Did you know that half of work tasks can be automated with technology, leading to increased productivity? Proofing is a task that can be easily automated among various repetitive tasks you do daily at your creative agency.
Studies indicate that approvals in the proofing process can see a 36% enhancement through automation. Utilizing an online proofing tool can elevate your performance.
Online proofing aligns everyone involved in a project – from the design team to the client – ensuring everyone is on the same page. This approach helps prevent delays by minimizing confusion and errors, allowing everyone to collaborate using a unified document. Here is how online proofing streamlines financial report design.
Removes the Need for Email Approvals
Long email chains can be a major inconvenience. Errors like clicking on the wrong file, burying important emails, or missing key information are common. The margin for mistakes is vast.
Studies indicate that email is the primary time-waster in the workplace, with up to 39% of individuals spending an hour daily on email checks:
While online proofing doesn’t replace email, it significantly reduces time spent checking emails by streamlining the proofing process in your creative agency, boosting productivity.
Centralizing all communication through online proofing software eliminates many typical error triggers for everyone involved while upholding project integrity. This simple alteration can safeguard your project and your agency’s important client relationships.
Enhanced Security
Picture yourself working on a confidential project for a client that won’t go public until they’re ready. However, you’re emailing files related to this project without adequate password protection or encryption, which could be disastrous considering the high number of email breaches in 2022.
Consider the scenario of a file being taken by a hacker or worse, the hacker holding it for ransom, demanding payment or involving law enforcement for retrieval. Both options are unfavorable. With the use of password protection and access rights provided by online proofing software, you can minimize the risk of encountering such security issues when handling sensitive files.
Increased Clarity on the Project’s Progress
Project managers may not always have a clear picture of the project’s status. Although the project was sent to the client a few days ago, uncertainties linger. Have they reviewed it? Have comments been provided, and are they valuable?
An online proofing tool enables project managers to access the project to monitor progress swiftly. For instance, if a client received access two days ago but has not provided feedback, a follow-up can be initiated to ensure project milestones are met. This approach prevents individuals from feeling like they are sending work into oblivion and waiting for faint acknowledgment.
Transparency is key for collaborative projects. When all team members, including clients, creatives, and managers, can view the project status in real time, it streamlines operations for everyone involved.
No longer will there be concerns about project oversight, feedback implementation, or adherence to timelines. This enhanced visibility during a typically opaque proofing process ultimately improves the overall workflow.
Allows Consistent Markup
Many individuals rely on Adobe Acrobat for minor edits commonly needed during revisions. Nonetheless, this isn’t universal. Some opt for the default Mac app or stick to an old PDF reader purchased a decade ago, causing potential issues and constraints when sharing feedback. This particularly poses challenges when working with outdated client proofing tools that lack compatibility with your system.
Managing diverse clients using different software can lead to numerous problems for all parties involved. Misunderstandings and challenges will likely arise within the initial 24 hours of a project. Implementing online proofing software ensures that everyone has access to the same tools each time feedback is given.
Removing Unnecessary Tasks
Consider all the additional tasks involved in your proofing process besides commenting and editing documents.
You might have to create spreadsheets to monitor changes made as the changes may not be retained in each file version. As a project manager, you might use these spreadsheets to monitor key performance indicators (KPIs) for your designers – all tasks achievable with a reliable online proofing tool.
Online proofing enhances the current system by allowing clients and creative teams to be geographically dispersed. It eliminates the frustrating aspects, such as the perpetual challenge of editing and communicating through a PDF.
Endnote
Online proofing transforms how organizations collaborate and optimize approval processes, preventing chaos, productivity dips, and errors that could jeopardize compliance. Embracing online proofing streamlines financial report design, promoting seamless project management and improved performance.