Your Uniform Design Brief Made Easy

Providing workwear and uniforms for employees can be daunting if not approached properly. There are many options available, and a lot of variables to consider. If you don’t have experience in uniform procurement, this article will help you get clear on what is important and avoid risk.

This article, and our accompanying Uniform Procurement Workbook, can be a useful tool in any of the following scenarios:

• introducing a new uniform
• revitalising your corporate image / uniforms
• rebranding
• changing suppliers
• reviewing your existing supplier

Whether you have a uniform supplier or not, our workbook will help you unpack your uniform program, find opportunities to improve it and gather all the information you need to develop a comprehensive uniform design brief.

The following sections are designed to help you define your brief so you can best leverage your discussions with our team. Download our Uniform Procurement Workbook to get more detail in each section below and build out your corporate uniform design brief.

1. Define Your Requirements

Define your objectives

The first step is to work out what you want your uniforms to achieve. We’ve listed a range of typical objectives our clients commonly request in our Uniform Procurement Workbook. Tick all that apply to you, and write your own requirements in the space provided. Being clear about your workplace uniform’s objectives will support your conversations with uniform suppliers, and help inform your Uniform Policy. 

What do you want from your fabrics?

If you’re serious about longevity then you can’t afford to skimp on the investments that make the biggest difference. Uniforms are an investment in your brand, your company’s culture, and your employees, so it’s important to know what your options are with the fabric choices, and if it is possible to embellish them in the way you are hoping. Uniforms are an everyday wear item and should be made with quality technologically advanced fabric and materials – made to last and stay in shape.

Use the list provided in the Workbook to highlight any fabric features that are important to your staff/business.

What are you looking for in a uniform supplier?

“Value” isn’t just about money. Think about what’s important to you and your business. Have a look at the list provided in the Workbook, and assess your current supplier – or what you need from your future uniform supplier – and how they are meeting your needs.

Planning ahead

What is your timeframe? How long will it take to deliver, and embellish the garments? Do you have enough time? When doing your research, find out the estimated time-frames for the different stages of the procurement process.

2. Plan Your Workplace Uniform Policy

Next you need to do an audit on the types of uniforms you will need. Think about the different areas of your business and write a list of the various departments in your business that will need uniforms designed. For example, will your office workers be given corporate shirts and trousers while your site staff are provided with full PPE?

Check out the Uniform Procurement Workbook for a comprehensive list of important questions to ask and a list of typical business units you should be thinking about.

3. Uniform Design & Specification

What does your uniform say about your brand? Your team’s appearance speaks volumes for your brand. But “professional” doesn’t necessarily mean boring.  Now you have assessed your businesses specific uniform requirements, and asked some key questions to help mitigate risk, now you need to consider your workwear uniforms’ design and specification.

You may need to consider...

Personal safety

Safety of your staff is critical above all else. This means you need to make sure you have the proper safety specifications and the correct types of PPE (personal protection equipment) for your industry or type of work. You also want to avoid garments that make it difficult, or dangerous, for staff to do their job. For example loose bits of clothing that can get caught in machinery. Visibility requirements are also important to note. If you are unsure of the safety regulations your industry needs to be mindful of, talk to your uniform provider.

Colour schemes

Colour scheme are often overlooked until the last minute, or put off because the uniform procurer is hesitant to make a decision. There are several tips you can follow, but generally speaking, uniforms should have a neutral base with selected items featuring a primary and/or secondary colours. These colours should match or be complementary to your brand’s colour palette. Another tip is to choose colours that gives your logo high contrast so people are able to easily see it. In order to create an individual look for your organisation, your uniform supplier should provide a comprehensive uniform and fitting consultation, guiding you through a variety of practical styles, easy care fabrics and colours.

Religious beliefs

Different members of your staff could align with different religious beliefs, which means your uniform policy should take their requirements into account. This might mean giving staff the option to choose long sleeved shirts, long skirts or trousers to keep their arms and legs covered. Consult with your staff if you are unsure.

Allergies

This is not an overly common issue but it might pay to check if any of your staff have any allergies or sensitivities to specific fabrics you need to be aware of?

Maternity options

Depending on your staff size, you may wish to consider some options for pregnant women. Some corporate ranges include some suitable maternity garments that will match the regular uniform items.

Accessories

Often it is the accessories that can pull a uniform together in a stylish way. They are also the easiest items to change when you want to reinvigorate your corporate look, without going to the expense of a new uniform rollout. Think about how you can use belts, cufflinks, scarves, ties and vests to your advantage.

Footwear

Some employers give guidelines to their staff and they are required to either buy their own or to buy their own with a contribution form the employer. Consider whether a corporate standard for footwear is required for your business.

Branding & Embellishment

Consider current trends in uniform embellishment. Many brands are avoiding replicating the logo on every item, and instead are opting for a more subtle approach to branding. This might be a custom button, a small symbol embroidered on the jacket lapel, a colour detail, custom printed fabric or unique stitching. There are many ways to brand your uniforms in a way that is elegant, impactful and stylish.

Artwork

Artwork for the production of logos should ideally be in vector format (AI, EPS or Vector PDF). Pantone reference numbers should be quoted if possible. The use of logos and other artwork containing images assumes that the customer is legally entitled use such logos and images.

4. Logistics

The logistical aspects of your Uniform Procurement Plan are extremely important, and shouldn’t be overlooked. Depending on how large your corporate uniform catalogue is, the logistics can become an all-consuming job. As well as being time consuming, it can also be stressful, tedious, and fraught with risk if you don’t have much experience. Here are some questions to ask yourself:

• Who will be managing the ongoing uniform procurement needs? Is it a permanent staff member, or usually delegated to different people each time?
• How regularly will you be ordering new uniforms?
• If you were to outsource the logistics and take advantage of our Pick Pack Post service, how much time do you think this will save you?
• How flexible is the suppliers shipping policy? Can my supplier easily manage multiple delivery addresses in each order (split deliveries), 24 hour dispatch for warehoused items, quick turnaround times for core stock?

To guide the procurement process, make sure you download the Uniform Procurement Workbook that accompanies this article. The questions we pose to prompt your thinking are worth their weight in gold – in fact its one of our most popular downloads!

This workbook will also support your partnership with a professional uniform supplier. It’s imperative you find a good fit, one that will share years of knowledge with you, anticipate your needs, inspire you, and help you deal with any issues that may arise. Good luck and happy procurement!