If you work in a warehouse, you know how important it is to label customer orders correctly and efficiently. Labeling orders not only helps you keep track of inventory and avoid errors, but also improves customer satisfaction and loyalty. In this article, we'll share some tips and best practices on how to label customer orders for shipping in the most efficient way possible.
Choosing the right format for your labels is the first step to label customer orders efficiently. Your warehouse management system may require a different label format, but commonly, it should include a barcode or QR code that can be scanned by a handheld device or conveyor belt scanner, a human-readable order number, customer name, and address, shipping method and service level indicator, weight and dimension information, and any special instructions or warnings. The label format should be clear, consistent, and compatible with your shipping carrier's requirements. Additionally, you should use high-quality labels that are durable, waterproof, and easy to peel and stick.
Use a WMS or a dedicated shipping software that directly integrates with your order management system and carriers. This software can automatically generate shipping labels based on the order information and chosen carrier.
Implement barcode scanning to verify that the right label is matched with the right package. This keeps accuracy high and reduces the risk of mis-shipments.
Integrate label printers with your WMS or shipping platform for direct printing. Thermal printers are usually the best for printing large volumes of labels as they are fast and don’t require ink replacements.
Train staff on the correct placement of labels on the package, following carrier guidelines, to ensure smooth processing through carrier systems.
The second step to label customer orders efficiently is to use a label printer and software that can automate and streamline the process. A label printer is a device that uses thermal or inkjet technology to print labels on demand, while a label software is a program that allows you to create, edit, and print labels using data from your warehouse management system or other sources. Utilizing a label printer and software can significantly reduce time, money, and resources spent on labeling orders; allowing you to print labels faster and more accurately than with a regular printer and paper. This method also allows for printing labels in batches or individually, depending on your workflow and order volume. Furthermore, you can print labels with variable data such as order number, customer name, and address without having to manually enter or change them. Additionally, you are able to customize the labels with different formats, sizes, orientations, colors, fonts, and graphics depending on your label printer's capabilities and settings.
The third step to label customer orders efficiently is to implement a quality control system that can ensure the accuracy and quality of your labels. This system consists of procedures and standards that can check and verify the correctness and completeness of your labels before they are applied. By using a quality control system, you can reduce errors, mistakes, and returns. For example, you can scan barcodes or QR codes to confirm that they match the order information and package contents. Inspections of human-readable information should be done to guarantee legibility, completeness, and correctness. Additionally, shipping methods and service levels should be compared to customer preferences and expectations. Moreover, weight and dimension information should be checked to make sure it falls within the shipping carrier's limits and guidelines. Finally, special instructions or warnings should be reviewed to satisfy any safety or regulatory requirements.
The fourth step to label customer orders efficiently is to train and motivate your staff to follow the best practices and standards for labeling. Your staff are the ones who will execute the labeling process, so they need to have the skills, knowledge, and attitude to do it well. Training and motivating your staff can help you improve productivity, quality, and morale. To ensure this, provide them with clear instructions and guidelines on how to label customer orders, using the label format, printer, software, and quality control system that you have chosen. Additionally, give regular feedback and coaching on their labeling performance to highlight their strengths and areas for improvement. Reward your staff for their labeling achievements like meeting or exceeding the labeling speed, accuracy, and quality goals. Moreover, encourage them to share ideas and suggestions on how to improve the labeling process and implement them if feasible and beneficial.
The fifth step to label customer orders efficiently is to monitor and evaluate your labeling process, using data and metrics that can measure and track its effectiveness and efficiency. This will help you identify and solve any problems, issues, or challenges that may arise, as well as optimize and enhance your labeling process over time. To achieve continuous improvement, you should collect and analyze data and metrics on your labeling speed, accuracy, quality, cost, and customer satisfaction using warehouse management systems or label software. You can also compare and benchmark your data against your own goals and standards or industry best practices. Furthermore, you should investigate any gaps or discrepancies in the data to find out the root causes and contributing factors. After implementing changes to address the gaps, you should measure their impact and results. This cycle of collecting, analyzing, comparing, identifying, implementing, and testing should be repeated as needed.
Labeling customer orders for shipping is a critical and complex task that requires careful planning, execution, and evaluation. By following these five steps, you can label customer orders efficiently, and improve your warehouse operations, customer service, and bottom line.
Assigning specific colors to different order statuses or shipping preferences can help your team quickly identify and sort orders. For example, you can use red labels for priority orders or green labels for normal shipments. This visual cue can save time and reduce errors in the shipping process.