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Help implementing a better proofing process please?
I am trying to implement a better proofing process.
At the moment I copy the design into a template, which I water marked and is based on the price it right template.
Ideally I would like a signed copy so if there is any mistakes etc it is the clients fault.
A prime example today, modifying artwork, they wanted text changing which had been converted to outlines, so re-typed, and did make a typo. It wasn’t noticed till after they signed it off ok to print! Luckily I haven’t printed it yet.
Most of my clients receive e-mail proofs, so I am looking for ideas on how to protect myself from people signing proofs off without a physical copy?
I am thinking of trying to implement an online facility?
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17 Replies
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The problem I have found down the years David is that even if a client has signed a proof with a misspelling or wrong number, I will still try to remedy at no additional cost. There is no point in getting paid a second time and losing a customer for life maybe. Even though it may be their fault, they usually don’t see it that way.
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I try to remedy mistakes free.
I have some clients who want everything doing cheap and quick and will try any trick to get out of paying. So I am looking to protect myself from ‘those’ clients.
Plus I think if you can prove they signed it off ok, and still correct what is their mistake free it looks a little more helpful.
I have a reasonable order for some screen printed boards, which if there is any mistake on cannot be fixed easily or cheaply! So again looking to protect myself where its going to have a large impact on the business.
I am all up for helping genuine customers, but you do get those who try every trick in the book, and those who just glance at proof, see it looks pretty and sign it off!
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On the proof document that you ask them to sign, why not write a list of questions in bullet point format to act as a kind of disclaimer eg.
– Please thoroughly check the artwork above for any mistakes or omissions.
– Is everything spelled correctly, including names?
– Are any telephone numbers correct?
– Are the colours correct – please ask for actual vinyl or print samples?
– etc.Then they sign it.
If you have a signed document with the proof and those questions written below it in bold, I think they will find it hard to argue. You may end up fixing some jobs for free but if it’s a big job or something that’s outsourced, it may give you some leverage and save you a few quid.
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The clients that visit the shop I get to sign proofs.
A job I currently have is for a return customer (who I inherited when I bought the company), and they do everything by e-mail, so I am struggling to get a signature on anything.
They finalised a design, with two spelling mistakes which luckily I have noticed, and corrected and then they have started questioning the colours in a logo!
The screen printer I am using then refused to mix the colour and have asked for a pantone to mix to.
They wont supply the logo, so had to get a logo of the web, print it off, and match it to a Pantone colour, as they couldn’t be bothered coming and picking it themselves! (hot)
I am very suspicious of getting them printed and they pull the ‘that colour is wrong’. I might just take a trip over to them and get a signature. :lol1:
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use spell check and buy a dictionary!
I know we get customers to check drawings but really we have to take some responsibility for spelling mistakes, it’s us that make them after all!
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I check it, the client checks it, then the two chaps I work with check it… but some still get through the net.
If it was cut vinyl I wouldn’t be so paranoid, but when it’s printed it’s irreversible!
I am not out to point the blame directly at the client, but more as a back up to say ‘you did sign to say it was ok to print’ so the responsibility is shared.
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Exactly the same as us, I’m amazed sometimes how many people can see something without picking up on a spelling issue then as soon as it’s fitted, the first person to look notices!
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It’s not just general spelling though that causes problems, it’s phone numbers, web sites and email addresses which the customer has to take a certain responsibility for making sure are all correct
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Really tho if the customer replay’s to your e-mail with a go ahead and you have asked them to check isn’t that enough?? Its not a signature but its still in writing!
Martin
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I agree Glenn but if they have supplied us with the correct info to start with then we also need to accept we got it wrong. I just feel it’s not black and white even with a signed proof.
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I agree it’s not as black and white as it’s your fault you signed it.
We have made mistakes where e-mails have been sent asking for an amendment, we didn’t make it. We still sent over a final proof which was signed off without the correction.
We negotiated on the fact that yes whilst we hadn’t made the alteration, it had still be signed off, and resolved it by producing stickers to cover the mistake.
I just feel with a signed proof, the client will be more thorough with their proofing, if they believe that errors cannot be changed.
Replying to e-mails is all very good, but there’s no ‘proof’ as such, or sample with their word?
Maybe I am just taking it all to seriously, I would prefer to have a structured proofing process to reduce errors, and share responsibility of any that do occur.
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I would try and lose the customers who want everything cheap and try any trick to try and avoid paying or get a bigger discount. You can do without these people, they obviously don’t respect you as a business person and won’t show you any loyalty.
As for the proofing I doubt it will ever be 100% as any sort of human intervention seems to lead to mistakes lol. If you do have to email customers then some sort of form along with the proof with similar bullet points to those already mentioned with tick boxes for the customers to complete and return.
Watch what you are doing if you have any menu boards to do. I did a menu board for an indian take away once and after the proof had been signed off I corrected a couple of spelling mistakes that I knew about, when I fitted it the guy wanted to know why I had corrected some of the spelling but not all of it :lol1: :lol1:
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Yes the great menu boards.
I did one for a caribbean take away. She spelt pea’s as Pease. I went along to confirm with her the spelling. ‘think it’s pease- I don’t know’.
She signed it off, and I went back the next day, and there are all these horrible bits of masking tape over the board where she’d changed her prices! 🙄
It look’s a mess.
I will try and set up a simple form on my website that can be used to approve artwork. It’s a little more involved than just replying saying ‘yes’.
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proofhq.com
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i seen something like that b4 jason… i think corel has their own version… but do u actually use it with ur online sticker site?
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quote Dave Rowland:i seen something like that b4 jason… i think corel has their own version… but do u actually use it with ur online sticker site?
We use it on larger jobs say big signage jobs and vehicle wraps. Makes it easier for clients to communicate changes.
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Corel called it Concept Share and still run it, look under Windows – dockers and its at the bottom. I’ve never used it, it is fee based not sure how well used it is.
Alan D
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