Streamlining operations: Automating data collection and labelling for a UK plant importer

Introduction

A prominent UK-based wholesale importer of plants and trees, sourcing from Europe, serves major garden centres across the country. Historically reliant on a paper-based order system, the company faced numerous challenges including cumbersome manual tasks related to order entry, shipping lists, and label printing. To address these issues and enhance operational efficiency, the company sought a modern solution to automate their data collection and labelling processes. We were tasked with developing a system that would streamline these functions and significantly reduce manual effort.

The Challenge: Inefficiencies of a Paper-Based System

The company’s existing process was heavily reliant on paper, which resulted in several inefficiencies:

• Manual Order Entry: Orders were manually entered into the system, leading to increased chances of errors and delays.
• Labor-Intensive Labelling: Each plant required individual labelling, which included garden centre names, plant descriptions, barcodes, and retail prices. This process was time-consuming and prone to human error.
• Inefficient Workflow: The paper-based system slowed down order processing, from initial entry to dispatch, impacting overall efficiency and scalability.

The need for a streamlined, automated system was clear, aimed at enhancing accuracy, reducing manual workload, and improving overall operational efficiency.

Solution Development: Implementing Automation

To address the company’s challenges, we developed a comprehensive automated system designed to modernise and streamline the entire workflow:

• Handheld Barcode Scanners: We introduced handheld barcode scanning devices that allowed trade customers to select and scan the plants they required while moving through the nursery. This technology enabled real-time data capture and order processing.
• Automated Order Processing: Upon returning to the office, the scanned orders were automatically downloaded into the back-office system. This eliminated the need for manual data entry and drastically reduced processing time.
• Integrated Label Printing: The system generated dispatch notes and invoices instantaneously. It also produced individual labels for each plant, incorporating the garden centre name, plant description, barcode, and retail price. These labels were printed and affixed to the plants ready for dispatch.
• Seamless Dispatch: With the new system, plants could be sent directly to the garden centres fully labelled and ready for display, streamlining the entire delivery process.

Results: Enhanced Efficiency and Accuracy

The implementation of the new automated system brought about significant improvements across various aspects of the company's operations:

• Reduction in Manual Effort: The automated system minimised manual tasks, particularly in the labelling process, which had previously been labor-intensive and error-prone.
• Improved Accuracy and Consistency: Automation enhanced the accuracy and consistency of order processing and labelling, reducing errors and improving overall reliability.
• Increased Efficiency: The streamlined workflow enabled the company to handle a higher volume of orders with the same resources, boosting operational scalability and efficiency.
• Cost Savings and Profitability: By reducing manual effort and increasing operational efficiency, the company was able to lower its costs and increase profitability. The enhanced system supported the company's growth and capacity to manage a larger number of orders effectively.

Conclusion

The transition to an automated data collection and labelling system has transformed the operations of this UK plant importer. The new solution has streamlined workflows, increased accuracy, and significantly reduced manual effort. The ability to handle more orders efficiently has positioned the company for continued growth and success in the competitive wholesale market. The project highlights the impact of technology in optimising business processes and improving operational performance.