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How To Handle a Change In Warehouse Management System


Introducing a new warehouse management system can be a pivotal moment for your warehouse – an opportunity for optimised warehouse management processes and an efficient, streamlined service.

Any warehouse management system change is cause for excitement as you eagerly anticipate the benefits that a successful warehouse inventory software can provide, but for many of your employees, this may also be a time of resistance and uncertainty.

For any warehouse management system to work, it needs to be carried out with the backing of a confident and knowledgeable workforce behind it to capitalise on the long-term benefits, so it’s crucial you implement a smooth adoption process for you and your team.

Make sure to effectively communicate change in the workplace

As a warehouse manager, you will naturally have a broader understanding of the objectives and benefits that have led you to adopt a new warehouse management system, but the same may not apply to the entirety of your organisation.

Communicating such a significant change should come with a great deal of thought and planning and should, if possible, encourage a two-way channel of communication that not only relays vital information to your staff but one in which your workers can also raise questions and concerns.

Decide how and when is the optimal time to communicate the change to the whole company and try to include key points in your messaging, including:

  • Primary objectives
  • Key benefits for the business and for staff
  • Reassurance of ongoing support and training
  • A designated timeline for implementation and training
  • Reiterate the importance and need for the introduction of a warehouse management system.

Keep employees up to date throughout the entire process with FAQs and key project resources.

Stakeholder involvement

Change in warehouse management system requires company-wide effort. By identifying key stakeholders who’ll be integral to the implementation process and working with them to provide ongoing support across the business, you’ll ensure a smooth period of transition.

Make sure to identify individuals that can perform key communication and training on an ongoing basis, such as:

  • Leadership, senior management or external consultants
  • Key users such as departmental managers who can share information with their own key user groups, such as warehouse teams, supply chain workers, IT departments and sales teams
  • Superusers who are often the most tech-savvy and can assist with the day-to-day monitoring of the warehouse management system
  • End users or the remaining staff who will use the system on a daily basis

Training and support

For your warehouse management system change to be effective, it’s vital that you provide ongoing support and training to each user, depending on their individual needs and operational area.

Create clear workflows that teams can put into process in order of importance, setting tasks and achievable milestones that are easy to understand. Celebrate initial victories and offer plenty of ongoing support as your processes continue to adapt and evolve.

As with any significant organisational change, implementation of a new warehouse management system can be a challenging time – however with thorough planning, clear objectives and effective communication, you will soon begin to enjoy sustainable long-term benefits and operational success.

Future-proof your warehouse operation with powerful warehouse management software systems from Optima WS – get in touch today to find out more.