Limited access to information, incomplete RFQs and a lack of consistency were keeping the sales and estimating teams at VISOgraphic from reaching their true potential. The time between a customer requesting a quote to when they had an estimate in their hand varied greatly, depending on the customer, salesperson and familiarity of the type of request. When the sales team was out talking to customers, reps often did not have all the information they needed to have informed conversations. Information about things like current and past orders, pricing, job statuses and requirements for complete RFQs was back at the office and they did their best to get it right. The effects of this lack of access to information were compounded when RFQs reached the estimating department. RFQs were often missing key information and their format varied drastically from one to another. “Our sales team used to send emails or drop off handwritten notes with missing information,” says John Dahlke, Vice President and Production Manager at VISOgraphic. “We lacked consistency, and there was too much double handling. Once we deciphered the information, we still had to input the data into Monarch.” EFI Monarch, VISOgraphic’s MIS system, had all the key information and was increasing efficiency throughout the company, but VISOgraphic needed a way to promote better communication. They found the answer and were able to test drive it at Connect 2012, EFI’s annual users conference. VISOgraphic Optimizes the Visibility and Communication of Sales Information with the Monarch Portal Productivity Software Case Study “We lacked consistency, and there was too much double handling. Once we deciphered the information, we still had to input the data into Monarch.” JOHN DAHLKE VICE PRESIDENT AND PRODUCTION MANAGER VISOGRAPHIC
Transcript
Limited access to information, incomplete RFQs and a lack of consistency were keeping the sales and estimating teams at VISOgraphic from reaching their true potential. The time between a customer requesting a quote to when they had an estimate in their hand varied greatly, depending on the customer, salesperson and familiarity of the type of request.
When the sales team was out talking to customers, reps often did not have all the information they needed to have informed conversations. Information about things like current and past orders, pricing, job statuses and requirements for complete RFQs was back at the offi ce and they did their best to get it right. The eff ects of this lack of access to information were compounded when RFQs reached the estimating department.
RFQs were often missing key information and their format varied drastically from one to another. “Our sales team used to send emails or drop off handwritten notes with missing information,” says John Dahlke, Vice President and Production Manager at VISOgraphic. “We lacked consistency, and there was too much double handling. Once we deciphered the information, we still had to input the data into Monarch.”
EFI Monarch, VISOgraphic’s MIS system, had all the key information and was increasing effi ciency throughout the company, but VISOgraphic needed a way to promote better communication. They found the answer and were able to test drive it at Connect 2012, EFI’s annual users conference.
VISOgraphic Optimizes the Visibilityand Communication of SalesInformation with the Monarch Portal
Productivity SoftwareCase Study
“We lacked consistency, and there was
too much double handling. Once we
deciphered the information, we still had to
input the data into Monarch.”
JOHN DAHLKE
VICE PRESIDENT AND PRODUCTION MANAGER
VISOGRAPHIC
2
Solution
The Monarch Portal is a powerful add-on module to the fully integrated EFI Monarch Print MIS/ERP. Dahlke saw the benefi ts the Portal could deliver to the sales team, but wasn’t sure about what its eff ectiveness would be on estimating.“I saw the Portal as a sales tool, and didn’t see the benefi t it had to estimating up front.” His view quickly changed once the company started using the solution. He says, “The forms we have created with the Monarch Portal give the salespeople one place for all the data we need in estimating. They have to complete all the required fi elds if they want a quote, and it forces them to obtain all the information we need in one shot. EFI’s Monarch Portal standardizes the way we capture information for estimates.”
The Monarch Portal provides an integrated two-way link between employees working outside the building and their Monarch management solution. Dahlke says, “All of our data is on one system, which we can all use for tracking and viewing history, no matter where we are, or what we need it for. We no longer have to hold onto pieces of paper or keep track of messy cocktail napkins with notes on them.”
According to Dahlke, any printing company can tailor the Portal to fi t its specifi c needs. “If you learn how to create your own forms, you can really make this everything you need it to be, specifi c to your company, products and people.”
Results
The sales department at VISOgraphic has embraced the Portal. “For sales, it has been a tremendous tool. Our salespeople now have access to every piece of information they need. The EFI Monarch Portal has simplifi ed their lives and helped them work more effi ciently,” says Dahlke. They are now fi lling out RFQs in no time, and once they receive estimates, they are able to send orders through, no matter where they are.
As for estimating, Dahlke says the solution has had a big impact. “It has absolutely streamlined our estimating process and freed up our
Headquartered approximately 20 miles from downtown Chicago, VISOgraphic is a commercial printer dedicated to being a leader in industry technology and innovation.
Since its start in 1946, VISOgraphic has perfected its craft and grown its reputation for quality, service and value.
Along with its focus on off set and digital printing and packaging, VISOgraphic off ers expertise in variable data printing, mailing, bindery, fulfi llment, online publishing, design, photography and 3D modeling.
It’s use of EFITM Digital StoreFront® makes it easy for customers to place orders online and its EFI Monarch MIS software allows the company to maximize its operational effi ciency and make informed decisions.
VISOgraphic Headquarters8040 S. Madison StreetBurr Ridge, IL 60527
phone: 630-590-6100www.visographic.com
“EFI’s Monarch Portal standardizes the way we capture
information for estimates.”
JOHN DAHLKE
VICE PRESIDENT AND PRODUCTION MANAGER
VISOGRAPHIC
3
time.” He continues, “I might walk away from my desk for 15 to 20 minutes and have 10 Portal requests when I come back. Now, I can be done with them in minutes and focus on other priorities.”
The company’s broad portfolio extends to some packaging and other nontraditional products, and these outlying estimates used to be a time consuming area for VISOgraphic. “It used to be a pain to decipher them and go back and forth to get them right. Now, it’s no problem... the Monarch Portal has streamlined the whole process and we’ve seen an 80% increase in efficiency in that area.”
EFI’s productivity software tools not only affect the companies that use them, but their end customers as well. VISOgraphic customers are now experiencing higher levels of customer service by working with more informed salespeople, which promotes higher levels of trust and confidence, and the increased speed of service is not going unnoticed. VISOgraphic has been so impressed with the effectiveness and ease of the Portal, that the company is considering extending it to some of its customers. Involving customers in the process can help VISOgraphic gain an even stronger competitive advantage.
“Our salespeople now have
access to every piece of
information they need.
The EFI Monarch Portal has
simplified their lives and
helped them work more
efficiently.”
JOHN DAHLKE
VP AND PRODUCTION MANAGER
VISOGRAPHIC
Sample Monarch Portal Screen
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