Manage deliveries in Facilities using a Delivery Management System

Managing incoming deliveries in facilities can often feel like juggling. Whether it's a retail business, a corporate office, residential complex, or healthcare facility, the flow of incoming deliveries needs to be seamless to avoid disruptions and ensure customers are happy.

Managing incoming deliveries in facilities can often feel like juggling. Whether it’s a retail business, a corporate office, residential complex, or healthcare facility, the flow of incoming deliveries needs to be seamless to avoid disruptions and ensure customers are happy. Delivery efficiency also supports facility security, which is of utmost importance for managers, as knowing exactly who and when someone accesses a facility is a top priority. This is where a delivery management system comes into play. In this article, we’ll explore the challenges of delivery management in facilities, the benefits of using a DMS, and how the Zone Manager Delivery Management System can be the best solution. 

Read this article to discover key strategies to streamline and manage deliveries in facilities and how a Delivery Management System fits into the process

Manage Deliveries in Facilities with Delivery Management Systems 

Efficiently managing incoming deliveries is critical to facility management. A delivery management system not only streamlines operations but also improves security and reduces costs.  

Challenges of Delivery Management in Facilities 

Site managers are faced with some common challenges with inbound deliveries, which can make the process difficult and stressful.  

For many businesses, the delivery site can become congested very quickly. This is particularly evident for businesses in city centres where there are space constraints. These particular delivery sites in busy public areas also pose a risk to pedestrian safety. Having multiple, large vehicles coming and going in busy areas is dangerous and needs to be managed effectively.  

Not being able to track inbound deliveries can mean site managers struggle to utilise their time. Being over prepared and wasting time while waiting for the delivery, or the delivery arriving before sufficient preparation has happened – both situations are equally frustrating. When the delivery does arrive, there is an uncertainty to the level of security and who you are letting into the site.  

Common problems such as these can be reduced and solved by using a delivery management system. It will allow site managers control over situations that previously were out of their hands.  

Understanding the best practices for managing deliveries in facilities can be hard to navigate. We have collected some of the most important practices here for you to understand to avoid these common problems.

The Benefits of a Delivery Management System 

Having a delivery management system can support a business in a variety of ways. It will reduce common challenges, allowing you to utilise time and resources accordingly.  

1. Streamline Operations 

The features a DMS offer will see the complete process of inbound deliveries become smoother and easier to manage. From being able to notify delivery vehicles of site-specific requirements, to booking set time slots to reduce congestion on-site, each step can be monitored through one system. By having one system to manage deliveries in facilities, inbound deliveries become a streamlined operation for everyone involved.  

2. Improve Security and Safety 

A DMS will offer features that allow site managers to implement access control measures, ensuring only authorised personnel can enter the premises. By verifying deliveries, risks such as theft, vandalism, or unauthorised access are dramatically reduced.  

Some businesses face the problem of their facilities being in a busy pedestrian area – having large vehicles in these areas can be a risk and potentially cause delays. Site Managers with a DMS will be able to monitor the delivery vehicles, ensuring they adhere to designated routes. With this feature, you can easily prioritise pedestrian safety, which is especially important to those operating in city centres.  

3. Comprehensive Reporting & Data-driven Decision Making 

Delivery management systems enable facilities managers to make informed and strategic decisions based on real-time data and insights. From tracking performance metrics to identifying problem areas, delivery management systems provide a wealth of information that can be leveraged to drive efficiency and proactivity.   

If you wish to read more about the benefits of delivery management systems in facilities management, read our article or connect with us on LinkedIn where we publish a wealth of educational content on all things delivery management.


Manage Deliveries in Facilities using a Comprehensive Solution such as Zone Manager

Zone Manager delivery management system can support site managers with inbound deliveries in facilities.  


Key Features of Zone Manager 

Zone Manager delivery management system boasts features that allow site managers to have control over inbound deliveries in the most effective way. Booking a delivery doesn’t need to be complicated, and with our booking system made up of only three quick and easy steps, scheduling inbound deliveries has never been so simple.  

Alongside our easy booking system, our DMS has a calendar-view to make organising your bookings effective. Being able to clearly see when you have slots available for deliveries avoids any confusion or double booking.  

At Zone Manager, we understand that businesses may have repeat bookings on a regular basis, which is why we offer a repeat booking functionality. Being able to duplicate the delivery quickly is essential in saving inbound delivery managers from wasting their time regularly scheduling the same booking over and over.  

Some sites have unusual layouts, or the delivery might require specialist equipment, and Zone Manager can support you in sourcing those needs. Our DMS allows you to book resources like fork-lifts, cranes, or lifts alongside a booking slot to overcome those difficult deliveries.  

It is highly important that correct equipment is used on site when necessary to maintain pedestrian safety, but it is also important only authorised personnel have access to the site. With our invite-only access, you can feel secure in knowing only required people are able to enter the delivery site.

Benefits of Zone Manager DMS 

  • Zone Manager takes pride in being able to provide effective support to help manage deliveries in facilities. We understand the importance of the interface being user-friendly and efficient, which is why we have created our DMS to fit those standards. It is intuitive and allows you to quickly navigate the areas you need to use with ease.  
  • While our system is intuitive and efficient, we know guidance is key. Our package includes consultancy to talk you though how the DMS will help you specifically, alongside support and guidance through the initial configuration. We also take the time to train your staff in using our delivery management system, ensuring all the team feel confident navigating the different areas. When you are using your DMS, we offer ongoing support for any concerns or questions you may have along the way. At every stage in your journey when using the Zone Manager DMS there will always be someone available to guide you.  
  • Different sites have different requirements, and our DMS allows you to notify those delivering your goods. With integrated support from us, we can help you meet complex needs with bespoke solutions.  

Implementing a Delivery Management System in Your Facility 

When deciding to use a delivery management system to help manage deliveries in facilities, there are a few things you need to think about before implementing the system.  

Step 1: Assess Your Needs 

Knowing what support you need with inbound deliveries is pivotal. Do you need a system with clear delivery scheduling? Will you need access to booking specialist equipment? Taking the time to assess what you need from a DMS will make a big difference when choosing a system that’s right for you. 

Step 2: Choose the Right System 

After taking into account the needs of your business to manage inbound deliveries, now you need to choose a system that meets your requirements. Different DMS software’s will offer different things, but it is important that the one you choose can fully support you to streamline your delivery process. 

Step 3: Train Your Team 

Your team should be clear and confident when using a DMS, which is why taking the time to train them is really beneficial. Some DMS companies offer training, such as Zone Manager, relieving that pressure from one individual in your team having to relay instructions clearly.  

Infographic showing how to manage deliveries in facilities using a delivery management system

Final Thoughts 

A delivery management system can make a big difference in how you manage deliveries in facilities, but choosing the right one is crucial. The aim of a DMS is to make the process as smooth and simple as possible, but choosing the wrong one could cause more hinderance than help.  

Zone Manager has a short questionnaire to help you understand if you could benefit from a DMS. To see if your business is eligible, answer the questions here 

Let's work together

With our knowledge built on the experience of real-life delivery management at all levels, and of software development, we are ideally placed to help you develop your requirements into a software specification.

If you have particular requirements for your project, get in touch today so we can discuss how we can help.

Book a Demo

Give us a few details and we will contact you promptly to discuss how we can help.