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Order Workflow Lifecycle Mapping

Improving Visibility Across Sales, Purchasing, Production & Branch Operations
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Project Overview

This project aimed to map the complete lifecycle of lightweight belting orders at Capital Rubber, improving clarity across sales, purchasing, production, and branch teams. By documenting every step from quoting to final delivery, I identified key bottlenecks and standardized communication expectations. The result was a clearer, more predictable workflow and fewer escalations for urgent orders.

It all started when…

Lightweight belting orders at Capital Rubber frequently stalled between teams because the full workflow was undocumented. Each department—inside sales, purchasing, the shop, and branch locations—managed its own portion of the process, but no one had a unified view of the entire order lifecycle. This created inconsistent communication, unclear expectations, and delays for urgent or priority orders. By creating a complete lifecycle map, Vennis brought clarity to each stage, enabling smoother handoffs and better cross-team coordination.

Vennis’s Role

  • Mapped the end-to-end workflow for lightweight belting orders by tracing real orders through Prophet 21, reviewing email trails, and interviewing shop staff.

  • Identified major bottlenecks and failure points, including inconsistent material readiness checks, unclear priority job communication, and unpredictable branch transfer timelines.

  • Created a standardized process diagram outlining every step from quoting → purchasing → production → transfer → delivery.

  • Improved communication between sales, production, and branch teams by documenting expectations and clarifying dependencies.

  • Helped account managers understand order status more accurately, reducing escalations and confusion.

Results

  • Clear lifecycle documentation adopted by inside sales and shop teams.

  • Fewer communication breakdowns and smoother cross-team handoffs.

  • Faster turnaround on urgent orders due to improved visibility of constraints.

  • Stronger alignment between sales, purchasing, and production thanks to standardized expectations and checklists.

Tools Used: Prophet 21, Flowchart/Process Mapping, Cross-Team Interviews
Role: Operations Coordinator (Inside Sales & Fulfillment)

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