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Vism keeps track of VGL installations

Vism keeps track of VGL installations

In early 2019, VGL implemented Vism, an easy-to-use project management software system specifically designed and built for the sign, graphics and installation sectors.

Vism was selected to save time and improve customer service and satisfaction for VGL’s installation process, replacing the company’s existing systems and marking the start of a long-term relationship that will help it to further improve operational efficiency.

Vinyl Graphics Limited (VGL), which has a long history in the digital print sector, was originally formed by Ted Ayerst who saw the potential of pre-spaced lettering for marking signs and vehicles and set up Jadecal, the fore-runner of VGL, in 1976. The company has since built an unrivalled reputation for excellence and has been improving and growing its business ever since.

VGL specialises in cut vinyl display solutions for use on vehicles, buildings and retail stores. In fact, the company is particularly strong in the retail market and numbers many leading high street brands amongst its customers. In terms of installations, its turnover is in excess of more than £1million per year. With large numbers of installations required across the UK, each varying in both size and complexity, managing the process efficiently is a core part of the company’s service.

Richard Brown, Installation Project Manager at VGL, explained: “We offer a full range of installation and fitting styles for projects both large and small. From site survey to completion, our nationwide network of installers enables us to choose the most experienced team for each project. This is a key part of our business and we are always looking to improve our speed and customer satisfaction.”

He continued: “Until recently we used Dropbox to communicate information to our installers, but this system had become unwieldy and inefficient, particularly as folder trees built up quickly, resulting in everyone having to click through multiple folder layers until they found the right place.”

VGL was also using Dropbox to receive and store photos, and other information associated with the installation sites. Richard observed: “There was no clear notification that completion photos had been uploaded, which meant we had to continually check the Dropbox folders to see if pictures were there. Similarly, there was nothing to alert installers when we had uploaded additional documents.

“Furthermore, documentation had to be created on other software systems, meaning there was no central location for job bags, proofs, purchase orders and so on and no clear and simple way for customers to sign off installation work, so we could close the job and invoice.”

Having decided that it needed a system that was specifically designed to provide more thorough communication between co-ordinators and installers to ensure that VGL knew exactly when the job had been signed off, it looked at Vism and decided it was an easy to use system that could comfortably handle its key requirements.

Richard takes up the story: “The implementation process went very smoothly – I simply drafted a few emails with basic instructions on how to use Vism, whilst also sending out invitations for installers to sign up. Most were able to use Vism easily and were up and running almost immediately. The biggest battle was convincing installers to use something new, but as soon as they saw the simplicity of Vism, most were happy to come on board.”

Vism is now fully up and running and keeps track of all VGL’s installation work.

Richard continued: “We can clearly see from the colour coded calendar on Vism all of the jobs that are awaiting sign-off and which need chasing, something that was previously impossible.”

VGL’s clients are also now receiving completion photos and on-site sign-off confirmations the moment jobs are completed, something that, according to Richard, has dramatically improved customer service.

Dan Tyler, Managing Director of Vism, commented: “As Vism is specifically tailored to respond to specific customer needs, we keep adding new functionality. For example, our latest monthly release includes a sub-contract module that enables two companies to collaborate on the same jobs simultaneously, saving time and reducing the potential for error, while users who need any extra help can always tap into our online chat function.

VGL’s Managing Director, David Gray, concluded: “Vism is a welcome addition to our business and has already improved the quality of our communication with our installers and customers. What has been clearly demonstrated since my first interaction with Dan Tyler, is that Vism is here to work with us, assess how we work and witness the challenges we face so that it can continue to develop the software in a collaborative way. We have already had updates that have been a direct consequence of feedback we have given and this makes it feel like a true partnership between the two companies.”

For further information on VGL, visit: www.vjl.co.uk

For further information on Vism, visit: www.vismap.com

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