I receive the following e-mail (or some variant) periodically:
Dear Reseller,
I’ll start off by thanking our resellers who send their orders to the
correct email address, formatted per our requested specifications.
Your cooperation is greatly appreciated. It makes our job easier
and helps us to process your orders more efficiently.
As a reminder to resellers who send their orders in many and varied
weird and wonderful ways, our ordering procedure and preferred
format is clearly set out below . . .
1. You email us the end user’s name and payment details.
Payment is by EFT or Direct Deposit to:
ANZ Bank - Strathpine 4500
BSB : 014271
Account Number : 198960794
Account Name : Antivirus Australia Pty Ltd
ACN 076 367 890
ABN 53 081 436 151
* Copy & Paste the EFT receipt provided by your bank into the
body of your order email.
* Please do NOT send us HTML email … use Plain Text only.
* Do NOT attach PDF/XLS/DOC/etc files … attachments will
delay processing.
* Do NOT send orders and EFT receipt information separately!
2. We return the License and associated Tax Invoice to you by email.
(Note that the Tax Invoice is not numbered. It is tied to a unique
License Number which meets ATO requirements. This is our ONLY
invoice. We do NOT provide pro-formas or separate invoices.)
3. You deliver the License to your customer.
PROPERLY FORMATTED ORDERS GET FIRST PRIORITY . . .
Sorting out who’s who and which license belongs with which order in a
mailbox filled with email from “Info/Admin/Sales/John/” or addressed
to “NO32 Australia/Nod32 Reseller/Nod32 Order/NodAV/whatever” is a
nightmare for us.
Turnaround time will be much shorter if you
(a) send your order to us as a Plain Text email with your
company name (or your plain and simple email adress)
in the “From:” field;
(b) use plain and simple reseller_orders@nod32.com.au
in the “To:” field;
(c) put “Reseller Order - customer’s name”
or
“Reseller Renewal - customer’s name”
in the “Subject:” field;
(d) identify your company in the body of the email.
The ONLY address for orders is reseller_orders@nod32.com.au
Orders sent to any other email address will be delayed.
Licenses ordered before 17:00 Monday-Friday are usually delivered “same
day”. If you need a license urgently, a quick phone call will put you on
top of the waiting list.
IMPORTANT! WE DO NOT SEND SPAM!
Our information emails and monthly evaluation keys are sent via a bulk
email processor. We have neither the time nor the inclination to re-send
email rejected by spam filters set to levels that block legitimate traffic,
“validation required” filters, or poorly-maintained “professional” anti-spam
“services” that often cause more problems than the spammers from whom
they claim they’re protecting us. Your email address will be deleted from
our mailing list after ONE such rejection, so we suggest that you whitelist
nod32.com.au and antivirus.com.au to prevent this from happening.
Regards,
Bill Main
MainLink IT
Acting Manager - NOD32 Australia
Let’s take a poll. What do you think of the above?
[ ] Sounds reasonable enough
[ ] Sure sounds like a lot of effort
[ ] WTF?
[*] OMG! *Incompetence Alert!* Bzzzrt!
The star above may have unduly biased you. So be it. One of the key tenets of HCI/UI design is to limit the exposure of your system model to your end users. Take Google for example. There are two possible (public) classes of sign-in: gmail account & other. This is the systems side. Do you see it exposed anywhere in a way that causes the user to a) notice or b) have to think about it? No. To sign into google using a gmail account, you can enter either ‘username@gmail.com’ or simply ‘username’. You don’t need to select a radio button providing {Google, Other} options; you aren’t shown an “invalid login” if you sign in without the @gmail.com. No, Google has designed this process to be customer-focussed. Not so NOD32.
First impression? It reminds me of being told off in High School. Second impression? It’s long. It may be in my Inbox today, but it will be gone tomorrow. Let’s assume I read it at all and don’t have a vehemently negative reaction to it (big assumptions here). EVEN SO, it’s unlikely to make any difference to my behaviour.
OK, let’s take a closer look:
- They refer to a “clearly set out (format) below” but only actually get to it 200 words later (if you recognise their (a), (b), (c), (d) points as being a “format” at all
- HTML only mail? How many people know how to do this? Even if they do, how many people (who order Anti-Virus for Windows) would have Plain Text as their mail default (think Outlook users here), causing additional work every single time they e-mail NOD32.
- Changing the From: field. OK, so let’s think about that. For the other 499 e-mails you send out each week, you’re going to want what you normally user {Sales, Company X Sales, Joe Bloggs, etc.} which they want you to change to {Company X, user@companyx.com} just for e-mail to them. Bzzzrt. Not going to happen. Secondly, this is inconvenient to just about everybody not using mutt. In Mac OS X Mail, it involves: Mail:Preferences; Accounts; (Account X); alter Full Name; Close; Compose & Send e-mail; Mail:Preferences; Accounts; (Account X); revert Full Name. I’m sure the process is similar on other platforms.
- “IMPORTANT! WE DO NOT SEND SPAM!” - that’s really comforting to know. It’s at the bottom of an e-mail (which aside from displaying correct English, looks pretty Spam-like to me) and thus is highly unlikely to be read by someone considering it Spam! Further, they then insult you or your IT staff for having “poorly-maintained” anti-spam systems, yet the people who actually DO have these systems, aren’t reading this e-mail. Score 3 for insulting your customers yet again.
Now, back to system models. We’re now intimately familiar with their sales process. From the above we can deduce that:
- The entire system (in this age of computer automation) is run manually during standard office hours
- They use an e-mail client to process orders (or else use some kind of CRM, with all the ‘defects’ being redirected to a normal e-mail account)
- They are clearly frustrated by the failure of their ordering process
- It is clearly an expensive process or one which should be more efficient (and hence cheaper), or they wouldn’t be bothering trying to change it
- They presumably have somewhere between 10 and 100 staff and somewhat more than 10,000 customers. Rather than change the behaviour of 100 people over whom they have motivational, financial and legal control, they are seeking to change the behaviour of thousands of disparate entitites
- The best case scenario is still only a reduction in the number of exceptions needing to be handled, rather than designing a system that doesn’t let them happen in the first place (although if they came up with this process for a manual system, I’d hate to think what it would look like for an automated one, but at least they’d stop directly insulting us)
- They believe sarcasm is an effective tool to inspire more sales through their reseller channel
and probably much more. Here are the two immediate ways they could improve (level 0 parse):
Manually
By letting their customers submit their order any way they like, as long as it contains the necessary information (EFT, Name, License type). Much easier to remember than 500 words of rambling text. Wear the cost.
Automatically
Like 99,999,999 other businesses on the web, provide a web-based form with validation that forces this input. N.B. I hate this when it’s not done right, but I’d take an imperfect form over this any day.
These basic recommendations are so obvious that a $12/hr minimum wage worker would likely be able to figure out a much better system in less time than it took to compose that e-mail.