Efficient information distribution

From a specialist manufacturer of technical recording papers ("chart papers"), Diagramm Halbach GmbH & Co. KG has developed into a global specialist for print and accessory products with over 300 employees. Founded in 1832, the family-owned company Diagramm Halbach is now managed by the sixth generation. With customers in more than 70 countries, this modern, traditional company is a byword for precision and security printing of forgery- and copy-proof documents. The projects require a high level of application expertise and perfect technical production performance. The fact that the company has been a success story for over 185 years is largely due to the strategic vision of its management. They have always focused on quality - both externally and internally. With this in mind, the company made its handling of information transparent at an early stage. This decision and the introduction of quality management software have ensured smooth workflows to this day.

Information is of great importance

Poor knowledge management can lead to the loss of important information and valuable employee skills. That is why Halbach decided at an early stage to fundamentally address the topics of "information transparency and distribution". It quickly became clear that quality management was a high priority and that management should remain connected to operational reality and employees. "We wanted quality management to be present and firmly anchored in everyone's minds," recalls Stefan Schindler, head of integrated management systems at Diagramm Halbach, where he is responsible for quality management. That's why the company launched a revitalization project for its information distribution processes.

Quality management with software support

It quickly became clear that the distribution of information in its previous form was difficult to modernize and improve. In addition, it should be as easy as possible for all employees to obtain information. However, this participation only works if all relevant company information is stored centrally and maintained permanently at this location. To do this manually would be far too time-consuming and would be associated with human error. That's why Diagramm Halbach decided to introduce software. This not only had to map the desired range of functions, but above all had to be user-friendly and intuitive to achieve broad acceptance among users: "For example, we also needed document control with full-text search. At the same time, the solution had to be appealing and convince with a simple application. Our choice therefore fell on orgavision. It was clear to us that our employees would enjoy using the software thanks to its usability and modern user interface," says Stefan Schindler. Today, Halbach has rapidly growing content that is not only posted - as in the past - by the few people responsible for documentation.

Traceable versioning

The new standard-compliant document control also regulates who in the company must check, release or merely take note of current versions or documents, for example of modified procedural instructions and agreements. Traceable versioning with all changes made not only ensures that employees work exclusively with the one current version, but is also an important component for standard-compliant certification, for example in the course of an audit. The auditors recognize in the software a solid basis for testing, which provides all information and documents clearly and in the latest version. In this way, audits can also be prepared in a certification-compliant manner by transferring and importing already existing requirement catalogues. The digital linking of relevant documents in particular facilitates auditing. Halbach carries out the audits directly in orgavision. "One click takes you to the required materials," says Schindler. "We also store findings on deviations or findings from the audit right there and then." After the audit is completed, a complete audit report is also created in the software.

Communication and culture

The introduced software is used as a communication tool to ensure a sustainable distribution of information. In this way, everyone is up to date even when they are absent and the management knows where notices are still open and read confirmations are missing. This creates interaction and a uniform level of knowledge. It facilitates the internal organizational workflows enormously and avoids knowledge loss as well as non-transparent information silos. On the other hand, the software is used for order tracking in order to be able to determine differences between planning and execution in production orders. The information flows into the reports and is helpful in dealing with failures. In addition, the tool is also used for shift schedules, the filing of protocols, for production reports or for the processing of strategy topics. The effects on the corporate culture are also positive. Work becomes easier for everyone. People can concentrate on the actual task again and don't waste time searching for the right document. "We have not only succeeded in reaching a milestone in quality management," says Schindler. "But a digital home has also been created that provides the space for simple, efficient collaboration. It's also had a positive impact on employees' overall quality awareness."

Software support creates efficiency gains

Since the introduction of the software, the traditional company has noticed a significant increase in efficiency. "We have saved the most time by using orgavision, because we can now keep the document control information much leaner," says Stefan Schindler. Change processes are now reacted to more effectively and the corresponding documents are distributed in a precisely controlled manner: "We are now faster in fulfilling our obligations from customer or standard requirements and informing all parties involved." Halbach also uses sample content for the orgavision software, which enables important topics - such as occupational health and safety or energy management - to be mapped in the system. "The sample manual must of course be individualised, but it is a great help, as the chapters corresponding to the standard already have specific content," explains Schindler. Halbach also plans to use orgavision for on-boarding in the future. Especially when employees change, there is a risk that accumulated experience and knowledge will be irretrievably lost: "We are very satisfied with the cooperation and the software. That's why we are actively looking for other company topics that can be mapped with it."

Conclusion: Future-proof quality management processes

"Today, our employees use the existing knowledge that has already been created," says Stefan Schindler. Thanks to the foresight of the company management and with the support of a tried-and-tested IT solution, Diagramm Halbach has managed to set up its quality management processes in a future-proof manner. Information is retained, and the processing of tasks recorded in the software is supported in the long term. Ultimately, all employees benefit from the resulting efficiency in their daily work, as do customers and suppliers. ■