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.
Pharmore Pharmacies saves time each week using ProofHQ
Australian pharmaceutical chain becomes more efficient, shortens time to market
"ProofHQ saves us lots of time. I would estimate each person saves at least an hour each week and even more with a large multi client catalogue projects." — Brett Hewitt, Marketing & IT Manager
Background
Balancing act between internal processes and client needs
Pharmore Pharmacies is an independent chain consisting of 12 pharmacies distributed throughout Melbourne and Victoria in Australia. As a retailer, this naturally means that they produce a lot of promotional marketing collateral to help drive sales. In addition, being in the healthcare sector means that this collateral is heavily governed.
As a result of the above, the company needs sign off for all of its promotional material, internal process documents, training manuals and publications. Therefore, there is a balance between requiring internal sign-off and the needs of clients, such as product manufacturers or their representatives.
Problem
Emailing changes, faxing approval form proved lengthy and confusing
The standard process for getting design work for collateral reviewed and approved used to include sending an email to the relevant parties, along with a form that allowed them to give feedback or sign for approval. The reviewers were then expected to print the proof and approval form, complete by hand and fax back to the marketing team.
This process had started to become lengthy and often confusing. Designers were trying to correlate feedback on the approval form to the proof on a separate page. Faxing feedback also meant that not all parties were getting to see all of the comments, and conflicting feedback was a common problem. This would then lead to subsequent rounds of emails being sent, trying to resolve those conflicts.
Solution
Blog post leads to better way of working
Pharmore's Marketing & IT Manager, Brett Hewitt, read a review of ProofHQ on a design blog and decided to investigate further. After conducting thorough research into the product, they found that ProofHQ resolved all of their issues and offered them a better way of working.
Pharmore's Marketing & IT Manager, Brett Hewitt, read a review of ProofHQ on a design blog and decided to investigate further. After conducting thorough research into the product, they found that ProofHQ resolved all of their issues and offered them a better way of working.
Their current process is as follows:
- The design team are briefed to produce the creative.
- Once complete, the designers upload the artwork as proofs for internal review by level one management.
- The reviewers (level one management) mark-up the proof with their comments or choose to "Approve" if everything is satisfactory.
- Once all reviewers have reviewed the proof, the designer makes all of the necessary amends and uploads new creative as a new version of the existing proof. The new version is shared with all reviewers who requested amends.
- This process continues until the reviewers decide to make the proof "Approved".
- Once all level one managers have approved the proof, it is forwarded to upper management for comment where a similar review and approval process takes place.
- Once the designers receive full approval from all reviewers, including upper management, they upload the final version as a new proof and send across to the client for review and approval.
Results
ProofHQ helps save at least one hour per person, per week
The team at Pharmore Pharmacies have been delighted with the impact that ProofHQ has had on their business. Mr. Hewitt notes, "ProofHQ saves us lots of time. I would estimate that each person saves at least an hour each week and even more with large, multi-client catalogue projects."
The features that they have found most beneficial include:
Status View: Both the original designers and reviewers are able to check the progress of a proof and send reminders where required.
Collaborative Review: Having multiple people review the proof at the same time has dramatically reduced review cycles.
Threaded Commenting: Showing each of the reviewers the comments made by others allows them to discuss and agree feedback, leading to fewer revisions.
Visual Markup Tools: Displaying the part of a proof to which the feedback relates eliminates the need for a feedback form attached to a physical proof, and promotes effective and efficient feedback.
Archive Facility: With ProofHQ keeping a record of all of their proofs and the feedback associated with each of them, this provides an audit trail that meets industry audit trail requirements, and means that they can access any of the proofs at any time to reference.
ProofHQ is now part of Pharmore's everyday process for getting creative work reviewed and approved. With time saved on every project, they can now realise cost savings, whilst maintaining high standards.
