Using Delivery Management Systems in Facilities: Cost Savings

In the dynamic industry of Facilities Management, efficiency and cost savings are key objectives. Among the myriad responsibilities Facilities Managers shoulder, managing deliveries efficiently stands out as a critical area for potential savings. Enter the Delivery Management System (DMS) – a technology-driven solution that is revolutionising the way facilities handle deliveries. In this article, we will explore how using a Delivery Management System in Facilities can result in significant cost savings.

The Imperative of Cost Savings

Facility management often involves managing a complex web of services, resources, and logistics. In this landscape, even marginal improvements in efficiency can translate into substantial cost savings over time. Reducing operational costs not only strengthens the bottom line but also frees up resources for investment in other critical areas. As Delivery Management experts, we know how using Delivery Management Systems in facilities leads to managing deliveries much more efficiently, and cost-savings for the manager. 

The Cost Challenges in Facilities Delivery Management

To appreciate the cost savings role of Delivery Management System in Facilities, let’s first examine some of the cost-related challenges faced by Facilities Managers:

  • Traffic Management Costs: Inefficient delivery routes and scheduling can lead to entrance congestion, excessive onsite transit times and site congestion.
  • Labour Costs: Manually managing deliveries consumes staff time, which could be used more productively elsewhere.
  • Inventory Costs: Overstocking or understocking due to inaccurate inventory management can result in financial losses.

How DMS Drives Cost Savings

Marcus Draper, Director of Zone Manager, explains how implementing a DMS within the context of FM can address these challenges and contribute to substantial cost savings.

In practical terms, the facility ideally wants to minimise the time a delivery vehicle spends on site. As sites have finite capacity for vehicles, the less time a delivery takes, the more deliveries can be accepted in a period – serving more tenant units. 

The overall time a delivery supplier spends on site is made up of – 

  1. Time taken to enter the site and travel to the delivery point
  2. Time to travel from the entrance to the delivery point 
  3. Time spent unloading 
  4. Time to travel from the delivery point to the exit. 

A DMS can help reduce all four of these time components:

  • Scheduling of deliveries prevents build up of congestion at entrance
  • Approved routes, delivery points and other site rules are clearly communicated
  • Congestion at delivery points is prevented by ensuring capacity isn’t exceeded
  • Unloading resources can be booked, and therefore synchronised to the delivery, ensuring necessary equipment is available when needed.
  • Ensuring supplier books an optimal delivery point, based on final destination of goods

In addition to efficiency and time-related savings, using a Delivery Management Systems in Facilities addresses the challenges mentioned above in the following ways:

  1. Labour cost savings: Automating delivery processes through DMS frees up staff time, allowing them to focus on more productive tasks.
  2. Inventory Management: DMS can integrate with inventory management systems if required, ensuring accurate stock levels and therefore optimising resource allocation. Zone Manager offers this as bespoke integration.
  3. Enhanced Security: DMS features, like invite-only access, reduce the risk of unauthorised people entering the facility, potentially saving on security measures.
  4. Data-Driven Decision Making: The data generated by a DMS allows Facilities Managers to make informed decisions, identify trends, and continuously improve delivery processes, leading to long-term cost savings.

Using a Delivery Management Systems in Facilities for cost savings

To effectively leverage a DMS for cost savings, follow these steps:

  1. Needs Assessment: Understand your facility’s specific delivery requirements and cost challenges.
  2. DMS Selection: Choose a DMS that aligns with your facility’s size and unique requirements, ensuring scalability and ease of integration. Our DMS Zone Manager is highly flexible and is applied in a variety of facilities. Read about our Facilities Management DMS solution here.
  3. Team Training: Ensure you team are familiarised with the DMS and logistics procedures to maximise efficiency.
  4. Data Utilisation: Leverage the data generated by the DMS for continuous improvement.
  5. Monitoring and Optimization: Regularly monitor delivery processes and make adjustments based on insights and feedback.


As you strive to maximise efficiency and cut operational costs, consider the transformative power of using a Delivery Management Systems in Facilities. It’s not just a technology; it’s a strategic tool that can contribute significantly to your bottom line and the long-term success of your facility.

Contact us today for more information on implementing DMS in your Facility.

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