How do you effectively implement a WMS (warehouse management system)? 

Implementing a WMS may appear a huge task, but the process can be streamlined through good planning and appropriate vendor selection. We know that there are many costly, ineffective IT projects out there. By planning your WMS implementation properly, you can avoid the pitfalls. In this guide, you can learn more about what’s important to consider when implementing a warehouse management system. It will be worth it in the end, as it’s an investment in digitization that will start paying off the second your new system is in place.

How long does a WMS implementation take?

This is not easy to answer, as it varies greatly, based on company size, project scope, and WMS vendor. A general timeframe is 6-12 months for SMB warehouses and 12-24 months for large and complex warehouses. Our system nyce.logic WMS usually has an implementation time of around 4-6 months, depending on requirements and scale.

Step 1: Planning and assessment

The first step in implementing a WMS system is creating an implementation plan, outlining objectives, requirements, constraints, and anything else relevant to the process.

A WMS implementation plan should include:

• Business requirements: first, you need to examine the current warehouse status, and what you want to achieve by implementing the new system. What are the main pain points, goals, and requirements? You should envision what you want to achieve with the new WMS. Defining and communicating your business requirements correctly is essential for a successful implementation.
• Key stakeholders: identify the key stakeholders within the organization and get their input on the transition.
• Costs and budget: what is the allocated budget for the WMS implementation? The budget should include an additional post to cover unforeseeable costs, as well as long-term considerations.
• Implementation team: assemble a WMS team, designate an implementation manager to lead the project, and assign significant duties within the implementation team.
• Data migration and backup: is there data that needs to be migrated, and if so, how will the migration be performed? Is there a backup available in case something goes wrong? 
• Timeline and action plan: set up a chronological timeline, outlining important deadlines and actions. Make sure to allow some flexibility for unforeseen issues and delays.

It’s also time to find a WMS vendor that delivers the system. Use your business requirements to identify the best possible match. You should also see what other customers have to say about the vendor. Word-of-mouth, such as testimonials, can go a long way in finding the right system. Choosing a vendor with experience in your industry is also a good idea. Maybe there is  a demo or free trial available to explore the system and get a better sense of how it works?

Step 2: Pre-implementation

In the pre-implementation stage, it’s time to have a closer look at your warehouse environment and its processes. You need to account for all current practices and processes within the warehouse, so the WMS provider gets a detailed overview of your operation.

It’s also time to decide how you will handle your existing data. Will you migrate it to the new WMS, and if so, how will it be done? Some start from scratch, without historical data, while others require it to be migrated, e.g. for business or regulatory purposes. Data migrations can be time-consuming, so it is important to do this as effectively as possible.

You also need to outline your integration requirements. What other systems are present in the digital infrastructure, and how should they be connected with the new WMS? Choosing a system known for smooth integrations is important, especially if you plan on integrating it with other key solutions. If you are able to effectively integrate your various platforms, you have even more to gain by implementing the new system.

Step 3: Implementation

The next step is going live by installing or logging into your WMS. Following the launch, it’s important to double-check the data flow and data quality, to quickly identify errors and correct them before they have a significant impact

In this stage, you also need to migrate data and implement all necessary third-party integrations. It’s once again important to double-check the information in the system, making sure everything has gone according to plan, including in the physical store environment. If the data migration is complete and the third-party integrations are working, your WMS implementation has come a long way.

Having the system in place, it’s time to start training the staff. Some may need to learn advanced and specific functions, while others just need basic knowledge to perform their tasks. Selecting an easy-to-use WMS can significantly reduce the learning curve. 

Step 4: Post-implementation

Implementing the system and actively using it in your warehouse is a huge step forward. In the post-implementation phase, it’s time to start monitoring the system and making adjustments and improvements. Some functions in the WMS might work better than you imagined, while others need to be tweaked. 

It’s a good time to gather feedback from your implementation team and the users, as continuous short-term and long-term improvements to the setup will be made. Always be on the lookout for optimizations and fresh ideas. 

Having completed the implementation, the post-implementation phase is also a good time to gather feedback on the process itself. Did the stakeholders and other participants feel that it was successful, and what can be done better next time? This information could prove useful in the future for similar projects.

Summary - WMS implementation

Now you know more about the four stages of a successful WMS implementation. Careful preparation and execution will pay off, resulting in a new setup that will prove a competitive advantage for years to come. It’s time to embrace the future of warehouse management.

nyce.logic WMS - an easy-to-implement and scalable WMS

The nyce.logic WMS from Extenda Retail is designed for easy implementation and simple onboarding. It is delivered as a cloud-based web application, so you can use it on many different devices.

You will have full supply chain visibility in real-time, but the system is also effortlessly scalable and integrated. Changes in real-time are easy to implement and training your staff is quick and simple. With nyce.logic WMS you will see results in weeks rather than months.