The Decision That Transformed an Operation: The Story of an Office Supplies Importer
The story I am about to tell begins in a warehouse. Not just any warehouse, but one belonging to a company that, for over 60 years, has supplied offices, schools, and stationery shops across the country. A space that, over decades, has seen tons of notebooks, pens, and other materials pass through—materials that, almost invisibly, keep the world running.
In that warehouse, every order carried a purpose. A notebook could reach a teacher, helping them plan their next year’s lessons. A box of pens might be the starting point for a student taking their first exam or an entrepreneur signing a decisive contract. It was an operation that seemed simple but had a daily impact on the lives of thousands of people.
For decades, the warehouse was the beating heart of the company. The operators moved through its aisles as if following a carefully rehearsed choreography. Every product had its place, and every task was performed with the efficiency that only years of accumulated experience could provide. But the world outside did not stand still, and change was inevitable.
In recent years, the market has become more demanding. Customers began asking for a wider range of products, shorter deadlines, and more frequent deliveries. The company realised it needed to adapt. It was then that it made a strategic decision that would mark its history: diversifying its supplier base. The goal was to ensure resilience, quality, and the ability to respond to the unpredictability of the global market. However, this decision also brought new challenges.
The increase in the number of suppliers and product variety introduced a level of complexity that the warehouse, once efficient, was not prepared to handle. The physical space began to show its limitations. The aisles, once fluid, became congested, manual processes started to become obstacles, and cycle times increased significantly. Additionally, the warehouse management system (WMS) was outdated, lacking integration with the company’s ERP. As a result, many processes relied on manual updates in spreadsheets, increasing the likelihood of errors and compromising productivity.
At this critical point, the company decided to seek specialised help. The intervention of a consultant in efficiency solutions was the key element to transforming this scenario. With experience in logistics operations and an external perspective on the challenges of the warehouse, the consultant not only provided practical recommendations but also brought a strategic vision that aligned technology, processes, and team dynamics.
We began by mapping all processes, from goods reception to dispatch, identifying inefficiencies and critical points. Among our first recommendations were the implementation of a new WMS, which would allow automatic integration with the ERP, increased storage capacity, and the restructuring of the warehouse layout.
On the technology front, we worked with a strategic partner to implement a modern WMS system, which automated tasks such as inventory management, transport order processing, and managing pending orders. This new system ensured that both the logistical and accounting stock data were always synchronised, eliminating communication gaps and enabling more efficient management. Additionally, operators were equipped with mobile devices (PDAs), allowing them to perform tasks more quickly and accurately.
In the warehouse layout, we applied an ABC analysis to position high-turnover products closer to the dispatch area, reducing picking times by over 50%. Dedicated zones were created for reception, dispatch, quality checks, and waste management, ensuring that each area had a clear purpose. The redesign eliminated unnecessary movements and optimised operational flow, maximising the use of existing space.
Regarding procedures, we automated the sending and receiving of documents between the WMS and ERP, reducing administrative burdens and eliminating manual errors. We implemented new inventory routines, with automatic document submission to the ERP, ensuring greater accuracy in stock management. Selective checks were also introduced, reducing duplicate efforts for clients with no special requirements and freeing up resources for other tasks.
The results were remarkable. The average picking time was reduced by over 50%, operational errors dropped drastically, and stock control improved significantly. For the company, these gains translated into a more efficient operation, increased customer satisfaction, and a warehouse ready to support growth in the years ahead.
But perhaps the greatest impact was on the people. The team, initially reluctant to embrace the changes, was involved in the process from the start. With training and support, the employees adapted quickly and, more importantly, embraced the new tools, recognising that they were there to make their daily work easier, not to replace them.
This story is proof that strategic decisions, like diversifying suppliers, require more than technology. They need vision, planning, and, above all, a specialised approach. It was this combination of factors that allowed this company to turn challenges into opportunities and build a solid foundation for the future.
If this company’s story resonates with you and you think your operation could benefit from a specialised perspective and customised solutions, reach out to KronoLog Solutions. We combine experience, technology, and strategies tailored to your needs to optimise operations, improve efficiency, and prepare your business for future challenges.
Turn your challenges into opportunities with our help. Contact us today to schedule a meeting here.