No one likes spending their valuable time working on manual tasks that take forever. Streamlining operations with automation is the dream for every business, yet many companies still rely on spreadsheets and manual interactions. One way to drastically reduce your manual processes is by implementing a transportation management system (TMS). Many companies use a TMS for their logistics management, like e-commerce companies, retail businesses, manufacturers, and distributors. By adopting a TMS, you’ll be able to eliminate manual processes and focus more of your team on revenue-generating tasks. Read on to learn how a TMS can help you make the most of your time by automating your manual processes.   

MANUAL PROCESS: TOO MUCH TYPING 

Even if you already have a TMS, you might still be doing more work than necessary if your software doesn’t have integration capabilities for order entry. You might be stuck typing each order into your enterprise resource planning system (ERP), as well as your TMS. And if you don’t have a TMS, you certainly are spending way more time doing data entry than you should. 

TMS SOLUTION 

If you’re currently using an ERP, you should make sure the TMS you’re working with can interface with your system, allowing order information to transfer automatically. This prevents the need for dual entry and gives you and your team more time to focus on revenue-generating tasks. 

MANUAL PROCESS: QUOTE MANAGEMENT 

Shopping for shipping rates can be time-consuming if you have to look through each of your carrier’s rates on a lane, and that’s if they offer contracted rates. If not, emails and phone calls to every available carrier might be necessary for even just a single lane. And even after all that, are you sure you’ve selected the best carrier for the best rate? If you work with several different shipments, it can be time-consuming to be on the phone or going through emails asking for rates from carriers in your network. Trying to manually keep track of all those quotes can take you away from more important aspects of your business.  

TMS SOLUTION 

Quickly compare contracted rates or submit instant spot quote requests to multiple carriers at once with a best-in-class TMS. The carrier quotes are automatically filtered into the system by the lowest cost carrier for easy comparison instead of piling up your inbox. 

MANUAL PROCESS: DOCUMENT MANAGEMENT 

Manually managing documents or paperwork is monotonous and outdated. Everything from manually completing the documents to organizing and filing takes a significant amount of time. Not to mention the process of searching for the documents you need later. According to a report by CMS Wire, 36 percent of an employee’s day is spent looking for documents, with information going unfound up to 44 percent of the time. Going by those statistics, you could be spending almost three hours of your day searching for lost documents.  

TMS SOLUTION 

Managing large volumes of loads is timely, and in business, how you spend your time is critical. Sifting through filing cabinets or folders is not an effective use of your time. By using a TMS, all of your documentation is managed, stored, and shared digitally. Not only does this keep your information more secure, but it makes organizing and accessing your documents easier. Using a TMS is the easiest way to manage all of your documents while saving you hours of time every day. 

MANUAL PROCESS: FINDING AN AVAILABLE QUALIFIED CARRIER 

Calling or emailing carriers to see if they can not only accept your load but have the expertise to haul it can get quite time-consuming, especially if you’ve got hundreds of loads to cover. And even more so if you’re working with many kinds of freight. Because not every shipment is the same, the same carrier probably shouldn’t handle them all. Finding carriers best suited for your shipment needs is tough. In the midst of your workday, it’s easy to forget which carriers you’ve talked to already or those you’ve missed. This can translate to a long list of uncovered loads at the end of the day. 

TMS SOLUTION 

Say goodbye to the dozens of phone calls and emails previously used to secure carriers on your loads. With a TMS, you can send a load tender to your preferred carrier, allowing them to accept it electronically. If they reject the tender or don’t respond promptly, the load automatically goes to the next carrier on your list based on cost, performance, or other parameters defined by your company. 

MANUAL PROCESS: SHIPMENT DELAYS/TRACKING/TRACING 

Without using technology, you often won’t know about a shipment delay until your unsatisfied customer calls you. If you’re tracking your shipments, you’re usually doing this manually through emails or phone calls to find out where your freight is, which can be time-consuming and frustrating. While it can be common for several different shipments to be in transit on different company trucks and located all over, tracking can be a challenge. Without a TMS, a lot of time is spent manually tracking shipments and trying to get ahead of delays.  

TMS SOLUTION  

Spend less time tracking your loads and more time filling your orders with a TMS. Carriers will have the ability to provide their own status updates on each of your loads either manually or automatically, allowing you to easily manage your shipments and know in real-time whether there is a delay or not. When asked what features they were looking for in the aforementioned survey, 25 percent of shippers said they needed shipment tracking.  

MANUAL PROCESS: REPORTING 

Reports can be a pain to produce manually since they require merging multiple spreadsheets or pulling information from different sources. This is often done in Excel, which has no way of validating if the reports are accurate. It’s also almost impossible to track carrier performance since it’s hard to see if loads were delivered on time and who shipped which load, all on one spreadsheet. Without proper reporting, how can you really know which carrier had the best performance, what your freight costs were on specific lanes, or which carrier was cheapest the past year? 

TMS SOLUTION 

Forget spending precious time compiling reports from multiple spreadsheets. A TMS will give you the ability to generate all your transportation reports on demand. Do note that not every TMS can generate the reporting you may need, but a best-in-class TMS can offer you advanced reporting to go into specific logistics metrics. From gauging your monthly freight spend to rating your carriers’ performance, you can easily access it if you need it. Need it on a regular basis? With Trinity’s TMS, you can schedule reports to be run daily, weekly, or monthly and even have them automatically emailed to recipients on a distribution list. 

READY TO ELIMINATE MANUAL PROCESSES FROM YOUR LOGISTICS? 

With the ability to eliminate multiple manual processes, it’s easy to see why a TMS allows you to focus your time and attention on more important things, like widening your profit margin. 

If you’re ready to make the move to automation to improve your logistics, we’re here to help. Our combination of experienced account management and best-in-class TMS technology offers you a customized solution to help you achieve your unique supply chain goals. Whether you’re looking for Saas, a Managed TMS, a fully integrated Outsource, or something in between, we’ll work with you to design a solution that’s unique to your business. Gain control, cut costs, improve performance, and most importantly, eliminate those manual processes! 

Author: Christine Morris

When asked about the key to the success of the Authorized Freight Agent Team at Trinity, our answer is always the same. Relationships. The Agent Support Team at the Corporate office is dedicated to building strong relationships with all of our Authorized Freight Agents, whether their office is in the next town over or across the country. These relationships have built friendships that can feel more like family, and bring a heavy investment in the success of our Freight Agent offices. 

However, it’s easy for us to say that we have great relationships with our Freight Agents, but why not hear directly from one of them? Get to know one of our Authorized Freight Agents – maybe you’ve seen her picture on the Authorized Freight Agent page of the Trinity Logistics website – Lyn Hollingsworth! By getting to know Lyn, you’ll gain some insight into the life of an Independent Freight Agent, what it takes to be a success in the industry, and a little about what it means to be an Authorized Freight Agent with Trinity Logistics. See how Lyn answered a few questions from our Director of Agent Services, Jen Hoffman. 

Conversation with Lyn Hollingsworth, Trinity Authorized Freight Agent

Jen: How long have you been in the industry?

Lyn: I started in the industry right out of college where I went to school for logistics, when I went to work for Preston Trucking. I started as a cost analyst, worked multiple roles, and was with them for 17 years until they closed their doors. Then I joined a small 3PL down in Florida for a few years. There were two men that ran the company and an office manager. When talking with them about the opportunity, they said I could work four or 12 hours a day, but the more business I brought in, the more money we’d all make. I thought, well, there’s a challenge and joined them! I was able to utilize a lot of my LTL contact from Preston Trucking and transitioned that to the truckload business. I was with them for about 15 years until the owners decided to retire and then my husband told me about a company he had heard of, Trinity Logistics, and I called them. I talked to Billy Banning, who was willing to take me and my customers on and it’s been great. I’ve only grown from there!

Jen: What was different about joining Trinity from your previous company?

Lyn: Well, it was funny because everything I had done with my previous company was through phone and fax. When I came to Trinity with their online system and all of their resources, my head just exploded! Before all I did was find the business and then the office manager moved the shipments. There was very little communication and I never knew when shipments were delivered! When I think about how we operated for those 15 years, it was much less professional than here at Trinity. I was so happy to come. Here and take o ownership of the entire job – sales and operations. I talk to dispatchers and drivers, track the shipments, and tell my customers exactly when their freight has been safely delivered. That constant communication builds trust with the customers and prevents problems.

Jen: So, did you always want to go into logistics? Was that always the plan?

Lyn: When I was in school, I had no idea that I would go into logistics. One of the required classes for Business Administration was a transportation class. I walked into this auditorium of 500 noisy people. The professor walked up to the microphone and started talking. Every eye in that auditorium turned to him and you could have heard a pin drop. That man was one of the most dynamic speakers that I have ever heard in my life. He took some of the driest material and made it extremely interesting. He taught us how to look up pricing using complicated tariff matrices. It was dry, but he made it fun. He was interested in what he taught and made it interesting for us. I ended up signing up for another class he taught, then another, and another, and ended up majoring in Transportation and Logistics because of this professor. At that time, Penn State was one of only a handful of schools that even offered that degree. It was brand new. I always wanted to send him a letter after I graduated telling him that he changed the course of my life with just how dynamic and enthusiastic he was about what he taught. 

Jen: You have worked as an employee for a transportation company and now as an Independent Freight Agent? What do you like, or don’t like, about being an Independent Freight Agent?

Lyn: Sometimes you can miss being around other people and sharing experiences when you work on your own. But there is nothing like not having interruptions when you are busy. You can get things done! I like being available 24/7 to my customers and carriers, they always have access to me. Coming from a company where I was only involved in sales, I prefer having control over both sales and operations.

Jen: How do you manage your business knowing that things can be very cyclical – even COVID aside – it can seem like all or nothing some days and hard to keep things consistent. How do you manage that with your customers?

Lyn: Well, pricing certainly has been cyclical over the past eight months. I’m lucky that most of the customers I have are not terribly price-sensitive. They understand when rates go up and hopefully come back down. I keep them informed about what’s going on and they understand.

Jen: Has it always been that way? That sounds like a relationship that is gained over time.

Lyn: I have worked with most of my customers for a long time. I give them dedicated service and I’m honest with them about rate trends, both up and down. Trust has been built up and they don’t shop around. That’s the only way I’ve been successful. Over the years there have been customers that I couldn’t offer competitive pricing to and they have matriculated away. But service and trust are the biggest factors with the customers that I work with.

Jen: What would you say is your favorite thing about working in this industry? Working with Trinity?

Lyn: I’d have to say the positivity of both. It’s absolutely rewarding to talk with my customers, Trinity Team members, and to talk with drivers because I always have a good time. I’m really glad when drivers pick up my shipments. I’m really glad when they call me for check calls and delivery. I tell them how awesome they are and it’s contagious. When I talk with my customers, I thank them for their shipments. Even if they are only giving me one or two shipments a week, I tell them how much I appreciate them. Then when they call me, they are in that same mood – just that same generous, hopeful, and positive spirit. All, okay, most of my customers are really fun to work with and I think they appreciate that they can call me on a Saturday or Sunday afternoon and get a truck within an hour. I would definitely say that the positivity is my favorite part. I don’t have a bad day. 

Jen: What does a typical day look like for you in business?

Lyn: There are no typical days. Some are slow and some days are so busy that I don’t leave my desk at all until 8:00 at night. Probably the hardest part of the job is having no idea what tomorrow is going to look like, so it’s hard to plan. Can I relax or am I going to be glued to my desk? It’s a tough question to answer.

Jen: If you weren’t a Freight Agent, what would you be?

Lyn: I don’t really know. I like to think that I’d be teaching somewhere.

Jen: And from what I know about you Lyn, you would be that professor to change someone’s life!

Interested in becoming an Authorized Freight Agent with Trinity?

Foodborne diseases are preventable and the reason why the Food and Drug Administration (FDA) put the Food Safety Modernization Act (FSMA) in place.

According to the Centers for Disease Control (CDC) each year foodborne illnesses cause;

• 48 million or 1 in 6, people in the U.S. get sick,
• 128,000 to get hospitalized,
• and 3,000 deaths.

The above statistics made the FDA realize how big of a deal foodborne illness has become and that something needed to change. Thus, came the addition of FSMA to regulations.

What is FSMA?

FSMA was finalized in April 2017 and built upon the 2005 Sanitary Food Transportation Act (SFTA). There were concerns about the regulations for the transportation of food in a safe manner. Foodborne illnesses could be prevented during transportation by reducing common safety risks such as;

• the failure to keep temperature-controlled food refrigerated,
• inadequate cleaning of vehicles between loads,
• and protecting food from contamination.

How Does FSMA Apply to…..

…Transportation and Logistics?

Food manufacturers and transportation companies that they work with must operate compliant and clean equipment, have operational processes in place, training to prevent food contamination, and keep records of anything on food safety measures.

…Shippers?

Under FSMA, shippers are the ones who arrange the transportation of the food product(s). This includes food manufacturers and the freight brokers they may work with. Shippers must understand the regulation, partner with a transportation company that is compliant, and communicate any food safety requirements with the companies they work with. They are responsible to ensure vehicles and equipment are in sanitary conditions deemed acceptable by the FDA. They must specify temperature and pre-cooling requirements in writing to the carrier and ensure that their cargo doesn’t make food unsafe for bulk shipments.

…Carriers?

Motor carriers must determine that their vehicles and equipment are sanitary. Carriers are responsible for making sure the equipment meets the shipper’s requirements and is able to maintain the temperatures needed to keep food safe. Refrigerated cold storage has to work and be pre-cooled to the correct temperature as instructed before loading. They need to maintain temperature records and proof of equipment cleaning for all cargo that has been on their equipment.

…To Receivers?

Receivers must provide washing facilities to motor carriers if they are handling, loading, or unloading any foods that are not enclosed. Additionally, they must request proof of proper temperature-control records before accepting.

Having Well-Trained Staff

Training on FSMA regulations and processes should make staff aware of the role they play in food safety. FSMA compliance needs to be part of the company’s culture and day-to-day operations.

Record Everything

The FDA requires that accurate records are kept. This includes processes in place to stay compliant and prevent contamination, training, agreements including FSMA, or temperature-control records.

Violations Are a Serious Matter

Companies can face criminal penalties if food is not handled safely and are not compliant with the FDA’s regulations. Criminal violations can include fines of up to $250,000 for an individual or double that for organizations, as well as one year of imprisonment. It is critical to stay FSMA compliant to keep recalls at a minimum.

Shipping temperature-sensitive items? Check out our Temperature Shipping Guide. 

Choose Like-Minded Transportation Partners

Food safety issues still occur on a regular basis, so it is important to stay FSMA compliant. Part of that is in choosing a transportation partner that stays on top of regulations and focused on food safety.

Trinity Logistics understands the requirements that are necessary to be FMSA compliant and we verify that our vetted and selected carriers meet those standards as well. We strive to remain ahead of the curve and stay up-to-date when it comes to food safety in transportation. If you are looking for a 3PL provider you can trust when it comes to food safety regulations, such as FSMA, connect with us.

This past year was a tough year for the transportation industry. The tariff wars with China and the trade wars raise the risk of an economic recession. An economic recession would cause issues in the industry worldwide. Some researchers believe that all these issues have already led to an industrial recession. An industrial recession is an economic decline in manufacturing. Recently, there have been increases in trucking company bankruptcies, which has lowered capacity across the country. All these issues combined shows evidence that 2020 could start off as a tough year for both shippers and carriers. And it all starts with our politicians and their policies.

Politicians and Their Policies

Politicians and the policies they create dictate the US economy, effecting all industries. This past year the transportation industry saw effects because of the trade and tariff wars induced by the Trump Administration. With the upcoming election, many media outlets have expressed that President Trump will be forced to make deals regarding the tariff issues with China and the restructuring of the North Atlantic Treaty Organization (NATO) to avoid scrutiny. He claims deals with both are close to being ratified, but only time will tell how successful they are.

Climate Change

It is obvious that climate change will be a major debate topic in this election season. The top three Democratic candidates all discussed the need to combat the slowing of greenhouse gas emissions. This is an important issue that needs to be addressed, but it will have some serious effects on the freight industry. According to the Environmental Protection Agency (EPA), transportation generates the highest percent of greenhouse gas emissions in the U.S. at 29 percent. It is unclear how this will affect the industrial transportation industry.

While on the topic of climate change, it is also notable to point out the amount of natural disasters is on the rise. From 1980 to 2014 there was an average of 5.4 disasters per year. In the last five years that number has jumped up to 13.8 per year. From California wildfires to hurricanes ravishing the East Coast, these disasters stop shipping operations and raise carrier rates by going into extreme weather conditions.

Takeaways from this post:

• There is a lot of uncertainty in the transportation industry with the current issues in the world economy.
• Deals to end the tariffs effecting our industry are close to being made.
• Climate change is a hot topic and changes to transportation could be coming soon.
• Natural disasters are increasing ever year. Staying up-to-date on potential storms can help prepare your business.

It is important to note that politics and the economy have effects on the transportation industry. The industry is ever changing with new regulations, policies, or capacity issues. Which is why it’s important to work with a partner who stays up-to-date and helps educate their customers. Trinity Logistics is a member of many industry associations, including EPA’s SmartWay program, and attends conferences to stay educated on industry trends and changes.

Connect with us.

If you’ve never worked with a 3PL (third party logistics) company, you might not know how to go about selecting a reputable provider for you and your freight. There are many factors you should consider when making this important decision.

To help avoid the possible problems that can arise from using a 3PL, there are important things you should consider before partnering with one. To ensure you’re getting competitive rates while still working with a top 3PL, take into account these factors:

1. Who are you really entrusting your freight to?

Don’t pass off your precious cargo to just anyone. Top 3PL’s are only as trustworthy as their carrier network. You should ask if your 3PL has a carrier compliance management system in place. Check to see that they’re monitoring their carriers’ safety ratings and insurance. A top-notch provider will thoroughly vet the carriers they’re working with, while other companies might just offer your freight to the first carrier who raises their hand.

Trinity Logistics has a whole team dedicated to vetting and monitoring our carriers. Currently we have a carrier network of 70,000 and counting.

2. Do they have years of industry experience, or are they the new kid on the block?

 It’s better to work with a company that’s been around long enough to know all the ins and outs of the industry. A best practice would be to look for a company with more than a year or two of experience, that also has a positive reputation. If they have a reputation for freight going missing or shady business practices, chances are, those rumors have some truth behind them. Be sure to do your research.

Trinity Logistics is currently celebrating 40 years in business. We are named 18 out of 100 on Transport Topics’ Top Freight Brokerage List for 2019. Not to mention, being a part of the Burris Logistics family, with their 95 years of experience to help bring total end-to-end supply chain solutions to our customers.

3. Is your 3PL financially stable?  

Working with a 3PL that isn’t financially healthy could prove to be disastrous. A company that is unstable might not be paying their carriers on time, which could mean less reliable carriers are handling your freight. Additionally, entrusting your shipments to a company that could be closing its doors next week would negatively impact your business’ bottom line. A top 3PL should be able to provide you with an honest picture of their financial situation.

Trinity Logistics has the credentials to prove our financial health is in check. We are P3 Performance Certified up to $250,000 by the Transportation Intermediaries Association (TIA).

4. Do they have a claims management department to offer negotiation on your behalf?

No one likes to think about things potentially going south when it comes to shipping freight. The truth of the matter is that it can happen, even if you’re working with the best 3PL out there. That’s why it’s important to consider how the 3PL handles those issues as they arise. A 3PL that has a claims team who will act on your behalf to negotiate your freight claims with carriers offers a valuable service that could save your business money in the long run.

We have a highly qualified Team to manage all of our claims. They are here for every step of the claims process, should something ever happen with a shipment.

5. Are they a one-stop shop for all of your freight and logistics needs?

A top 3PL should be able to provide you with multiple modes of transportation like truckload, LTL, and intermodal, as well as other logistics services like transportation management software, warehousing, and freight management. Do they offer analytics and reporting for your shipments? The importance of partnering with a company that knows your freight needs inside and out will help you stay efficient and ahead of the curve.

Trinity Logistics services many different modes of transportation alone, as well as transportation management. With the added benefit of Burris Logistics, we can find a way to service any transportation need you may have.

Considering these factors before choosing a 3PL could save you a ton of money and unnecessary stress. Always remember to look at a shipping quote as just one piece of the puzzle, and not let it be the only reason you choose who will be arranging your shipments. 

Read what one of our customers, Edison Lighting Supply, has to say about their journey in finding a reliable 3PL partner in Trinity Logistics:

“We have tested many logistics companies, and Trinity is the company that gives us the best service and value, on a consistent basis, with utter transparency. While the prices are slightly higher through Trinity, than through some other companies, Trinity provides unbeatable promptness in providing quotes, and on-time pick-up and delivery. Every other company we have tested ended up costing us more money in the long-run, due to delays, inaccuracies, and bad service. We will never shop another company again; Trinity is now our logistics provider for life.”

If you’re in the market for a partner in transportation, consider Trinity Logistics. We promise it will be worth it.

Request A Quote.

Originally published February 16, 2016. Updated by Christine Griffith & Krista Lee.