How Image Solutions aligned a 100-person team on processes and kept them engaged

Results at a glance

• SOP upkeep

  No longer one person's job

• 100k

  Sq ft warehouse

• 100

  Team members

• The challenge

  The team had records of SOPs but no consistent system. Documents lived in SharePoint and Word files, with no way to know whether employees had reviewed them, whether they were used, or whether they were still current. People struggled to find what they needed, and nothing ensured anyone had read the procedures. Emily needed SOP access and training to be easy, effective, and engaging for everyone, not just those who already knew where to look.

  “We had records of SOPs, but there wasn’t a consistent system. People struggled to find what they needed, and there was no way to ensure everyone had reviewed the procedures. We needed a solution that made training and SOP access easy, effective, and engaging for all employees.”

• The solution

  How Whale solved it

  Emily set up Whale to make SOPs easy to find and engage with as needed. She used analytics to keep processes relevant and introduced the PE Bruisers program, a group of departmental representatives who own and maintain SOPs across the company, turning maintenance into a distributed effort rather than one person’s job. For the warehouse floor, she placed QR codes at relevant stations so employees can pull up an SOP instantly at the point they need it.

  

• The results

  SOPs people can actually find

  Easy discovery means employees use the procedures instead of guessing, across the whole team.

  • A team that maintains its own SOPs

    The PE Bruisers program spreads ownership across departments, so documentation stays current without falling on one person.

  • Processes used on the warehouse floor

    QR codes put the right SOP in reach at the exact station and moment it is needed.

• QR codes

  QR codes placed at stations in the 100,000 square foot warehouse give employees instant access to the right SOP at the moment they need it.

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• AI-assisted SOP creation

  AI helps employees get past the blank page when writing new procedures, cutting the time and effort to keep documentation current.

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• Analytics

  Usage data shows which processes get accessed and which get ignored, so Emily can prioritize what to update or improve.

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