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Many companies still rely on spreadsheets and physical notice boards to schedule dock activities, and this method is increasingly proving inadequate. These outdated tools are time-consuming and prone to errors, leading to significant operational costs and inefficiencies.
In this article, we will help you understand the drawbacks of manual dock scheduling and show you the advantages of digital dock scheduling with real-life results so you can understand why making that switch is an absolute necessity in 2024.
What is a dock scheduling tool?
A dock scheduling tool is a digital system designed to manage the logistics of loading and unloading goods at a warehouse or distribution center's docks. It allows logistics managers, warehouse staff, and carriers to effectively coordinate and optimize the use of dock doors and timeslots.
The primary goal of a dock scheduling tool is to streamline operations by scheduling deliveries and shipments in a way that minimizes wait times, reduces congestion, and ensures a smooth flow of goods. It typically features a user-friendly interface that can be accessed via a web browser or a mobile app, allowing users to view available docks and book appointments in real time.
Spreadsheets and calendar apps are costing you time and money
Many businesses still use free spreadsheets like Microsoft Excel or Google Sheets in combination with an appointment booking tool like Calendly for their dock scheduling processes. This type of dock scheduling setup is actually hindering your productivity and costing you more money. Here’s why:
1. Lack of real-time updates: Spreadsheets can't handle real-time updates or let multiple people work on them simultaneously without hassle. Imagine trying to coordinate times and access for suppliers, warehouse managers, and transport coordinators simultaneously, and each one of these groups is making changes to your spreadsheet document all at once. If updates lag, you could end up with double-booked docks or empty ones waiting for trucks that never show, causing major delays and bottlenecks.
2. Error-prone data: Manual data entry, which is common with spreadsheet usage, significantly increases the risk of human errors such as incorrect time slots or duplicate entries. These errors can disrupt the entire scheduling process, leading to inefficiencies such as underutilizing dock space or overbooking.
3. Limited cancellation and rescheduling flexibility: Spreadsheets offer limited flexibility for carriers and external vendors who need to cancel or reschedule their appointments. Your carriers will have to call or send an email whenever there is a change in schedule, and their requests may not be promptly processed or updated in the spreadsheet. This inflexibility can cause further delays and inefficiencies, as slots that could have been reallocated remain unused.
4. Lack of integration: Spreadsheets tend to stand alone and don't play well with other systems like warehouse management systems (WMS), transportation management systems (TMS), or enterprise resource planning (ERP) systems. This makes it tough to share information seamlessly across different departments or with external partners, leading to information silos and coordination headaches.
5. Limited access control and security: Managing access rights and maintaining data security can be challenging with spreadsheets. You can only allow/disallow editing rights and that can still cause a lot of errors. Sensitive data such as shipment details and supplier information might be exposed to unauthorized access. Also, without a clear log of who changed what and when they changed it, you are increasing the risk of errors or intentional tampering.
Further reading: Why Crumps Naturals Stopped Using Spreadsheets for Dock Scheduling
Why you should start using digital dock scheduling tools
Dock scheduling isn't just about slapping times onto a calendar. It involves prioritizing certain shipments, lining up arrivals with staff shifts, and making last-minute changes. Spreadsheets lack the finesse to automatically adjust based on these complex needs.
Not using digital dock scheduling tools can worsen logistical challenges such as yard congestion, truck queues, and detention fees.
Eliminate yard and warehouse congestion
Without digital dock scheduling, it’s difficult to optimize the flow of incoming and outgoing trucks in the warehouse yard. Digital dock scheduling systems streamline the flow of traffic by scheduling and organizing truck arrivals in a way that balances the workload throughout the day. For instance, you can set a condition where heavier truck loads can only be scheduled during typically quieter periods, like early morning or late afternoon.
This spreads out the traffic, preventing the scenario where multiple trucks arrive simultaneously and clog up the entry, loading docks, and parking areas. This not only speeds up operations but also minimizes the risk of accidents and enhances safety in the yard.
These functionalities are not present in spreadsheets and calendar functionalities and without these capabilities, trucks may arrive simultaneously or during peak periods, leading to overcrowding in the yard. This congestion can disrupt the orderly loading and unloading of goods, reduce operational efficiency, and increase the risk of accidents.
How Schoeller Allibert Achieved ZERO Warehouse Congestions with Digital Dock Scheduling
Reduce or avoid truck queues
Ineffective scheduling results in longer wait times for trucks and extensive queues. This delays operation, impacts driver schedules and can lead to missed delivery windows for subsequent stops. Digital scheduling tools can stagger arrivals and align them with dock availability and workforce shifts, minimizing waiting times and reducing queues.
With a dock scheduling tool, trucks are given specific time slots for docking. This precision cuts down on the time trucks spend idling in queues waiting for an available dock. You can also send alerts to a truck driver an hour in advance whether their loading dock is ready or if there might be a delay. The driver can adjust their arrival accordingly, and instead of lining up, they can use nearby waiting areas or adjust their route to reduce fuel consumption and wasted time.
How ECSO Reduced Truck Waiting Times by 40% with GoRamp's Dock Scheduling Solution
Minimize detention fees
When trucks are forced to wait beyond their scheduled loading or unloading times due to poor scheduling, carriers may impose detention fees. These fees are charged for the extra time that assets (like trucks and drivers) are tied up at a facility, unable to proceed to their next destination. Efficient digital scheduling minimizes these delays by ensuring that docks are available as trucks arrive.
A dock scheduling tool is also a communication hub (your spreadsheets are not) that notifies carriers in real-time, updating them on the exact availability of docks or potential delays. Drivers can then use this information to adjust their schedules on the fly, reducing the likelihood of incurring detention fees.
This system saves money and promotes a more cooperative relationship between the warehouse and transportation companies by respecting each other's time and resources.
How Elme Metall Saved Time and Reduced Delay Costs By 25% with GoRamp
Reduce operational costs
If your yard is congested with long truck queues, your workers are bound to work overtime and your inbox is filled with detention fees invoices. Your operational costs will skyrocket from wasted driver hours, increased fuel consumption from idling vehicles, and potential penalties from unsatisfied service level agreements. All these things will happen if you don’t have visibility over your docks and you can’t get that visibility with spreadsheets.
By reducing yard congestion and truck queues, digital dock scheduling directly contributes to lower operational costs. For instance, a distribution center that adopts digital scheduling sees a reduction in the average wait time from three hours to under one hour. This reduction translates into less fuel consumption from idling trucks and fewer overtime payments for staff working beyond their regular hours. It also means quicker turnaround times, allowing more goods to be processed with the same resources, effectively increasing the overall productivity of the operation.
How Viking Malt Cut Operational Costs by 50% and Eliminated Warehouse Congestions
Empower carriers with self-service capabilities
A great dock scheduling tool is often accessible on mobile phones. This means that carriers can book their own dock appointments from their phones at times that suit their schedules. They can also attach necessary documents directly, such as shipping manifests or safety compliance certificates, ensuring all paperwork is in order before arrival.
This self-service approach minimizes the need for constant back-and-forth communication with the shipping team, saving time and reducing the likelihood of miscommunications.
For example, a carrier might receive a last-minute request for a delivery. Instead of needing to call and coordinate with a shipping clerk, the carrier can simply log into the mobile app, view available time slots, and book a dock that aligns with their route and timing. This direct control not only makes the process more efficient but also enhances the carrier's ability to manage their workload and commitments more effectively.
How 4Front Engineered Solutions Implemented Self-Scheduling For Vendors And Suppliers
Use GoRamp for easier and highly customizable dock scheduling
GoRamp Dock Scheduling tool is the easiest dock scheduling software on the market for the following reasons:
- Registration and setup take about 15 minutes and your team is fully onboarded within an hour.
- It integrates with a yard management software to give you a digital view of your yard, entries, and exit points.
- Carriers do not have to register an account to book an appointment
- It is highly customizable for multiple scheduling scenarios.
- You don’t have to invest thousands of dollars at once, we use a monthly subscription model.
- Your entire team has full visibility but you can assign roles and permissions as you wish.
GoRamp is customizable for every industry. Book a demo to see how it can be tailored specifically for you.
