Navigating the complexities of project management in the personal care industry is no easy feat, especially when it comes to packaging and labeling. Image Skincare, a leader in the skincare market, has developed a robust system to streamline these processes. 

In a recent webinar discussion with us, Kristin Peacock, Director of Corporate Program Management at Image Skincare, shared how the brand stays on track with timely launches while meeting regulatory standards across different regions.

Let’s dive into their approach to project and task management, cosmetic packaging requirements, and how tools like Artwork Flow play a crucial role.

Task and project management: Laying the foundation for success

At Image Skincare, efficient task and project management is the backbone of their packaging and labeling operations. Kristin emphasizes the importance of staying organized and maintaining timelines. "It’s super important to continually maintain organization through all of your projects and really plan out task management," she explains.

The team collaborates across multiple departments to ensure deadlines are met, from concept development to final approvals. Here’s a breakdown of how their process works:

• Reviewing project details: The team ensures each project has clearly defined requirements, deadlines, and responsibilities.
• Cross-functional collaboration: Kristin mentions the strong collaboration between design, creative, supply chain, and operations teams. "We work very, very closely with our supply chain and operations team so that we can ensure that we're meeting all of our timelines," she says.
• Task management: Every artwork change is treated as a project, which includes managing updates due to regulation changes or new packaging requirements.

This approach helps Image Skincare keep projects on track, limiting bottlenecks and ensuring the final product meets all expectations.

Also Read: The 2024 Guide to FDA Labeling Requirements for Cosmetics Packaging

Streamlining packaging artwork with Artwork Flow

One key tool that Image Skincare relies on is Artwork Flow, a software designed for packaging artwork management. According to Kristin, the software is a game-changer when it comes to version control and making necessary edits. "We use Artwork Flow to really dive into the details and compare against the versions of the artwork that we have going and make any of those edits through that system," she says.

‍

Artwork Flow’s role in the process extends beyond just artwork—it provides a centralized platform for collaboration between internal teams and, eventually, vendors. This ensures that everyone involved has access to the most up-to-date information, reducing the need for back-and-forth revisions. Having a direct repository for packaging artwork makes it easier to manage compliance requirements and stay on top of timelines.

Also Read: How Quest Personal Care Achieved a 50% Reduction in Label Iterations with Artwork Flow

Regulatory packaging requirements: A balancing act

In the personal care industry, packaging and labeling are not just about aesthetics; they must comply with strict regulatory requirements in the markets where the products are sold. Image Skincare’s packaging team works closely with regulatory affairs to ensure all labeling is compliant, especially in regions like the EU, US, and Canada, which have different regulations.

Here’s a quick breakdown of some key differences in requirements by region:

US labeling requirements:

• Product identity: Labels must clearly state the nature of the product (e.g., facial cleanser).
• INCI declaration: Ingredients must be listed using their INCI (International Nomenclature of Cosmetic Ingredients) names.
• Net quantity: Display the product’s net quantity in metric units (e.g., mL, g).
• Manufacturer information: Include the name and address of the manufacturer or distributor.
• Instructions and warnings: Provide clear instructions for use and any necessary warnings.

EU labeling requirements:

• Multiple languages: Labels should be in the official language(s) of the country where the product is marketed (e.g., Dutch, French, German).
• PAO symbol/best-before date: The PAO (Period After Opening) symbol must be included for products with a shelf life of less than 30 months.
• Manufacturer info: The name and address of the manufacturer or importer must be displayed.

Canadian labeling requirements:

• Bilingual labels: Labels must include both English and French, Canada’s two official languages.
• Drug and natural health products: Canada has strict labeling requirements, especially for drug and natural health products, including font size and specific information that must appear on the packaging.

Kristin explains that the Canadian market is often the most challenging, especially when dealing with drug and natural health products. The need for both English and French on labels adds another layer of complexity.

Overcoming bottlenecks in packaging artwork approval

One of the biggest challenges brands face is bottlenecks in the label approval process. Clarity and direct communication are essential to speeding up the artwork approval process. When the expectations and approval requests are clearly outlined, it often leads to quicker approvals and helps prevent bottlenecks. Kristin advises, “It’s important to be really clear with your communication.”

By ensuring that artwork and copy are as accurate as possible before submitting for review, the team reduces back-and-forth, saving valuable time.

Here’s a breakdown of their artwork approval process:

• Evaluate dieline: The team starts by reviewing the dieline provided by the packaging vendor.
• Concept development: The design and creative teams work closely with marketing to develop initial concepts. Kristin explains how they merge design elements from various drafts to create multiple options.
• Design refinement: The design is reviewed with internal teams to adjust fonts, colors, elements, and placements.
• Stakeholder presentation: Concepts are presented to key stakeholders for feedback and selection.
• Concept execution: The chosen concept is refined and executed by designers, ensuring it meets all requirements.
• Romance copy and regulatory requirements: Marketing provides romance copy, while designers collaborate with the regulatory team to ensure label compliance across all target markets.
• Internal review: Before passing the packaging artwork to marketing, the team conducts an internal review to minimize revisions and avoid multiple review cycles.
• Final edits and approval: Feedback is incorporated, files are finalized, and a vendor pre-production sample is sent to confirm everything looks as expected.
• Proofing and approval: A final proof is reviewed for accuracy, and once approved, the design is green-lit for production. Last-minute edits are made before the final design goes into production.

The importance of dieline and real estate

Packaging real estate is a crucial consideration when it comes to labeling. Kristin recalls a recent project involving travel-size products where space was limited. "The travel size guideline that I received is rather tighter, and we had less real estate for our sample-size products." Collaborating with the supply chain team, they were able to make adjustments to accommodate all necessary information.

Ensuring that labels contain all required information—such as ingredients, directions for use, and safety warnings—while still leaving room for branding and romance copy can be tricky. This is where good project management and artwork management software like Artwork Flow comes into play, ensuring every inch of packaging is utilized effectively.

Navigating MoCRA regulations

In addition to the standard labeling regulations, brands in the personal care industry must stay on top of Modernization of Cosmetics Regulation Act (MoCRA) guidelines. For example, by December 2024, products sold in the US must include a domestic address or contact information for adverse event reporting. Additionally, fragrance allergens will soon need to be disclosed once the FDA releases a list of allergens in 2024.

Image Skincare works with compliance teams in the EU and Canada to ensure all regulatory updates are adhered to. "Luckily, we work with a compliance group in the EU and Canada that helps advise us," Kristin says

How Image Skincare stays ahead

For Image Skincare, staying organized, collaborating across departments, and using the right tools are the keys to efficient project management. With Kristin Peacock at the helm of their corporate program management, the brand continues to meet regulatory packaging requirements while ensuring timely product launches. Their use of Artwork Flow streamlines the artwork process, helping them maintain high-quality packaging that complies with the ever-changing global regulations in the personal care industry.

By staying on top of compliance and managing tasks effectively, Image Skincare continues to grow in a highly competitive market, setting an example for other brands in the industry.

ComplyAI for all your cosmetic labeling requirements

With ComplyAI, cosmetic brands can create custom rulesets for FDA regulations and run compliance checks in minutes. The system quickly flags any issues, allowing you to fix errors and inconsistencies before products hit the shelves. 

Here’s how ComplyAI simplifies cosmetic label compliance:

1. Create custom rulesets: Easily build your own rulebook to ensure your cosmetic labels meet FDA and other guidelines. Set parameters for ingredient lists, font sizes, and any specific disclaimers required for your products.
2. Check for fragrance allergens: Automatically detect any missing or incorrect allergen information, helping you stay compliant with upcoming fragrance allergen disclosure requirements.
3. Ensure MoCRA compliance: Stay ahead of new regulations by verifying that your labels meet the standards set by the Modernization of Cosmetics Regulation Act (MoCRA), including proper ingredient disclosures.
4. Use proofing tools for label accuracy: ComplyAI’s smart proofing tools help verify that every element of your label—logos, barcodes, and claims—is correct before production, ensuring you avoid costly errors and reprints.

‍

Looking to streamline your label management, ensure effortless compliance, and speed up approvals? Reach out to the Artwork Flow team today!

‍