Kaituna Cascades previously sold photos to guests on USB sticks and collected liability waiver information on sheets of paper. Although this was the way the company had been operating for years, owner Pete Lodge knew that both these processes needed to change as they caused operational pains, including:
✘ Long wait times for guests after their trip.
✘ Lost sales opportunities from guests leaving without purchasing photos.
✘ Delayed guest satisfaction and a sub-optimal experience due to old technology.
✘ Corrupted USBs and unusable customer data collected on paper.
✘ Over 400 hours of lost staff time per year doing manual work.
Long wait times and lost sales.
Burning each USB took between 2-5 min to burn, meaning that large groups of guests were sometimes waiting upwards of 10-20 minutes before they got their photos. Some guests would not want to wait for photos and would leave without purchasing. Every guest who left without purchasing photos was a lost sale, as Kaituna Cascades didn’t have a way to resell after the fact. In total, the lost sales opportunities represented thousands of dollars in lost revenue every year.
Delayed guest satisfaction.
Guests who did receive photos on a USB couldn’t immediately access them because they needed a compatible computer. They had to wait until they returned home to share their memories with friends, and by then the thrill of the adventure had waned.
Additionally, guests would sometimes call back when the USB they took home turned out to be corrupted and the photos were unviewable, forcing staff to spend upwards of 15-20 minutes per guest re-sending those files and causing customer frustration.
Lost time.
Adding to the USB burn times during daily operations, staff would have to back up all the photos to a hard drive at the end of the day, adding an additional 20-30 min of work to an already exhausting day.
At the same time, paper waiver processing and storage was a hassle:
- They were only able to collect very basic information that had to be reviewed waiver by waiver.
- At the end of a long work day, they had to spend time filing papers and if they needed to pull any important information, it had to be done manually as it was not easily searchable.
- The antiquated waiver collection process did not allow trip leaders to quickly review critical information pertaining to the guests’ specific needs like pre-existing health conditions. Also, this information could not be easily used to aid their marketing efforts.
Both staff and guests were being inconvenienced, leading to a sub-optimal experience for the guest and lost marketing opportunities for Kaituna Cascades.
All of the daily manual work caused by USBs and managing waivers represented over 400 hours of lost time per year.