ProofHQ is an online proofing system that streamlines the process of managing document reviews, proofing and approvals. Sending proofs with ProofHQ is as easy as
using email, but with much better tracking and follow-up. ProofHQ reduces the time and cost of managing proofing and approvals for everyone involved. ProofHQ can be
used by graphic designers, web designers, ad agencies, marketing departments, industrial designers, printers, pre-press companies, public relations, photographers and
more.
Endis uses ProofHQ to gain competitive advantage
Mid-sized digital agency uses proofing solution to empower clients resulting in faster turnaround times and greater satisfaction
Background
Endis is a marketing agency based in the UK and USA
Endis is a mid-sized digital marketing agency consisting of 24 staff, distributed between two offices in the UK and USA. Their work covers a broad range of marketing solutions, including web design and development, graphic design and print, branding and identity and CMS creation.
Their clients include BT, Garnier, The Salvation Army and Alpha USA. The company prides itself on having all of the skills required in-house, from concept to creative and development, providing clients with a full range of solutions without the need to involve separate third party agencies.
The Problem
Collating feedback was becoming impossible relying upon text to describe the required amends
Endis had previously relied upon emailing locked PDFs to clients for review and approval, which was becoming time consuming to manage.
Documents would be emailed to reviewers for feedback.
As few clients would have Adobe Acrobat, Endis received feedback as text in emails. As feedback related to visual design work, it was often difficult to work out precisely what a client required. This was less than ideal and often led to miscommunication and more amends than necessary.
Each client would reply by separate email, which meant that time was spent collating all the comments and managing conflicting requests.
Email communication also left Endis with no clear record of each round of amends requested by clients. This made it difficult to charge accordingly and there was a lack of accountability for the clients to provide accurate feedback the first time around.
Longer revision cycles and unnecessary revisions were costing the agency time and money.
Finally, as much of the work being produced was highly confidential, the agency had concerns with emailing artwork backwards and forwards and decided that there had to be a better solution that would address all of these issues.
"ProofHQ has empowered our clients to contribute accurately without needing any additional software", Robby Morales, Creative Director
ProofHQ Solution
ProofHQ allowed Endis clients to provide collaborative feedback
Endis now use ProofHQ as their platform for getting feedback and approval of their design work from clients. A typical approval process is as follows:
- Creative is handed to the Account Manager who uploads a new proof to ProofHQ
- The proof is shared with all of the relevant reviewers from the client side
- The Account Manager is able to keep track of the progress of the proof by referring to the status view which enables them to see who is yet to provide feedback. At this stage, they're able to send a reminder if they wish
- Once each of the reviewers has either given feedback or made a decision on the proof, the Account Manager is notified
- The Account Manager uses ProofHQ to instruct the designers on which amends are required. Designers can refer to the products to see the comments and discussion threads
- If amends are required, the designer produces a new version which is passed to the Account Manager who uploads the creative as a new version of the existing proof
- The client receives notification and this cycle continues until approval is given and the final artwork is provided to the client, or goes into production.
"The real accomplishment that ProofHQ has made is making a product that non-tech nerds can use to contribute to a project", Robby Morales, Creative Director
The Results
Using ProofHQ tools, non-technical clients can now provide effective feedback
Endis now uses ProofHQ with its clients (often from a non-technical background) to provide detailed feedback quickly and easily.
As there is usually more than one person involved on the client-side, reviewers not only make their own comments, but can see feedback from colleagues in real-time. They can also see the status of each proof and who has yet to provide their feedback.
The main features that have benefited the agency are:
- No Software Required: This by far has been the biggest benefit to clients as they are now able to mark up designs with their feedback without the need for them to have the programme in which the document was created e.g. Photoshop or Acrobat
- Threaded Commenting: Allows each of the reviewers (often from different teams or locations) to see each others' feedback in real-time and discuss and agree revisions to be made
- Versions: This allows Endis to maintain an audit trail of all of the feedback provided by clients and the number of revisions made, allowing them to invoice accurately
- Archiving Facility: Providing a simple way to reference previous proofs at any time in the future. Particularly helpful when the agency does repeat work for clients as they can refer back to previous projects
Robby Morales, Creative Director explains "Because ProofHQ requires nothing more than a browser, it fits into our automation matrix. Anyone of our agents who we liaise with can access the hub of our proofing and interact with projects without needing additional software. The tools are seamless and easy to use. I cannot over-emphasize, however, how much our clients love it. It gives us an additional level of professionalism in the eyes of our clients".
ProofHQ has allowed Endis to give greater empowerment to their clients, through improved communication and a more transparent review and approval process. Robby Morales, Creative Director adds, "ProofHQ has empowered our clients to contribute accurately without needing additional software".
As a result of being able to provide collaborative feedback, the clients of Endis have benefited significantly, also saving time and reducing the revision cycle. The impact that this has had on the agency is that they now receive much quicker responses, allowing them to meet deadlines and take on additional work.
Robby adds "The truth is, we love ProofHQ but we're tech nerds. The real accomplishment that ProofHQ has made, in our humble opinion, is in making a product that non-tech nerds can use to contribute to the project".
"I cannot over emphasize, however, how much our clients love it", Robby Morales, Creative Director
