How Long Should It Take to Implement Routing Software?

OK, you’ve made the decision to move from a manual environment for delivery route planning and scheduling to an automated approach using routing software.

How long should it take to get your project up and running to deliver the cost and service benefits you expect?

Well, if you want to maximize those benefits, probably longer than you think. But it’s not the software launch that requires time, it’s the pre-launch planning.

Many routing software providers offer fleet owners the promise of “fast and easy” routing software implementation with “no training required.” After all, who doesn’t want easy? But beware of misleading claims that reflect a poor understanding of the planning work required to truly transform manual routing into an automated, data-driven process that can cut 10–30 percent from fleet operating costs.

Plan to succeed

The most successful routing software implementation projects are run by smart businesses that lay a solid foundation of planning before they flip the switch. When we surveyed 25 power users of routing software, all of the key input they cited for implementation success happened (or didn’t happen) before the software went live.

But many software providers focus little on this critical pre-launch period – perhaps because it’s not as sexy as focusing on the many benefits that come from successful route automation.

The problem with that, of course, is that achievement of these benefits depends on solid planning.

The over-arching advice from businesses that are reaping the benefits of route optimization software is: There’s work to be done in the early stages of a route automation project, but this work pays off ten-fold in the form of improved productivity, cost savings and a faster ROI from routing software.

You can read our full research findings on the keys to successful routing software implementation. But, to summarize, here are the top success tips our power users shared.

As a first step, define your “why”

Why are you implementing routing software and what do you want to accomplish? Is it improved delivery service levels? Reduced truck miles and fuel? A standardized routing process?

The answer will impact all aspects of the project ­– including the software you choose.

Every truck route starts with a clear destination in mind. Make sure your route automation project does the same.

Gain internal buy-in

Change is hard. When change comes without warning, it’s harder. In order to avoid pushback and delays, you need to introduce key stakeholders to how things will be different after the go-live date.

• Information Technology. You’ll want your routing software to integrate seamlessly into your current IT environment. That means getting the IT team involved as early as possible.
• Route Planning. Most importantly, route planners must be on board with the automation project. Think about it. Their value, in a manual route planning environment, is linked to their personal knowledge of customer requirements and routes – knowledge that will now be kept in a system. Their value, post implementation, will be leveraging the software to turn delivery performance into a competitive advantage.
• Distribution. Route plans will be ready earlier as planning time goes from hours to minutes. This may impact warehouse loading schedules and may enable sales to consider later cut-off times for next-day deliveries.
• Customer Service. With advanced routing software, data about delivery status will be more precise and granular. Customer Service needs to know how the software will impact the way they communicate with customers.

Ensure the data is clean and correct

Routing software processes millions of bits of data in minutes. If that data is off, then the software simply accelerates the journey to a bad result. Don’t move forward unless the data is accurate on things like driver availability, time windows, and trailer sizes and configurations. It’s a great idea to make sure that the software partner you select can help with this stage, deploying their consultants to guide you through this data-gathering process.

Train thoroughly

If planners are not comfortable with the route planning software at go-live, it’s easy for them to revert to maps and spreadsheets – the very things you want to leave behind. Don’t rush things to meet an artificial launch deadline. And think about expanding the training beyond just the core users. Many of the fleet managers we surveyed cited the risk involved in over-reliance on just one or two experts in using the new software.

Preparing for Transformative Change

US author Mark Twain once said “I was going to write you a short letter, but I didn’t have time.”

The quote reminds us that the simplest, most effective result isn’t possible unless you invest the time required to do it right.

Our software super users agree – the same principle applies with routing software implementations.

It’s not the particular software you choose that will speed up or slow down the process. It’s your willingness and ability to clearly define your goals and requirements, prepare the data, and galvanize support for a transformative change in delivery fleet operations.