When should you hire a WMS consultant?

Hiring a WMS consultant can be a strategic decision that significantly impacts the success of your WMS implementation or optimization efforts As a general rule, most managers don’t typically appreciate business probing into potential weaknesses but their expertise is invaluable as long as you’ve engaged the right ones. Here's when engaging a WMS consultant can make a real difference for your business:      

Addressing limited resources

Regardless of the application, there are three critical interest drivers with it comes to enterprise systems management; measuring the past, managing the current, and leaning toward the future. While most enterprise folks would ‘like’ to believe that their resource levels are always up to par, many times, limitations force past and future concerns to go by the wayside, in favor of having to respond to the current.

Implement new warehouse software successfully using this step-by-step guide to WMS implementation

Often, internal staff is stretched thin, focused on immediate operational needs, leaving little time for long-term strategy. This imbalance can lead to "technical tunnel vision," where the team’s focus narrows, causing critical aspects like future-proofing to be neglected.

A WMS consultant provides a fresh perspective, offering new insights and strategies that may not be evident from within. With their expertise, they can recommend more efficient approaches to warehouse operations, helping the business move forward faster while keeping costs down.

Limited communication during transitions

This relates to the ‘technical tunnel vision’ mentioned above. When undergoing significant changes (like transitioning from a legacy WMS to a modern solution), communication across departments can become a critical pain point. The number of full-time employees (FTEs) involved in the current system often impacts how smoothly a transition can occur. Unfortunately, this is not always straightforward, as workforce changes can create cultural resistance or fear of job reductions.

WMS consultants excel at mitigating these communication challenges. They can clearly outline the implications of a new system, ensuring that all stakeholders understand the changes without causing unnecessary alarm. Handling these delicate situations prevents miscommunication and internal conflicts, allowing management to focus on more strategic decisions.

They often take on the burden of unpopular decisions as well, insulating management from potential backlash (a benefit that can save companies from costly workforce disruptions).

Overcoming gaps in knowledge and expertise

Even seasoned executives and IT leaders can find it difficult to keep up with the fast-paced evolution of warehouse management software. For example, just because the CIO has an MBA from Wharton and the Director of IT holds a BS in Computer Science from MIT, it doesn’t necessarily mean their knowledge always extends to the intricacies of the latest WMS technologies.

This is where a WMS software consultant becomes invaluable. Their careers are often dedicated to staying up to date on the latest warehouse technologies, trends, and best practices. They are immersed in WMS solutions daily, allowing them to offer expertise that even the best internal teams may lack.

Companies gain specialized knowledge that can accelerate their WMS implementation, reduce errors, and ensure the chosen system meets both current and future business needs.

Streamlining the implementation process

Implementing a new WMS is a significant undertaking, often requiring careful planning and coordination between various departments. Without expert guidance, businesses risk delays, budget overruns, and potential system failures. These specialists bring a structured approach to the implementation process, helping to mitigate these risks.

This begins with a thorough assessment of your current operations, identifying areas for improvement, and aligning your warehouse management software with your business goals. From there, they’ll develop a comprehensive implementation plan that covers everything from data migration and system integration to training staff and minimizing downtime.

Consultants also provide valuable project management support, ensuring that the implementation stays on track and within budget. Their experience with past implementations allows them to anticipate and address potential roadblocks before they become major issues.

Optimizing warehouse operations post-implementation

Hiring a WMS consultant doesn’t stop at system implementation. Once the new system is in place, they continue to provide value by identifying opportunities for optimization. Their role shifts to ensuring that your warehouse management system is running at peak efficiency and delivering the expected ROI.

They can fine-tune system configurations, integrate the WMS with other enterprise systems (such as ERP and TMS), and provide ongoing training to ensure staff fully leverage the system’s capabilities. By continuously monitoring performance metrics, they help businesses make data-driven decisions that enhance productivity, reduce costs, and improve overall warehouse operations.

Customizing software to fit your unique needs

No two warehouses are alike, and a one-size-fits-all approach to WMS rarely delivers the best results. WMS consultants bring a tailored approach to each engagement, customizing solutions to fit the unique needs of your business. Whether your warehouse is focused on e-commerce, manufacturing, or retail distribution, a specialist can adapt the WMS to optimize workflows, inventory management, and order fulfillment processes.

In addition to customizing the software itself, they can also recommend best practices for warehouse layout, picking and packing strategies, and automation technologies. These recommendations help companies maximize the value of their WMS investment and ensure that the system is fully aligned with their operational objectives.

Managing change and minimizing disruption

Implementing a new WMS often involves significant changes to how a warehouse operates, which can be unsettling for staff. Resistance to change is a common issue in large-scale implementations, and if not managed properly, it can hinder the project's success.

An experienced warehouse software consultant helps businesses navigate these challenges by developing a sound change management strategy. This involves clear communication with staff about the new system's benefits, thorough training, and addressing any concerns. By guiding the organization through the transition, they ensure employees support the changes and minimize disruptions to daily operations.

Why you might want to go at it alone

There are two major concerns when it comes to a WMS consultant: cost and knowledge.

In general, it’ll be more expensive to hire a WMS consultant than to appoint someone on staff to take control of the project. Fees can range from a few thousand dollars to a significant percentage of the cost of the software you select, and the more complex your situation, the more you should expect to pay. If you don’t have the budget, take a moment to reconsider your outsourcing.

Despite the above point about a tailored approach, consultants aren’t aware of your company’s inner workings coming into the project; they can only perform as well as the data they gather in interviews and system reviews.

Requirements you have might be missed by not asking the right questions or speaking to the right people. Anything that makes your warehouse unique could throw a wrench into their understanding.

In the same light, a WMS consultant will make a variety of choices to narrow down potential platforms and prioritize certain features before they bring the information to your team.

This will keep staff out of the early decisions where they might have discovered modules that could help your business, or simply not learn why your operations need scanner support, but won’t benefit from supporting RF gates.

Your team needs to work with a consultant for that to be a smart hire. There may be some pushback from your staff when you bring in an outside consultant; if a consultant would have to operate as a standalone person, whether by choice or because your staff would bristle at working with them, it could be harmful to your operations in the long run.

How do you choose?

Deciding if you want warehouse management consulting services ultimately comes down to the team and budget. If you can afford it and your team is willing to work with the consultant, it could be beneficial to ensure you’re getting the right tool the first time. If your operations are specialized or you think your team will not be forthcoming with the consultant, it could be more affordable to have an existing employee head up this task.

WMS implementation alone can cost thousands of dollars, so you want to give your business the best chance possible to get your WMS selection right the first time.