Corporate Conscience: Earth & We for fulfilling your gifting needs

Greetings from "Woven Wednesdays", the seventh edition of Earth & We's a weekly newsletter. At Woven Wednesdays, our commitment to sustainability and quality craftsmanship is unwavering. Our recent venture into fulfilling a large corporate order for bamboo gift hampers and Jute bags presented a series of challenges that tested our operational capabilities and resilience. Here’s a detailed look at the hurdles we encountered and the strategies we employed to overcome them.

The Order: Ambitious and Exciting

A prominent corporation approached us with a substantial order of bamboo-based gift hampers and Jute Bags. This project was not only an exciting opportunity to showcase our products but also a chance to reinforce our reputation for quality and eco-friendly merchandise. However, the scale of the order introduced several operational complexities.

The Pricing Challenge

When our client initially reached out, they made it clear that while they required high-quality bamboo and jute bags, they had strict budget limitations. This posed a significant challenge for us. Traditionally, a lower price point can compromise the quality of materials and craftsmanship, which is something we strive to avoid at Earth & We. The client's expectations were high, and understandably so. They wanted their corporate event to reflect their brand’s commitment to sustainability without breaking the bank. Negotiating a price that satisfied both parties required careful consideration and strategic thinking.

The Negotiation Process

The negotiation process was intensive and involved numerous discussions and follow-ups. Our goal was to find a middle ground that met the client's budget while ensuring that the quality of our products was not compromised. Therefore, we began by thoroughly understanding the client’s requirements and constraints which involved detailed discussions about their quality expectations, desired quantity, and budget limitations. Also while adhering to the budget, we explored various material options and sourcing strategies which included negotiating with our suppliers to secure high-quality materials at reduced costs and considering alternative materials that offered similar durability and aesthetic appeal. Throughout the negotiation, we maintained open and transparent communication with the client. We provided detailed breakdowns of costs and explained the implications of different pricing options on product quality.

After extensive back-and-forth discussions and multiple follow-ups, we successfully reached an agreement that satisfied both parties. The client appreciated our dedication to finding a solution that met their needs without compromising on quality. This collaborative approach not only helped us secure the order but also strengthened our relationship with the client.

Sourcing Sustainable Materials:

The second challenge was ensuring a steady supply of high-quality bamboo coffee mugs and jute bags. Our commitment to ethical sourcing meant we could not compromise on our environmental standards. However, procuring these materials in the required quantities within a tight timeline proved daunting.

How did we mitigate this step?

We strengthened our relationships with trusted suppliers and expanded our network to include more vetted sources. By diversifying our supplier base, we mitigated the risk of delays and shortages. Additionally, we made sure to prepare samples first place for ourselves, once we were assured of the quality of these mugs and bags, we reached back to our client with order level specifics such as how much customization they can do, what the level of intricacies that could be captured and at the end prepared samples with client designs as well. There were a few setbacks around customization as conventional engraving on it looked unappealing hence we moved ahead with screen printing. However, the team pulled off a communication chain to get all these into place and finally got the green signal on the same.

Real-time Product Development Issues

Production Bottlenecks

Scaling up production to meet the order quantity without compromising on craftsmanship was a significant hurdle. Our production process is meticulously handcrafted, and increasing output risked straining our artisans and impacting quality.

How did we mitigate this step?

We introduced staggered shifts to maximize production hours while ensuring our artisans had adequate rest. By streamlining our workflow and enhancing team coordination, we maintained our commitment to excellence.

Quality Control

Maintaining consistent quality across a large batch of handmade products is inherently challenging. Each mug and bag needed to meet the stringent standards set by both Earth & We and our corporate client.

How did we mitigate this step?

We implemented a multi-tiered quality control system. Each stage of production included rigorous inspections, and we appointed dedicated quality assurance teams to oversee the entire process. Regular feedback sessions with our artisans ensured any issues were promptly addressed, fostering a culture of continuous improvement.

Logistical Complexities

To fulfill a large corporate order, we opted for what seemed to be the fastest transportation methods available: buses and trains. Our manufacturing wing recommended this approach to expedite the delivery of bamboo and jute bags, along with delicate coffee mugs. While the decision was well-intentioned, the reality of transporting intricate handcrafted products via these mediums proved to be fraught with challenges.

Handling Issues with Bus and Train Couriers: The initial plan involved using bus and train couriers, which typically offer quick transit times. However, these transportation methods do not always prioritize the careful handling of consignments. Our products, especially the delicate coffee mugs, required more attentive handling than what bus and train couriers could provide. This oversight became apparent as the journey unfolded.

Real-Time Delays and Complications: From the moment the consignments were loaded, issues began to surface. Real-time delays in loading and unloading from third-party couriers became a significant hurdle. Once the shipments reached Bengaluru, the challenges escalated. Multiple visits to the station were necessary to track down the consignments, and coordinating door-to-door delivery required additional effort and expense. We had to engage and compensate several people to ensure the safe delivery of our products to the client's location.

Delivery and Product feedback from the client

The Logistical Setback

Our operations team was bustling with activity, ensuring all orders were processed and dispatched on schedule. However, an unforeseen issue with our logistics partner led to a significant delay in the shipment of a large order of bamboo and jute bags. Our team worked tirelessly to resolve the issue, but despite our efforts, the delivery was delayed by two days. Understanding the importance of timely delivery, especially for corporate events, we communicated transparently with our clients. We provided regular updates and assured them that their order would arrive as soon as possible. Our client, though understandably concerned, appreciated our honesty and commitment to resolving the situation.

Delivery and Client Feedback

Once the shipment was back on track, we ensured that the delivery reached our client promptly. The bamboo and jute bags arrived just in time for their corporate event, and we hoped this would mark the end of our challenges.

But while the logistical setback and product quality issues presented significant challenges, they also reinforced our commitment to continuous improvement and customer satisfaction. We learned valuable lessons about the importance of proactive communication, stringent quality control, and the need to swiftly address any issues that arise.

Our client appreciated our prompt response and the steps we took to address their concerns. They raised certain concerns about the structural integrity of the coffee mug however the jute bags were very well appreciated. Their feedback was instrumental in helping us improve our processes and ensure that future orders meet high standards.

Next Steps to Improve

Lessons Learned and Future Preparedness: The experience of fulfilling this corporate order was a valuable learning opportunity. We refined our processes, strengthened our supply chain, and improved our operational agility. Moving forward, we are better equipped to handle large orders and real-time challenges with increased efficiency and confidence.

1. Partnering with a reliable delivery partner: Currently, we have partnered with a reliable logistics firm specializing in large-scale, time-sensitive deliveries. We also employed advanced tracking systems to monitor shipments in real time, allowing us to address any issues immediately. By creating detailed contingency plans, we prepared for potential disruptions, ensuring smooth delivery.
2. Ensuring quality of products through internal sample usage: Internal sample usage involves distributing product samples to our team members for daily use and feedback. This hands-on approach allows us to experience our products in the same way our customers do. It provides us with firsthand knowledge of the functionality, durability, and overall user experience of each item.
3. Making better SOPs and documenting each step: Standard Operating Procedures (SOPs) are essential for maintaining consistency and quality across all production and operational activities. They serve as a blueprint for our team, detailing the steps required to achieve desired outcomes. Recognizing areas where our SOPs could be strengthened, we embarked on a project to enhance and document our processes more comprehensively that involved process analysis, collaborative approach, detailed documentation, etc.

Drop by our website today, and take a look at our wide collection of cane and rattan furniture and home decor. <Earth & We Official Online Store>

Thank you for making this journey with us. Let us go on creating spaces which are not only beautiful but are a story of conscious living and responsible luxury.

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