Managing Deliveries in Facilities Management: Best Practices

Facilities Managers play a pivotal role in maintaining the seamless operation of facilities across industries. A critical aspect of this responsibility is managing deliveries effectively. In this article, we will explore best practices for Managing Deliveries in Facilities Management and the game-changing benefits that come with adopting a Delivery Management System (DMS).


The Challenge of Delivery Management in Facilities Management

Facility Managers face a myriad of challenges when it comes to managing deliveries:

  • Timeliness: Ensuring that deliveries arrive on schedule to prevent disruptions.
  • Cost Control: Minimising expenses related to delivery inefficiencies.
  • Security: Safeguarding your premise and the integrity of delivered items.
  • Productivity: Maximising employee productivity by minimising time spent on delivery logistics.

Best Practices for Managing Deliveries in Facilities Management

Let’s dive into some best practices that Facilities Managers can employ to tackle these challenges effectively:

1. Centralised Receiving Area

  • Establish a centralised receiving area within your facility. 
  • This designated space should be equipped with tools and technology to efficiently handle and inspect incoming deliveries. It enhances security and accountability.

2. Vendor Collaboration

  • Maintain open communication with your suppliers and delivery partners. Establish clear expectations and protocols to ensure deliveries are timely, accurate, and secure. 
  • Regularly review performance metrics to identify areas for improvement.

3. Efficient Routing and Scheduling

  • Communicate approved routes, entrances and other site rules to suppliers to minimise time spent by vehicles onsite.
  • Optimise schedules to reduce transit times and congestion. Keep the final destination of goods in mind when assigning delivery points to ensure maximum efficiency. 
  • Ensure proper signage and road markings for efficient routing

4. Inventory Management Systems

Implement robust inventory management systems that allow you to track stock levels, reorder supplies when needed, and monitor consumption patterns. This prevents overstocking or understocking and helps in efficient resource allocation.

5. Technology Integration

Leverage technology solutions like delivery management systems and IoT devices to gain real-time visibility into your deliveries. This data can help you make informed decisions and proactively address potential issues.

6. Staff Training

Invest in training your staff on proper handling and safety procedures for different types of deliveries. This ensures the protection of both employees and valuable goods.

The Benefits of Adopting a Delivery Management System (DMS)

As we have mentioned above, integrating technology solutions will take your delivery management process to the next level. Here are the benefits of adopting a Delivery Management System (DMS) within your facility:

1. Enhanced Visibility

DMS provides real-time visibility into the entire delivery process. You can track deliveries from the moment they leave the supplier to their arrival at your facility. This transparency enables you to address issues promptly and ensures accountability.

2. Improved Efficiency

DMS automates tasks such as route planning and delivery scheduling. This reduces the margin for human error and ensures that deliveries are made on time, every time.

3. Cost Savings

Reduce the need of phone calls, emails and manual labour of coordinating arrival of deliveries by allowing your customers and tenants to book their deliveries themselves. By optimising routes and schedules, a DMS reduces delivery-related costs. It helps in identifying cost-saving opportunities and areas for improvement.

4. Data-Driven Decision Making

DMS generates valuable data and analytics. You can use this information to make data-driven decisions, identify trends, and continuously improve your delivery processes.

5. Enhanced Security

  • DMS enhances the security of your deliveries by only allowing approved personnel to access your premise. A feature of DMS, such as Zone Manager, is gathering details like vehicle registration and driver name under a central platform so the facility manager has complete control of who can access the site.
  • A DMS also ensures that items are received in their intended condition and are accounted for on arrival.


Facility Managers, your role in Managing Deliveries in Facilities Management is vital for the smooth operation of your facility. By implementing best practices and adopting a Delivery Management System (DMS), you can tackle the challenges associated with delivery management effectively.

The benefits of enhanced visibility, improved efficiency, cost savings, data-driven decision-making, and enhanced security make a DMS a game-changer in the world of facilities management. Embrace these best practices and adopt a DMS like our system – Zone Manager. Your facility’s delivery management will become a streamlined, cost-effective, and productive operation.

For more information about implementing a Delivery Management System, contact our team today on or call us on 0345 222 9902.

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