Case Studies - EN

Case Study: Mitani

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Mitani needed to overcome a culture in which responsibilities and information were siloed, making it difficult for team members to collaborate and work as efficiently as possible. The siloed culture meant that projects weren't always completed as quickly as they could be because people had to wait for their actions to be triggered manually by a staff member. This stymied competitiveness. With manual, paper-based workflows in place, it was easy for projects to get lost in the shuffle. Furthermore, documents were duplicated, which created a significant amount of extra work given Mitani works in a complianceheavy industry. Because document creation, approval, and management weren't standardised, incorrect information could be entered, which was also a problem given the reliance on these documents to prove compliance. With documents stored in multiple locations and various formats, team members often wasted time looking through files, folders, and emails to find the right document. When they found the document they were looking for, there was no guarantee that the document was the most recent version. As a result, Mitani wasn't operating efficiently, and tasks and responsibilities were often unclear. The cultural effect of this was reduced employee engagement. Although Mitani had invested in highly-skilled and talented staff, their skills were under-used. Elyse Mitani, continuous improvement manager, said, "If one team member didn't tell another that it was time for them to start doing their portion of the project, then it didn't get done. This culture meant people didn't take accountability for their own areas of responsibility, and that the talented people at Mitani couldn't really demonstrate their full potential. It was important to find a way to unleash all that potential so the business could grow." Mitani required a better way to manage its workflows and information sharing to eliminate siloes, create accountability, and effect a culture change that would let all employees contribute to their maximum capability. For example, managing the Quality Assurance (QA) process was time consuming and required significant amounts of manual intervention. Releasing each new batch required the batch to pass stringent QA testing before it could be released for sale. Compliance certificates needed to be produced for each batch and Mitani knew this process could be streamlined with the right solution. Key Challenges Before M-Files "Everyone in the organisation uses M-Files every day across all aspects of the business. From quality assurance and corrective action reporting (CAR) to accounts payable, all processes are now automated and streamlined wherever possible." Elyse Mitani Continuous Improvement Manager

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