Reduce Truck Idle Times in the Yard Process by up to 50 %? Appointment Scheduling Can Do It! 

Reduce downtimes, cut costs and increase the utilization of loading points: The expectations of appointment scheduling systems are high. Such an operational planning solution not only opens up important potential, it also strengthens the relationship between shipper and logistics service provider in the long term. 

Optimal coordination of all truck loading and unloading operations is essential within the plant premises. Punctual supply of production and on-time delivery of the goods to the end customer are the goal. Deadlines do not have to be met only when the truck leaves. Even slot booking as part of ramp management should be as simple and realistic as possible for the freight forwarder. In order to be able to optimally map subsequent processes, it is essential that all relevant information (Which truck arrives where and when? What do the containers contain? Does it pass the ADR check?) is available. And it must be clear and comprehensible. Intelligent appointment scheduling for incoming and outgoing goods optimizes the overall process right from the start and makes daily work easier for logistics service providers and freight forwarders. Therefore, slot management is one of the most important planning processes in yard management.

What is Appointment Scheduling?

Appointment scheduling is relevant for the manufacturing industry (shippers) as well as for the logistics service providers and freight forwarders involved. The latter usually have to register their pickups or deliveries and book a slot in advance. Two problems often arise in this process: 

• Logistics service providers wait a long time at loading docks despite booked slots
• Information deficits

The result: long downtimes, stalled supply chains, delays in downstream processes and dissatisfied employees. Long waiting times at the loading docks are unfortunately a constant issue in many companies. Anything but optimal for efficient yard processes and a smoothly running supply chain. 

How do these waiting times come about?

Häufig werden den Spediteuren und Logistikdienstleistern von Verladern Zeitfenster vorgegeben. Bei Nichteinhaltung und Verspätungen, zum Beispiel durch Staus oder andere Verzögerungen, ist eine Weitervergabe der Zeitfenster ohne ein intelligentes System dahinter kaum zu realisieren. Dadurch bleiben viele Ressourcen ungenutzt und die Auslastung ist ungleichmäßig. Zusammengefasst: Wenn die Fahrer:innen zu spät an der Laderampe eintreffen, verfallen die gebuchten Zeitfenster. Vermeidbare Wartezeiten entstehen. Es gilt also, die bestehenden Zeitfenster möglichst effizient und intelligent zu koordinieren. Zeitfenstermanagement Tools ermöglichen dies.

Punctuality Is A Virtue... 

... but not always feasible in the real world of logistics. 

Correct timing and strict adherence to deadlines within logistics processes have become massively more important in recent years. It has long since ceased to be a matter of individual hours. Appointments have to be planned and adhered to down to the minute in order to ensure a smooth process. Since delays caused by spontaneous traffic events or unforeseen chain reactions cannot always be avoided, it is all the more important to design slot management dynamically so that unused slots do not expire and waiting times do not occur in the first place. Simple/analog calendars no longer meet this requirement. In this case, access control is carried out in a time-consuming manner by e-mail, fax or telephone, which is why intelligent software solutions such as myleo / dsc are the much more efficient solution. All users can communicate with each other in the event of any delays, react immediately and coordinate and adjust any resulting changes in slot allocation accordingly. 

With modern appointment scheduling tools such as myleo / dsc, much more is possible in addition to flexible slot booking and capacity calculations. For example, flexible cut-off times can ensure that bookings can be changed at short notice and none are lost. This fine planning of capacities and resources ensures the smooth operation of entire production lines. 

Appointment Scheduling Tools Increase the Level of Automation in Site Logistics 

The usage of an appointment scheduling tool optimizes and digitalizes the management of incoming and outgoing goods as well as capacity and resource planning. Users thus increase the efficiency of their planning processes. The system manages and allocates slots dynamically based on defined rules, priorities and certain framework factors such as expected arrival times or closing times. 

Analyses carried out in advance help to predict and coordinate the utilization of certain loading points or ramps during specific times. In this way, operations are well prepared for peak times. 

The Result:

• Optimized yard processes
• Efficient ramp management
• Truck idle times reduced by up to 50%
• Satisfaction for all involved

Functionalities of a Modern Appointment Scheduling System 

Users of the appointment scheduling system include truck drivers as well as freight forwarders. There arevarious functions within the system that streamline the entire process of loading and unloading goods. This simplifies the process enormously for the drivers and ultimately saves time and coordination processes. Particularly important: With a modern tool, drivers can do this conveniently digitally using their smartphone or tablet. This means they do not have to leave their truck. If the drivers remain in their trucks or vans, the risk of accidents with personal injuries on the plant premises is reduced. Systems such as myleo / dsc therefore not only streamline truck dispatch processes, but also increase safety in the yard. 

This is How Intuitive a Modern Appoint System Can Be 

Appointment Scheduling software provides users with an overview of all processes, resources and capacities on the site. The software thus ensures a simplification and optimization of yard logistics processes, but also the smooth handling of incoming and outgoing transports. In summary: no efficient yard process without an appointment scheduling tool. 

The application is somewhat reminiscent of an Excel list, but it is much clearer and, above all, more practice-oriented. The software is designed by the providers so that it can also be used on the road via smartphone/tablet and without lengthy training. After all, the application is intended to simplify the work of truck drivers. 

Flexible, Optimized, Digitized - Slot Management for Goods Receipt and Goods Issue

Traffic jams on factory premises, chaos at loading points, blocked gates and filling lines... all this is poison for an optimally working supply chain. With an appointment scheduling tool, these disruptive factors can be avoided. The mere booking of slots is by far not all that slot management systems have to offer. In the course of slot booking, a logistical document such as a yard receipt can be created directly, which in turn is an important component of automated truck dispatch. In this way, a holistic, customizable approach to communication between the shipper and the logistics service provider can be mapped. This ensures optimum coordination of the daily loading and unloading operations at the yard.