Implementing Aprimo
Automating the Marketing Review and Storage Process

We used Aprimo to transform how this Global Financial Services Firm reviewed and stored marketing materials
Employees
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9000+
Locations
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Worldwide
Industry
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Investments
Business Type
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Enterprise

The Need

This global investment management firm wanted to transform how their marketers routed and reviewed marketing collateral. The current process was expensive and time consuming for all involved. voolama was able to provide Aprimo consulting and solve this global issue.

The Challenge

Insecure Process
Insecure Process
Printing and mailing documents internally was not an overly secure process. Internal envelopes could get lost or destroyed. Not to mention the impact on the environment and costs related to consumables used for this process.
Long Lead Time
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Mailed items would have to travel around the multi-building campus and sometimes to other offices across the US creating massive time delays and impacting marketers ability to produce materials in a timely fashion.
Physical Storage
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Warehouse space was leased by the company to store the physical job folders. This was offsite and when materials were needed for audit, boxes had to be ordered from the archive. West coast warehouse space is not cheap.
Using hard copy printouts, manual forms and internal mail to route materials was both time consuming and expensive. What's more, due to strict financial regulations all of these hard copies and related manual forms had to be housed offsite in a rented warehouse space for 7 years. Paper, time and space were being wasted. What's more there was no tracking or status available, simply add your request into the mail-drop and hope for the best, was the way it was! Audit time was also no easy task, with spreadsheets and tracking numbers in order to know which box to retrieve from the warehouse, this process too was time consuming and laborious.

This was a mammoth change for the organization, with a workforce that were comfortable with the process as is and very open pockets of resistance we had to address this transformation not just on a process level, but we had to get 1000s of additional people on board, to champion the change and not just update the process, but the way they think and act.

Value Delivered

Secure Process
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The process was secured, eliminating the need for hard copies and saving money on internal mail and all associated consumables.
Faster
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The time to review materials was greatly sped up, improving time-to-market and improving the relationship between marketing and legal.
Online Storage
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No more ordering of boxes for audit. Materials are now securely housed within the Aprimo tool and associated WORM compliant storage location.
We implemented the Aprimo Marketing Operations tool and built out a workflow process that allowed marketers to fill out a simple online form, attached materials electronically and a interactive markup tool for legal and compliance to capture, track and validate their changes. What's more, it wasn't just images and documents; video and audio could also be reviewed and annotated.

In order to facilitate the change, we created a buzz around the changes that were coming and generated interest with a naming competition. We also formed a group of "specialists" from within our user community to help provide feedback from the shop floor and create a person with advanced skills in each area that could help their colleagues when needed.

✔ We removed the need to print endless amounts of hard copies.
✔ We lessened the load on internal mail services, allowing them to speed up delivery of item high priority items.
✔ We removed the need to lease additional storage space and subsequently looked to wrap up operations in the warehouse.

The marketing process was transformed and what's more leadership and colleagues alike had insights to where their work was in the process, who was accountable for the current and subsequent steps. A new era of knowing where your work was was born. Audits became a dream, with a simple search of online records. This business was transformed.

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How We Helped

100%
Tracked and automated from beginning to end of process. Also, 100% secure.
100+
Key performance Indicators (KPIs) developed for leadership and executive reporting.
$25m
Reduction in spend on physical storage space and associated consumables
About Aprimo
Aprimo is a complete content operations and marketing project management software solution to manage content planning and creation all in one platform. Aprimo’s SaaS Digital Asset Management (DAM) and Work Management solutions give your teams the power to create, manage, and share engaging, on-brand customer experiences more efficiently than ever before, in every channel.

voolama can help you implement Aprimo the right way.

Schedule a free callback today to discuss how we can help with your Aprimo consulting needs.

voolama; Making Work, Flow.

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