Posted on

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

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: 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.

Posted on

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.

Posted on

Claves del éxito al afrontar el diseño del packaging de un nuevo cliente

En el mundo del diseño, la creación de plantillas de diseño o templates a partir de ahora, es esencial para el éxito de cualquier proyecto. Un template es un documento o archivo que se utiliza como base para la creación de nuevos diseños o materiales. Pueden ser simples, como una página en blanco con un borde, o pueden ser más complejas, con una estructura detallada que incluye una variedad de elementos y características.

Call-E image

Necesito encontrar todo o casi todo lo que necesito en un mismo lugar, si no pierdo demasiado tiempo en buscar recursos y no en el propio diseño.

Cualquier diseñador

La importancia de crear templates adecuadas para futuros proyectos radica en la eficiencia que proporciona al proceso de diseño. Un template bien diseñado asegura que los diseños sean coherentes y que se mantengan dentro de la marca o la identidad visual de la empresa. Además, permiten que los diseñadores trabajen de manera más rápida y eficiente, reduciendo el tiempo de creación de un diseño y, por lo tanto, maximizar nuestros recursos.

Al crear los templates, es fundamental asegurarse de que su contenido sea apropiado para el proyecto en cuestión. Si no está diseñada específicamente para el proyecto puede generar problemas de coherencia, o peor aún, puede llevar a errores costosos. Por ejemplo, si una empresa tiene un template para un folleto que se utiliza para anunciar un producto específico, pero luego se utiliza para anunciar un producto diferente, el resultado puede ser una confusión entre los clientes potenciales y una pérdida de credibilidad de la marca.

Los documentos de apoyo son la base para un proceso de trabajo eficiente, se debe tener en cuenta que el template no solo debe ser funcional, sino que también debe ser fácil de usar. Los diseñadores que trabajan en el proyecto deben poder entender y utilizarlo de manera efectiva para que puedan trabajar con rapidez y eficiencia. Por lo tanto, es importante que sea claro, intuitivo y fácil de navegar.

Un ejemplo real para producir el packaging de un nuevo cliente por ejemplo en el sector farmacéutico sería de la siguiente manera:

  • 1. Proyecto piloto: es importante que haya un proceso inicial de aprendizaje donde trabajamos con una muestra que debe abarcar gran parte de los tipos de productos y siempre es importante que contenga ejemplos difíciles. No nos interesa aprender implementaciones sencillos para sufrir inevitablemente cuando lleguen productos complejos obviando que no podemos cubrir todas las opciones.
  • 2. Documentación de apoyo: una vez hayamos trabajando y aprendido los productos en la fase inicial es hora de generar los documentos de apoyo necesarios como templates, procedimientos y los checklists pertinentes. Siguiendo con el ejemplo debería haber tantas triadas (procedimiento, template y checklist) como categorías de productos: Envases, prospectos, aluminios, etiquetas, sobres, etc.
  • 3. Formación, uso y mejora constante: es necesario apuntar que dichos documentos deben ser de uso común y dado que son documentos vivos deben estar en continua revisión partiendo de su uso continuo mejorando y simplificando dichos archivos periódicamente. Es muy común que el contenido inicial de dichos documentos sea más extensiva que concentrada por motivos de seguridad y calidad.
Dall-E image

Resumiendo, el diseño del packaging tiene muchos detalles que hay que conjugar alineando también agentes externos con detalles técnicos de los fabricantes y excepciones que no encontrarás en ningún documento. La clave esta en tener una fase inicial que nos ayude (piloto), para nutrirnos de archivos de apoyo que nos faciliten el proceso (templates, procedimiento, checklists) para acelerar el diseño del 90% de los productos y así tener tiempo para las excepciones y seguir creciendo.

Posted on

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:

  1. 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.
  2. 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.
  3. 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:

  1. 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.
  2. 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.
  3. 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.

Posted on

The Golden DTPr for Pharma Packaging

With Midjourney

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.

Posted on

Improving your Artworks Workflow

With Midjourney

As an artwork coordinator working for a pharmaceutical company, I oversee the packaging design process from start to finish. It’s a complex process that involves multiple stakeholders and departments: regulatory, supply chain, printing houses, customers (we also do Contract Manufacturing), Quality Assurance, etc. It requires careful coordination to ensure that everything runs smoothly. Over the years, we’ve refined our process to the best of our abilities, but as with any complex system, there’s always room for improvement. We make our process work, but it requires constant emails, reminders and nudges to certain stakeholders to keep everything in check.

When we decided to purchase an Artwork Management System, we agreed to bring in an external workflow and process consultant to help us optimize our packaging design workflow as we intended to digitise our process. At first, I was a bit skeptical. After all, I knew our process inside and out, and I wasn’t sure how an external consultant could provide any value. Our initial plan was to simply move from a manual email based workflow to a digital one. However, after a couple of phone calls regarding the process, we realized that an external set of eyes can sometimes identify issues in your process that you simply cannot see because you’re too close and too busy.

The Consultant

The consultant that came in had extensive experience working with other pharmaceutical companies, not only within brands, but also in CMOs, design agencies, etc. He got us started by going thought our current process, which was drawn on a white board and asking a lot of questions as we went through every stage: who is involved, what information is provided, when, what are the challenges, what happens in this and that scenario, etc. Very quickly he was able to spot a few areas where we could make improvements. There were a couple of key aspects that were particularly interesting where he suggested some changes in the process by analysing and justifying those suggestions. The following was one of the most relevant ones:

Our Process

In the beginning of our process, the Regulatory Department provides the key information related to the change that has to be implemented in the packaging material: a new text, a set of annotated changes due to a change in regulations and anything in between. When this information is received, the Artworks Team checks it and forwards the request to the agency to execute the changes. Later in the process, once the design has been implemented, the Regulatory colleagues check the artwork to make sure it complied with their request for change. The consultant asked: how often does an artwork need to be redone because Regulatory spotted a mistake in the content (not a mistake introduced by the design agency). The answer across my team was consistent…..very frequently. The consultant then made an estimate of the amount of hours involved across all teams between the moment the request is sent by RA and the moment the design is sent back to them for changes. We calculated around 40 to 50 hours of work.

The Suggestions

His suggestion was simple: add a four eye principle on the information provided by Regulatory BEFORE the artwork request is sent to the agency. The objective was to validate the information before those 40 to 50 hours of work were spent on the artwork so that the number of iterations would be reduced. We quickly involved the QA team, who happily agreed to review the data before it was sent to the agency. It was brilliant. A simple suggestion, a nudge to the colleagues in QA and the potential time savings were incredible.

At first, I was a bit intimidated by the prospect of implementing all suggested changes. After all, change can be difficult, especially when you’re dealing with a process that has been in place for years and many stakeholders involved. However, with an open discussions and proper justification of each suggested change, I realized that these changes were all aimed at making our jobs easier and more efficient. By embracing these changes, we could reduce the amount of time and resources we spent on each project and ensure the best possible outcome. Having an external set of eyes also helped align all relevant parties (external people are not afraid of starting difficult conversations).

Over the next few months, we worked closely with the consultant to implement the changes he had suggested. It wasn’t always easy, and there were a few bumps in the road, but overall, the process went smoothly. We saw an consistent improvement in in our process. and our workflow became much more streamlined. We were able to complete projects more quickly and with fewer errors, which made everyone involved in the process much happier.

Looking back, I’m so glad we decided to bring in an external set of eyes to help us optimize our packaging design workflow. I’m excited to see what other improvements we can make in the future, and I’m grateful for the opportunity to work with such a talented consultant.

If you want an external set of eyes on your process, setup a call with us and let’s work together to make your workflow flawless.

Contact us

Posted on

Your Quality Assurance in Check

Our Studio works under a four-eyes principle when it comes to artwork production. In any workflow, either our own or one that the customer decides upon, we always introduce an internal QA step. None of our Artworks are sent to the clients before they go through the review of a different person within the department who was not involved in the initial design.

Why is that?

Instructional brochure image – generated with Midjourney

Very simple. When you have been working on a leaflet or an instructions brochure for an hour (sometimes even more!), you are no longer able to distinguish a small mistake. A separate person who was not involved in the original design is the perfect person to take a fresh look at the artwork and detect any potential issues.

It is also essential that this person knows what they need to review, aside of the obvious mistakes that one could have introduced.

  • The internal QA check needs to start from a clear check of the briefing /work order request that has been received. This is because sometimes there are requirements in these that deviate a bit from the customer guidelines.
  • These guidelines are the next step. Clients often have very clear instructions on there about their fonts, colors, and graphics. It is crutial to have them accesible but also include your own annotations on how the guideline is generally interpreted, as you will find that sometimes they can be a bit ambiguous.
  • Regulatory information must be kept updated. Because of regulations being constantly evolving, it is helpful to make sure that you keep any documents related to rules that apply to your packaging designs up to date for anyone doing a QA review, so they can fall back on to it when checking the artworks.
  • Check for consistency – does this package/label/blister have major differences with others produced earlier on? If so, what are the reasons for that? (new regulations, change in guidelines, specific customer request…).

One thing that our team uses frequently when undergoing the internal QA process is to refer to a checklist that they have developed. This checklist starts as a template (which you can download for your own use), with generic areas to review, although they often create one specific for each customer, to make sure that the client’s peculiarities are included and always visible to the review team.

Using such a checklist has many advantages for our Studio:

  • Error reduction – with a four eye principle in combination with a proper checklist, we are able to reduce the amount of oversights and not pass imperfect artworks to our clients – incorrect information, missing or incorrect formats, or design inconsistencies. We may have an extra internal version on occasion, but we make sure that the changes the client sends back are reduced to a minimum. This is one of the reasons why our average number of versions on artworks is so low.
  • Compliance – we obviously follow the guidelines and industry regulations when we create artworks but by using a checklist, we are able to reduce risk of not being compliant with these as the specific requirements are included in the checklist making them hard to miss.
  • Time and Cost Savings – by potentially catching errors or issues before they reach the client, we are able to save both time and money. Imagine that these errors lead to a recall packaging redesign, the effect that this would have on both our team and our clients’ would be massive.
  • Collaboration – for us, checklists are also a way for our team to remain a good working team. By sharing the checklists not only with designs but also other involved departments, we are able to give visibility to all the team members and make them part of the same shared objective. So it may be a soft advantage, but in the long run, a close team who works together would be a much stronger one.
  • Competitive advantage – not all studios provide these type of quality services. A lot of times there is a GiGo mentality, and imperfection is rewarded (e.g. when each single subversion of an artwork is charged for). For us, it is really mandatory that the product we deliver is as good as it can get. Therefore, this quality control step is a key one.

If you also find quality an essential step in your artwork process, and need some help getting started, you can download our checklist template from this link. Remember that adding your own items to the list is very important!!

Posted on

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?

Interested in hearing more?

Click the button below to receive a call, or send us information on what you are looking for to improve Artwork Management. We will be happy to help you!

Get in touch

Posted on

The Jack / Jacqueline of all trades

Labeling and Artwork management is a critical aspect of product development and packaging. It involves the creation, organization, and distribution of all labeling and artwork used on a product, including packaging, promotional materials, and instruction manuals.

To guarantee that the packaging meets your brand’s requirements and is produced to a high standard of quality, companies hire Artwork Coordinators. This role, which is often undervalued, is critical to the success of product launch. Why is that?

Artwork coordination is a multi-faceted role. It involves a lot of juggling between activities that are interconnected, and working as liaison with diferent departments or stakeholders even external to your own team. It also involves some technical knowledge and a good eye for detail. All this makes an Artwork Coordinator a complex role with a lot of hidden skills needed to be successful.

Brief Creation

The artwork coordinator creates a brief/work order/request for the designer or agency responsible for producing the packaging artwork. The brief outlines the packaging requirements, including the brand guidelines, technical specifications, and any other relevant information. Being able to collate information from multiple sources, make it understandable and actionable, and distinguish between relevant and accesory information is a key still to have for this role.

The coordinator needs to ensure that the brief is clear and concise, allowing the designer or agency to create the packaging artwork that meets the brand’s requirements. If you want to know more about how this brief should look like for success, take a look at our earlier post on this matter.

Juggling of Multiple Projects and Deadlines

The role of an artwork coordinator also requires them to manage multiple projects simultaneously. It is not rare that an artwork coordinator would be dealing with tens of projects at the same time. Some of them would be more urgent than others, and some would have extra complexity or require extra time to produce (e.g. think of a label versus a leaflet, or a new product versus a change).

This is why good time management and being able to see the big picture are relevant criteria, so that the workload is effectively managed, and they can ensure that all projects are delivered within the specified timeline. The coordinator needs to be able to prioritize projects based on their importance, deliver and receive input on time, and not loose control of which status each project is at.

Coordination (of course!)

Artwork coordination requires effective communication skills to gather requirements and input with different teams involved in the packaging production process. The artwork coordinator needs to understand the needs of the brand, the regulatory teams, the translation agencies, the quality team, the printer, the suppliers… to ensure that the packaging artwork meets everyone’s requirements. They need to be able to manage the project timeline and update all the parties involved with any changes or progress made. The coordinator also ensures that the artwork is produced on time and meeting the quality, regulatory, and industry requirements.

Chaser

An artwork coordinator is also responsible for obtaining approvals from various stakeholders involved in the packaging production process. They need to follow up on the approvals, ensuring that the artwork is approved on time, and any feedback is incorporated into the artwork. The coordinator needs to be persistent in chasing approvals while maintaining good communication with all stakeholders, which at times could be a hard thing to do.

Final Reviewer

An Artwork coordinator is responsible for bringing a packaging product from start to end succesfully. Therefore, after they have all feedback incorporated into the design, they will then proceed to ultimately review and confirm the artwork meets all required quality standards. They check for any errors or inconsistencies in the artwork and make sure that the files are print-ready.

The coordinator also ensures that the artwork files are compatible with the printer’s specifications, minimizing any issues during the printing process. All this requires a certain level of technical knowledge about how printing works, which can be aquired with time, but always comes as a nice to have /must have criteria in job offers. So learning about color separation, bleeds, kerning, pantones, varnish or proofing is not a bad idea if you are considering a job like this!

We have put together a simple PDF explaining the multiple “hats” of an artwork coordinator.
Download it if you are interested in being an artwork coordinator or want to explain to your parents what it is that you do for work 🙂

Download PDF

Posted on

The battle between designers and clients

Image created with Midjourney

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?