Building a Stronger Foundation How Filokreto Transformed Chaos into Confident Growth

For any growing business, success can be a double-edged sword. As a company expands, the very things that made it successful—a founder's expertise, a small team's hard work, and a knack for tackling tough jobs—can start to become barriers to further growth. This was the challenge facing Filokreto, a Waikato-based concrete specialist with a reputation for tackling complex projects across New Zealand. 

Founded eight years ago by Mark Sugar, Filokreto had built a strong reputation. But behind the scenes, the company was struggling to keep up with its own success. Critical knowledge was siloed in the heads of key personnel, processes were inconsistent, and the daily scramble to keep up was limiting their growth potential. Leads were tracked haphazardly, quoting methods were inconsistent, and administrative tasks were a major bottleneck. The business was caught in the "founder's trap," where key operations relied on just one or two people. 

Recognising the need for a change, Filokreto turned to Quanton. Instead of proposing expensive, new software platforms, we focused on a pragmatic approach: using the systems Filokreto already had and implementing a 12-week Operational Excellence program rooted in Lean principles. 

From Chaos to Clarity 

Our collaboration began with detailed workshops to map Filokreto's end-to-end processes—from a lead's first contact to the final invoice. This exercise was a crucial first step, making inefficiencies visible and forcing the team to think beyond their current capacity. We constantly challenged them to ask: "How will this process work when you double or triple in size?" 

This new mindset became the cornerstone of the entire project. Here's a look at some of the key transformations: 

• Revamped Sales Process: Filokreto was already using Monday.com, but we took it to the next level. By optimising their setup, we gave the team a clearer sales pipeline, a standardised quoting system for consistency, and automated follow-ups to keep momentum. The result? Sales process time was cut in half — and no leads slipped through the cracks.

• Elevated Project Quality: To ensure consistent workmanship, we worked with the team to develop Standardised Operating Procedures (SOPs) and "How-To" training videos. These resources not only set a clear benchmark for quality but also gave new employees the tools to succeed quickly, reducing reliance on one-on-one instruction. By documenting best practices and making them easily accessible, Filokreto built resilience into its operations—knowledge is no longer locked in the heads of a few key people. 

As part of this process, Marketing Manager of Quanton, Iris, designed and structured the SOPs to be practical, easy-to-follow, and visually engaging. Combined with video support, these resources turned training into a repeatable, scalable process, enabling the company to onboard and upskill staff at speed without compromising workmanship. 

"When we started building the SOPs, our goal was to make them feel like a real guide—something you’d actually want to use, not just another document sitting in a folder," Iris shared. "We added visuals, broke down tasks into simple steps, and paired them with quick-reference videos. Using AI tools really helped us speed things up without sacrificing quality. Now, whether someone’s new or just needs a refresher, they have everything they need at their fingertips." 

• Streamlined Admin: We reduced the administrative burden by consolidating employee data, digitising receipts, and simplifying payroll. This freed up capacity and improved data accuracy, allowing the team to focus on more valuable tasks. 

• Clear Roles and Accountability: We eliminated ambiguity by clarifying who does what. The Operations Manager took charge of subcontractor quotes, site leaders became responsible for measurements, and management retained oversight of approvals. 

The Results: A Foundation for Growth 

The impact of these changes was immediate and measurable. Filokreto now operates with clarity and confidence. The leadership team can take holidays knowing the business will continue to run smoothly. New hires can be trained quickly, and the client experience has been elevated with faster quotes and clearer communication. 

For the first time, Filokreto is making data-driven decisions based on accurate information. They have a scalable foundation to support 20–30 weekly jobs, not just their current workload. As Mark says, "We had to think big... Now we have the structure to handle it." 

Ultimately, this project wasn't just about processes; it was about a cultural shift. The Filokreto team now embraces a mindset of continuous improvement, constantly looking for ways to work smarter. They have moved from "firefighting chaos to confident scalability," and are now ready to pursue their goals of international expansion. 

This partnership is a testament to what's possible when a forward-thinking company uses a pragmatic approach to process improvement. By building strong foundations, Filokreto has turned "survival mode" into a genuine springboard for future growth.