The Touch of a Button

When you are running at full capacity and operating a tight ship, it can be difficult to keep tabs on all the different strands that make for a smooth, efficient, and profitable business, to which customers return again and again. On the other hand, if you are unfortunate enough to find yourself in an unusually slack period, it can be equally useful to have information at your fingertips to enable you to pinpoint exactly where any challenges may lie.

This is where a management information system (MIS) proves invaluable. Whether paper or computer based, the purpose of a MIS is to give business managers the information they need to make decisions in order to increase revenue, streamline operations, improve profitability and optimise business performance. MIS software enables generation of information in real time, which can be used to continually optimise business processes.

With the right MIS solution, companies of all sizes can benefit from streamlining their operations”

Business software developed specifically for the sign industry has evolved considerable over the past 30 years and now has the capability to span the whole operational gamut of a business, enabling integration of processes from customer prospecting through to chasing invoice payment.

EFI’S Marc Verbiest explains: “With most sign-makers now embracing digital print, generating accurate orders, costings, and other administrative tasks needs greater efficiency, in order that businesses can remain competitive and know exactly the stage an order has reached in the planning, production and accounting process.”

O Factoid: Most MIS systems now incorporate a CRM programme, meaning the decision does not need to be made between which system to invest in O

And the good news is that there is no minimum size requirement for a business to gain benefit from the installation of MIS software. With MIS installed, almost immediate improvements in efficiency, costing accuracy and bottom line profit should be seen.

 EFI summarises graphically how the centralisation of day-to-day processes can ensure smooth workflow and delivery

“With the right MIS solution, companies of all sizes can benefit from streamlining their operations,” says Verbiest.

Dependent upon the choice of package, MIS software can enable centralisation of day-to-day processes for quotes, estimates, sales processing, and delivery management; fast and easy retrieval of historic quotations and job orders; evaluation of stock levels; planning for additional materials; and calculation of expected delivery time.

Boosting the bottom line

Every business needs to look at ways it can make efficiencies and reduce costs whilst still providing an outstanding service, and there are many challenges facing sign-makers with the changing landscape of the market. Critical to the success of any business is to be seen to add value to the supply chain through the provision of world class customer service. This was one of the main drivers behind recent developments from Shuttleworth Business Systems.

Shuttleworth’s MIS specialisation helps us to understand the demands of modern signmakers”

“Shuttleworth’s MIS specialisation helps us to understand the demands of modern sign-makers,” states Shuttleworth marketing executive, Dawn Safford. “It provides the tools to make a real critical difference in terms of evaluating and implementing efficiencies, improving customer service, and ultimately improving the bottom line.”

Shuttleworth has spent considerable time developing an implementation process that enables companies to be up and running with their MIS very quickly and with minimum disruption to business

EFI’s business productivity software has also been developed with a view to enabling businesses to streamline their operations, at the same time reducing costs and removing the margin for error. Its products are designed to increase overall efficiency, bringing automation and promoting better business practices across a wide range of disciplines, including estimating and quoting, job control, scheduling, production and costing.

“Good MIS also includes financial, CRM, and sales management, with full shop-floor data collection, purchasing, and inventory management, plus business analysis and reporting,” comments Verbiest. “Automation of these tasks brings speed advantages, as well as the simplification of time-consuming activities, with accurate accountability making it easier to generate more profits.”

Emerson Welch, marketing manager of Clarity Software observes: “The majority of companies we speak to that are considering their first real MIS are crying out for a solution to their quoting and estimating bottlenecks. They know they can sell more, they just can’t get quotes away fast enough.”

It’s so intuitive that they can double the amount of quotes going out of the door”

Clarity’s easy-to-use cost calculators help sign-makers estimate the fine cost detail on all types of signs consistently and immediately.

“In fact, it’s so intuitive that they can double the amount of quotes going out of the door and share the quoting responsibility with others in the business. The accuracy, speed, and simplicity in quoting means that the boss is no longer the only person who can quote. This increases profits through more sales won and at higher margins,” continues Welch.

Clarity GO, a new cloud based CRM system that connects directly with Clarity MIS, enables customers to quote and manage their price lists on the move

Clarity customer Steve Hardy of Prosign Print and Production comments: “Since using Clarity I have found that our quotes look far more professional, and following them up is much easier. Alterations can be made whilst clients are on the phone and e-mailed to them at the click of a button.”

Clarity Go, a cloud-based CRM system that connects directly with Clarity MIS, enables customers to quote and manage their price lists on the move.

“This is the next generation of selling for sign makers and means that anyone can quote from anywhere,” Welch adds.

Shape shifting

Like any other business tool MIS software must be constantly updated with new developments and innovations in order to keep it current with the needs of its end-user businesses and the changing ways in which they are working.

The latest MIS software from Shuttleworth Business Systems sees developments aimed at the sign-making and printing industries that include a new job tracking function ‘Milestones’, and an iPhone and iPad mobile CRM App.
 

It is particularly useful for sending information back to colleagues in the office as it links directly into the Shuttleworth CRM module”

Milestones’ job tracking feature automatically integrates and updates all job information making it quick and easy to view the status of any job as it progresses through the business. The automatic integration between production and Milestones allows viewing of accurate real time job information based on actual facts, giving more control over work and production planning, thus increasing efficiencies and improving communication.

The new update includes an iPhone and iPad mobile CRM app and has been designed to help the sales team by giving instant access to essential information including company contact and enquiry details.

“It is particularly useful for sending information back to colleagues in the office, as it links directly into the Shuttleworth CRM module,” points out Safford.

 “The easy to use Clarity CRM functionality ensures critical information is gathered in a straightforward, logical and structured way. We now have an integrated workflow solution for our sales, production and accounts departments which has delivered streamlined manufacturing and financial processes.” – Kerry Handley, Applelec

Clarity has pushed the boundaries of the investment returns that can be expected from a management information system by enabling users to manage a fully-functional online shop from within their Clarity MIS, with items for sale online linked with stock levels fed from the MIS. Cash generative orders drop straight back into Clarity from the web shop, thereby improving order processing times.

“It’s the easiest way for sign and display companies to sell their volume products such as A-boards, roller banners and pop-up displays online. These can have a huge impact on bottom line profit,” says Welch.

It’s the easiest way for sign and display companies to sell their volume products such as A-boards, roller banners and pop-up displays online”

In the workshop, processes managed by electronic job bags driven by Clarity’s stock management and job scheduling functions increase efficiency. Live data from the shop-floor can be easily collected, using browser-based software on tablets and PCs, in order to assess at any time the labour and material usage costs on a job.

Clarity’s delivery scheduling module provides fitters with the ability to collect remote proof of delivery pictures and signatures which link automatically back to the job bag files in the office. Invoices can also be created with embedded pictures to help in avoiding delivery disputes.

“Clarity’s on-going innovation and development of the software brings continual improvements to our efficiency and service quality,” attests Morgan Signs director Rod Hill.

Where do I begin?

If you are a MIS software ‘novice’ and not sure where to begin, the general recommendation is: carefully, and with the help of a reputable supplier who understands the sign industry thoroughly.

EFI’s Pace software, specifically designed for the sign industry

Based on years of experience and feedback from customers, Clarity’s advice is to start with quoting and order processing and then expand the system from there onwards. These areas deliver immediate returns through the releasing of bottlenecks, through fast and accurate quoting sent straight from the system to customers via PDFs on e-mails.

The design of our software has been considered carefully so it can be bought and implemented in stages, minimising the risk of the investment”

“Combined with the electronic centralisation of quote and order history, job bags, artwork files, and customer activity, you win more orders at higher margin, with visibility of your true costs,” explains Welch.

He emphasises the importance of implementing MIS at a pace that suits your staff and business, so that no major disruptions are caused whilst migrating to the new way of working.

“The design of our software has been considered carefully so it can be bought and implemented in stages, minimising the risk of the investment, optimising the adoption by staff and ultimately the profits returned by the software,” concludes Welch.

There is a responsibility on MIS suppliers to make the path to generating and using decent management information as easy and cost effective as possible”

Shuttleworth is continuously looking at ways to improve communication using the latest technologies available with regular webinar programs, videos and seminars, all aimed at making the most of their latest releases.

“There is a responsibility on MIS suppliers to make the path to generating and using decent management information as easy and cost effective as possible,” asserts Safford. “At Shuttleworth, we have spent considerable time developing an implementation process that enables companies to be up and running with their MIS very quickly with minimum business disruption. Good MIS providers are also providing rental models for acquiring the system, providing a simple and cost-effective way of reaping the benefits of good management information.”

Work with provider that knows the industry and don’t opt for a generic product that has been modified to fit a particular remit”

EFI’s Verbiest stresses: “The greatest, yet simplest, recommendation is to work with a provider that knows the industry and not opt for a generic product that has been modified to fit a particular remit. Sign-makers should also plan for further growth, where increased automation and more accountability will help their businesses run more smoothly.”

Summing up, Safford says: “Your MIS is a long term investment and you need to make sure that you are continuously challenging your MIS and supplier.  It is important that sign-makers make time to investigate upgrades and make use of all new features in the latest releases.”

Your MIS is a long term investment and you need to make sure that you are continuously challenging your MIS and supplier”

As with any major purchase, the best place to begin, of course, is with you. In order to get the best from your MIS software, you need to be clear what you want it to do for you, how you want to be able to use it, and what you want to achieve. Having done that, there is clearly plenty of quality help, advice, and products available to assist in getting you set up with MIS software that is appropriate for your business.

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