In small teams, ordering sweatshirts is a matter of a few messages on Slack. With 200 people, this model not only breaks, it becomes a real operating cost. This is not because people suddenly forget what size they wear. The problem lies in the lack of a single standard and a single source of truth.
The result is predictable: dozens of threads on instant messaging, five versions of an Excel file annotated with v3_FINAL, requests like ‘L, but so much bigger’ and last-minute corrections applied. The order begins to take on a life of its own, and instead of building a culture, the HR or Employer Branding department becomes a complaint handling center.
In this article, we reveal how to do it differently. Set up the process once, and do it well, so that each subsequent order is predictable, calm and easy to repeat.
Why does size become an issue at 200+ scale?
In large organizations, chaos is compounded by three phenomena that cannot be resolved on the fly:
- Information noise: data is scattered because HR has its lists for onboarding, Marketing for events, and Team Leaders keep notes in their files.
- Different cut expectations: regular, oversize, unisex, these are not details. Without clear communication, size selection is a lottery for the employee, and for the company it is a risk of returns.
- The illusion of ‘free’ Excel: companies often think that a spreadsheet costs nothing. In reality, the time spent manually straightening errors with 200 people costs more than professional automation.
The conclusion? The larger the scale, the more difficult it is to coordinate everything. It’s definitely easier and more efficient to operate based on a system, not tables. And speaking of scale, it’s also a good idea to budget well in advance to avoid unforeseen costs – check out how to approach this.
How does MerchUp remove chaos from your office?
credit: Online store for The 5
At MerchUp, we know that your goal is not to become an expert in apparel logistics, but to build a tight-knit team, come up with creative events or marketing campaigns. That’s why we design processes that take that burden off your shoulders.
Here’s how we can help you get out of size hell:
1. online merchandise store for your business
This is an absolute gamechanger for 200+ companies. Instead of collecting sizes in emails, we create for you a a dedicated online store. Employees go in, choose a model, see pictures and size tables, and then place the order themselves. The data flows into one system, with no errors, no duplicates and no rewriting of tables.
2 Storage
You don’t have to turn your conference room into a warehouse. All your brand’s products can wait to be used in our logistics center. You have full control over your inventory online, while your office remains a place to work and doesn’t turn into a storeroom.
3. logistics and shipping
We make shipments where your people are. To offices, directly to employees’ homes or to events. This is especially appreciated by companies with branches spread across the country. When a new person joins the team, the HR department can order a welcome pack using the store as well – this makes it possible to allocate separate access for selected users.
Size chart is your dial
On a scale of 200+, a general table of S, M, L is asking for mistakes. We use a method that cuts off 90% of questions and doubts, the favorite sweatshirt method. Ask a team member to measure your favorite sweatshirt flat and compare the measurements with the size chart of the model that will be ordered by the company.
This approach removes the stress of measuring the figure and makes the employee feel confident in the selection.
5 pitfalls that generate costs and how to avoid them
- Unisex without a message: unisex is usually men’s size. Women need a clear message: “order a size smaller than usual.”
- No samples in the office: with a large scale, having samples in the office is an investment that will pay off, and you will gain time in addition to control over your budget.
- No plan for rotation: if you don’t have a reserve of the so-called stock of the most popular sizes (M, L), each new person will wait longer for merch. So make sure you have a light stock of the most popular sizes.
- Deadline is sacred: set rigid dates for placing orders and reporting any problems after delivery. Without this, the topic of sizing will come back to you like a boomerang.
- No plan for after delivery: determine who will coordinate the ‘claims’ process and contact MerchUp. Direct communication and swift action is our horse.
Merch as a strategy, not a gadget
Top brands like Google and Microsoft treat merch as a professional point of contact with the employee. An effective process is one you forget about once you’ve chosen a design – the rest should happen on its own.
If you want your corporate products to be a symbol of professionalism rather than a logistical challenge for your team, take it to the next level. From a dedicated online store and warehousing to automated shipping. At MerchUp, we’ll take care of everything.