Smooth as chocolate: Optimising documentation for a leading cocoa machinery manufacturer

Industry: Industrial Machinery Manufacturing

Location: Koog aan de Zaan, the Netherlands

The challenge: Navigating compliance, efficiency, and scalability

Royal Duyvis Wiener (RDW) is a Dutch engineering company specialising in industrial processing equipment for cocoa, chocolate, and nuts and seeds. Founded in 1885 and headquartered near Zaandam, RDW is a world leader in chocolate production machinery. Its equipment is used by major industry players such as Nestlé, Cargill, and Barry Callebaut, ensuring that most chocolate bars in supermarkets have been processed with RDW technology. With a workforce of around 200 employees and operations spanning five continents, RDW is a global player in food processing innovation.

As RDW expanded, so did its need for a more efficient and scalable documentation process. The company faced growing demand for up-to-date manuals that met stringent compliance requirements while keeping pace with rapid technological developments. 

Key challenges included:

• Ensuring compliance with regulatory frameworks such as the Machinery Directive 2006/42/EC, ISO 20607, and CE marking requirements
• Identifying opportunities for workflow optimisation by introducing automation tools to accelerate manual production
• Bridging gaps between departments to enhance collaboration and knowledge sharing
• Maximising internal resources to maintain high-quality documentation without adding unnecessary overhead

Given the specialised nature of technical writing, RDW needed a strategic solution that was both high-impact and cost-effective. That’s where INSTRKTIV came in.

The solution: A strategic documentation overhaul

To meet RDW’s needs, we developed a structured, scalable approach to technical documentation that delivered immediate results and laid the foundation for long-term improvements.

1. Conducting a gap analysis
We began with an in-depth review of RDW’s existing documentation, identifying outdated materials, missing manuals, and compliance risks related to ISO 20607 and CE marking.
✔ Outcome: A clear regulatory compliance roadmap, prioritising urgent updates and automation-driven content improvements.

2. Standardising documentation workflows and templates
We introduced a structured documentation framework, complete with standardised templates, automation tools, and AI-assisted content reuse.
✔ Outcome: A consistent and easy-to-update documentation process that reduced manual effort and improved clarity.

3. Embedding in the engineering team
Rather than working in isolation, we integrated directly into RDW’s engineering department to ensure real-time knowledge transfer.
✔ Outcome: Faster collaboration, fewer miscommunications, and documentation that accurately reflected real-world product usage.

4. Bridging departmental gaps
By engaging with Marketing, Sales, and Support teams, we ensured documentation was not just an engineering deliverable but a strategic asset across the business.
✔ Outcome: Manuals that served multiple purposes – from compliance to customer support and sales enablement.

5. Creating high-quality machine manuals
Focusing on both new manual production and refining existing ones, we ensured all documentation met industry standards and was easy to understand and use.
✔ Outcome: A modern, fully compliant documentation library aligned with RDW’s evolving product portfolio.

Execution: Hands-on collaboration and innovation

The success of this project was driven by a hands-on, collaborative approach:

• On-site integration: Working directly with engineers to capture first-hand technical insights
• Cross-departmental engagement: Aligning documentation with wider business goals
• Removing bottlenecks: Encouraging collaboration, refining workflows, and embedding documentation into RDW’s development cycle

The results: Measurable impact and long-term gains

The outcomes were not only immediate – they also laid the groundwork for sustainable growth:

• Documentation production accelerated - Manuals were delivered 2-3 times faster, significantly reducing backlog
• Improved regulatory compliance - Reduced reliance on legal reviews thanks to better-aligned documentation
• Increased efficiency - Streamlined workflows led to less time spent on revisions and rework
• Faster issue resolution - Greater document accessibility resulted in fewer internal and external support queries
• Seamless integration - Documentation became a natural part of engineering and product development processes

This success addressed RDW’s immediate needs and evolved into a strategic partnership, with documentation expanding into sales tools, marketing materials, and compliance processes.

Client feedback and impact

“Partnering with INSTKTIV was a turning point for us. Their ability to quickly assess our documentation landscape, collaborate with our team, and deliver high-quality manuals ahead of deadlines has transformed our workflow. Beyond clearing our backlog, they’ve helped us build a smarter, more efficient documentation process. Their knowledge of compliance, automation, and technical writing best practices has been invaluable.”
- Head of Engineering, Royal Duyvis Wiener

“INSTRKTIV’s structured approach and deep knowledge of industry regulations made them a game-changer for us. Our manuals are now clearer, legally compliant, and easier to maintain.”
- Compliance Manager, Royal Duyvis Wiener

Conclusion: The INSTRKTIV advantage - Built for teams that need capacity

Royal Duyvis Wiener came to us with a challenge shared by many engineering firms: growing compliance demands, limited internal documentation capacity, and a need to scale without sacrificing quality. Our collaboration solved their backlog and introduced a smarter, scalable documentation process that freed up internal teams, ensured full regulatory compliance, and improved cross-departmental alignment.

If your team is struggling to keep up with documentation requirements, facing tight deadlines, or simply needs expert capacity to support compliance and tenders, INSTRKTIV is ready to help.

Whether you need short-term support or a long-term partner, we bring the technical writing, compliance, and process expertise to lighten your load and raise your standards.

Let’s talk about how we can support your team.

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About INSTRKTIV

INSTRKTIV provides capacity, clarity, and compliance for engineering companies that rely on high-quality technical documentation. We support mechanical engineering and installation firms by delivering structured, regulation-proof manuals that reduce risks, streamline workflows, and help win contracts.

Our multidisciplinary team combines deep expertise in CE marking, ISO standards, and technical writing, so your manuals do more than tick boxes. They become assets that enhance your reputation, reduce liability, and scale with your business.

Need an extra pair of expert hands—or a whole team? INSTRKTIV is your go-to documentation partner.