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.
Trend Reclamemakers simplifies processes using ProofHQ
Custom publisher uses ProofHQ to aid collaboration and ease auditing using the archiving facility
Background
Trend Reclamemakers are custom publishers who speclialise in the creation of specialised brochure creation
Trend Reclamemakers is a custom publisher based in Holland that specialise in producing custom publications for clients, such as brochures. Existing clients include Duck Race, Hoeksche, Mundo Salentine and Water Style. They use ProofHQ to manage the review and approval process for these documents.
Whilst at first these publications were fairly short in length, they now consist of over 130 pages with multiple reviewers. This meant that the existing process became unmanageable and they needed to find another solution.
"As Trend Reclamemakers continue to go from strength to strength, ProofHQ manages to provide the support and framework to allow them to work as efficiently as possible whilst providing the best possible experience for their clients, a tool they now couldn't be without"
Problem
The large number of reviewers required to sign off a proof was becoming impossible to manage
Initially, the teams responsible for copy and design would print proofs which would then be handed around as hard copies and sent to clients for signoff. This was a lengthy task in itself, but as these brochure sizes began to increase, this became near impossible and they knew that they needed to find a more efficient way of managing the process.
Simply printing and binding each of the copies alone was taking hours, not to mention the time involved with reviewing hard copies individually by hand from each of the reviewers. Separate feedback was then provided in the form of hand-written comments on the hard copies to the Account Manager who would then have to spend time collating all of the feedback to pass through to the studio for each round of amends.
The existing process had become clunky, inefficient and was affecting their ability to turn products around quickly which was something that they had always prided themselves on. At this stage, they decided to look into the proofing market to find a product that would help them review and approve documents more easily, giving them more time to take on additional projects.
Solution
ProofHQ allows internal collaboration before sending proofs for client review and approval
Having researched a number of different solutions, they discovered ProofHQ and found that it covered all of their needs. Trend Reclamemakers have found ProofHQ so helpful that they now use it internally when preparing a document ahead of sending it to the client for approval. Given that the same internal signoff process normally exists, this means that they are able to use ProofHQ's functionality to allow set roles for certain individuals involved in the process rather than having to set this up each time.
Multiple versions of each document are uploaded and internal stakeholders provide their feedback before the finalised version is uploaded as a new proof to the system which is then sent out to the client for feedback (therefore not sharing the internal notes that have been shared!).
Due to the size of the documents being produced, it's important that no feedback is missed and ProofHQ's version control is a great way of keeping on top of this - comparing versions side by side to ensure that all feedback has been incorporated. Because there are often a large number of individuals required to give feedback, the ability to review simultaneously has sped up their process significantly. Not only does this allow reviewers to go ahead and give their feedback, they are also able to discuss feedback with other reviewers using the threaded commenting to agree the best way forward rather than submitting conflicting feedback.
Once all of the feedback has been provided, the Account Manager feeds this through into the Studio who work on making the necessary amends. After the amends have been incorporated the proof is uploaded as a new version and once again sent out to the client. Once the client has made their final decision on a proof, this allows Trend Reclamemakers to set about producing the final product.
The review cycle has now been cut significantly and ProofHQ has become a part of their everyday process.
"With the review cycle being shortened, this has meant that they can take on additional work, satisfying more customers and generating more revenue”
Results
All client work can be easily referenced at any time thanks to ProofHQ's archiving facility
The company is now much more efficient in their processes which results in faster delivery of their products to their clients. Whilst they have experienced many benefits by switching to ProofHQ, the most noticeable changes are:
- Increased collaboration - threaded commenting now results in fewer revision cycles and faster delivery of the product to market.
- Version control - allowing all comments to be stored in one central repository and ensuring that all client feedback is incorporated, whilst allowing them to go back to clients when they're requesting further amends that haven't previously been noted.
- Archiving facility - this enables a full history of proofs to be stored in a safe environment which can be referred back to as a point of reference at any point in the future.
