Training division of a global telecommunications company

In short

A global telecommunications company expanded, increasing the amount of people ordering print and training material. This caused duplications and incorrect/old files being used, so a centralised and online ordering facility was implemented.

Before

The training division of a global telecommunications company was in expansion mode, and as is often the case with expanding organisations, teething problems arose.

Prior to expansion, one person at the Sydney head office was overseeing orders for all training material - now, each training department (Sydney, Melbourne and New Zealand) was appointed their own training coordinator.

Processes broke down and confusion began as each training department started sending individual artwork files. The coordinators had no archive or monitoring of delivery systems, so incorrect versions of training material were ordered and printed and duplicate files created. As the client had no paper trail for orders, a job might be signed for but the proper recipient was not communicated with. Deliveries were late because of the confusion and delay.

After

Current Print Solutions’ key account manager coordinated a re-education meeting with the client’s various training teams to suggest a new order process, and get everyone working from the same page.

CPS cleaned their server of old artwork and duplicated copies, then prevented the problem arising again by introducing an order process that could identify new artwork, replacement artwork or the complete deletion of ceased training manuals.

Adding value and usability to the order system, CPS then introduced an order-online shopping cart for existing current files – a system that CPS managed – preventing incorrect files being used. This system is thorough, providing the much needed paper trail of full delivery details, order copies and information on who made an order, from where and when. This means department heads at the training division can access the recorded orders, so they know exactly what is going on across the board.

This order-online system has been so successful it has expanded to include stationery items, such as notepads, pens and certificates.