Combat margin erosion in five steps - Part Four: Centralization of repetitive, non-value adding tasks
With tech and AI more advanced than ever before, there’s never been a better time to centralize non-value adding tasks to prevent margin erosion.
As you optimized your business processes, you will have highlighted repetitive, non-value adding tasks in the process. Typically you will have identified tasks in HR (e.g. on-boarding and payroll), Finance (e.g. accounts receivables/payables and reconciliation tasks) and Operations (e.g. submission of shipping instructions and reporting of shipment status).
You now want to centralize these tasks for two reasons:
These software robots literally work 365 days per year, 24/7, never fall sick, and do not (yet) negotiate their salaries on an annual basis.
We have witnessed cases where one software bot assumed the work of 15 employees. This does not only have a positive impact on personnel expense, but also on data quality and timeliness. Moreover, your employees can focus and spend more time on value adding tasks.
Do you want to see what centralization can save you? We can help. Get in touch.
Combat margin erosion in five steps - Part Three: Organizational Design & Business Process Optimisation
What does ‘optimizing your organization’ mean, and how can it help you combat margin erosion?
Review and simplify your organizational structure
Do you employ managers who have fewer than four direct reports? I suggest you revaluate whether you really need these managers.
The aim is to create a flat organizational structure with empowerment of the frontline and with an increased span of control (SPOC), e.g., the number of direct reports reporting to a manager.
There is no golden rule as to what number of direct reports is ideal. The amount very much depends on the organization and the role of the manager.
It is, however, likely that there is an opportunity to take layers out of the organization in order to improve agility, effectiveness, efficiency, and, ultimately, reduce costs.
Business process optimization
When was the last time business processes were amended in your organization? Probably, it was quite a while ago.
When you optimize business processes, the aim is to simplify them and introduce standardization whenever possible.
Most logistics providers have the ability to report tracking and tracing events digitally through their websites. Often you find that there is either no focus on data quality in the organization or that the level of customization for each client is too great.
For example, the system can report 10 standard events, but 15 are reported for customer A, 12 for customer B, and 21 for customer C.
Both data quality and the absence of standardization make system usage obsolete and result in numerous individual tracking and tracing Excel worksheets, which are updated by the operations and customer service teams and then sent out to clients daily, weekly, monthly, etc.
In these cases, harmonization between the commercial and product departments is required so that, ideally, mostly standardized event reporting is offered and executed through the system.
As you optimize and simplify business processes, you want to pay particular attention to repetitive, non-value adding tasks, such as pure data entry tasks, which do not really require intelligent human intervention.
Highlight these tasks for the next step.
Want to take a deep look at your business processes? We’re here to guide you. Get in touch.
Now that you have defined a sales strategy/positioning for sustainable margins, you need to ensure you have no leaks in your bucket. Learn how to prevent one-offs, such as fines and penalties, and protect yourself (and your profit margins).
Limitation of Liability
In order to limit the amount of exposure your company would face in the event a lawsuit is filed or a claim is made, you want to ensure that the majority of your business is executed against limited liability contracts and that your limited liability is covered through relevant insurance policies.
Usually in the transport sector the limitation of liability is lower or equal to liability limits set forth in international conventions, e.g. Hague-Visby or Hamburg, COGSA, Montreal or Warsaw Convention, CMR and CIM Rules.
Throughout my career I met several people who were seriously afraid of losing their customer as a result of damaged or lost cargo. I believe, if a claim is handled professionally and with utmost priority, the customer relationship actually intensifies.
When it comes to claims settlements, you want to ensure that you limit commercial settlements as much as possible. Instead, settle according to your limited liability terms.
You should avoid fines from late tax/VAT reporting and comply with audit requirements as well as local labour laws. Ensure you fully understand and are compliant with the requirements of establishing or liquidating legal entities in other geographies. Also, ensure that you comply with local commercial company laws as well as the provisions set forth in the Articles of Association of your company.
Ensure you are not only compliant with local competition and anti-bribery legislation, but especially when dealing with multinational clients, compliance with FCPA and UK Bribery Act is an absolute must. Non-compliance in this area cannot only lead to your organization’s termination, but you might open yourself personally up to civil and criminal proceedings including possible extradition.
Since logistics providers facilitate global trade, it is equally important to be compliant with sanctions and denied party lists, as well as FMC regulations, should you operate as a NVOCC. Fines for violations of sanctions/denied party lists as well as penalties imposed by the FMC can be significant.
Need more compliance guidance? We’ll be happy to help. Get in touch.