Specifically, manual processes – think paper logs, sign-in sheets, and reliance on security personnel for tracking – lead to these common supply chain disruptions:
- Delays in truck turnaround times: Drivers waiting to sign in, or security manually verifying details, adds significant time to each visit. This backlog impacts delivery schedules and can create congestion at the hub.
- Inefficient yard management: Without knowing exactly who is on site and where they are, yard managers struggle to optimise truck movements and loading/unloading bay allocation.
- Security vulnerabilities: Manual systems are prone to errors and can be easily bypassed, increasing the risk of unauthorised access and potential theft or damage to goods.
- Compliance risks: Maintaining accurate records for auditing and emergency evacuations becomes difficult and time-consuming with paper-based systems. This can lead to fines or operational shutdowns.
- Lost productivity: Staff time is wasted on administrative tasks related to visitor management, diverting resources from core logistics activities.
To mitigate these disruptions, we recommend logistics hubs prioritise these actions:
- Implement a digital visitor management system: This provides real-time visibility of all visitors, automates check-in/check-out processes, and integrates with existing security and access control systems.
- Pre-book visitor slots: Allowing carriers to schedule deliveries in advance streamlines arrival processes and reduces congestion.
- Integrate with Transport Management Systems (TMS): Connecting visitor data with TMS provides a holistic view of the supply chain and enables proactive management of potential delays.
- Automate notifications: System-generated alerts for arrivals, departures, and pre-scheduled appointments improve communication and responsiveness.
Investing in a modern visitor management solution isn’t just about improving security; it’s about optimising the entire logistics operation. By removing friction from the visitor process, we can unlock significant efficiency gains and build a more resilient supply chain. The next step is to assess your current visitor management processes and identify areas for improvement – a simple process audit can reveal substantial opportunities.
