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Automated project management for CPG: a better solution than emails and spreadsheets


manual project management tools like notebook and automated project management tools like computer keyboard

Automated project management for packaging artworks refers to the use of software to assist in the planning, execution, and tracking of all aspects of a packaging artwork project. This can include features such as:

  • scheduling & task assignment

  • progress tracking

  • communication

  • approval processes

  • file management

  • resource allocation

  • risk management.

The goal of automated project management is to streamline the process and make it more efficient, while also reducing the potential for human error. It also helps improve communication, collaboration, and documentation throughout the project, as well as provides real-time data and analytics on the project's progress.


Why it's better than using spreadsheets and emails


1. No manual repetitive tasks


Delays and wasted resources. Sending manual follow-ups is time-consuming and error-prone. It takes time from all those important and creative tasks you could be doing instead.

Automated project management tools can automate repetitive tasks such as sending reminders, notifications, and approvals. The team can automate tasks such as scheduling and progress tracking too. This reduces the need for manual follow-ups and frees up time for more important work while delivering free-from-errors packaging. It improves the overall efficiency of the process.


2. Centralised information


an office desk with a white mug on it with a symbol of a team collaboration and centralised communication used for centralised project management - dots connected with lines

Have you updated all the users? Are they using the latest version of the file?

Automated project management tools provide a central location for all project-related information, including design files, feedback, and approvals. This makes it easier for team members to access the latest version of the design and stay up-to-date on the project's progress. Easy access, update, and sharing information in real-time makes it easy to stay on track.


3. Improved collaboration


Working together effectively and sharing information via multiple email threads and chats can be overwhelming. Not to mention updating all the spreadsheets.

Automated project management features such as task scheduling, file sharing, and instant file updates make it easy for team members to access, update, and share information in real-time. Whereas, tools like annotations, comments, and approvals allow for real-time collaboration and feedback making it easier for team members to share their thoughts and ideas. This leads to faster decision-making and approvals as well as fewer delays in the project.


All this improves communication and collaboration among team members. It reduces the risk of miscommunication and makes it easier for team members to stay informed about the status of the project and ensures that tasks are completed on time.


4. You can scale


Emails, spreadsheets, files, users, projects. What's the biggest scale you could manage without feeling overwhelmed?

hands managing a lot of mail

Automated project management tools can handle large numbers of projects, users and designs. They can also be easily integrated with other systems, making it easy to scale the process as the company grows. Large and complex projects

with multiple teams and stakeholders can be easy to manage and deliver great consumer packaging in a smooth way.


5. Version control


Are you really in control over multiple emails and attachments? Is everyone working on the latest version of the file? Are you sure you updated all the spreadsheets with the latest data?

Automated project management tools usually include version control features that keep track of different versions of the design, and allow for easy rollback to previous versions. This eliminates the risk of version confusion and errors caused by different versions of the design being shared via email.


6. Built-in checks and alerts


What's the task status? When's the deadline? Oh, forgot it was yesterday? Tracking progress and ensuring tasks and milestones are completed on schedule can be challenging.

Automated systems often have built-in checks and alerts to ensure that tasks are completed correctly and that the project stays on track. Deadline reminders and status updates makes it easy to monitor the tasks progress and alert managers to any delays or issues.


7. Visibility


Do you really have a clear picture of the progress and status of a project? Creating reports manually takes time, and you are not even sure if all the needed data is included.


statistical chart used for automated workflow management reporting

Automated project management solutions provide real-time data and analytics on project progress making it easy for managers to monitor the project and optimise the results. Use detailed dashboards and charts to measure and summarise insights. This helps identify and resolve issues early on, which can save time and money in the long run.


8. Security


Do you really control who sees confidential information?

glasses on a desk covered with the spreadsheets and workload

Digital workflow management software provides user authentication, access control, encryption, backup and recovery, auditing, and logging features. One can also identify any suspicious activity and get a forensic record of all user interactions with the system thanks to auditing and logging features that allow administrators to track user activity within the system.


It's especially important in the case of companies operating in highly regulated industries like pharmaceuticals or FMCG brand owners and retailers.


9. Build your own process step-by-step


three colourful steps symbolising steps to take to build workflow in the company

Sticking to old ways holds you back from

boosting your performance and business.

The time comes when emails and spreadsheets don't serve a business anymore. By building your own automated workflow, you'll have a system that is tailored to your specific project and team, rather than relying on emails and manual processes that can be prone to errors and inefficiencies.


Emails vs automated project management: You decide.


Using spreadsheets and emails for project management can be time-consuming, error-prone, difficult to scale, and cause delays. It can also lack collaboration, visibility, and security. Automation in packaging artwork project management gives you many benefits and secures a smooth workflow.


In case you'd like to build your own packaging artwork approval workflow, talk to our expert. At MYPACKBRAIN, we are happy to advise you on how to automate your process and which project management solutions are best for your CPG business.



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