HOW A MANUFACTURING COMPANY GOT STREAMLINED USING MONDAY.COM AND Make (formerly Integromat)

INTRODUCTION

This project is for a manufacturing company operating globally. Over the years, their operation has expanded with multiple clients and high-value projects.

Dealing with complex internal and external processes in this type of business is a day-to-day experience of the stakeholders. Even with such, strict measures are being followed to make sure that the clients are satisfied with the products and services.

Not only that, the management strives to make sure that unity within the company is achieved. Their goal is for the employees to be happy in what they’re doing, too.

The norms of the company mentioned above may be very familiar to you as you’re in a more or less similar industry. Discover below how I’ve helped them organize and manage their operation.

background

This manufacturing company critically needed to streamline their core processes that include order management, invoicing and accounting, stock management, manufacturers’ communication, and installers coordination. It’s to serve their clientele efficiently and seamlessly.

They also required a centralized system where project managers can easily track the ongoing projects and the incoming ones.

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CHALLENGES

The following are the areas that need to be organised and systematised:

strategy

After careful evaluation of the processes involved, the implementation plan is mapped out. With it is the utilisation of monday.com as the main tool for collaboration and Make as the automation tool.

The plan is designed to be scalable at any time depending on the business’ needs.

implementation

Complex processes are broken down to make sure that those are captured in the mapping for collaboration and automation. On top of that, these processes though complex on the backend are being presented in a simple and easy to understand manner.

With the help of Make, all of the third-party applications are connected and the data from each of those can now be managed through monday.com.

Order management flow

The company uses HubSpot as its lead management tool. Deals come from the said tool are being managed in a “project board” on monday.

Other boards such as the “catalogue, materials and stock” are connected to this client-specific “project board.”

When a deal is won, a project manager then creates the order on the board like specifying the color & indicating the quantity of the needed materials.

Stock management flow

From the client project board, there are two options on how to get the supply for the request.

Supply from “Materials and Stock”

These are supplies previously procured but not used and are still in the inventory.

Supply ordered from the manufacturers

If some items needed for the project are not available in the supply warehouse, requests will be sent to the manufacturers.

In this case, Make creates sub-items on the quote item for the materials. The details on the sub-item are the types of materials, colors, quantity, delivery address, and others.

Note: Once the materials ordered from the manufacturers are delivered, a “Stock Management” board in monday is updated. This board is connected to the “Materials & Stock” board so the number of supplies is also updated there.

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Coordination with the installers

Upon receiving the deal from HubSpot, the project manager can already choose which installer will handle the project.

The Typeform where the building details are coming from is connected to the Project Board. If all the materials are already available and the project manager has already determined the favorable schedule for installation, these details will then be sent to the installer.

The installer will then give their feedback to the project manager if they can accommodate the date or they would need to reschedule.

Accounting process enhancement

For accounting, Paycove is the tool used that is also connected to the main board in monday. The information coming from it allows the project managers to track the monthly receivables.

Also, the information from the accounts in the bank is viewable on the main board.

With this setup, the finance in-charge can easily see the expenditures, receivables, and the net profit.

Centralized internal system

With all information available and updated on the Client Project, Manufacturer Order Management, and Installer x Order Management boards – these will be collated on the main dashboard.

Employees with the need to view all the information coming from the three relevant boards don’t have to shift between those boards but they can see what they need for tracking at a glance.

transformation

From accessing different web applications and transferring data to spreadsheets, the employees assigned in the processes mentioned no longer have to do so.

They can trace and track details about clients’ orders and or the financial status of the company from one tool, that is their monday.com main board. And this is all made possible with Make working in the background to set the automation and linking between tools and processes.

If they want to have a quick glance of some information like the number of orders that are still pending fulfillment, they have a dashboard that they can look at.

Not only a few minutes but hours are saved in fulfilling the tasks while achieving and guaranteeing efficiency across processes and coordination.

The employees can now focus more on winning deals and attending to clients’ demands instead of spending too much time fulfilling a portion of the order flow.