When You’re Faced with Transitions
What happens when the person you rely upon to order documents for your business vacates their position? It can be all-of-a-sudden, or a planned retirement. Either way, vacancies in this important position can be frightening.
Here are a few things you can do to get your feet on solid ground.
GATHER DATA
Your current vendors keep detailed records. Reach out to them and ask for an order history for the last 24 months. Most vendors are happy to help in this regard. This will give you an idea of what your business needs and what the frequency of orders has been. Armed with this information, you’ll feel much more confident moving forward.
GET ACADEMIC
Going forward, have the person in charge of ordering keep a simple binder with a sample of each document they order. Transparent page protectors work great for this task. They can simply drop one of each item they are responsible for into the binder. That way, when there is a question about a document, they’re all your fingertips. No more guessing about what they look like, or running around to find a sample.
WHEN IN DOUBT, SEND A SAMPLE
When placing an order, if there is any question in your mind as to whether you and a print provider are on the same page, send them a sample. Having an item to see, feel and inspect makes order accuracy almost bullet proof. Often, details about a print document are difficult to convey in words over the phone or in an email. Even sending a scan of a document can provide inaccurate information as most scanners are set to black and white. Sending a physical sample whenever you’re in doubt is a sure thing!
DUPLICATE WHEN YOU CAN
It is always best if more than one person orders items for your business. That way, when vacations or illness come up, someone can easily jump in and help out. And, if a person leaves your company, you’ll be covered.
SPREADSHEETS CAN SAVE YOUR DAY
Finally, create a spreadsheet of the items your business orders. This is a one-stop resource of every item that gets ordered. Each time an order is placed, a new tab can be created by copying the current sheet. Then, you have a list of items needed as well as your order history all in one place. The key to this spreadsheet is it should be shared with at least one other person (another reason for duplication of duties).
At Print BLVD, we have an online portal that accomplishes this. 1) All of the major items your bank or credit union orders are on the portal (with new items added in real-time). 2) Order history is captured on the portal just like your favorite online retailer. It’s easy to look back and see what items are ordered and their frequency.
Managing print items seems daunting at first. With a little groundwork, you can get peace of mind that your business is well taken care of. And we’re happy to support you in any way we can so any transition is a smooth one.