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Customer case
Monitoring with Task Manager at Goedhart
Customer case: monitoring with Task Manager at Goedhart
Digitizing lists and audits is no longer an issue. Managing the output, follow-up, and continuous improvement is of a different order. This is where Task Manager provides a solution. In this customer case, a practical example of Task Manager at Goedhart in Kerkrade, an industrial bakery.
The challenge:
To have the cleaning plan, controls, and audits visible daily and in real-time on any device within the company.
What was the main reason for you to start using Task Manager?
We have a cleaning plan where everything is arranged and documented on paper. There is plenty of information available from control rounds and audits, but these were separate Excel files, very unorganized. One about the materials used, one about the methodologies, and another about the planning.
We couldn't see the forest for the trees anymore. We set out to find a way to get everything in order and ultimately spend less time on it.
In a large industrial bakery, it's a big challenge to ensure everyone is well aware of the cleaning plan so that, for example, the cleaning team knows what needs to be done, how it should be done, with what resources, and that they can ultimately show when something was done as evidence during audits.
What has Task Manager contributed to the solution of this challenge?
By clearly inputting the schedule, who does what, and task descriptions with all the necessary information like documentation about cleaning agents, safety sheets, and work instructions, there are no more questions about how something should be done. If something changes, this can be easily adjusted, such as a new version of a product information sheet when switching, for example, a disinfectant.
- We can take photos in Task Manager to document the final result after cleaning or to report problems with a photo attached.
- Task Manager adheres to the Plan-Do-Check-Act (PDCA) cycle, so we plan the cleaning, record the execution, check the execution, and if there are discrepancies, we can correct this again with an 'Ad-Hoc' task.
- We started small with the cleaning; the production cleaning plan is in Task Manager, as well as the facility part, including daily tasks like toilets and so on.
- But we are moving further, we have started entering various checks and checklists for the team leaders into the system. Here too, we eliminate loose lists and can initiate digitalization and improvement processes.
Was it a time-consuming task to get started?
We didn't have an up-to-date and accurate cleaning plan, so we started from scratch. There were lists, but no real plan. The cleaner knew a lot, but often it wasn't recorded (correctly). Task Manager helped us map everything out neatly and clearly.
What are the benefits?
The system is currently up and running, and I only need to log in once or twice a week to check how everything is going. I look at the tasks that are still open, check what has been done, and see where adjustments are needed. “We really need less time to do the registrations.” Maintenance, management, and communication are very simple. Task Manager runs on tablets, phones, and desktops.
How did the implementation and start-up support go?
Due to COVID-19, the entire implementation was done remotely via Microsoft Teams, which was not a problem for any of the parties involved.
Is Task Manager also useful during audits?
During the last audit, the question arose: “What happened on that specific date in that specific department?” In the past, you would have had to dive into the files or search the Excel folder, but now you can use a simple search to display all the data, including corrective actions and improvements, on the screen. Our auditor was enthusiastic and thought it looked good. It was particularly good to hear that the cleaning plan in Task Manager was well organized and, above all, up to date. A nice boost!
Do you also use the dashboard?
All the information you enter into the system can also be retrieved and clearly displayed using the Task Manager Dashboard, which is definitely used. We ensure that management information is provided and we try to review the Dashboard with the MT every Monday to see what has and hasn't been done and why it hasn't been done. Gaining more control and insight.
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