Web-based Stationery Ordering Case Study
Easy Print

Challenge
A small Southern California bank has grown from 4 to 9 offices over the last 5 years. To support the growth, the company now also employs over 100 people.

 

At 5 branches the administrative group began noticing that the manual ordering process for all business cards and stationery items for the staff was getting convoluted and out of hand. At that time, each branch would originate a written request that was then faxed or emailed to the main office.

 

A job order was then created where all of the person’s information would be transferred by hand and then faxed to their local printer who stored shells (or blanks) and would imprint information as needed and ship to the main office to be hand delivered to the appropriate person(s).

 

The same process was used for all of the letterheads, envelopes and certain order forms. As the bank grew and staff quickly multiplied, the process became burdensome and time consuming. Errors such as typos also became more frequent.

 

Solution
A secure online ordering system was created for this bank and their printable items catalogued. One administrative person in each branch was trained in using their new user friendly and automated service and was quickly ordering a wide range of collateral materials.

 

In every piece, key information is locked-down while other areas (like name, address, phone number and email) are easily customized for an individual, department or branch location. Products are then shipped directly to that location and the system even provides real time tracking numbers for all shipped orders.

 

Typos and other human errors have been virtually eliminated with the online proofing feature. Turnaround time is only a few days (average 3-5 working days) from ordering. There has also been significant improvement in quality and consistency. Since the system keeps an order history, the re-ordering process takes no more than 5 minutes to complete.

Management receives full reports of what has been ordered throughout the week or month and can now better track and manage ordering of all imprinted materials.

 

The bank and its employees now find it incredibly easy to order products that they wish to add to their online catalog items such as flyers, tabletop displays, marketing material and branded promotional items.

 

Result
Reduced administrative work spent ordering stationery items by more than 60%.
Significant improvement in process efficiency.
Typos and other human errors are virtually eliminated.
Increased delivery time by 2-4 days.
Management receives ordering reports that were previously non-existent.
The bank estimates a savings of over $12,000 in man hours alone (staff time no longer required to manage the print procurement process) over the first nine months.
With more time, staff members are more productive and can focus on more important jobs.

 

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