Logistics Solutions with Team Zeus

Overall benefit: Team Zeus connects geographically-dispersed teams

Story

In today's business world, customer expectations are high — most particularly in terms of delivery. Indeed the logistics industry is constantly put under pressure to perform better. When it comes to logistics/transport, arguably the biggest challenge resides in ensuring that a customer's order is completed, picked and delivered within a tight deadline: this demands that a number of different departments are able to communicate quickly and efficiently.

For the employees of one company we consulted with, inefficient communication (and therefore barriers to collaboration) was becoming a real issue. The demands they faced were not serviced adequately by traditional methods of communication (email, telephone, fax). Prior to their transition to Team Zeus, they were inundated with emails through Outlook. The biggest issue that this bombardment of emails presented was that they were unable to prioritize the importance of each and work through in order of urgency. With Outlook they had to read through each email individually and prioritize the throughput of the information coming in. Before Team Zeus was implemented, not only would they have to read the message, but they would also have to look through lots of unnecessary information. They also had to ensure that they always copied each necessary staff member into every single email, which proved very difficult when time was short or when different members of staff were starting work at or leaving the company.

With hundreds of emails arriving from work colleagues alone, the productivity of the company's employees was suffering hugely and tasks were not being completed. It would take office workers hours to sort through their inboxes whilst trying to use the telephone to communicate with the warehouse team: it was not an effective set-up.

Positive results

  1. Thanks to Team Zeus, the internal email volume of this company was reduced by 95% - and, as a result, the productivity level of their employees has never been so high. Team Zeus has enabled them to work methodically, prioritising urgent requests and processing tasks at a much higher rate. It has relieved the pressure by eliminating long email chains, allowing all departments to work in a pro-active manner to ensure all requests/jobs are completed in a timely fashion.
  2. Threads can be created that relate to each individual request, with the appropriate room and team selected to see it through. This allows the higher management teams to keep an eye on any issues being dealt with by the team and ensure that the correct decisions are being made.
  3. Staff within the logistics department are now able to communicate swiftly and collaborate more easily by sharing documents with their colleagues (delivery notes, pictures for failed deliveries, vehicle insurance documents, warehouse efficiency ratings, etc).
  4. Better visibility for the whole team, keeping everyone involved 'in the loop' regarding progress on various tasks as these develop.
  5. Finally, with Team Zeus's native apps, team members can stay connected even when they aren't on site, so people are no longer out of reach.

Recommended rooms

In the logistics industry, chat rooms can be created for different workflows. We would for instance recommend the creation of the following chat rooms:

  • Specific geographical area: logistics companies generally possess different sites nationally and internationally which can cause complications in terms of organisation. The creation of a room for each site should facilitate communication between team members from one location.
  • Goods damaged in transit: it would be handy to have a room for this workflow as the customer support team will have to liaise with the drivers and logistics team to schedule a new shipment.
  • Loss of parcels: if a parcel can't be found, it will be essential for drivers and warehouse workers to liaise in order to trace the missing package.
  • Late deliveries: if a delivery is late, it is important that van drivers, warehouse workers and the stock management team cooperate to find a swift solution.
  • Stock issues: if there are stock issues both the sales team & warehouse team need to work together to solve any problems.
  • Insurance: should goods suffer damage in transit, the team based at the location from which the goods were originally shipped and the team from the location that the goods were shipped to need to work together: through sharing of knowledge and discussion they will have to determine whether the sender or the recipient is responsible for the insurance which covers the damaged shipment.
  • Export documentation: when a parcel is shipped abroad, teams in different locations need to be able to correspond easily to let each other know when the documentation is ready , or if there is a problem with the documents.