Efficient Freight Shipping Solutions for Universities
As summer winds down and the temperature begins its gradual descent, college students begin their trek back to school. Back to classrooms, homework, studying, and everything else that makes up a fulfilling school life.
The start of the school year is a busy yet exciting time for universities, requiring preparation such as receiving new equipment and furniture. While larger universities can hire carriers for shipping, smaller colleges and universities often handle their freight shipping alone and may struggle with logistical challenges.
Some universities may have felt the strain of handling freight shipping during the summer. Now that schools are back in session, that stress may be gone, but it will be back next year. Schools need to address logistical problems before they arise again. To support your school, we have conducted research and identified efficient freight shipping solutions for universities that face shipping challenges. Here are some common challenges universities face regarding logistics, along with solutions to enhance and develop your logistics operations.
Challenge 1: High Costs and Limited Budgets
Universities and colleges typically operate with substantial budgets, supported by federal aid and donations from non-profit institutions or by tuition and fees from for-profit schools. However, logistics can be a costly endeavor, and these expenses can reach levels that challenge even well-funded universities.
The high logistical costs stem from fluctuating tariffs, changes in demand volume, and varying fuel prices, making it difficult to manage expenses since factors beyond the institution’s control influence them.
Solution: Implement a centralized system for documenting your school’s expenses. This will provide greater visibility into your financial situation and give you the opportunity to identify unnecessary costs that can be eliminated.
Challenge 2: Lack of Space for Storage and Delivery Trucks
Universities can have expansive campuses, but many are in the hearts of cities and large towns, where there isn’t a lot of space left over for anything other than facilities. This includes not only space to store freight and packages, but also space for semi-trucks to load and unload their vehicles.
While some schools may have a loading dock on campus, most docks are typically used for food services; in most cases, mail and freight deliveries are dropped off at the street curb. As for storage space, schools typically have minimal warehouse space. On campus, most storage space is either for smaller items or reserved for student parcels.
Solution: Invest in warehousing and storage units as close to campus as possible. This provides additional space for universities to utilize for seasonal and special events such as graduation or student orientation. Also, designate a parking space for truck drivers to load and unload freight. This can be a loading dock or a special curbside that isn’t in the way of students and staff.
Challenge 3: Logistics Diverted to Student Parcel Services
Many universities focus primarily on student parcel deliveries and pickups. This makes sense, as students are living on campus and may not be close enough to a post office. Having a postal service on campus is extremely helpful for students, staff, and other departments.
With most logistics management systems being diverted to parcel shipping, there’s very little being invested in the process of receiving freight shipments. With an increase in online shopping orders, university mailrooms are stretched thin with the number of parcels coming in. Freight packages get lost in the shuffle.
Solution: Establish an internal dedicated team for freight shipping. This team should create detailed delivery plans that specify which carriers to use and the destination of the freight. They must ensure that these plans are executed efficiently while adhering to the school’s budget.
Challenge 4: Hazardous and Sensitive Shipments
Many universities also double as research and medical facilities. The chemicals used in labs and medical rooms can be hazardous and are subject to stringent regulations and careful considerations from organizations like the FMCSA when packaging and shipping to universities.
Some lab equipment can also be very fragile. For example, beakers and test tubes can be made of glass, which can shatter or crack if mismanaged during transit. Other types of equipment, such as refrigerators and incubators, can be heavy and oversized, requiring special handling to ensure proper transportation.
Solution: Create a safety team to inspect specialized equipment and hazardous chemicals upon delivery, ensuring shipments are secure and uncompromised. Request that the shipper take photos of the shipment before pickup to document its condition. Consider white-glove services for the careful handling of sensitive materials.
Challenge 5: Staffing and Expertise Shortages
Universities may not be well-prepared to handle freight shipping deliveries. Student workers primarily serve in the mail room of universities, and even when full-time workers are there, many don’t know how to properly receive freight deliveries. Few universities even have dedicated freight handlers, meaning the work passes on to a wide variety of people.
With a lack of expertise, it may be harder for freight to be delivered on time and undamaged. The signee may not know how to look over the freight before signing the Bill of Lading (BOL), as once it’s signed and no damage has been reported, the signee can do very little to dispute it. With a shortage of staffing, there may be a period where a worker cannot meet the driver. This could add a late fee, a delay in shipment, or added damage to goods if the freight is left unattended outside.
Solution: Cross-training certain facility teams on the process of accepting and understanding freight properly is a simple way to ensure the process goes smoothly. It’s also best to designate one specific area of campus as a drop-off location to reduce confusion and make it easier for freight to get where it needs to be.
Challenge 6: Logistical Obstacles
Logistics can be a complicated process. There’s a lot to consider and prepare for, including:
– Scheduling deliveries
– Finding and comparing carriers
– Ordering specialized services like lift gates and white-glove services
– Preventing last-mile delivery issues
Efficient freight shipping requires careful planning and attention to detail. However, schools typically have only a few months during the summer to ship items, and they may encounter challenges once the school year begins. As a result, universities may struggle to manage the shipping process independently.
Solution: Partnering with a third-party logistics (3PL) provider can benefit your organization by providing discounted shipping, warehousing, order fulfillment, packaging, and transportation services. This allows universities to focus on their core priorities. Since 3PLs offer varying levels of support, it’s essential to conduct thorough research before partnering.
University Freight Shipping Shouldn’t Be a Hassle!
Before the school year begins, universities encounter various challenges, and logistics shouldn’t be one of them. By following these tips, universities can ensure a smooth and efficient freight shipping process while minimizing costs and reducing transit times. This way, the school year can start without any headaches caused by freight shipping stresses and issues, allowing all the brand-new equipment, furniture, and supplies to be ready for students and faculty to use and enjoy right away.
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