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Capture your deviations and turn them into improvements
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Visualize KPIs and communicate effectively throughout the entire organization.
Basic project management and activity boards.
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Thousands of grocery orders leave ICA’s e-commerce warehouse in Brunna every day. Goods are picked, packed, and delivered to customers across the Greater Stockholm region and Uppsala. But as the operation continued to grow, pen-and-paper processes and physical whiteboards were no longer enough to provide visibility and keep all processes aligned. Warehouse Manager Alan Pirow decided to digitalize daily management and found the right partner in Boards on Fire. The initiative would soon deliver positive results in both operational performance and employee engagement.
For years, whiteboards had been the hub of daily management, but over time the system became cumbersome. Figures were entered manually, the same data was recorded in multiple places, and gaining a complete overview was difficult. At the same time, the operation needed an efficient way to track key performance indicators such as delivery accuracy and customer satisfaction, while ensuring quality checks, temperature logs, cleaning routines, and forklift charging were carried out correctly. The challenge was to create a structured management process, identify deviations early, and increase employee engagement.
“We needed workflows that make everyday operations easier and reduce administrative work so we can spend more time on activities that actually create value,” says Warehouse Manager Alan Pirow.
Operation: ICA E-commerce Warehouse
Location: Brunna, north of Stockholm, Sweden
Delivery Area: Greater Stockholm and Uppsala
Employees: Approximately 400 (around 140 operators, 150 drivers, and 55 office staff)
Daily Management Structure: Three levels – Operators → Team Leaders → Management Team
Key Metrics: Customer satisfaction, delivery accuracy, operational efficiency
Digital Solution: Boards on Fire (ICA pilot site)
Management launched a project to digitalize daily management and quickly identified Boards on Fire as a comprehensive solution where information and deviations could be collected and aggregated across multiple organizational levels. They decided to start with a pilot project, built their boards together with the Boards on Fire Customer Success Team, and gradually expanded the solution with additional functionality.
“The dialogue with Boards on Fire has been excellent throughout the entire journey. We always get the support we need, and they are a partner we can challenge and brainstorm with in a way that helps us move forward,” says Alan Pirow.
ICA’s Boards on Fire environment is now directly integrated with the warehouse’s automated systems. A daily CSV file containing parcel and order data is imported into Boards on Fire, automatically updating all boards. The management team has also created Gemba boards for their operational walk-throughs, where they record both positive observations and deviations, while tasks are assigned and followed up. A monthly overview ensures that the entire warehouse is covered. The platform also enables employees to submit improvement suggestions.
The benefits became apparent quickly. Deviations are now identified more easily and addressed immediately, resulting in a cleaner warehouse and more stable workflows. Data only needs to be entered once and is automatically distributed throughout the system, reducing administration and freeing up valuable time.
“The biggest benefit is that it’s easy for us to get an overview of performance across all parts of the facility. We also see greater engagement during our daily management meetings,” says Alan Pirow.
The platform has sparked curiosity among employees and made meetings more dynamic. Initiatives such as “Yesterday’s Best” strengthen the culture and highlight positive behaviors. Continuous development takes place in close collaboration with Boards on Fire.
“We quickly found common ground in our discussions, and Boards on Fire has taken on board many of our improvement suggestions,” says Alan Pirow.
The Brunna e-commerce warehouse serves as ICA’s pilot site for Boards on Fire, with the goal of rolling out the solution to additional facilities. Digitalization has taken them from handwritten whiteboards to a data-driven platform where every employee contributes to improving operations. The results are visible both in delivery performance and employee satisfaction — and the journey has only just begun.
Level 1 – First-line managers, operators, transport team leaders, and drivers review whether all tasks have been completed on time and according to standards. They verify activities such as quality inspections, temperature logs, cleaning routines, and forklift charging.
Level 2 – Team leaders and warehouse managers focus more on KPIs. They review overall efficiency and ensure that all operational flows are running according to plan. Deviations are registered and followed up, and safety performance is reviewed.
Level 3 – The management team summarizes the facility’s overall results and highlights “Yesterday’s Best,” recognizing employees who have gone the extra mile.
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