Situation
The Funny Foods Factory has built its reputation on quality ingredients and smart sourcing, creating tasty, innovative snacks that resonate with customers. However, as their business grew, so did the demands from customers and regulators for detailed quality assurance and compliance information.
Every year, they receive numerous questionnaires, each requiring data to be submitted in different formats—Excel files, PDFs, or various online portals. This variety made the process cumbersome and time-consuming, with teams spending significant effort adapting answers to meet diverse requirements. On top of that, keeping track of what information had been shared, who approved it, and managing the overall flow of questionnaires was becoming increasingly complex.
Challenge
Answering these questionnaires was a major drain on resources. The QA and Sales teams typically spent about 4 hours on each questionnaire, adding up to roughly 25% of their weekly time. The repetitive nature of the work meant that they were often searching for the same information across multiple reports and documents, which was not only inefficient but risked inconsistencies or errors.
Options for Moving Forward
Given these challenges, The Funny Foods Factory had to carefully consider its options. Continuing the manual approach risked overburdening the team and increasing errors. Hiring more staff would add operational costs and complexity. Meanwhile, delaying or neglecting questionnaire responses could only give them more work to do in the future.
They recognized the need for a more streamlined, scalable solution to manage compliance efficiently while maintaining accuracy and transparency.
Solution
By adopting Passionfruit, The Funny Foods Factory transformed its questionnaire process. The platform provided a centralized, organized library of all approved answers and supporting documents, making it easier for teams to find accurate, up-to-date information quickly.
This change allowed the QA and Sales teams to skip repetitive data searches and focus on selecting the right information efficiently. Clear visibility into incoming requests and response progress ensured no questionnaires were missed, and approval workflows were streamlined.
Importantly, the platform empowered team members with varying quality expertise levels to participate in questionnaire completion, increasing flexibility and capacity—key advantages for the smaller company.
Results
The results were transformative for The Funny Foods Factory:
- 75% Reduction in Time Spent: The time needed to complete each questionnaire dropped from 4 hours to just 30 minutes, freeing up significant team capacity.
- Faster Turnaround: Response times improved dramatically, shortening from about two weeks to just one week, enabling more timely communication with customers.
- High Accuracy and Insight: Around 85% of answers aligned immediately with customer expectations, while the remaining 15% helped uncover gaps or unclear areas internally, improving overall data quality.
- Positive Customer Feedback:: Four customers proactively reached out to ask what had changed, impressed by the faster and more complete responses. One customer even requested a video to share with their own suppliers, showing the wider impact on transparency.
- Broader Adoption: Usage of the platform will be extended beyond QA to logistics and finance, showcasing its adaptability and value across the organization.
- Empowered Team Collaboration: The platform allowed team members without deep quality expertise to confidently handle questionnaires, reducing bottlenecks and promoting flexibility.
