Warehouse Management Systems (WMS) is definitely a worthy investment, wms is a powerful tool to have by your side, WMS can help you with a lot of your problems in your warehouse. Although it’s a great tool to have, a tool is a tool. WMS is only a tool and can only be operated well if it’s implemented correctly and operated by experienced users. With false implementation or inexperienced users, the wms software can only help you much and will cause the loss of ROI and frustration within the warehouse.  In this article, we’ll be looking at some of the common mistakes when using a wms and how to avoid it.

Mistake 1#: False Data Entry

The Issue:

Poor data quality, such as inaccurate inventory counts or incomplete SKU information, undermines the effectiveness of a WMS.

The Fix:

1. Data Audit Before Implementation
   It’s important to conduct a full audit of existing inventory, to ensure that the existing items are aligned and can be measured with the WMS.
2. Data Governance Policies
   Standardize data entry protocols to ensure accuracy and consistency. Using barcode or RFID technology can help you enhance data accuracy in real time
3. Scheduling for regular inventory check
   Schedule for cycle count, to ensure alignment between physical and digital record. This activity is to identify discrepancy for it to be solved.

Mistake #2: Not Leveraging WMS Insights

The Issue:

Many warehouses use their WMS for their daily operation, but  ignoring the valuable insight that can help you manage your own strategic decisions.

Many businesses use their WMS only for day-to-day operations, ignoring the valuable analytics and reporting tools that can drive strategic decisions.

The Fix:

1. Define KPI
   Set clear KPIs (Key Performance Indicators) and use WMS data to monitor them. Such indicators can be order accuracy rate, average picking time, and space utilization.
2. Data interpretation
   Use data insights to make informed decisions, such as redistributing SKUs based on picking frequency or identifying underperforming processes that need improvement.

Mistake #3: Poor System Configuration

The Issue:

WMS is a tool that isn’t designed for every warehouse. Therefore, the wms system has to be aligned with the uniqueness of every warehouse, in order to perform well

The Expanded Fix:

1. Collaborative Customization
   Your WMS provider or implementation consultant can support you to tailor the system with your warehouses. Work closely with them to implement the system better.
2. Iterative Testing
   It’s best for the warehouse to do a test run on the wms before fully deployed. The reason being is to identify gaps in the system.
3. Continuous Adjustment
   Regularly evaluate system performance and adapt configurations to align with changing operations, like increased order volumes or seasonal variations.

Mistake #4: Relying on Manual Processes Alongside the WMS

The issue:

Some warehouses will adopt WMS for their warehouse, but still rely heavily on manual methods for tracking, order picking , or reporting. This results in inconsistencies and reduced system effectiveness. 

The lack of dependencies will cause a delay, because there’s a need to cross check between manual-records and system-based records. Other than that, the wms loses its purpose for being automated, this will ofcourse impact the decision – making process.

How to Avoid It:

1. Commit to Full Automation:
   Transition all warehouse activities, from receiving to shipping, into the WMS. Avoid relying on spreadsheets or paper-based systems as backups. The purpose of this is to be dependent with the wms, so that the purpose of the wms can be maximized because of the information data that are provided
2. Train Employees Thoroughly:
   Address resistance by demonstrating the benefits of full adoption. Provide hands-on training and ensure employees understand how automation simplifies their roles, so that they’re motivated to do so.
3. Integrate Data Capture Tools:
   Use barcode scanners, RFID systems, and mobile devices to automate data entry and improve accuracy.

In some cases, we’ve observed clients still relying on paper-based processes within their warehouse, and they even bypass the paper-based method to process deportation ‘faster’, this bypassing can result in slowing down other processes as well.

Using paper-based methods to process goods can be inefficient and frustrating. Imagine losing a piece of paper during an audit, and imagine how finding the right goods can be inefficient, with all that time to search for that specific item. Despite having a WMS in place, excessive reliance on paper diminishes efficiency and throughput.