For example, the firm first used Ziflow to manage client approval when designing the The University of Texas Athletics Hall of Fame inside the school’s famed football stadium. Designing the attraction for the space required gathering thousands of articles, names, historical articles, and data points from different teams, incorporating that data into the graphics, and working with each athletic director to approve the content related to their sport.
By using Ziflow to streamline this process, Advent’s design team was able to:
- Turn initial consultation notes into a proof demonstrating that client requirements were built into the initial design proposal.
- Add new articles, photos, and content sent from the client to the same proof as designs evolved, keeping all related design proofs, comments, and change in one place.
- Enable different athletic department leaders to access the same proof, provide feedback directly to the design team on the display elements that related to their sport or area of expertise.
- Assign internal deadlines and use proof tagging to direct different teams to the exact content and feedback they need to address among hundreds of proof pages.
- Provide project managers with a real-time master view of all project flows, internal and external review tasks, and proof approval statuses.
Advent used Ziflow to proof hundreds of display designs for The University of Texas Hall of Fame. Leaders at each athletic department were able to access proofs and provide feedback on the designs that apply to their sport, in one place.
Projects that span so many physical spaces also create a huge variation in page numbers between production design sets. Advent’s design team can now use side-by-side comparison at the page level to accurately review changes even if the total number of pages changes from version to version.
Assigning tasks and deadlines also helps the entire design team deliver projects on quick deadlines while working on the many interconnected graphics in a project.
"Usually our timelines are really quick. People sometimes only have three hours to get to the proof to review it because we don't want to hold up the process,” said Cannon. “It has significantly reduced the amount of emails related to a proof because it's more collaborative inside the walls of a response that's correlated to the actual picture for what you're looking at.”
Side-by-side comparison allows the design team to quickly review the same content even as on-page elements and page numbers change between versions.
Having one record of project dynamics is also an invaluable asset when the agency needs to update designs for its clients or reference previous work, such as adding a new name plate or year to an awards display.
Instead of having to manually search through PDFs, any designer coming into the project can immediately access previous design files and all the contextual history of comments and changes about those files to:
- Instantly find the proper art files to update or change.
- Get a full view into the internal project history, context, and status.
- Confirm that new designs match previous artwork.
- More quickly complete updates and send new artwork to the client without relying on email or PDF.
“We always have a knowledge base of who our clients are and what their brand guidelines are. Now, we can can quickly get to the information that we're trying to find on previous projects. If the baseball team wants something this way or volleyball team is asking for something that may not be brand cohesive, having the record of why something was changed on a previous project with Ziflow has been helpful,” said Cannon.
That expert knowledge base ultimately fuels Advent’s client engagement model, which is founded on the same personalized interactions built in the firm’s design approach. Importantly, using Ziflow has enhanced the face-to-face client experience by demonstrating a checks and balances system that shows exactly when changes were implemented in the design.
“Our team will still start the first review together in person and talk through it, marking up the paper proofs. Clients still like that aspect of discussion in live time,” said Cannon. “Just because we’re adopting an online platform, Ziflow’s not replacing those face-to-face interactions. Once that initial discussion happens, the person that's responsible for updating all the design now has a way to say, ‘"Did we actually implement all the things we discussed?’”