Case: KIVO moved from paper to excellence

About KIVO
KIVO is a leading producer of sustainable packaging solutions, renowned for its focus on innovation, quality, and environmental responsibility. With over 350 employees in the Netherlands and Kosovo, they work together as one family to create efficient and responsible packaging products. KIVO aims to deliver high-quality packaging that is both functional and sustainable. Their core values—quality, collaboration, and continuous improvement—are the foundation of their success. By continually investing in technology and process optimization, KIVO is committed to a more sustainable future and a more efficient way of working.

Industry: Logistics

Company size: 350

Location: Netherlands & Kosovo

Continuous improvement is at the heart of KIVO’s operations. As a prominent player in sustainable packaging solutions, they strive to make processes more efficient and effective. In their pursuit of optimization, they recognized the need for digital data management and improved interdepartmental collaboration. Qooling provided the tools to support and achieve these goals.

Identifying bottlenecks: Why change was essential for KIVO’s quality management

KIVO had always aimed to deliver high-quality results but noticed that existing processes required optimization. Improvements in quality metrics were insufficient, and lessons from previous audits were not being effectively applied. As a result, customer satisfaction was not improving. The need for a more effective working method became increasingly urgent.

A major challenge was the lack of structured task management. Tasks and follow-ups were scattered across various systems like Word, Excel, and Teams, without clear tracking. This led to:

No central overview: 100 different to-do lists made task follow-up inefficient.
Lack of progress insight: With no centralized task management, it was unclear which actions were already in progress or still pending.
Long lead times: Action follow-ups took too long. Often, issues from audits would only resurface during the next audit due to the lack of visibility.

Inefficient audits: The lack of structure and oversight made audits time-consuming, intensive, and insufficiently thorough.

Recognizing the gaps: Why integration became inevitable

Although KIVO tried to address these issues through various choices, there remained a strong need for an integrated solution to better support and streamline processes. Having long been involved in quality management, KIVO found that improvements were not being implemented as quickly as desired. They faced several organizational challenges:

Fragmented processes: Documentation was spread across different systems like Word, Excel, and Teams, complicating collaboration and oversight.
Limited traceability: Gaining insight into the status of tasks and actions was difficult, prolonging audits and improvement processes.
Opportunity for optimization: There was a clear need for a more efficient way to manage and improve incidents, tasks, and procedures.

KIVO saw the opportunity to streamline quality management and chose to digitize their processes using an integrated solution.

Digitization with Qooling

KIVO decided to implement Qooling as a platform to enhance the efficiency of their QHSE (Quality, Health, Safety, and Environment) processes. This provided them with:

A central hub for quality management: All workflows, incidents, tasks, and audits are now easy to manage and accessible to stakeholders.
Improved collaboration: With a shared platform, teams can communicate more effectively and take action more swiftly.

Data-driven insights: Real-time data collection and analysis allow for quicker implementation of improvements.

Qooling QHSE Management platform General industry

Results and Conclusion

Since switching to Qooling, KIVO has achieved significant improvements in their quality management. By digitizing and centralizing processes, they have worked more efficiently and gained better insight into their operational performance. Key results include:

Streamlined processes: All procedures, tasks, and follow-ups are now available in one centralized location, preventing fragmentation and improving efficiency.

Better analysis and improvements: Digital forms make it easier to conduct analyses and implement improvements more quickly.

Transparent communication: Supplier complaints are now tracked and made directly visible. All managers have access to the system, improving communication across departments and teams.

More effective incident management: Incidents and deviations are now properly recorded and no longer get lost in emails. Information is always accessible and acted upon.

Time and resource savings: Process optimization has enabled KIVO to save 1,800 labor hours in handling customer complaints alone.

Improved awareness and culture: By conducting supplier and culture surveys, KIVO gained greater insight into supplier quality and company culture, allowing for better quality awareness programs.

Optimized audits: Internal audits are now faster and more structured, with all tasks, follow-ups, and documents in one place.

Customization and flexibility: Qooling offered KIVO a tailored platform, supporting specific business processes more effectively.

Conclusion

The decision to digitize and optimize processes has helped KIVO establish a more effective approach to quality management. Qooling serves as a supportive platform that delivers insight, structure, and efficiency. This enables KIVO to remain focused on their core values: innovation, quality, and sustainability. The synergy between technology and KIVO’s mindset of continuous improvement has led to a successful transformation.