The Digital Revolution of Swagelok Singapore
“Before we implemented Canon’s Therefore™ Document Management Solution, it would take about 2 to 3 hours per person a day to handle all this manual work. With Canon’s solutions, we can now do our jobs more efficiently. Our files are archived digitally, which eliminates manual filing and retrieval altogether.”
Angie Ng
Customer Service Manager
OVERVIEW
The Challenge
- Tedious and labor-intensive delivery order processes
- Inefficient physical document storage and retrieval
The Solution
- Canon’s Therefore™ Document Management Solution
The Results
- Digitised document management enables any document retrieval with a single click
- Streamline workflows and reduce the chance of human error
- Cost-saving by minimising the need for physical storage space and paper-based processes
Prioritising digitisation for improved efficiency, productivity, and cost-effectiveness
THE CHALLENGE
Swagelok Singapore, a fluid solutions provider for the Oil & Gas, Chemical and Refining and Semiconductor markets, faced significant operational challenges due to outdated, manual processes. The company relied on old, noisy, and slow dot matrix printers that used four-ply carbon copy paper to print delivery orders. This was a tedious and labor-intensive process, as staff had to manually load papers, and the printers frequently broke down, wasting valuable man-hours.
The manual system also created a bottleneck for the customer service team. Tasks like filing and retrieving physical documents were extremely time-consuming. According to Customer Service Manager Angie Ng, this manual work took each person about 2 to 3 hours a day. For a team of 10 people, this amounted to a total of 30 hours daily, diverting their focus from core tasks like resolving customer issues and fulfilling orders. With a large customer database and approximately 12,000 transactions in six months, the volume of paperwork was overwhelming, taking up significant physical space and making document retrieval a laborious process.
THE SOLUTION
Recognising the need to evolve, Swagelok Singapore's CEO, Zhuohan Cai, prioritised digitisation to improve efficiency, productivity, and cost-effectiveness. The company selected Canon as a partner because it offered a comprehensive, one-stop solution with integrated hardware and software.
The implementation of Canon’s Therefore™ Document Management Solution digitised Swagelok Singapore's documents, eliminating the need for manual filing and retrieval. The Canon team, together with Swagelok’s IT team, provided comprehensive training to the staff to ensure a smooth transition and adoption of the new processes.
THE RESULTS
The implementation of Canon's solutions led to significant improvements in productivity, efficiency, and cost savings.
- Time and Labor Savings:
Manual filing and retrieval were completely eliminated. Tasks that previously took hours each day could now be done instantly with the click of a button. This freed up customer service staff, allowing them to focus more on helping customers and fulfilling orders, ultimately improving customer satisfaction.
- Improved Workflow and Productivity:
The new system streamlined existing processes and improved workflow. The right technology ensures a smooth operation, allowing staff to be more productive and focus on their primary tasks rather than manual sorting.
- Cost and Space Savings:
Digitising documents and transactions significantly reduced the need for physical storage. Files that were previously boxed up in a warehouse due to space constraints are now archived digitally, saving valuable physical space.
- Reduced Errors:
By moving away from manual, paper-based processes, Swagelok Singapore was able to minimise human errors, further contributing to a more efficient operation.
Looking to achieve a digital transformation like Swagelok Singapore? We can help you find the right solution to boost your business's efficiency, save costs, and streamline your operations. Connect with us today!
Take The Steps Forward
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