Article   6. 11. 2023 How can I shorten the processing time of transport orders?

What is a transport order and how to reduce transport order handling time? Types of orders and how to organise the workflow

How to reduce the processing time of transport orders?

Let’s start with what a transport order is and what types it is divided into. A transport order is a document that is used to specify the details of the transport of goods. It contains information about the shipment, such as its collection address, the type and quantity of goods, the source of origin, the planned delivery date and the destination. The transport order is an indispensable document because it enables the transport company to plan the optimal route, determine the transport time and account for all the costs involved.

What should be included in a transport order?

The goods transport order should include:

  • Subject of the document (order) – i.e. what will be transported.
  • Determine the route and travel time, taking into account possible road obstructions.
  • It is necessary to specify the requirements for the transport equipment: the vehicle with which the cargo will be transported, the size of the vehicle, the equipment, the type of cargo and its quantity.
  • Transport cost – either the cost of your own fleet or the remuneration of the carrier company. It will depend on the route, the vehicle and the price of fuel.
  • Insurance or establish liability in case of damage, theft of transported goods.

What are the types of transport orders?

All types of transport orders are used depending on the customer’s needs and expectations. The most common ones are vehicle transport, cargo transport, passenger transport, bulk transport and freight transport.

We can distinguish between the following types of transport orders:

  • Air transport – the transport of cargo using aircraft.
  • Maritime transport – transport of cargo by sea.
  • Land transport – the transport of cargo over land, including road transport.
  • Intermodal transport – combined transport using different modes of transport.

Vehicle transport involves transporting cars or other means of transport to different locations. Vehicle transport can also be the transportation of military units by train. Cargo transport includes bulky cargo, parcels, pallets and goods. Passenger transport is a type of transport service in which people can be transported from place to place. Bulk transport is the carriage of homogeneous unpackaged loads in large quantities, e.g. coal, grain, strip etc. Freight transport, on the other hand, is the carriage of various types of freight such as crates, pallets, containers and even aircraft.

How to reduce the handling time of transport orders?

All the topics related to reducing order handling times are no longer as buzzworthy as they were during the development of road infrastructure and transport in Europe. It would seem that the topic has been explored and covered with solutions, but in practice everyone is looking at reducing handling times and making work more convenient. The best in the industry are not only the largest players. Small and medium-sized companies also want to shorten delivery times without compromising on service quality. Now that we have specialists in order processing, do we use guides to running a transport company? – If not then you must use this blog post. It is worth reflecting on order handling times and the elements that affect them.

Reducing the amount of time that is bound to” take some time anyway” is a challenge that again characterises the transport market with the current competition. The Pandemic period has brought a new number of companies that now offer their services remotely and on demand, rather than just stationary. So how do we reduce the handling time of transport orders?

Reasons and causes for reducing order handling times.

Soon after the cooperation between the client and the transport supplier begins, issues of how and when to deliver the goods arise. Prolonged deliveries were (and still are) primarily related to checking all the necessary documents, verifying the shortest route, choosing the rolling stock and the person who will coordinate and manage this. How do you manage all these spaces effectively?

Reducing order processing time.

Some service providers manage sophisticated systems for handling orders. These enable them to constantly monitor the quality of service and speed of delivery. It is easy to see how much time is allocated to handling orders at any given moment. A moment can be a season, a selected month or hours in the day. The reduction in order handling time is done in stages:

  • Transport planning, taking into account the ratio of transport costs to order value
  • Interviews with drivers and delivery staff
  • Limiting the influence of the human factor in order execution
  • Choosing the right route

How to reduce the handling time of transport orders? (Stages)

There are a number of stages and steps we can take to reduce the time it takes to handle orders. The first is to optimise the ordering process. We can achieve optimisation by introducing an automated ordering system that allows orders to be placed quickly and accurately via the Internet or telephone.

The next step is to optimise the process of preparing goods for shipment. This can be done with the help of an integrated order processing system, which enables all the steps needed from preparing the goods for shipment to be carried out quickly and accurately.

The third step is to optimise the delivery process. This can be achieved, if you have your own fleet or route planning for subcontractors, by having the right software such as a delivery planning solution, If you do not have it, it will be helpful to choose a reliable and specialised transport service provider that ensures fast and safe deliveries. If you can optimise and improve all three steps, you will definitely notice a significant improvement in the handling time of transport orders.

To reduce order handling time, it is also worth employing several strategies.

  1. Firstly, automation systems such as route management and planning systems should be implemented.
  2. Secondly, good procedures and policies need to be put in place to make order management easier and faster.
  3. Thirdly, the focus should be on creating well-established customer support so that problems can be resolved quickly and efficiently and all concerns clarified.

To make the process easier and faster, you can also make use of order management tools, such as task management systems, which can be tailored to your needs.

One of the most important things you can do to reduce order processing times is to implement an effective communication system. This allows you to communicate information quickly and effectively and respond quickly to customer requests.

A few extra percentages that matter

When we look at the right directions in terms of a transport company’s revenue, the few percent that we can manage through efficient order handling is quite a lot to the management, which is mainly concerned with the strategy for transport companies.

Advice for owners and management

In the case of employees who are contracted to carry out transport, the amount of remuneration and the convenience of the work must be adequately guaranteed. It is necessary to have in mind the extent and course of the planned route (taking into account traffic, climbs, descents, etc.) for each coordinating dispatcher. Technically, this is simple, but we know that only a few entrepreneurs do it. Such measures help to reduce service time and costs and improve service quality. Technological solutions such as transport planning software firmy Solvertech can make a direct contribution to reducing transport costs and increasing working comfort.