Shortening decision time by 24% for a logistics company
We introduced a new reporting structure between 7 branch directors and the board in Wroclaw.
The board of Pol-Trans Logistics faced decision-making paralysis between headquarters and branches. We transferred principles of diplomatic information exchange to shorten document circulation between 7 regional directors and the office in Wroclaw.
The challenge
In August 2024, the process of approving expenses above 12,000 PLN took an average of 9 business days. Each of the 7 branch directors reported the situation in a different format, forcing the board to ask for details in 14-16 emails for each case. Lack of clear role division meant trivial operational decisions landed on the CEO's desk instead of being resolved at the branch level. This caused management frustration and real delays in servicing the fleet of 83 heavy vehicles.
Our approach
We applied a communication audit modeled on methods proven in diplomacy. For 3 weeks, we observed the flow of official memos and analyzed email content. We eliminated unnecessary emotions at the table by introducing strict frames for reporting facts. Our 3-person team conducted individual interviews with management, identifying 14 specific flashpoints where information was distorted or unnecessarily withheld due to lack of clear guidelines.
The solution
We implemented a proprietary 'Clear Division of Roles' system and a unified Fact Transfer Protocol. Each branch director received a 1-page decision brief template that forces specific data without fluff. The board stopped receiving raw data for analysis and started receiving ready recommendations with 2 solution options. Additionally, we set decision limits: matters up to 5,500 PLN are now closed independently by directors within 24h, which offloaded the board's calendar by 3.2 hours per week per person.
Results
Organizing communication channels eliminated 67% of unnecessary email inquiries and allowed the board to focus on strategy instead of putting out fires in branches.
Timeline
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August 2024Audit of 14 flashpoints in document circulation in Wroclaw
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September 2024Clarity Protocol workshops for 7 regional directors
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October 2024Test implementation of 1-page decision briefs
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December 2024Results analysis and final correction of reporting procedures
"Previously, we were stuck on trifles, and emails circulated for weeks. Thanks to the new reporting rules, we know exactly who is responsible for what, and decisions are made without unnecessary chatter at the table."