How to solve your creative team’s 10 trickiest workflow problems

Our creative team understand just how critical a hassle-free workflow is. When your team’s trying to hit tight deadlines, the last thing they need is to be slowed down by the same old problems.

Below, we’ve listed 10 of the trickiest workflow issues that are causing trouble for creative teams, and some software solution recommendations that’ll help you fix them. You can stop pulling your hair out now.

“I need to see proof copies of my team’s work and be able to compare amends on PDF files.”

As every creative team knows, long paper trails are a real pain when it comes to proofing and amends. Luckily, there are PDF editing tools which offer document tracking and management functionality that streamline the proofing process and cut turnaround times. They should allow users to create, edit and sign PDF files, while providing cloud features that let you work on them anywhere. Keep an eye out for the ability to compare files, review differences between them, and visualise and filter changes, as well as mobile functionality that offers access to recent files across mobile, desktop and web, meaning you’ll be able to carry on working even if you’re away from your main computer. We use Adobe Acrobat DC – which offers all of the above – so we recommend giving that a look.

“I need to ensure all our staff have their devices backed up, so they can access files if they get lost or stolen.”

With a variety of options out there, such as Code42’s CrashPlan, we recommend you spend some time search for an easy to manage solution that enables users to restore lost files files without additional support from IT. Software like this works in the background of your team’s machines to silently and continuously back up all distributed end user data so you have complete visibility and control on a single, secure platform. Leading solutions will also allow your team to benefit from unlimited storage with no bandwidth caps or file type restrictions, rock solid security complete with advanced encryption for your data, and tons of backup options across numerous devices and hard drives.

“I need my team to be able to work remotely without a load of IT hassle.”

These days, lots of businesses want to equip their staff with the ability to work remotely, and there are a variety of office suite solutions that can help with this. One such example is Microsoft Office 365, which comes with apps your team should already be familiar with, and is great for handling those not so creative bits that are the backbone of organisation and productivity. Top office software makes collaboration and document sharing nice and simple, and should include the latest versions of your favourite applications in both web and mobile form, as well as cloud services that provide access to files, emails and documents anywhere, any time.

“We want to back our servers up offsite with the ability to restore any files or folders quickly and efficiently.” 

There are lots of cloud backup and storage solutions to choose from, but Backup24 is a solid choice for creative teams who need secure, offsite protection for their intellectual property and digital media assets. Solutions like this should be scalable for businesses that have over 1TB of data (with no upper data limit), and usually allow you to leave everything with the team behind the software meaning you don’t have to manage a thing. Offsite managed backup services also provide users with some great benefits too, including anytime access to data, fast and simple retrieval, zero recovery costs, over the phone support and guidance when your team needs it, and much more.

“We’re a small team who need to cut the time it takes to find and manage our digital assets.”

With so many DAM solutions to choose from, we’d suggest giving Extensis Portfolio a try (this is the solution our creative team use). Management solutions such as Protfolio are built with speed and simplicity in mind, and help cut out all that time wasted spent searching the network, browsing countless folders and consulting team members. They can be used to manage images, video, audio or documents, and automatically catalogue and extract metadata for all assets. Users should be able to organise multimedia files into refined collections, and browse, preview and search for files, while automated keyword creation and previews make it simple to quickly sift through your team’s hefty file bank. DAM solutions are usually built for a certain amount of assets as standard, but can be increased by purchasing additional asset packs.

“We need to streamline our design workflow, but have to manage a large amount of product information.” 

Keeping on top of your product information and digital assets is a key part of modern day marketing, and ensuring a high response rate across multiple sales channels is a growing task for modern businesses. With a few different solutions to choose from, we recommend finding one that offers comprehensive, integrated product management and publishing, that’s all about streamlining your team’s design workflow and bolstering your marketing and sales efforts. For this, we’d suggest a solution such as MatrixCMS. Solutions like this mean design teams and product managers can work even more closely together, and their automated tools mean you don’t need to sweat the small stuff like repagination. They should even hook into InDesign and allow for easier proofing and editing.

“We want to access files quickly and easily while on the move.” 

This stuff can get pretty technical, so your team needs a solution that combines great functionality and complete ease of use. Acronis Access Connect does a top job, with solutions like this allowing Mac users to have the same access to Windows file and print servers as PC users. They’re also packed full of features that are specifically designed to deliver the fastest file and print services available, and help resolve common cross-platform file sharing issues. Teams can also benefit from bundled mobile apps (such as the Access Connect app for iOS devices), which allow users to remotely access file shares from any location that has network access through in-app file browsers. Most such apps should also come preloaded with document editing applications that lets users to carry on working while away from their desks – ideal for proofing and amending while out and about.

“The number of products and digital assets our business needs to manage is getting out of control.”

There are a few PIM (product information management) and DAM (digital asset management) solutions around right now. When scouring the marketplace for the right software, keep an eye out for something that offers powerful cloud-based product information management system with near-infinite power to handle unlimited amounts of product information. They should also allow for total ease to use, while providing adaptable tools that let users create the rich product content that customers demand, and permit retailers to publish automatically across multiple channels. For a quality DAM solution, you want something that makes it easy for you to organise, find, retrieve and share files from a centralised digital library. It’s also ideal if the solution delivers fast, controlled access to digital assets, while managing them in the most efficient way possible and keeping all digital assets automatically associated with their relevant products through product codes. For this tall task, we think something like Pimberly is perfect.

“Our designers need to organise their font collections into a single, searchable location.” 

If your designers want to better organise their fonts, look for an intuitive, stable and secure font management solution for individual users. They should provide direct access to your font collection from within your creative applications and via the cloud. One such solution – Suitcase Fusion 7 – utilises TypeSync, which enables designers to sync their fonts on any machine. Equipped with exclusive Font Sense technology, Suitcase Fusion fingerprints each version of a font using multiple criteria. This enables the application to provide highly accurate font matching functionality.

“We want to centrally manage our typographical assets.”

For teams of any size wanting top-level control over their font collections, we’d recommend looking for an on-premises server solution that’s integrated with macOS, Windows and Adobe Creative Cloud, which is built to help creative teams streamline the management of their font collection, while reducing costs on unused fonts and avoiding legal complications. No matter how big your team’s font database, a solution like Universal Type Server 6 provides centralised storage that makes it easy to find, sort, use and distribute fonts, while also identifying fonts and even recognising duplicates. Enhanced diagnostic reports provide in-depth insights into font usage, and alerts users when unlicensed fonts are being used that could cause legal issues.

Why Jigsaw24?

If your in-house creative team are experiencing issues and want some answers, you’ll be pleased to hear that after 25 years in the game we’ve heard every workflow problem before, and our close relationships with leading vendors mean we can recommend a solution to fix them all. But whatever your team’s issue – whether it’s refining your day to day processes, automating tasks or seamlessly integrating software – we’ve got you covered with essential solutions that’ll free up your design team and give them more time to do what they do best.

If you’d like to find out more about our essential software solutions for creative teams, give us a call on 03332 400 888 or email sales@Jigsaw24.comFor all the latest news, follow @WeAreJigsaw24 on Twitter, or ‘Like’ us on Facebook.

Joe
Joe
Call us: 03332 409 306

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