In-Hand Dates – Tasks and Additional Info
The single most important piece of information we need when talking to a client is their deadline. What options they have for displays, if we have time to assist with the design process, when and where they may need it shipped, we can’t answer any of these questions without knowing when the client needs everything to arrive.
There are several tasks that will appear in your daily to-do list based on the deadline for each order. These need to be monitored closely to ensure that everything is sent to production on time and shipped to arrive within the client’s delivery window.
Approval Deadline Approaching – These tasks will appear at 10am on the target approval date of each order that has not yet been sent to production. Pull up the order to see which pipeline it is in and reach out to the client with next steps. Advise them of the upcoming deadline and what needs to be done to have their order arrive by their requested delivery date.
**Please note: some orders may still be awaiting artwork or other required assets. Follow up immediately to clarify what is outstanding, confirm the requested deadline, and provide a realistic production timeline or determine whether there is flexibility.
Missing IHD – This task will be manually set by production or graphics if they notice an order that has submitted artwork without providing a requested IHD. Reach out to the client to confirm when they need everything to arrive by.
IHD Not Doable - This task will be manually set by production or graphics if they notice an order that has submitted artwork with a requested delivery date that is less than our standard turnaround time. Reach out to the client to confirm if they have more time or to explore rush options if there are any available.
It is important to try and confirm this information before Graphics proofs the files in case any changes need to be made to the products or vendors. This avoids the proofers from having to change the templates or proof the files multiple times. Proofs will be sent within one business day even if we have not received confirmation from the client regarding the date. In this case, the graphics team will make note on the proofs as well that either we do not know their requested delivery date or that we cannot meet their request date and ask for confirmation.
This email templates can be used when reaching out to the client regarding these tasks:
Approval Deadline Approaching:
If Proofs have been sent:
Hi there,
Thank you again for your order. I just wanted to reach out as proofs were sent over by our graphics team on XXX but we have not yet received your approval. Please check your spam folder or search your order number within your email if you do not see that thread. Once reviewed, please use the link directly in that email to approve the proofs online. Please note we would need your final approval by 2PM PST today to meet your requested delivery date of IHD. Please let me know if you have any questions in the meantime.
If artwork was sent back:
Hi there,
Thank you again for your order. I just wanted to reach out as information regarding your artwork was sent over by our graphics team on XXX but we have not received revised files. Please check your spam folder or search your order number within your inbox if you do not see that email. You can reply directly in that thread with any questions regarding the artwork.
When you are ready, please upload your new files directly through the website for proofing. Please note we would need final approval by 2pm PST today to meet your request delivery date of XXX. Do you have any flexibility with your deadline? When does your event begin?
Approved after cut off – Reiterate timeline.
Hi there,
Thank you again for your order. I want to reach out as we did receive your approval, but it came in after the production deadline. With you order going into production today, everything will be scheduled to arrive by XXX. If this does not work for you, please let me know before Xpm PST today or else your order will go to production as scheduled. Please let me know if you have any other questions and I would be happy to help!
What to keep in mind when clients need rush:
Rush production is not available for all products or orders. There are several things to consider when a client is asking about rush production.
1. Can the item be rushed? Certain products cannot be printed at alternate facilities and their timeline cannot be shortened. Ex. QuickZip Bridge, 20ft QuickZip panel kits.
2. Do they have previous orders? We like to keep things as consistent as possible. If the client has previously ordered, we will try to have everything printed at the previous facility when possible.
3. Will any previous orders match what they are looking to order now? If the client has previously ordered with us and now needs something rushed, we may need to let them know about any inconsistencies between the products or prints.