On March 6th, the Warehouse Wins webinars invited our community to hear industry experts have a riveting discussion of the most effective strategies for optimizing warehouse operations. Hosted by Tim Grohmann, Rentman’s Director of Operations, the session featured insights from Arjan Immeker from Rentman and Jonathan Fowkes from Technical Stage Services, who both have extensive experience in warehouse management and event logistics. The discussion focused on practical warehouse improvements, common mistakes, and best practices that can help businesses save time, minimize costs, and improve efficiency. Read on to learn the key takeaways from the session:
1. Communication is the foundation of success
When it comes to shared pain points, poor communication between teams came up a lot. This was especially true between sales, operations, and warehouse crew. To avoid this, Jonathan emphasized the importance of over-communicating by adding detailed notes to equipment lists, so that everyone can clearly understand the intended use of each item. Clear communication reduces last-minute confusion and improves the accuracy of order fulfillment.
2. Standardized packaging and pre-configured kits save time
A major challenge for warehouses is inefficiency in packing and tracking equipment. Arjan highlighted the value of standardizing equipment packaging, ensuring that frequently used equipment is pre-packed in ready-to-go flightcases. Pre-configured kits, such as complete microphone or lighting sets, can prevent missing components, speed up packing time, and minimize errors when equipment is deployed. Keeping everything together and where it’s supposed to be, takes the guesswork out of packing and tracking.
3. Emphasize digitalization and real-time systems
Both Arjan and Jonathan strongly advocated for transitioning from paper-based warehouse tracking to digital systems. Paper-based packing lists become outdated the moment changes occur, whereas digital tools offer real-time updates. Companies using tablets or scanning systems can significantly improve their accuracy and efficiency, because they’re always accessing relevant up-to-date information. Digitalized tracking also makes it easier to manage last-minute changes and prevent costly mistakes.
4. Investing in serialization and QR codes improves equipment tracking
You already know that tracking individual equipment pieces is crucial, especially for compliance with safety regulations like PAT testing. But how you track it can be just as important. Jonathan explained the benefits of QR coding over barcoding, as QR codes are smaller, easier to scan, and can be applied directly to equipment. Serializing cables and other small items ensures that each piece is uniquely identified, reducing the risk of loss and making troubleshooting easier.
5. Training and upskilling staff for better warehouse processes
A common issue for many companies is properly training both full-time staff and freelancers on warehouse processes. Jonathan recommended tailoring training approaches to different learning styles (visual, written, or hands-on) and limiting the scope of responsibilities for freelancers to ensure efficiency. Creating a supportive environment where employees feel comfortable asking questions helps prevent costly errors. All crew, whether full-time or freelancers, have access to the free Rentman mobile app, which makes it easier to ensure everyone’s on the same page.
6. Don’t skip quality control during de-prep
Many companies focus heavily on prepping jobs but neglect proper de-prep procedures. Arjan and Jonathan agreed that checking equipment thoroughly upon return is just as crucial as prepping it. Implementing structured de-prep routines, such as checking each item for damage, reduces future issues and speeds up the turnaround for the next job.
7. Build in redundancies so you’re ready for unexpected challenges
Equipment failures, missing cables, and unexpected on-site changes are common in warehouse logistics. Arjan emphasized the need for companies to build redundancies into their packaging by including extra cables, adapters, and other essential components in each kit. Having these backup solutions in place reduces stress and prevents costly emergency replacements.
8. The future of warehouse automation: RFID and smart tracking
The conversation briefly touched on the future of warehouse automation, particularly the use of RFID technology. While QR codes and barcodes improve tracking, RFID could further streamline the process by enabling automated scanning when equipment passes through designated checkpoints. Everyone acknowledged that the initial investment for RFID is high but that it’ll pay off for companies planning for long-term efficiency, so getting started on the transition early is a good idea.
Conclusion: Small changes lead to big wins
The Warehouse Wins webinar provided a wealth of practical strategies for improving warehouse efficiency in the event production industry. From better communication and standardized packaging to digital tracking and automation, the key message was clear: small improvements in warehouse management can lead to significant time and cost savings. Companies that implement these strategies will be better equipped to handle industry challenges while improving overall workflow and profitability.
For those who missed the live session, the recording is up on YouTube. And stay tuned for more expert discussions on optimizing warehouse operations in future webinars.