How to Optimize Your Shipment Planning Process


When commodities destined for export are authorized for dispatch, they are referred to as a shipment. The planning of a cargo shipment is a labor-intensive procedure. It includes multiple stages and steps. It begins with placing the products on a shipping line and concludes with their final delivery. The exporter and importer are responsible for the whole supply chain that comprises the international shipping procedure. 

By optimizing the process, you can reduce expenses and boost operational efficacy even further. This post will describe several ways that will help you to optimize your shipping process.

  • Digitizing  

The days of manually recording bookings, papers, and cargo movements are over. These days, there are several professional shipping management software available, which not only simplify the process but also enables you to make superior logistical decisions. Most companies’ booking management technologies help you to –

a) Make reservations within seconds, 

b) Manage all your shipments using your smartphone, 

c) View paperwork and shipping records in a centralized location, and 

d) Coordinate and communicate with all service providers.

  • Tracking

You can keep a track of your shipment in real-time. It will tell you whether there will be any delay. It will also notify you about any disruption, and you will be able to take immediate action. You can also use your cell phone to track the truck/trailer transporting your shipment that is equipped with GPS.

  • Hiring right

Employ a competent clearing and forwarding (C&F) agent or freight forwarder to handle your transportation process and customs-related tasks. When problems emerge, an experienced C&F agent or forwarder can take the proper action, or better yet, can predict a problem beforehand.

  • Choosing wisely

One of the difficulties of organizing a shipment is choosing a route, carrier, and transport service that offer the best value. Compare the various freight charges in order to determine the best alternative. You can also negotiate for the best pricing and extra free days, as well as pick the truck/rail/barge service that best suits your demands using the various online container booking services.

  • Communicate properly

Shipment planning will require you to communicate properly with many partners. If you are an exporter, disclosing all cargo details with your logistics partners improves their performance. You may do your part to stay informed as an importer by using a tracking system or subscribing to an SMS service that offers delivery status information. Creating a well-connected supply chain by integrating your IT system with that of your partners makes communication more effective.

  • Customs readiness 

The crucial customs clearance phase is susceptible to complications and delays. Be on top of your game by presenting accurate information in your paperwork, understanding the regulations of the importing country, and submitting online freight declarations in a timely manner, which are required for exports to countries like the United States and many others.

  • Managing your documentation

Having a location to store and track all papers optimizes the shipment planning process significantly. Numerous online systems facilitate the creation, distribution, and storage of estimates, packing lists, invoices, and purchase orders. They are accessible on your smartphone at any time and from any location. 


If you can follow these guidelines, you will surely master the process of optimizing your shipment planning procedure. 

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