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Buying Admin Case Study

Supporting a fashion client’s buying team to focus on product performance, saving over £88,000pa.

Issue

With over 70 products coming in on a daily basis, our client’s 20 strong buying team found they were spending too much time on the many administrative tasks that had to be achieved.

The team had reduced due to natural attrition and the workload was becoming difficult to manage. They were unable to spend quality time on buying processes and managing supplier relationships.

Approach & Analysis

We took the time to understand the intricacies of the processes involved. Through our discovery process we looked into the team’s most resource-intensive tasks. On these, we found they spent:

50%

of time raising POs.

30%

of time spent on order sheets & updating central systems.

20%

of time spent on story & category workbooks.

Solution

Based on our discovery report, we embedded a team of 4 support specialists to work on buying admin tasks throughout the critical path.

They support the Senior Buyers and Assistant Buyers with processes that cross multiple systems and departments from merchandising, to warehousing and back-office admin. Ensuring that daily product reports, replenished stock, exclusivity agreement documentation, imagery and ERP inputs are all completed quickly and accurately.

In addition, we also delivered:

  • Documentation and updates of all processes & systems.
    • Identifying any duplication of effort.
  • An approval process completed before task is delivered.
  • Quality scoring implemented.

Impact

The buying team are now able to focus on the things they are trained to do, in order to maximise the performance of their products.

  • 200 hours saved every week.
  • £88,000 saved every year.

The team can spend more time supporting campaign and ecommerce shoots, ensuring the visuals and brand are properly represented, monitoring and adapting to the competition, moving colour palettes and materials with the seasons, working with suppliers, using data and reporting to gain insights for future campaigns, and crucially getting out and about to select “company winners”.

“Having buying admin support enables the team to do the things they joined us to do. It’s better for their mental health and their career progression”

– Dresses Buyer

“Taskaler have been a godsend! We’ve been able to focus on the things we didn’t have time for before”

– International Buying Assistant