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How To Outfit A Group

Outfitting a group of employees is a crucial skill for scrub store owners. As the leading scrub store consulting agency in the USA, we understand the importance of outfitting groups because we do it dozens of times a year ourselves.

The purpose of this article is to provide a detailed description of how to outfit groups of all sizes, along with the essential "tools" that can facilitate the process. Building a comprehensive toolkit is always advantageous in this endeavor.

You have our permission to utilize this article in any manner you deem fit. Feel free to use it as the foundation for your own blog post on outfitting a group, or adapt it as a social media post. You can also publish it as an unaltered article on your website or employ it as instructions for potential clients seeking assistance with outfitting their groups. The only request we have is for you to include a backlink to our site within the blog, post, or article you publish.

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Step 1: Uniform Selection

First and foremost, the scrub store owner (SSO) and the client need to decide on the appropriate scrubs for the employees. Useful tools for this stage include vendor catalogs, web links to products, and product samples. Additionally, it's advisable to have a pricing sheet, including the applicable discount, readily available to provide to the client.

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Step 2: Embroidery

  • Once the client has made their selections, it is a good time to discuss embroidery options. Two tools that can facilitate this discussion are an embroidery order form and a pricing sheet. If the initial pricing sheet did not include the cost of embroidery, this is the opportune moment to discuss pricing and turnaround time. In cases where the client doesn't have a digitized logo, make sure to offer the option of digitizing their logo for them.

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Step 3: Sizing The Group

The third step involves sizing all the employees accurately. Ensuring correct sizes from the outset is crucial for a successful outcome. Two valuable tools for this task are a sizing run that can be dropped off at their office and a group sizing form for the employees to fill out. Alternatively, employees can visit the scrub store to try on the scrubs and determine their sizes. However, regardless of the method chosen, the group sizing form must be used to record the employees' sizes, which will be kept at the scrub store. It's essential to avoid scenarios where an employee doesn't try on the selected scrubs to determine their size.

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Step 4: Ordering, Personalized Packaging, and Delivery

Once the sizing process is complete, the fourth step involves placing the order with the vendor. Remember to send the client a copy of the order, indicating each employee's name next to their respective order. This tracking tool, whether in the form of a quote, invoice, or custom form, serves two purposes. It reassures the client that you are diligently monitoring everyone's order, and it provides a quick answer to the inevitable question from an employee: "What size did I order again?" If the delivery is expected to take longer than five business days, ensure you keep the client updated on the order status.

Upon receiving the order, after it has been embroidered and is ready for delivery, it is crucial to follow these next steps meticulously. Triple-check that each employee's order is placed in its own bag, with the employee's name handwritten on the outside, and that every order is 100% accurate. When the scrubs are delivered to the client and distributed to the employees with minimal issues, a loyal client is born.

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Step 5: Exchanges, Returns, and Refunds

The fifth and final step involves managing all exchanges and returns for the client. Proactively inform the client that any employee experiencing issues with their order should come directly to the scrub store. This is where your most critical customer-facing tool comes into play: your return policy. Go over the policy with the client to establish the conditions under which returns and exchanges will be accepted.

Successfully outfitting a group requires a lot of preparation and effort. It is hard to do, especially the first time. If you need help getting started or already have a group order, contact us to discuss best practices and lessons learned from our own experience.