How Scottish Leather Group are managing their assets and automating their reviewal reminders

Hi everyone, today I'm joined by the lovely Naomi from the Scottish Leather Group. Hello Naomi.

Hi Chloe. So just to start us off, if you could just briefly explain who you are and what your company does?

Um, my name is Naomi Butterworth. I'm the management systems engineer for Scottish Leather Group and we make leather for the automotive, aviation and mass transport sectors along with some other interesting bits here and there.

Awesome. No, that's really cool. One interesting thing—yeah, um, so what did you use to manage sort of your workflows and your sort of compliance side of things before you switched to Q-Hub?

So we actually had multiple tools that we used um for our management systems, but two in particular. Um, one for that was mostly based for our quality needs and the other one was mostly focused on our health and safety needs. Um, and both were a bit clunky and how they worked and and didn't really lend themselves to the way we needed to go in the future.

Okay, so they were just kind of a little bit awkward to use, not that easy to get along with, just aging. They're not really up to date. The way we work changes. The standards change. We have multiple standards we use, so it's just um opportunity for improvement or continuous improvement, just really was challenging with those current systems at the time.

Okay, yeah, so those were the kind of like the challenges that you were facing. They weren't really scalable or it doesn't sound like they were that kind of like customizable, you know, as your needs were changing?

No, that that was definitely one of the challenges we faced. The quality system was an aging tool. It did not—was not going to be supported by the supplier any longer and the alternatives they had on offer didn't really lend itself to the way that we envisaged we were working. Um, similar with the health and safety tool. Although this was again similar to Q-Hub, a web application, um, and some positive points such as the user interface, but uh, creating smart forms based on our needs was all there, but the reporting system was very, very problematic. And you could get data in but you couldn't get it back out in any meaningful way. So reporting was always challenging for us. And the multiple systems that we used, we needed to find a more streamlined approach to the how we were working and make it more efficient and providing the desired level of data.

Cost of these are always a factor with systems, um, you know. So finding an alternative that kind of streamlined and allowed us to be more collaborative, had the value for money, and had the customer support and the opportunity to feedback and develop to improve ourselves was a really, really big selection factor.

And then along came Q-Hub.

And then along—yeah, the end of a three-year search. Oh my goodness, we've looked at maybe nine or ten different QHSE systems and then we shortlisted three different ones, including Q-Hub. Um, all had some beneficial factors to them, but ultimately Q-Hub kind of won out in the end.

Awesome. Yeah, well, that's good. That was a long search for you though—three years. Oh my goodness, yeah, what a struggle. Just for a little bit of background though, we have seven different standards that we operate to, plus customer requirements. So whatever system we had to find, that wasn't just stuck for like that only addressed quality standards. It had to address environmental, health and safety, energy, lab, audit, all of these different things. And every one of those standards have different requirements. And so finding one system that fits all, there just isn't one on the market. Believe me, we've looked. But Q-Hub does offer the most flexibility.

Awesome. Oh, that's really good to hear. I'm sure if anyone wants any advice on any of our competitors they can come to you.

Looked at—yeah. Well, I'm glad that uh, yeah, I'm glad that you found us in the end. And you know, we've ticked the boxes that you were looking for. It sounds like so how did you—how was the transition over onto the platform? Did you find Q-Hub uh, supportive during this process as well?

Uh, we always knew transition for us wasn't going to be plain sailing. We are a 100-year-old-plus uh, company with lots and lots of data from different uh, different companies trying to merge, different platforms and different systems trying to merge all into one. So we knew that it was going to be difficult. But the key part of that transition was understanding the differences and how best to approach it. Um, so with a little bit of planning and Q-Hub, your team has been really helpful and guiding us along the way and being there in the background for us when we've hit stumbling blocks. Um, mhm, we kind of led that transition because we know ourselves what it is that we need, but we've had in-person meetings, we've had Teams calls to work out issues, and we've had keep-in-touch sessions as well. And we've encountered some initial challenges, but they've been manageable. And all the systems work differently, so sometimes it's about discovering new methods uh, rather than trying to replicate the old. So yeah, it's definitely been a journey, um, but a positive one because we've learned a lot over the last year during this transition and I'm sure we'll learn even more. It's early days yet.

Yeah. Oh yeah, sounds like it has been quite the journey, and you know, a bit of a learning curve at the same time. Because it's opportunities like these is always a good point to sort of review your processes and review how things are done and to implement uh, new systems in place as well, you know. So wow, fantastic. So can you, can you tell us a little bit about how your company uses Q-Hub?

Um, yeah, so we've utilized pretty much every aspect of Q-Hub um, from start to finish. So we are using uh, the Work Hub for managing tasks. We are using the Document Hub for our document control system. Um, we have fully utilized the workspaces within the Work Hub as well so that we can make customizable landing pages for our teams so that they can fully collaborate with each other and see what's happening. Um, that utilize some of the processes that we're doing. We're using the Asset Hub to manage our calibrations and statutory inspections, and we've got really good team um, working with that as well. Again, thinking in issues about how do we do this and how do we find the best way forwards, but we're getting there uh, slowly but surely. I'm glad that we've got um, you know, we can update processes and we're not stuck. And you know, we can evolve as we learn more. Uh, what else are we using? Registers. We're using the Register Hub uh, to address our supply registers. So we've got approved supplier lists in there, which, when you fully use the automation uh, feature that you have for sending out reminders to key personnel to the stakeholders to say it's up for review. What else are we doing in there? Processes, forms. I I pretty much have explored most of it. There's maybe one little aspect that I haven't touched on yet and that's projects and info processes, but I'm going to get there next.

I'm sure, I'm sure yeah. It's been good. It's definitely been good.

Oh fantastic. It sounds like you're um, you're putting it to good use. Yeah, I'm sure um, I'm sure um, we'll do lots more because you know we're taking a phased approach to the development of the system. And as we introduce new key processes and new ways of working, for example, we're currently investigating how to do an APQP system um, using Q-Hub from start to finish. So basically, from project conception to manufacture and finished projects um, to follow and link the processes. That's one of the best things about Q-Hub is that all the hubs are linked together, so that's been really a helpful um, way of working for us. That we can link uh, processes to forms and forms to processes and and all of those little little things that you never thought about previously. And suddenly, oh, I can do this now. And you just find that new way, new way forward.

Yeah, amazing. Well, you after my job soon. There's enough to do here.

Well, some of our work processes, they don't like necessarily all fit into one little box or basket, do they? So you might have some somebody needs to fill out a form, but then someone needs to sign off a document, and then you know, then we need to check on a register for some data. So yeah, it really makes sense to have all the hubs sort of working together so that everything that you need it to do is there in one place. So so collaboration—yeah, collaboration is often a very important part. And well, Q-Hub allows us to work this way. It's early days, but it looks like it does have like the potential to take our management systems to the next level. Could you maybe expand a bit more on what benefits you've seen since using Q-Hub?

Yeah, so like I said, all the hubs are connected in this like, it allows us to be a little bit more flexible in how we use the system, how we approach how we're going to do things. So from uh, the conception of a new process, seeing how, how does everybody interact? I guess like um, key phrase is like our RACI matrix is—who's responsible, who's um, you know, who do you collaborate with, who needs that information, when do they need that information? So when we're building out key processes and and things, we can look at doing that. But because Q-Hub's so flexible and customizable, it's like I connect to like a Lego set. You get all the building blocks and you can pretty much create whatever's in your imagination.

Okay, don't get me wrong—wrong—I sometimes have to phone and say, help, I don't know these sets. I don't know how to make it quite do this or do the feedback, but again, that's one of the things with the customer service team that you've got. You can put a ticket in, you can arrange a call, keep in touch, and it's all been there um, but yeah, it has been—it's it's been good because it's the company's now looking at how do we use this tool, regardless of functional department. So it's not going to be just for quality or health and safety or environmental. It can be for any number of um, things—engineering projects, all these and above. So you know, again, early days, but we like what we see and we can see a way forward. We just need to have the time now to develop.

Well, that's great. I'm sure that um, as time goes on and you know, if you are able to roll it out to other departments and for other uses as well, I'm sure you'll see even more benefits. That's that's really good to hear. Um, what would you say is your favorite thing about Q-Hub?

The fact that we can collaborate across functions and departments. It's definitely it means that we sit down and we have to think properly about that information flow and where we're gathering information from, and that the workflows allows everyone to be in at the same time and and working on different things. I think for me that's key. Like, and the, that whatever we put in, we can report on back out, whether that's through API connect back out into Power using PowerBI, or whether that's using the built-in KPI Hub that you have, um, all of which I'm still learning. I'm kind of new to that—been playing about with it quite a lot. So there's a huge amount of data in there. Um, just it's a learning—it's every day is a school day with Q-Hub, you know? I think I've gotten a good way of working and suddenly I'll go on a call, keep-in-touch calling with Ethan, know, say, have you seen this? Can have you thought about doing it this way? And I just like thinking, no, I didn't. And okay, let's check that and let's try that. And so yeah, it's good that we can do that in the background.

Yeah, yeah, um, and we're updating things as well all the time so and adding new features. Yeah. So I think that's certainly something that's been, that was a real benefit. You know, that kind of sold us on that. You've kind of aim to build a community of users. And that you've got this Resource Hub that allows your um, all your customers to come together and collaborate and find best practice and share that best practice as opposed to we're starting from scratch and everybody's out for their own. Because that's not really the way it's been sold. And if one customer puts a suggestion in, we've seen it already been rolled out and your pathway, and things of the year that we've had a system where we've seen the updates come in. So it's not the same system as we had on day one. U, and I'm sure it'll get more features and and progressively better as the years go on because everyone's coming together in this is what we should do to make the best system available to us.

Mhm. Yeah, you're right. That that is particularly useful because sometimes when people start, you know, they're at the beginning of um, converting or building their work on the platform, they might have an idea of how they think is best. But actually, someone else more than likely has done it before them. And they've actually thought of you know, a slightly different solution, which might be a bit more streamlined. But also, you know, the guys as well, you know, like Ethan and you. And they they've obviously got an overarching knowledge of the platform as a whole, and they they've got a lot more experience in dealing with different customers and seeing what works. So it makes sense for us to be able to sort of share that across you know, to all of our clients as well. So everybody benefits.

Exactly. I think that's been a real, that has been something that you know, in the background, I just I go in and I check regularly to see if there's been any any bits added or you know, we've done this and this is just the template. And you're not starting from scratch. You might have to build out the workflow part, but actually, eight, these are a really good example that you would use in an APQP setting, you know? Did did we have to create that from scratch? No, we had to modify to fit our needs. But the template was already in the system in the Resource Hub, and it really helps helps you along the way. So you're not sitting scratching your head going, I have really no idea what I'm doing here.

Yeah, but here's the starting—here's the starting point.

Yeah, it was slow at first. Uh, it was a real—it's like, oh no, I've got to learn a whole new system. But it wasn't just myself. We there's five of us that are learning how to do this all at the same time. And the other admins that we've got on site have really pushed hard to to do their processes on the system and share the knowledge and roll it out across the operation team and production team. So you know, people are positive about it, um, but it's new to them and there's this settling-in period that we're in right now.

Yeah, yeah, of course. So just on the back of that, would you you recommend Q-Hub to others?

Certainly. If for any companies out there that work to more than one standard and are struggling to find something that is flexible and customizable to their needs, I would say yeah, at least at least entertain the idea that Q-Hub could be for you. Customer support's been brilliant. Um, if we've requested a call, we've had the call. If we need to to put tickets in, they get dealt with within 24, 48 hours or you get some sort of feedback straight away. Um, it's been a really positive interaction in that respect. Uh, but also, what really drives, you know, the positive—you know, what should people consider when they're looking at Q-Hub is that whatever the customer feedback is, it is driving the improvements and those are being implemented for all customers on the platform, regardless. And there's no adding extras when it comes to having access to one or all hubs. It's it's it's one one-fits-all type thing. And yeah, like I said, Q-Hub creating this community of users for best practice and the Resource Hub is there and I think it's a really good feature. We're not starting from scratch. We're not having to think out the side of the box because you know, no point in reinventing the wheel when somebody's already got there before you, um, and we can share that information.

Yeah, I think that's that's been a a really a really key factor—one that would say it's certainly why somebody should consider Q-Hub for for their own needs, use. I'm glad to hear that. Um, so then just lastly, what tips would you give to someone who is new to the platform? Things I wish I knew before I started.

Um, I I had an idea, but planning is key. Regardless of what what it is, if you're thinking about moving platforms um or systems, is think about your current processes and how do how do they work and how should the information be used? If you understand your processes and your workflows and how information moves from point A to point B, then you can map your processes easily and then translate it into using the system. And like I said, it's like a Lego set. You have the building blocks and you can build the final article for yourself. It definitely helps when it comes to um developing your system for your needs.

Understand who's going to be using the system and how they intend to interact. And we were a we bit naive with that. Um, we weren't sure how users would interact and and we're just making modifications based a year down the line. So again, how many users are you thinking? How do you want them to use the system? Have key people across your business that can be champions because you can't do it all. There's no one person that can do it all by themselves. Got development time. Um, you've got to on board them. It's just making full use of it. Like, don't be shy. Um, talk to keep customer care teams because they will advise you along the way, regardless. Um, and there's no upselling, so it's it's been useful. Like, so you get a straight answer because they're they're as dedicated and wanting the best out of their system and to have the best products on the market. Uh, so yeah, it's planning, planning, planning. Just really just understand what it is that you're doing and how you need it to work um, and where you want to go in the future. I think that's the only advice I can give you because every company will be different. They'll use it different way. And that's the beauty of the Q-Hub system is the flexibility and the customizations that you can do is that regardless, if you're a manufacturing business or a finance them or whatever, you you can you can pretty much make it work for you.

Yeah, no, that's that's really great advice. And yeah, as you say, you know, sometimes when if you're at the start, you can feel a bit daunted and or you feel like you might not have a clear idea in your mind of you know, what you want out of this system. But actually, sitting down and really getting into grips of what you want it to do and what you want out of it and you're right, the team's here like we're here if people are you know, stuck or they just want a bit of you know, we offer you know uh, like one-to-one calls. We can really help people to kind of get you know, get to grips with what they want the platform to do. So there's there's always like that. There's always something in the back of your head that says, oh, I can't do this. But actually, once you get your head wrapped around how things slot together, it makes it so much easier. But having a good team surrounding you as well, like so if you might be project leading this, but if you've surrounded yourself with people who are you know, they know they're knowledgeable about their processes and their key responsibilities, you know, building out and planning becomes a lot easier. Like I said, we've got five admins for this system, each of them are specialists in their own area um, and we lean on that knowledge. It's not that we do something isolated. We look at it as holistically as a whole system down rather than siloed, you know, standards, where it's just health and safety or it's just quality. We look at it as a a complete management system and a management system tool across all functions and departments.

Mhm. That's changed because that's not where we were a year ago. We didn't really think that way. We we had very much this is for quality, this is for health and safety. And we always knew we need to go forward um, but we just didn't know how we were going to do that. So this is really a helpful to—early days, but we've got—it's promising and we're we're happy to to be on the journey.

Mm, I love your um, you mentioned that a couple of times, but I love your illustration about uh, Lego bricks and that you know, see all the pieces. It's easier for me to to see it like that because you've given us all the tools to build something. We just need to build it.

Yeah, and sometimes you might make a couple of mistakes along the way, but eventually the finished product will be what you want it to look like. That's beauty of it though. Like there's versions and you can mature and there's no data loss, which was always a big issue like for for me in particular. If we authored something, we we lose data, but we haven't found that so far. And you know, while we're learning, but we'll have many provisions. Like it's just it's just part part of the journey. But yeah, definitely the YouTube channels. Make full use of the YouTube channels uh, because on days where I've kind of I've hit a brick wall, I refer back to that and suddenly I can think, oh, that's how we do that because if they rotate that videos, I keep forgetting about the the YouTube.

Oh yeah, don't forget about the YouTube channel. Don't forget about the YouTube channel.

Yeah, we're adding stuff to that all the time as well.

Yeah, I'm glad you found it out. Yeah, I it's a quick link for me now on my page. It's like speed dial to help.

Yeah, I got—I set up my own workspace and it's it's it's on there. It's on there.

Oh fantastic. I love that. A fab well, it's really good. It has been—it is proven to be a very useful tool and um, I hope anybody who decides to give it a go or to look at it in the future finds it as beneficial as we we are um, and moving forward with continuous improvement.

Oh no, I really appreciate all your positive comments and all your great feedback and and tips for others as well. We are making full use of what we can in the system, and I'm sure we'll make full use of more parts as we as we learn more as we go on and develop.

Yeah fantastic well, that's good because you know, as you said like we're still sort of developing and adding new things on all the time. So we're on this uh, journey of growth together. So thank you.

Absolutely. And um, you know, we're happy to share what we've learned um, along the way. Till the next time, Chloe. Thank you very much.

All right, thanks, Naomi. Cheers. Thank you. Bye-bye. Bye-bye.

Transcript generated from the video's captions.