This blog post is brought to you by Summer Camp – Zipline’s annual customer conference where store communicators come to connect, inspire, and grow. This year, 23 store operations leaders from 16 best-in-class retail brands took the stage to share their stories. Among them: Andraya Robinson, Project Manager of Store Operations/Communications at Janie and Jack. Read Andraya’s story about saving associates time (and paper!) below.

Janie and Jack, a beloved children’s clothing retailer with a reputation for quality and style, faced a challenge familiar to many in the retail industry: maintaining clear, consistent communication across their stores. With small teams of around five members per store, any disruption in communication could significantly impact operations. To address this, Janie and Jack turned to Zipline, leveraging the platform to move their daily check-ins into a more efficient, engaging digital format.

At the helm of this transformation was Andraya Robinson, a key member of the Janie and Jack team. Andraya recognized that the old system of paper-based check-ins was not only cumbersome but also led to frequent misalignment among team members. Here’s how she and her team made the switch to digital, resulting in a more connected and informed workforce.

The Challenge: Overcoming Paper Overload and Miscommunication

Janie and Jack’s reliance on paper for daily check-ins was becoming increasingly problematic. “We were drowning in paper,” Andraya explained with a laugh. “We loved paper templates so much that we created templates for our templates.” This overreliance on paper led to logistical challenges, communication breakdowns, and missed opportunities for team alignment.

Given the small size of their store teams, it was crucial for Janie and Jack to find a solution that would ensure everyone was on the same page, even when the store leader wasn’t available. Andraya and her team needed a way to streamline their communication process, reduce reliance on paper, and improve daily alignment across all stores.

The Solution: Moving to Digital Daily Messages

To tackle these challenges, Janie and Jack decided to move their daily check-ins into Zipline, creating a structured daily message system that provided essential information to team members at the beginning of their shifts. This new system was designed to be straightforward, engaging, and easy to use.

Identifying Key Information: The first step was to determine the critical information that needed to be communicated daily. Andraya’s team focused on three main areas: total sales for the day, weekly goals, and the focus of the day, which highlighted key behaviors and KPIs.

Creating the Daily Message Template: With the key information identified, the next step was to develop a consistent and visually engaging template. Andraya’s team used a combination of text, colors, and emojis to keep the messages both informative and interesting.

Implementing and Training: Rolling out the new system required careful implementation and training. Janie and Jack provided Zoom training sessions and written guides to ensure that all team members were comfortable using Zipline for their daily check-ins.

Continuous Improvement and Follow-Up: To maintain momentum and drive continuous improvement, Janie and Jack used Zipline’s custom reporting features to track completion rates of daily messages and provided weekly summaries to district managers.

The Impact: Boosted Engagement and Team Alignment

The transition to digital daily check-ins has had a remarkable impact on Janie and Jack’s operations. Initially, the completion rate for daily messages was around 60%. Now, they consistently achieve 90-95% completion. This significant improvement in communication has led to better alignment, more engaged teams, and enhanced overall performance.

Employees now feel more informed and empowered, leading to a more cohesive team environment. Andraya shared a heartwarming story of visiting a store where associates were excitedly discussing what they had read in their daily messages, a clear sign of the positive impact of the new system.

Tactical Tips for Implementing Daily Check-Ins in a tool like Zipline

Andraya shared some valuable tips for other companies looking to implement digital daily check-ins using a tool like Zipline:

1. Identify Key Information: Focus on what really matters for your team’s daily operations, and keep the information concise.
2. Create a Consistent Template: Consistency is crucial. Develop a template that is easy to follow and visually engaging, using colors, emojis, and clear sections.
3. Train Your Team: Proper training is essential for a smooth transition. Provide both live and written resources to help your team get comfortable with the new system.
4. Track and Report: Use Zipline’s reporting features to monitor completion rates and provide regular updates to managers, ensuring accountability and continuous improvement.
5. Foster Friendly Competition: Encourage a bit of friendly competition among teams by recognizing those who excel in completing their daily messages.

Janie and Jack’s move to digital daily check-ins through Zipline is a perfect example of how technology can streamline communication and improve team alignment. By focusing on key information, creating a consistent template, and leveraging Zipline’s powerful features, they’ve transformed their daily check-ins into an efficient, engaging process that keeps their teams connected and motivated.

If you’re looking to improve your daily check-ins and enhance team alignment, consider following Andraya’s tips and giving Zipline a try. With the right approach, you can create a more connected and efficient workforce.