When your business starts to expand, so does the volume of data. The expansion in e-commerce and online activity puts pressure on manual paper-based systems. As your operations grow in complexity, managing all aspects of warehouse management on spreadsheets will become very challenging.
The disadvantages of using spreadsheets for warehouse management
Spreadsheets are often used for inventory tracking in small to medium warehouses but become inefficient for larger operations or third-party logistics (3PL) providers managing multiple customers. The drawbacks include:
•Data Entry and Validation: Spreadsheets require repetitive manual input and are prone to errors. These errors compound as decisions are based on inaccurate information, and spreadsheets lack error-detection features.
•Version Control Issues: Multiple users working on shared spreadsheets can lead to inefficiencies and errors, particularly with version control. The wrong version can misrepresent warehouse status, highlighting the need for a more streamlined solution.
•Integration Challenges: Spreadsheets have limited capability to integrate with other systems or devices, complicating the import and validation of data from ERP systems.
The benefits of adopting a warehouse management system (WMS)
A better solution is to migrate to a warehouse management system (WMS). Various cloud-based, easy-to-use solutions are available for every type of warehouse operation. A significant benefit is that any approved user can access a WMS from any device via a web-based online portal. A WMS has only one version of data, updated in real time. There is no risk of working with incorrect inventory information. Data is uploaded automatically from mobile and other linked devices to provide a real-time view of your warehouse’s current inbound and outbound activity status. A WMS:
•automates tasks you would otherwise need to handle manually
•prevents data-entry errors by applying validation techniques
•saves on human resource requirements
•is available 24/7
•tracks change and create an audit trail
•will pay for itself through improved productivity and efficiency
A roadmap to transition from spreadsheets to a more efficient solution
Here’s a tried and tested process to move from spreadsheets to a more effective and reliable warehouse management system.
Roadmap to Transition
1. Document Your As-Is Situation: Map current processes, identify pain points, and determine needed functions.
2. Investigate WMS Solutions: Evaluate systems based on your needs, request demonstrations, and consider vendor expertise.
3. Plan the Transition: Develop a migration plan, including data cleansing and a project timeline.
4. Prepare Your Data: Standardise data formats and conduct a test migration.
5. Change Management: Communicate benefits to stakeholders and provide training.
6. Testing and Implementation: Test the WMS, consider a pilot run, and monitor performance.
7. Documentation and Reporting: Maintain documentation and use reporting features for continuous improvement.
Regularly monitor the WMS performance and user feedback to identify areas for improvement.
Finding the right WMS solution for you
There is no one “best” solution. Choosing the wrong system can be costly, damaging and frustrating. Many systems fail to deliver fully due to poor implementation. The Supply Chain Consulting Group can help you to:
•Assess your existing processes to identify opportunities for improvement and build the roadmap.
•Conduct a tender process to select the right WMS partner for your business.
•Create a system specification that is aligned with industry best practices and meets your goals.
•Manage your WMS implementation to ensure project success.
SCCG has extensive experience in running RFPs and negotiating with WMS vendors. If you’re starting a WMS project selection or need help implementing the right solution, contact us at +44(0)1926 430 883 or email info@sccgltd.com.
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