If you’ve ever tried to train someone with only paper instructions and a lot of crossed fingers, then you know the pain. At Phoenix Mecano, that pain showed up as slow onboarding and inconsistent builds. But instead of staying stuck in the cycle, they flipped the script with digital work instruction software and transformed their manufacturing floor with standardized, paperless production workflows.
We spoke with Camila Deyton, Systems Integration Lead, and Will Green, Production Manager, who helped lead the transition from static SOPs and tribal knowledge to a standardized, visual, and connected system using VKS digital work instruction software.
Camila described the shift this way:
“It’s made a huge difference in training and onboarding. You’re able to get operators to the exact job they’re going to be working on, with the steps already laid out. Wrap with paper. Give this written instruction to 10 different operators and you’ll get 10 different results — different folds, tape, and timing. Show a 15-second video and a couple of pictures of the finished result instead? Now you get 10 wrapped items that are all consistent.”
Camila Deyton, Phoenix Mecano Systems Integration Lead
This isn’t your typical “we went paperless” tale. It’s about smart integrations, live dashboards, easily traceable quality forms, and a workforce that knows exactly what to do without chasing down a supervisor or repeatedly interpreting written instructions. Here’s how Phoenix Mecano made that shift, and why their people now say, “If the pictures aren’t there, we’ve got a problem.”
Meet Phoenix Mecano
Phoenix Mecano builds the components that protect and support the tech that drives today’s industries, from aerospace to medical devices and also factory automation. At their Frederick, Maryland, facility, the team assembles industrial enclosures, aluminum profile systems, and precision parts designed to perform in demanding environments.
With a high-mix, low-volume model, custom builds are the norm, which means they need standardized work instructions and lean manufacturing processes to maintain product quality and accelerate operator training.
If you’ve ever tried to scale production with a multilingual team and paper-based instructions, you already know the cracks show fast. Phoenix Mecano saw that too, and they decided to do something about it.
“The biggest issue was, we only had text to tell people how to build something. They were just doing it off memory or what they were told by someone else.”
Will Green, Phoenix Mecano Production Manager
At the same time, onboarding slowed everything down. Training new employees meant pulling experienced workers away from production and relying on them to explain steps in person. That kind of training took time, and without a consistent visual reference, it didn’t always stick.
Quality checks also brought their own problems. To ensure proper record-keeping, quality checks were carefully documented on paper forms, which were then archived in digital format. This process required dedicated effort from the team to scan and save each document accurately, maintaining a reliable digital archive for future reference.
Plus, with a mix of complex products, rotating staff, and constantly shifting specs, they needed a way to make sure every operator could build the right thing, the right way, every time.
That’s where VKS came in.
With VKS, those jobs now come with step-by-step visuals and short videos, making them accessible to any operator without wasting time or materials trying to remember.
Enter VKS Work Instruction Software
Phoenix Mecano didn’t only want to digitize SOPs; they wanted to implement a repeatable, error-proof process across their manufacturing operations.
Building Better Instructions, Faster
They began by building guidebooks in VKS Enterprise, starting with their more complex jobs. These digital standard operating procedures (SOPs) include visual step-by-step instructions, simplified text, and multilingual support to guide every operator. That’s critical when your team includes newer hires, multilingual operators, or people switching between different job types in a single shift. VKS makes sure no one has to interpret a paragraph when a picture will do.
VKS lets you embed annotated photos, instructional videos, zoomable CAD drawings, and conditional logic that adapts the workflow based on operator input, making even complex builds feel straightforward.
Operators now follow visual instructions that show exact folds, material use, and finishing details, reducing variability and improving first-pass yield.
“We’ve been able to build out specific work instructions for specific jobs, we can lay out what the customer wants, what the operator should see, and even explain things like packaging or special notes.”
Camila Deyton, Phoenix Mecano Systems Integration Lead
This level of detail helped eliminate the guesswork that used to slow things down.
Standardizing Tribal Knowledge Across the Floor
And because building instructions in VKS is fast, often taking as little as 10 minutes when images are ready, the team can document processes quickly without slowing down production. With VKS, short videos and annotated images make the difference. Operators can follow along at a steady pace and get it right the first time — without wasted materials or confusion.
Unlike static SOPs or printed binders, VKS guidebooks are also interactive. Operators can check off tasks, complete in-process quality inspections, and log real-time production data directly into the system. This ensures that every action is captured and traceable.
Driving Operator Engagement with Visuals
As the team built more guidebooks, they noticed a shift in how operators engaged with the process. According to Camila, even experienced team members started relying on the visuals.
“They got used to seeing the pictures, now, if something’s missing, they’ll point it out and say, ‘Where’s that image?’ That shows how much they rely on it.”
Camila Deyton, Phoenix Mecano Systems Integration Lead
Operators now treat the visuals as part of their daily workflow. If something doesn't match what they are used to seeing, such as a missing image, an unclear photo, or an outdated step, they immediately bring it up. That kind of feedback loop has become part of the culture at Phoenix Macano.
It shows that operators trust the guidebooks as a reliable source of truth. And when the standard is visual, repeatable, and consistently accurate, it’s easier for everyone to do their job the same way, no matter their experience level or language background.
By making visuals the norm instead of the exception, Phoenix Mecano has given their team a tool they could depend on and a reason to engage more deeply with the process.
More Than a Training Tool
Since implementing the VKS work instruction software, it has become a foundational part of the shop floor. Paired with ERP integration and real-time data capture, it’s no longer just a training tool; it’s the manufacturing system that connects people, instructions, and production data as each job gets done.
Today, VKS is more than something operators follow. It is a meaningful tool that the entire team relies on to keep jobs moving smoothly and consistently.
Manual tracking of quality used to be a risk. Paper signoffs were easy to miss, making it difficult to trace who completed inspections or logged scrap. With VKS, QA checkpoints are built directly into the instructions, removing the risk of skipped steps and ensuring every record is traceable and easy to access.
The visual enhancements also make a big difference. Before, routing instructions were text-heavy and adding pictures was cumbersome. Now, the team can easily integrate short videos and annotated images, highlighting critical steps and eliminating ambiguity in both routine and complex processes.
And because VKS captures every action as it happens, the team has a level of traceability they never had before. Audits are faster, surprises are fewer, and communication between shifts is clearer and more consistent.
In short, VKS keeps everyone aligned.
How Phoenix Mecano Uses VKS
When Phoenix Mecano introduced VKS to the floor, they implemented a standardized manufacturing process that delivers the correct digital work instructions in the right format at the right time.
Scanning Streamlines VKS Login
Phoenix Mecano operators log in to VKS by scanning their badge, giving them immediate access to view work orders filtered by their workstation. Each guidebook is customized with clear visuals, step-by-step instructions, and translated content for multilingual support.
This scan-to-job setup streamlines production workflows by removing the need for extra logins to accurately capture the time spent on each work order:
- It removes guesswork by linking directly to the right version of the work instruction.
- It ensures operators never have to ask which drawings apply to the job.
- It integrates with existing barcode or RFID systems, so no new hardware or retraining is needed.
“Operators log into the work order easily, quickly select the job ready for launch, and can begin production right away. Thanks to clear visual guides, they don’t need to ask the same questions repetitively or search for instructions—even if it’s been some time since they last worked on that product. The visuals make it easy to refresh their memory and confidently proceed.”
Camila Deyton, Phoenix Mecano Systems Integration Lead
That change has streamlined training and eliminated the uncertainty that used to slow things down. Instead of relying on an engineer to explain what to do, operators follow a consistent process that’s visual, direct, and easy to repeat.
Connecting VKS With ERP and Real-Time Data
Behind the scenes, Phoenix Mecano connected VKS to their ERP and BI software. Now, job information flows into VKS automatically while operators input labor, quantities, and scrap as they work. This level of integration keeps everything accurate and up to date.
They use VKS’s built-in data capture tools to log:
- Labor hours
- Completed quantities
- Scrap and defects
- Any notes or exceptions via smart forms
The most impactful features for Phoenix Mecano have been the user-friendly visual instructions, integrated quality signoffs, and real-time scrap tracking. These capabilities not only improve ease of use on the floor but also reduce errors, support quality assurance, and help the team respond to production issues faster.
Camila explained how that production data syncs with real-time dashboards, giving supervisors and planners full visibility into manufacturing operations.
“That’s where the Power BI dashboards come into play for Will and his team. They’re able to see what jobs are being worked on and how long they’re taking.”
Camila Deyton, Phoenix Mecano Systems Integration Lead
By turning work instructions into an interactive, data-driven tool, Phoenix Mecano didn’t just improve how operators follow instructions. They improved how the entire team understands and manages production in real time.
Results That Speak for Themselves
For Phoenix Mecano, the value of VKS showed up quickly with smoother workflows as well as measurable changes on the floor.
Result 1: Faster, Easier Onboarding
Onboarding improved right away. With visual guidebooks available from day one, new employees could get up to speed faster, with fewer questions and less reliance on verbal coaching.
“VKS has helped tremendously with onboarding. Especially for people who aren’t fluent in English, the images are what they need.”
Camila Deyton, Phoenix Mecano Systems Integration Lead
With VKS, Phoenix Mecano’s training and onboarding are more meaningful and empowering. With VKS, employees gain a clear, visual understanding of the process, allowing them to work confidently and independently without relying on constant supervision.
Result 2: Clarity for Everyone on the Floor
That visual clarity changed how experienced operators worked. Rather than relying on memory or improvisation, they now follow a standard that’s shared and accessible across teams. Because VKS standardizes every instruction down to the image, tool, and part level, operators aren't just working faster; they're working the same way every time.
“Even our more seasoned operators will go into the guidebooks and say, ‘Where’s that picture?’ or ‘That’s not what it looked like last time.’ It helps keep everyone aligned.”
Camila Deyton, Phoenix Mecano Systems Integration Lead
Since implementing VKS, Phoenix Mecano has seen a measurable increase in labor hour realization, improving from 80% to 95%. With fewer errors and rework, more time is spent on value-added activities, and production efficiency has improved across the board.
Result 3: Real-Time Visibility Through Digital Tracking
And then there’s the data. With job progress, labor tracking, and scrap reporting all tied into one system, Phoenix Mecano gained real-time visibility they didn’t have before. What used to be guesswork is now traceable, timestamped, and visible to anyone who needs to see it.
“We’ve cut back on a lot of the paper forms. Now we know when something’s been done and we don’t have to chase people down to find out.”
Camila Deyton, Phoenix Mecano Systems Integration Lead
Result 4: Consistency That Holds Across Shifts
More importantly, VKS gave the team control over standardized manufacturing processes, work execution, and traceability. No matter the job, the product, or the operator, they now have a consistent, visual process that holds up across shifts.
On the Horizon for Phoenix Mecano
Phoenix Mecano isn’t slowing down. Now that VKS is part of daily life on the floor, the team is looking at new ways to expand what the platform can do.
They’re continuing to create visual work instructions for a wider range of manufacturing tasks and assembly operations, especially in areas where tribal knowledge still lingers or where production demands are growing. The goal is to remove ambiguity wherever it hides, whether in assembly, packaging, or prep work.
Camila also pointed to ongoing integration work between VKS and their ERP system. The more tightly these systems talk to each other, the less time people spend toggling between tools and the more accurate the data becomes.
“We’ve been connecting more data points between VKS and our ERP. It’s helping us streamline what we see, reduce non-conformances, and improve time efficiency.”
Camila Deyton, Phoenix Mecano Systems Integration Lead
The team also wants to keep improving how they use production data. By feeding VKS data into Power BI dashboards, they’re turning everyday activity into insights they can act on. Whether it’s tracking job times, seeing where a task slows down, or identifying who needs more training, the visibility is there.
Most of all, they want to keep building a paperless shop floor where no one needs to guess what to do, which part to use, or how to meet the standard. Every operator sees the same visuals, follows the same steps, and trusts the tools they use.
Ready to Standardize Your Floor?
Phoenix Mecano didn’t just fix a few pain points. They redefined how work flows across their operation and built a foundation they can scale with.
Clear work instructions. Visual manufacturing training. Live data that drives error-proof production.
When your team has what they need, quality improves, onboarding speeds up, and problems stop slipping through the cracks.
That’s exactly the kind of shop floor VKS is built to support. Ready to make it yours?
