Lost Samples? How One Simple Solution Could Transform Your Operations

Issues with miscommunication and tracking samples are all too common. One prime example comes from a recent email chain showing a common issue in many companies: lost or mismanaged samples.

The Problem: Miscommunication and Delayed Deliveries

Consider this real scenario from a manufacturing company:

A pallet of mixed spices arrived at one location, but no one knew who requested it, which team it was for, or where it was supposed to be. After several emails between different departments—Supply Chain, Materials Planners, and Product Implementation Teams—no one had any clear idea about the sample's purpose.

This mismanagement resulted in:

• Delays in product trials

• Wasted time chasing down who ordered the sample

• Potential project delays

This is not an isolated event. Many teams face similar hurdles daily, particularly when it comes to New Product Development (NPD) and Research and Development (R&D).

Enter Scanerrific: Sample Management Process

Now, imagine if this company used Scanerrific - a sample management solution designed to simplify and automate the tracking of samples in real-time.

Here’s how Scanerrific would have prevented the above issue:

1. Complete Visibility
   From the moment the sample was ordered, the details would be logged into the system. The specific team, location, and supplier would be listed clearly in the app, leaving no room for confusion. The Product Development Manager wouldn’t need to ask around because the system would have already tracked it.

2. Supplier Collaboration
   Suppliers can update Scanerrific on the sample's status. As soon as the mixed spices pallet left the supplier’s warehouse, the intended recipient would receive a notification, complete with an expected delivery date. No need for guessing or back-and-forth emails to check where the sample is.

3. Accurate Location Tracking
   When the sample arrived at the warehouse, warehouse staff would scan it, updating the app with its exact location. If the pallet was intended for another facility, the system would flag the mismatch immediately, enabling a fast resolution. It should have most likely prevented to be delivered in the wrong warehouse due to automatically generated label to ensure the correct address was included on the label.

4. Eliminating the Paperwork Problem
   One key pain point in the email chain was the lack of paperwork accompanying the delivery. With Scanerrific, all necessary documentation - shipping details, sample descriptions, and purpose - are centralized and available digitally and physicaly.

5. Less Chasing, More Focus on Projects
   Instead of wasting time on phone calls or emails like in the above example, team members could be working on more critical tasks. With Scanerrific, you’ll receive an instant update on whether a sample has arrived, where it is, and if it’s ready for testing all with the click of a button.

Why Sample Management Should Be a Priority

Mismanaged samples can lead to significant project delays, confusion between departments, and strained relationships with suppliers. It's a common problem in NPD and R&D, where timely sample delivery is critical for project timelines.

Using a solution like Scanerrific ensures that samples are tracked accurately, paperwork is always available, and communication is streamlined across all teams and suppliers.

Avoid the Hassle – Use Scanerrific to Improve Your Workflow

Had the company in this example used Scanerrific, it would have saved countless hours of confusion, missed opportunities, and wasted resources. With our SaaS platform:

• Communication between teams becomes clear and transparent.

• Suppliers stay informed, reducing delays.

• Teams always know the status of every sample.

It’s time to move away from inefficient email chains, lost paperwork, and miscommunication. Let Scanerrific be your solution to seamless sample management, helping you focus on what really matters - developing great products.