Best Practices in Warehouse Dock Door Appointment Scheduling

Another best practice that you can implement in your distributions center is something called appointment scheduling. So basically what this means is when the truck drivers are arriving to your DC or when when they’re about to come to your DC they call ahead through their transportation companies and say “hey please give me an appointment, and I’m going to be there at this time, this date”. Booking the appointment makes it easy to make sure when the truck arrives you have a dock door that’s open and people that are ready to receive this product, so the truck driver can come drop off the shipment and then leave. From a transportation perspective it is very efficient for them. When you work with them by having an appointment, and not make them wait then you will be able to get better deals with the transportation provider.

This is helpful especially if you’re paying for the freight transportation. I still remember, it’s so fresh in my mind and this was as part of MBA – we all went to China because one of the courses was that international residency. We went to China and Korea and we spent three days in Beijing and three days in Shanghai. As a part of the Shanghai tour we also visited the port. In the port we actually visited a Meyers DC and on the way to the DC we have seen this long line of trucks. At least a mile long, they’re all these trucks small-small trucks waiting to drop off the shipment in the Meyers DC. We walked into the Meyers DC and then we saw these nice Jew H boxes and Jew H containers that were all being loaded in the container that travels on the ship so it was very fascinating to see you. China is evolving and they don’t have all the sophisticated systems and processes like how the US does, I mean they are getting better and better.

Because of this lack of appointment scheduling process these guys were literally waiting for a mile. The trucks were parked one after another and the truck drivers were either sitting there or sleeping in the truck. It’s not just having the time wasted for all these guys because they could have obviously spend that time doing something else and making money. These guys were literally waiting barring the worst, with no proper appointment scheduling process. Had the appointment scheduling process been there they wouldn’t be waiting for that long.

They would call ahead, booked their appointments and they would show up at the right time – appointed time and then they would come to drop off the shipment and return. It makes everything so much easier and that’s what I’m talking about. The  appointment scheduling process is really important, especially in the food because the wall in the handle is so big and we had a food customer that had this hectares of land and the trailers.

The containers were parked all over and sometimes they wouldn’t know how many containers, how many trailers are there sitting and these were all some oils. The oils that were used for their food processing plant and so forth. It was very fascinating to see their problem and they said “hey you know we want a really good appointment scheduling process and automate that!”, but something of RFID and things like that. It is very fascinating to see all these different challenges that these guys deal with. Appointment scheduling is something that you want to think about especially when you have a lot of trucks coming and going. If you see that you’re not getting better deals, good deals with all these transportation service providers because they are sitting there waiting for a long time, that would be definitely called ahead and there will be a check-in. That means there will be a guard that will be there to check in the truck. The truck will come in and there’ll be an appointment for the truck and that truck will pull at the dock door at the right time based on the appointment and then they would unload everything fast, finish their unloading and then basically turn around and go out.

There will be a guard checkout and then they’ll go out and then you can see between the vendor that you are buying from and whoever is paying for the freight between the transportation company. The driver itself right sometimes runs into some weird issues I mean such as they have a breakdown or  they may have a weather situation, they may have traffic situation etc. Anything that comes in their way, like having all this guard check-in, guard check out. Appointment scheduling also helps you to have records as to “hey you know this is the time that truck showed up, this is the time the truck left you”. It systemically tracks information that you can share it with people. If there is any issue later down the line all that it’s nicely systematically note tracked, so that’s something to think about if you have any issues with your transportation service providers or if you have delayed shipments or if you find that there’s a lot of time being wasted people sitting, like the truck driver sitting there and things like that.

That’s another benefit that comes with the shipment ASN. If it is available then you can book appointments against that shipment ASN. Would love to hear your thoughts and please share your comments below and thank you for take the time to read this blog.

15
May 2019
By Puga Sankara202 Comments
Author:
Puga Sankara
About:
Puga Sankara is the Founder, CEO of Smart Gladiator LLC. Smart Gladiator designs, builds, and delivers market-leading mobile technology for retailers, distributors, and 3PL service providers. So far, Smart Gladiator LoadProof has been used to ship, receive, and scan more than 100 million boxes. SG LoadProof is a patent pending Centralized Enterprise Photo/Video Document System on Cloud for Supply Chain. SG LP is built on the fact that photos & videos are vital docs as important as POs/SOs/Legal Contracts/Fulfillment Orders that reside in ERP/WMS/TMS systems, that serve as compelling, conclusive, unequivocal proof of crucial, critical, vital operations executed in Supply Chain within/across orgs when fulfilling customer orders as well as meeting contractual obligations between orgs as merchandise is transferred between different parties that partake in Supply Chain functions & operations. And these photos/videos data should not be stored in someone’s Smartphone or Email Inbox or in their personal/work Computer, but should be stored in a Centralized Enterprise system, where such data can be pushed into super-fast, stored securely, accessible to all stake holders (CFO/Sales Reps/Customer Support/AR/AP) in an org, as well as facilitates super-fast retrieval/sharing. LP is an Enterprise System of record for Photo/Video docs & is as important as an ERP which is an enterprise system of record for POs, SOs, Legal Contracts between parties etc. that have huge legal ramifications, also as important as a WMS (Warehouse Management System) that hold indispensable shipment & fulfillment data on orders. Like how Instagram, Facebook, Snapchat etc. have evolved into social media platforms/systems that enable individuals to showcase their beauty/pretty clothes/lovely cosmetics/hep coolness etc., LoadProof is an Enterprise system that holds similar photos/videos, but for a different reason, not for show off, but to serve as compelling, conclusive, unequivocal & indisputable system of record and proof that can be presented even in the court of law, when there is a dispute between parties while they execute many facets of the Supply Chain functions & operations. SG LoadProof is also an Enterprise System of Record for Photos, videos and any other digital documents for your Supply Chain Network. A system of record (SOR) or source system of record (SSoR) is a data management term for an information storage system (commonly implemented on a computer system running a database management system) that is the authoritative data source for a given data element or piece of information. The need to identify systems of record can become acute in organizations where management information systems have been built by taking output data from multiple source systems, re-processing this data, and then re-presenting the result for new business use. In these cases, multiple information systems may disagree about the same piece of information. These disagreements may stem from semantic differences, differences in opinion, use of different sources, and differences in the timing of the extract, transform, and load processes that create the data they report against, or may simply be the result of bugs. The integrity and validity of any data set is open to question when there is no traceable connection to a good source, such as a known System of Record. Where the integrity of the data is vital, if there is an agreed system of record, the data element must either be linked to, or extracted directly from it. In other cases, the provenance and estimated data quality should be documented. The “system of record” approach is a good fit for environments where both: 1. there is a single authority over all data consumers, and 2. all consumers have similar needs Here, LoadProof is the System of Record for pictures and videos for all the entities in Supply chain who uses pictures and videos to track using any Supply Chain System infrastructure. 1. LoadProof provides accurate, thorough, complete, and latest information in pictures and videos related to any entity in the Supply chain that is tracked. 2. LoadProof is the single authority on pictures and videos related to any entity in the Supply Chain that is tracked 3. LoadProof doesn’t let any external system to copy the records being stored in it, which eliminates the data being duplicated in multiple places to preserve the data integrity and credibility. 4. LoadProof has a secured login procedure which lets only users with select level access to view the data and modify the records which helps in maintaining LoadProof is becoming the Industry Standard System for Photo & Video Docs for Supply Chain Smart Gladiator is located in ATDC - Advanced Tech Dev Center (tech Incubator) in Georgia Institute of Tech. Click for a demo - https://loadproof.com/apply Puga is a supply chain technology professional with more than 25 years of experience in deploying capabilities in the logistics and supply chain domain. His prior roles involved managing complicated mission-critical programs driving revenue numbers, rolling out a multitude of capabilities involving more than a dozen systems, and managing a team of 30 to 50 personnel across multiple disciplines and departments in large corporations such as Hewlett Packard. He has deployed WMS for more than 30 distribution centers in his role as a senior manager with Manhattan Associates. He has also performed process analysis walk-throughs for more than 50 distribution centers for WMS process design and performance analysis review, optimizing processes for better productivity and visibility through the supply chain. Size of these DCs varied from 150,000 to 1.2 million SQFT. Puga Sankara has an MBA from Georgia Tech. He can be reached at puga@smartgladiator.com or visit the company at www.smartgladiator.com. Also follow him at www.pugasankara.com. [Read More]
More articles by: Puga Sankara

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