12 February 2023

Implementation of a WMS System

12 February 2023

Discover 7 essential steps to achieve success in your warehouse by implementing the WMS system.

Warehouses and supply chains undergo frequent adjustments throughout the year. Generally, these changes occur following two main events: the first are internal processes, which need to be regularly adapted to generate a faster and more qualified workflow, keeping the team and operation always aligned. Secondly, we have the foreign market, which must be closely monitored. From it, you can understand trends, consumer behavior, what customers expect to find in your niche, new technologies, positioning, among other differentiators capable of promoting your company’s growth.

These are small and essential changes that allow good performance and market positioning. They directly interact with the industrial revolution we are experiencing today, Industry 4.0. This concept was developed by the German Klaus Schwab and refers to the revolution caused by the combined use of emerging technologies where digitalization, in practice, is the transformative agent capable of generating greater results through equipment and systems connected 100%.

The search for digitalization within warehouses is especially evident with the increase in the implementation of management systems, such as WMS (Warehouse Management System), software designed to facilitate stock management for industries, logistics operators, wholesalers, retailers, and e-commerce, as well as providing better logistical use of distribution centers.

Given this scenario, it is no secret that we have increasingly efficient supply chains. With WMS, it is possible to obtain a series of advantages that optimize the daily operations of a distribution center, such as reducing labor costs, improving accuracy, increasing inventory visibility, and also workflow.

However, one of the doubts that managers may have when choosing to introduce this technological advancement in their warehouses is how to correctly implement the WMS, avoiding headaches and ensuring excellence and success both during the transition from manual to digital processes and when using the management system.

It is important to remember that the application of any technology in a company requires a cultural change and preparation to ensure everything goes according to plan. And this also happens with the implementation of WMS. We often say it’s like “changing the tires while the car is moving,” in other words, its operation cannot stop to make adjustments and tests. Therefore, in addition to having many criteria in choosing a supplier, opting for companies that have extensive experience in Project Management, are well aware of the logistics specificities, and have vast experience in system implementations and integrations, it is necessary to pay particular attention throughout the software installation process.

Below you will find some of the main topics to consider when implementing WMS. Discover where to start:

1. Align expectations and keep your team motivated

The application of technologies in companies brings significant progress to the workflow and, consequently, profitability for businesses. For managers, the implementation of WMS represents a “game changer” and offers numerous advantages related to warehouse organization, process monitoring, obtaining reliable information, facilitating work, eliminating inefficiencies, and optimizing time and resources.

On the other hand, even before all these benefits materialize, the mere fact of change can generate insecurity in some team professionals, especially those who perform manual tasks and may see their work threatened. Therefore, it is necessary to have clear communication with all parties involved in the process, share the positive points of the change, and promote team motivation. With good engagement work, employees will realize how technology will be a great ally, helping them reduce repetitive work and errors.

Furthermore, it is necessary to actively participate in the changes and share with your supplier if all expectations have been effectively met, both in terms of financial results, resources, time, and also in terms of adapting the entire warehouse team.

2. Evaluate your warehouse requirements

How does your warehouse operate today? Who are your suppliers? How are items classified and organized in your inventory? How is order preparation and shipping logistics carried out? What is the service demand in your warehouse? These are some of the questions that can help you discover the current needs of your warehouse. Reviewing all processes and flows involving your distribution center allows the supplier, before implementing the WMS, to understand how the warehouse operates, what the main logistical needs are, and the priorities.

Conducting this type of assessment during the planning process allows you to anticipate potential problems in the implementation of the management system, as well as mitigate risks and align the team’s expectations with the expected results.

3. Customize and personalize your WMS

The implementation of WMS in warehouses is proposed and developed based on the evaluation and awareness of the requests presented to the supplier, according to the needs and workflow of each distribution center, as indicated in the previous point. Every business model is unique, and although most management systems follow a standard, it is important to ensure that the WMS is adapted and personalized to meet the particularities of your business. This is a point that must be considered both in the process of choosing a supplier (choosing one that offers a flexible, compliant, and scalable system) and during the implementation planning.

It is important to pay attention to the supplier’s integration with the other systems already existing in your warehouse. Having a flexible and customized WMS reduces risks and potential future logistical issues.

4. Establish a follow-up schedule

Organization and planning are words that define the success of a project. It is difficult to achieve satisfactory results when there are no goals and monitoring schedules. Therefore, create an action plan and specify dates and deadlines for each phase of the WMS implementation. This way, you avoid a series of risks and obstacles that could compromise the project and lead to unexpected losses for the company.

A tip for creating a successful schedule is to align everything together with your supplier, as they are an extension of your team and must feel comfortable with the estimated deadlines. All parties, in fact, must agree on the stipulated schedule. By sharing information and allowing involvement in building a plan, you demonstrate trust and respect and consolidate the relationship through collaboration.

5. Train your team

Once the team has been informed about the WMS implementation, training must begin. In general, warehouse management system suppliers offer training throughout the software planning and customization process, making it much easier to transition from one system to another or adapt from manual to digital work. Some of the practical benefits obtained through good training are:

– Motivation and retention of the team in your company. As mentioned in point 1, some of your employees may show insecurity during the WMS implementation, so training motivates and promotes the interaction of professionals with the new management system.

– Increased overall team performance. A well-trained employee can perform their tasks well and ends up bringing better results to the company. The consequence is certain: greater operational efficiency, customer satisfaction, and market recognition.

– Professional growth. Finding a highly qualified professional who meets the needs of a company is not an easy task. The smartest strategy to get the best professionals on the market is to value your current team. Simply investing in training contributes to the personal development of each team member and improves the relationship with the company.

Some WMS training courses may be long, but don’t be discouraged or ignore them, after all, the success of the implementation depends on the ability and skill of each employee to manage the system.

6. Transfer processes and data to the system

Your company is likely using some other system, resource, or has even recorded somewhere the information about warehouse processes and workflow. Much of the success of the WMS implementation comes from the correct transfer of this information to the new system, so it is necessary to be careful not to overlook any data, including those not previously recorded. For the WMS to operate at maximum performance, a “fine-tooth comb” operation must be carried out on all existing information in the warehouse.

7. Perform tests and evaluate

It is necessary to perform software tests to validate the system’s operation and verify its performance. When implementing the WMS, it is desirable that these evaluations are carried out using real warehouse data and comparing the results at each stage. Operational tests throughout the process aim to find possible bugs, report errors, identify usability issues that can be corrected by the supplier during implementation. Some of the main advantages of testing, according to the International Software Testing Qualifications Board (ISTQB), an international quality seal for software testers, are:

  • Identify errors throughout the process, from planning to execution.
  • Ensure the confidence of the team and managers when using a system.
  • Ensure quality and good operational functioning during software use.
  • Analyze if your needs align with the warehouse’s needs.
  • Reduce future costs related to system correction and maintenance.

WMS Implementation: the beginning of a new phase

Once all the previous steps are completed, it’s time to implement the WMS in your warehouse! On the date set in the schedule, warehouse data is immediately loaded into the new WMS database. Then you can use the new work process. Now it’s time to closely monitor and track the benefits of WMS for your company!

A differentiation factor for success: having the right partner by your side

Now that you know the essential steps to achieve a successful WMS implementation in your warehouse, it is also important to pay attention to choosing the supplier for your business, as they will be your partner during your company’s growth and development journey. Therefore, look for a partner who:

  • – Shares your success and shows interest in your growth. It is important that your supplier has the same interests and shares your company’s values.
  • – Offers support and updates. New technologies to optimize supply chains continuously appear, so it’s important to have updated partners aware of market developments, as well as available to provide the necessary support to improve your business.
  • – Has clear and objective communication. Find partners transparent with your company, seek references, discover their success stories, and the transformation they have made in other businesses. There’s nothing like objective communication to strengthen relationships and build trust!

Implement the WMS with someone who understands the subject!

Implementing the WMS in your warehouse can be a huge challenge, but by correctly examining the market, following the guidelines proposed in this text, and having the right partner by your side, success will be right in front of you. If you are interested in starting the path of development, digitalization, and technological advancement for your warehouse right away, learn more about WMS Deagor and how the software can help you reach new milestones in the market.


Implementation of a WMS System Deagor WMS per ecommerce può aiutarti!


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