Part of organizing your business is looking for areas where you can relieve manual work and frustrations from your team by creating easier processes. For AV and production companies, these common frustrations oftentimes occur in the warehouse. Losing equipment or optimizing storage space, are just a few of the warehouse challenges that businesses often face.
Your warehouse is a vital part of your business because this is where you will send equipment out to execute the events you worked hard to plan. If mistakes are made in the warehouse, this can have disastrous effects on your planned event and even your bottom line. Not only does this affect the overall business but also the productivity and performance of your employees.
We will take you through the most common challenges in warehouse management we hear from AV and production companies looking to better organize and improve efficiency in their warehouse and how dedicated software can help. These are:
1. Misplacing or losing equipment
2. Keeping up with last-minute changes
3. Accidentally planning broken equipment
4. Warehouse space optimization
5. Processes are too complicated for freelancers
Misplacing or losing equipment
No matter how organized your warehouse might be, if your equipment doesn’t come back or is misplaced, this can cause delays in your warehouse process and inventory management. Additionally, losing an expensive piece of equipment can be very costly — especially if you have no idea where it was last. This makes retracing steps impossible and means you will have to invest more money to replace lost items.
The best way to combat these warehouse challenges and always know where your equipment is located, is to label everything with a QR code or barcode (see which is better). You can then use dedicated software to scan the codes and record the movements of each item. If the equipment does not get scanned back, you will immediately know which item is missing and where it was last.
For very expensive AV equipment, the cost of implementing such a solution is minuscule compared to replacement costs. The next time you misplace your CDJ2000, you can trace it down more easily instead of immediately re-investing €1,500 - €2,000 (excl. tax) for a new one.
Additionally, software such as this allows you to organize your inventory and conduct regular inventory counts to ensure everything is in its right place before it is needed at an event.
Keeping up with last-minute changes
Last-minute changes in the AV industry are hard to avoid. Additionally, handling these changes can be very difficult if they are not communicated properly between the warehouse and office. For example, if equipment that was not planned needs to go out on a job, this needs to be recorded so those items are not planned on other projects.
Solving this is made easy by a seamless integration of a software solution that tracks changes to equipment in the warehouse. The solution you choose should include key features like real-time tracking and seamless communication to ensure both office and warehouse teams can access the information they need.
It is also beneficial if you implement a cloud-based warehouse solution as it will allow for real-time collaboration from any location. That way, you can also track changes to equipment on the go and not only when you are in the warehouse.
These effective management and communication solutions are essential in overcoming warehouse management problems and ensuring a streamlined workflow for your company.
Accidentally planning broken equipment
Picture this: you helped a customer put on an awesome summer festival. Everyone had a great time but upon returning to the warehouse, you realize the DJ got too excited and smashed the cue button of your CDJ2000 too hard (along with spilled about 4L of beer all over it).
Equipment is bound to get damaged whether in transport or by a customer at an event. Because of this, maintenance and repairs are an important part of any AV or production business. Even more importantly, is tracking what items are damaged and should not be sent out. If broken items get sent out, this can have implications such as:
- Lost time due to someone needing to bring the item back and bring a working piece back. This new item also needs to be re-set up.
- Looks unprofessional to your clients.
- An annoyance for the crew working on site - especially freelancers.
To avoid planning broken items, implement a warehouse software solution that allows you to record each item that is broken and remove it from availability in the warehouse. Regular software updates are essential to keep the system running smoothly and to add new features that improve efficiency. Bonus points if you can do this on the go while at an event or in transport.
This will ensure the item can’t be planned on another job until it is fixed and mean you no longer have to hear “Oh yeah, I forgot to mention...” from a coworker when you come across broken items.
Pro Tip: By tracking which items are damaged in a dedicated software solution, you can build up a history of which items were damaged the most. Down the line, you can see which equipment has had the hardest life to ensure you maximize your inventory.
Warehouse space optimization
Warehouse space problems can be a common headache, especially for those operating in small or limited warehouse environments. Is your warehouse full or close to capacity? This is when optimizing warehouse space utilization becomes important.
So, how do you calculate space utilization in a warehouse? Begin by measuring your warehouse's total available space (length x width x height). Then, measure the space occupied by inventory, racks, and equipment. Calculate the utilization percentage by dividing the used space by the total space and multiplying by 100.
If your warehouse utilization is low, look for opportunities to maximize every square foot. Vertical storage, efficient shelving systems, and organization techniques can make a significant difference in small or limited warehouse spaces.
To solve space problems and avoid a messy warehouse, opt for advanced warehouse software solutions. These tools help track inventory, ensuring you know exactly where each item is located, reducing the risk of items going missing or unaccounted for in a crowded space.
Processes are too complicated for freelancers
In today's post-COVID world, event production companies often have fewer full-time crew members and rely more on freelancers, especially during the busy season. These freelancers typically work with multiple companies, and they need to adopt new processes quickly to do their job efficiently.
However, if your warehouse software or processes are too complicated, there is a higher risk that freelancers won't follow them properly. This can lead to confusion, delays, or even packing mistakes, which could affect the overall success of your event.
To avoid these technical issues, it’s important to simplify your processes. Implementing user-friendly warehouse management software that offers clear, intuitive workflows is key. To ensure compatibility with a wide range of devices, including mobile solutions, the software should support different operating systems, allowing freelancers to navigate tasks effectively on the go.
Features like step-by-step instructions, visual aids, or even mobile compatibility can significantly reduce the learning curve for freelancers, allowing them to get up to speed quickly. Mobile solutions, in particular, help freelancers navigate tasks more effectively on the go, without needing to be tied to a desktop or extensive training.
Additionally, standardizing processes across all projects will ensure consistency, regardless of who is handling the packing. By simplifying and streamlining your warehouse operations, freelancers will be better equipped to follow procedures correctly, and you'll reduce the likelihood of errors during your busiest times.
Conclusion
Warehouse management plays a crucial role in the success of your AV and event production business. A well-organized warehouse ensures that the right equipment is available when needed, helping you execute flawless events and maintain a strong reputation.
By addressing the common challenges of misplaced equipment, last-minute changes, broken items, space optimization, and complex processes, you can create a streamlined, efficient environment that supports smooth operations and reduces unnecessary stress for your team.
Misplaced equipment is a major issue that can lead to delays and even jeopardize the success of an event. By implementing effective tracking solutions, such as labeling each item with QR codes or barcodes, you can easily monitor the movement of your inventory.
Dedicated warehouse management software allows you to scan these codes and instantly update the location of each item, ensuring complete visibility and security at all times. This not only reduces the likelihood of losing valuable equipment but also saves time when preparing for events.
Handling last-minute changes is another significant challenge in the AV and event production industry. These changes can be difficult to manage, especially when they are not properly communicated between the warehouse and office teams. Cloud-based warehouse management AV systems can serve as a central hub for all equipment-related information, allowing real-time collaboration and ensuring that both teams are always on the same page.
This seamless communication helps prevent scheduling conflicts and ensures that any changes are quickly reflected in your inventory management, reducing the risk of double-booking or missing equipment.
Broken equipment is an inevitable part of the event production business, but it doesn't have to disrupt your operations. By using warehouse management software to record damaged items and remove them from availability until they are repaired, you can prevent broken equipment from being sent out to an event.
This proactive approach not only helps maintain a professional image but also saves your team from the frustration of dealing with malfunctioning gear on-site. Additionally, tracking the maintenance history of your equipment allows you to identify items that frequently require repairs, helping you make informed decisions about replacements or upgrades.
Warehouse space optimization is essential for maximizing efficiency, especially if you operate in a small or limited warehouse. By accurately measuring and analyzing your warehouse's space utilization, you can identify opportunities to make better use of vertical storage, implement efficient shelving systems, and improve overall organization.
Advanced warehouse software can assist in tracking the exact location of each item, making it easier to manage your space effectively and reducing the risk of clutter or misplaced equipment.
Another common challenge is ensuring that your processes are simple enough for freelancers to follow. In today's event production landscape, most companies rely on freelancers during busy periods, and these temporary workers need to adapt quickly to your workflows.
By implementing user-friendly warehouse management software with intuitive interfaces, visual aids, and step-by-step instructions, you can reduce the learning curve for freelancers and ensure they can contribute effectively from day one. Mobile compatibility is particularly valuable, as it allows freelancers to access inventory information and perform tasks on the go, without being tied to a desktop.
With the right tools and processes in place, you can minimize errors, maximize equipment availability, and provide a seamless experience for both your full-time crew and freelancers. Effective warehouse management not only supports smooth operations but also helps you deliver high-quality events that leave a lasting impression on your clients.
Take the next step towards efficient resource management and let your warehouse be the backbone of your successful events, ensuring timely equipment delivery, reducing disruptions, and enabling your team to focus on what truly matters: creating memorable experiences for your clients.
Try out Rentman
Looking for an AV system? Thousands of AV and Event companies have approached Rentman with these exact problems of warehousing and were looking for a better way to solve them. Rentman is the operations management platform built to support event & media production teams.
Let Rentman take these common warehouse challenges away and leave room for more innovative warehouse processes. You can sign up for a free trial of Rentman to see how it can help make life easier for you and your team.
