Let me preface everything I’m about to say by first stating that I am in no way an expert on logistics management. I honestly would not even call myself a pro at it. I am still very much in the learning stages of it all but would like to use this article as a form of documentation. Taking you through what I’ve learned, and continue to learn.
I have a limited background in logistics. Two years ago I had a job as a freight salesman, or “slinging freight” as my former boss would call it. There I was tasked with forming business relationships with companies who do shipments using large trucking companies. I worked as the middle man between the company and the truck services. I learned quickly that I was not meant to be salesman. The logistics side of the business was interesting but after a year I was let go for not hitting enough checkpoint sales goals (for the puny number of sales I had they should have fired me sooner).
Fast forward another year and currently I am the logistics manager for an upscale interior design company, Selamat Designs. The company started in 1988 dealing in home and office decor furniture, lighting, and accessory pieces. Selamat has very green roots, making use of wood cut-offs that come from the manufacturing of large pieces of furniture in Indonesia, India, and Vietnam. With so many items being imported from these overseas locations there is much to be said for the behind the scenes efforts that goes into getting the product from point A to point B. I will go in detail about that but for now just know it is vastly more complicated than just hitting ‘Add to Cart’ on Amazon or Urban Outfitters.
So first things first whether you’re starting out as a logistics manager or manager of your local ymca it is essential to get a lay of the land. Understanding your work space environment is the first step to getting a level of comfortability with a new setting. World renown basketball coach and life teacher John Wooden would go as far as running practices in total darkness. An interesting tactic when talking about a sport that revolves around shooting a round object 10 ft high into a small circular rim. That did not stop Wooden and his unconventional tactics which became a part of his legacy as a basketball teacher and coach. Wooden wanted his team to have this comfort in their surroundings as part of the foundation to the teams success. The same can be said for management.
Of course everyone has their own methods, that may or may not include turning off the lights (which I would side against in the business world but hey you never know 😅) either way find some way that works for you and work on that. For logistics purposes, having a grasp of where packages are sent and delivered, where to prepare orders and also where all package/shipment supplies are located is something that should be near the top of everyone’s list. After that it is up to you to find out what is important from the company standpoint and prioritize your understanding from there. Getting truly familiar with the work space is something that won’t happen over night. It’s important to trust your process and over time you will have a clear mental picture which will in turn add to your overall efficiency.
While getting accustomed to the layout and daily movements another highly important task is getting to know the accounting team. In most cases a company will have an accounts payable team or person who is responsible for invoicing. Accuracy in billing is absolutely crucial for the companies overall success and very important to the accountants. One way to help them is by getting familiar with their process. Find out how you can help them by either making sure certain documentation is attached or using particular reference numbers so invoices are easier to track. All this comes from having a few conversations with the accounts payable rep. They will be willing to work with you because for one it ultimately helps make their job easier and run smoother but also it shows your willingness to help the company as a whole (a true win win 😁). Once you open up this line of communication you will be able to more effectively schedule, manage, and track shipments. This is especially important for importing and exporting good from overseas.
When shipping and receiving products from overseas is it imperative to understand all the documentation you will need to complete the order. For example, if right now you wanted to travel to Portugal you would need to have a passport and also be traveling through different boarder controls and customs. Similar procedures and added documents go into shipping and receive items overseas. Familiarize yourself with what is needed to complete these type of orders so you are prepared when you have to send products to foreign countries.
The next and last step I’ll discuss is setting up contacts with vendors, carriers, and manufacturers. Vendors will likely do this for you. As the buyers of your product, with customers of their own, they will surely want to continue the good standing they have with your company. Carriers are the messengers of your commodity. You want to establish good business relationships with the account reps but also the drivers themselves. Drivers usually have the same routes so presumably the same driver will pickup/deliver to you on a consistent basis. Getting his or her personal contact information can prove advantageous when previously arranged pickup request can change on the fly. Also to better this relationship, giving them a text message heads up on days you know you have multiple outbound deliveries can go a long way for a driver. The account reps are more behind the scenes and usually you will not come in contact with them as frequently as the drivers. Nonetheless it is essential to have them at an arms reach for larger issues that could take time to get resolved. Communication with manufacturing companies will be dependent on how frequently your company orders product. Regardless you will need to know who are the people to contact when things go wrong (you’ll find things have a habit of going wrong).
There is a lot of what I learned that I choose to leave out of this piece. My reasoning behind that is because being a Logistics Manager has a lot to do with finding a process that works for you. Detailing my exact way of doing things would not be very helpful to someone in the long run. Eventually people love what they do when I comes most natural to them. I just wanted to give some key points that I think would benefit and be able to go along with anyone’s personal process.
I would love to hear if you found this helpful but also what changes you think I could make to this article to better assist someone in the logistics world.
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