Seasonal Business Mastery: How Smart ERP Implementation Smooths Peak Demand Challenges

The Unique Pressure of Seasonal Businesses

For companies with highly seasonal demand patterns, the stakes couldn’t be higher during peak periods. When the majority of your annual revenue depends on flawless execution during a compressed timeframe, there’s little room for error – especially when implementing new systems.

This was precisely the challenge facing Fyron Group, Europe’s leading manufacturer of premium BBQ brands including OFYR, The Bastard, and Grill Guru. As a seasonally-driven business with demand concentrated in spring and summer months, their digital transformation would face the ultimate test: a peak season immediately following implementation.

“We implemented NetSuite in October 2023, and then had to navigate our first full BBQ season with the new system,” explains Pascal van Vugt, who led the transformation at Fyron Group. “It was a critical test of everything we had built.”

Planning for Seasonal Success

For seasonal businesses contemplating major system changes, timing is everything. Van Vugt’s approach offers valuable insights for others facing similar challenges:

1. Strategic Implementation Timing

Fyron deliberately chose to go live in October – after their peak season had concluded. This timing provided several advantages:

• Lower operational pressure: Implementation occurred during a relatively quiet period
• Adjustment window: Staff had months to become comfortable with the system before peak demands
• Testing time: The organization could identify and address issues before the critical period
• Process refinement: Procedures could be optimized based on real but lower-stakes usage

“That adjustment period was invaluable,” notes van Vugt. “By the time our season arrived, we had resolved many initial issues and built team confidence in the system.”

2. Comprehensive Pre-Season Testing

While most implementations include testing, seasonal businesses must take this phase to another level – simulating peak conditions that might only occur a few weeks each year.

“We spent approximately six months conducting various tests,” van Vugt explains. “Our key users wrote detailed test scenarios based on real business situations, and we conducted multiple rounds of integration testing.”

This rigorous approach included:

• Volume testing: Confirming system performance under peak transaction loads
• Scenario testing: Validating handling of season-specific situations
• Cross-functional testing: Ensuring all departments could execute their roles under pressure
• End-to-end process validation: Verifying the full business workflow from order to fulfillment

Building Seasonal Resilience Through Technology

Fyron’s implementation wasn’t just about replacing systems – it was about creating capabilities specifically designed to handle seasonal challenges.

Advanced Forecasting and Planning

“A critical improvement was implementing NetSuite’s MRP functionality,” van Vugt explains. “Previously, production planning was largely reactive. Now we can plan work orders in advance and ensure we have the necessary components at the right time.”

This capability is transformative for seasonal businesses, enabling:

• Longer planning horizons: Anticipating requirements months in advance
• Component forecasting: Ensuring supplies arrive before peak production begins
• Production scheduling: Balancing capacity before the rush hits
• Inventory optimization: Reducing excess while ensuring availability

Enhanced Visibility With Available-to-Promise

For customer-facing teams dealing with seasonal pressure, few capabilities matter more than inventory visibility. Fyron implemented NetSuite’s Available-to-Promise functionality to transform this aspect of operations.

“Our inside sales department can now see exactly when products will be available,” van Vugt notes. “If a shipment from Asia is delayed, we can immediately identify which customer orders will be affected and proactively communicate with them.”

This visibility creates several advantages during peak season:

• Accurate delivery promises: Sales can provide reliable information without checking with warehouses
• Proactive customer communication: Issues can be addressed before they become problems
• Alternative product recommendations: Out-of-stock items can be substituted with available alternatives
• Cross-location fulfillment: Orders can be fulfilled from any warehouse with available inventory

Streamlined Multi-Location Operations

Seasonal pressure is amplified when a business operates across multiple locations. Fyron’s transformation addressed this challenge by creating unified processes across their facilities in Roosendaal, Amsterdam, and Haarlem.

“Instead of separate teams with different approaches, we now have one unified operation,” explains van Vugt. “Staff can cover for each other during peak periods, and we follow consistent processes regardless of location.”

The warehouse management implementation included:

• Standardized scanning procedures across all locations
• Unified picking and packing protocols
• Consistent quality checks
• Integrated shipment processing

The First Season: Lessons From the Front Lines

Despite careful planning, the first peak season after implementation still presented challenges. Van Vugt candidly shares their experience:

“We had some issues that affected customers during our first season,” he acknowledges. “But the system allowed us to quickly identify and address these problems, implementing improvements much faster than would have been possible with our old systems.”

Key learnings from their experience include:

1. Expect the Unexpected
   No matter how thorough your testing, actual peak conditions will reveal unforeseen issues. Build in response capacity to address these quickly.
2. Prioritize Critical Fixes
   During peak season, focus on fixes that directly impact customer experience. Less critical improvements can wait until after the rush.
3. Leverage Real-Time Data
   Use the enhanced visibility of your new system to identify bottlenecks and address them before they escalate.
4. Maintain Clear Communication
   Keep customers informed about any challenges, using your improved data to provide accurate updates and realistic solutions.

Data-Driven Seasonal Management

Perhaps the most significant advantage of Fyron’s implementation was the shift to data-driven management during peak periods – when clear visibility matters most.

“For the first time, I can see exactly how many shipments we’re sending, their weights, which carriers are handling them – information that was previously unavailable,” van Vugt explains. “This allows us to have data-backed conversations with logistics partners about their performance during our busiest times.”

This visibility extends across operations:

• Warehouse throughput metrics: Monitoring picking and packing rates during peak periods
• Labor allocation: Identifying where additional resources are needed
• Carrier performance: Tracking which shipping partners maintain service levels under pressure
• Inventory depletion rates: Spotting potential stockouts before they occur

Building a Foundation for Future Seasons

After experiencing a full seasonal cycle with the new system, van Vugt is confident about the future: “We now have a solid foundation that will allow us to serve our customers much better in coming seasons.”

This foundation includes:

• Process optimization: Refined based on real peak season experience
• Enhanced team capabilities: Staff now comfortable with the system under pressure
• Improved forecasting: Historical data from the completed season to inform future planning
• System refinements: Customizations and adjustments based on actual usage patterns

Advice for Seasonal Businesses

For other seasonal businesses contemplating major system changes, van Vugt offers practical advice:

1. Time Your Implementation Strategically
   “If possible, go live during your off-season to give your team time to adapt before peak pressure arrives.”
2. Test Season-Specific Scenarios Thoroughly
   “Identify your most challenging seasonal situations and test them repeatedly. Involve the staff who deal with these challenges daily.”
3. Build Self-Sufficiency
   “During peak season, you need to solve problems quickly. Invest in training your team to handle common issues without waiting for external support.”
4. Use Your First Season as a Learning Opportunity
   “Don’t expect perfection the first time. Document challenges, implement improvements, and build on this experience for future seasons.”
5. Focus on Data Visibility
   “The most powerful tool during peak pressure is clear visibility into what’s happening. Prioritize reports and dashboards that provide this insight.”

By following these principles, seasonal businesses can successfully navigate the challenges of system implementation while building capabilities that transform their ability to excel during their most critical periods – turning seasonal pressure from a vulnerability into a strategic advantage.