma company working with a CMO. Each have their own AMS and both insist in using their own for quality and audit purposes. Without an API connection, data needs to be entered in both systems, usually triggered by email communication, while an API connection can automate the data sharing process reducing in less manual work.
Improved collaboration: REST APIs can facilitate better collaboration between different teams involved in the packaging design process. For example, designers and printers can use different software applications to work on different aspects of the packaging design process, and REST APIs can be used to share data between these applications, making it easier for team members to work together.

Challenges of implementing REST APIs

While REST APIs can provide several benefits, implementing them can also be challenging:

Compatibility issues: Different software applications may use different data formats, which can make it difficult to share data between them. When such compatibility issues arise, the time and effort required to implement a connection tends to grow.
Security concerns: REST APIs can create security risks if not implemented properly. Companies must ensure that their APIs are secure and that data is encrypted to prevent unauthorized access. A good API connection implementation will always secure protocols to encrypt the data while in transit.
Maintenance: REST APIs require regular maintenance to ensure that they continue to function properly as the different systems involved change over time. Companies may need to allocate resources to maintain their APIs and ensure that they remain up to date with the latest software updates.

REST APIs offer several benefits when it comes to optimising your packaging design workflow. By enabling different software applications to communicate with each other, REST APIs can streamline the process, improve efficiency, and facilitate better collaboration between different teams while reducing manual work and reducing risk.

If you want to know more, check out our public API documentation to see how it can help your process.

March 9, 2023

The Golden DTPr for Pharma Packaging

Desktop Publishing (DTP) specialists play a crucial role in the packaging design process for pharmaceutical products. Sometimes they are called Artworkers, Artwork Specialists or Packaging Specialists. They work with complex design guidelines, technical requirements, and regulatory specifications, and are responsible for creating packaging materials that are both visually appealing and compliant with industry standards. In many cases they also act as Artwork Coordinators to ensure everything goes as planned in the workflow. In order to thrive in this highly regulated and demanding industry, DTP specialists need to possess a specific set of skills and aptitudes.

1. Extreme Attention to Detail

One of the most important skills that a DTP specialist needs to have in the pharmaceutical industry is an extreme attention to detail. Packaging design for pharmaceutical products is a highly regulated field, and even the smallest mistake can have serious consequences. Nobody wants to deal with a product recall or worse, a patient related issue. DTP specialists need to be able to work with complex design guidelines (150 page design guidelines are not uncommon) and technical specifications (working with many different manufacturers across the world), ensuring that their work meets all of the relevant standards and requirements. They also need to be able to spot errors and inconsistencies in their own work, as well as the work of others, and correct them before they become major issues.

In addition to technical accuracy, DTP specialists also need to have a keen eye for design. They need to be able to create packaging materials that are visually appealing and easy to understand for a wide range of audiences, from doctors and pharmacists to patients and their families. This requires a deep understanding of typography, color theory, and layout, as well as an ability to balance form and function in their work.

2. Ability to Work in Unstructured Environments

Another key skill for a DTP specialist in the pharmaceutical industry is the ability to work in unstructured environments. Unlike other industries where workflows are well-defined and standardized, the pharmaceutical industry is highly complex and dynamic and the structure is not always there (unfortunately many organizations still use Excel to manage projects). Workflows are often influenced by many stakeholders, including regulatory bodies, marketing teams, product development teams, and more. Furthermore, many of these stakeholders are external to the team: printers, customers, CMOs, etc. DTP specialists need to be able to navigate these complex workflows, adapting to changes and unexpected challenges as they arise.

This requires a high degree of flexibility and adaptability, as well as an ability to work well under pressure. DTP specialists need to be able to prioritize tasks, manage their time effectively, and communicate clearly with all of the stakeholders involved in the process.

3. Ability to Communicate with a Wide Range of Stakeholders

Finally, a DTP specialist in the pharmaceutical industry needs to be able to communicate effectively with a wide range of stakeholders. This can include everyone from regulatory bodies and marketing teams to product development teams and vendors. In many cases, these stakeholders may not have a deep understanding of the complexities of packaging design for pharmaceutical products or they will have a deep understanding of their specific needs but not of the entire process, which can make communication challenging. Have you ever tried to explain a printing technical requirement to a regulatory affairs professional?

DTP specialists need to be able to translate technical jargon and complex concepts into language that is easy to understand for non-experts. They also need to be able to build relationships with stakeholders, establishing trust and rapport that can help them navigate the complex workflows and regulatory requirements of the industry.

The Golden DTP specialist in the pharmaceutical industry need to possess a specific set of skills and aptitudes in order to thrive in this demanding and complex field. If you are looking to insource your design process or hire a freelancer, make sure they have at least these 3 top skills.

If you cannot find the right candidate, check out our Studio and we can lend a hand.

March 6, 2023April 13, 2023

Asking vs SOPing.

In today’s fast-paced business world, every second counts, and no one wants to waste time on repetitive tasks. One area where this is especially true is in the supply chain of packaging design processes where not only time matters but reducing risk is a key factor of the process. Frequently, supply chain teams are asked to supply information that is mostly static and unchanging, yet the requests for this information continue to pour in. For every artwork material surely comes an email requesting the same information. In these cases, identifying repetitive tasks and documenting the necessary information can help save time across the supply chain while reducing unnecessary risks related to information processing.

Let’s consider the following example: An artwork coordinator requests information from the supply chain team regarding the technical specifications of serialisation printing. The details provided by the supply chain always relate to the market where the product is going to be released (different market, different rules) and change only every one or two years when the regulatory bodies change the laws. The request for information is done for every product, and therefore the response from the supply chain is almost always the same. Furthermore, supply chain is the only team up to date on when the regulations change.

In this situation, creating a set of technical specifications in the form of a Standard Operating Procedure (SOP) can help streamline the process. The SOP would describe the serialization requirements per market (what information can be printed where and under which technical specifications), and the supply chain team would become the owners of these documents. By creating and documenting these technical specifications, the supply chain team can prevent the information from being requested for every product, thereby saving a tremendous amount of time while reducing the risk of misinformation.

The benefits of creating SOPs and technical documents go beyond time-saving. By documenting and standardizing information, it becomes easier to communicate and collaborate with team members and stakeholders. This standardization can also reduce errors and improve the quality of the work.

Furthermore, the benefits of documenting information go beyond the immediate supply chain team. If the information is needed by other teams, such as quality assurange or regulatory affairs, having a documented SOP can ensure that everyone is on the same page and using the correct information. This can help prevent delays and ensure that all aspects of the product development process are aligned.

In conclusion, identifying repetitive tasks and documenting necessary information can help save time across the entire supply chain of packaging design. The example of creating an SOP for serialization requirements illustrates how this process can be applied in practice on any company that markets products across different countries. By creating and maintaining such documents, teams can save time, reduce the risk of misinformation, and improve the overall quality of their work.

Do you email or do you SOP?

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February 17, 2023

The battle between designers and clients

Effective communication is crucial for the success of any well thought through design project, more so in packaging design for highly regulated ventures such as pharmaceuticals and food. One of the key aspects in the field related to the communication between designers and clients, which can be very challenging at times, particularly when it comes to the approval of designs. This challenge is particularly relevant when tracking multiple design versions. Read on as we explore the key challenges and discuss the benefits of implementing a digital design approval process.

The Challenges

The lack of clarity in the feedback provided by clients is one of the biggest challenges (and pains that designers have to suffer) in the approval process. Designers may create a design that meets the client’s requirements (in principle), only to receive feedback that is not clear, ambiguous and difficult to follow. This can lead to a frustrating back-and-forth process, usually by email, that wastes time and may not lead to a satisfactory outcome.

In any design process, it is unlikely that the first version will be approved and multiple iteration are usually needed. The designer may create several different iterations to explore different ideas and make changes based on client feedback. It can be challenging to keep track of all these files, which can result in confusion and mistakes. The larger the number of version, the higher the risk of introducing a mistake that is eventually printed.

The benefits of a digital approval tool

Many designers have turned in the past few years to digital design approval processes. With a digital process, designers can present their designs to clients in a clear and organized way, making it easier for clients to provide feedback and streamlining the overall design workflow. The digitalisation of the approval process also allows for tracking multiple versions of a design, which helps eveyone stay on the same page.

Some of the benefits of a digital approval tool are:

It can save time. Instead of going back and forth through email or in-person meetings, the digital process allows for quick and easy communication between designer and client. This can help speed up the approval process, which is essential when working on tight deadlines. It also keeps all the information in one single place. This is called: Single Source of Truth.
It can help reduce errors and misunderstandings. By presenting designs in a clear and organized way, the designer can reduce the risk of miscommunication and ensure that the client understands the design and any changes that are made. Visibility is essential in an effective communication channel.

A digital process can definitely help improve the overall quality of the design while reducing miss-communication risks and providing a streamline workflow . By allowing for easy collaboration and feedback, all stakeholders can access true and accurate information regarding the designs.

Are you using a Digital Approval System? If not, what are you waiting for?

February 15, 2023

Be like water….

When it comes to corporate packaging design, transparency is key. We always insist on this aspect, specially when on-boarding new teams that are used to a more traditional approach where compartmentalisation of information is common practice.

A packaging design workflow involves multiple stakeholders, including internal teams such as marketing, product development, and design, as well as external partners such as packaging manufacturers, suppliers, and distributors. This complex network of stakeholders makes it essential to have a clear and centralised system of information sharing to prevent errors and reduce risk.

Compartmentalisation vs Transparency

Compartmentalisation is the approach of separating information into individual units or silos, which can only be accessed by certain individuals or groups. This approach can have some benefits, such as providing increased security for sensitive information or enabling clear lines of authority and responsibility. However, there are also significant risks associated with compartmentalisation that can hinder the success of a business or organisation.

One of the biggest risks of a compartmentalised approach is that it can create barriers to effective communication and collaboration. So basically some individuals might not know at one given time what is going on because information is hidden from them. This can lead to a lack of coordination, missed opportunities, and duplicated effort, which can ultimately hinder business growth and success.

On the other side of the spectrum, transparent processes can have many benefits. When stakeholders have access to the same information and there is clarity about what is going on at any time, it can help to identify and mitigate risks early on, before they become significant problems.

Transparency can also lead to greater accountability and trust.

Transparency how?

Transparency for packaging design can be achieved through the use of a centralized AMS tool, such Twona NeXT. It allows all stakeholders to have access to project-related information and updates in real-time, reducing the need for manual updates and reducing the risk of miscommunications.

In addition, transparency can also ensure the final product meets all necessary requirements and standards such as compliance with legal and regulatory requirements.

But how far do we go?

The line between transparency and compartmentalisation can however be difficult to spot. Too much of either and the process will suffer or the risk will be too high.

A good rule to thumb for packaging design processes within pharmaceutical teams follows these key aspects:

High visibility – Being able to understand the status of a project within a complex workflow creates trust, clarity and a sense of belonging by all relevant stakeholders. Keep it open, let all relevant parties see what is happening. Limiting visibility is only advisable when dealing with competing external stakeholders such as multiple design agencies.
Silo the actions – For compliance requirements, it might be needed to limit what each stakeholders can do. This is ensure everyone can fulfil their own actions while reducing the risk of mistakes. For instance, the Design team should be the only one capable of uploading new versions while approvals can only be granted by the Regulatory team.
Train everyone on the entire process – A key component of digitising a process is the training that each stakeholder needs to be part of. For larger teams, it might be wise to split the teams to focus on their part of the process. However, the entire process should be shown to all stakeholders to ensure there is clarity and a complete understanding of what is going on at every moment.
Don’t give access to external stakeholders – When collaborating with external teams such as suppliers, printers and others, it is a good practice to establish a collaboration model that is based on an on-demand basis. This means only when the core team requests something from the external members, the information can be provided or consumed, keeping access to the larger process blocked at all times. This approach reduces risks and simplifies the actions that external stakeholders need to take on your process.

In summary, defining the level of access (both views and actions) when digitising your artwork process should be considered as one of the most relevant task before you get started. Think through it, check with all stakeholders, determine which level of transparency fits your team and remember that silos are the enemy of collaboration.

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 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.

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.