How to improve the process of printing and applying labels in the warehouse?

28 Nov 2024 - Michał Wąs

The process of printing and applying logistics labels in a shipping warehouse is crucial for efficient shipment management and ensuring timely deliveries. Optimizing this process allows the warehouse to operate more efficiently, reduce errors and reduce operating costs. What are some best practices and technology solutions to streamline the printing and labeling process in a shipping warehouse?

1. Invest in automated label printing and application systems

Automating label printing and application is one of the most effective ways to increase warehouse efficiency. Print&Apply automatic printing systems and automatic label applicators can print and apply labels to cartons and pallets with high precision and speed, eliminating the need for manual tasks.

Advantages of automation:

Increased speed and efficiency – Automatic applicators run continuously and handle larger order volumes in less time.
Precision and Error Reduction – The machines eliminate the risk of errors associated with manual application, resulting in more accurate labeling.
Labor cost savings – Less employee time is spent on manual labeling, allowing for more efficient allocation of human resources.

2. Implement RFID and barcode technology

The use of barcode labels and RFID (Radio Frequency Identification) systems can significantly improve the identification and tracking of goods. RFID tags allow you to scan and track shipments without having to manually move or interrupt your workflow.

Advantages of RFID labels and barcodes:

Faster scanning – RFID allows you to read data without having to point the scanner at the code, which speeds up warehouse processes.
Full Traceability – Barcodes and RFID enable real-time tracking of shipments, providing real-time status information.
Data security – The risk of lost or misidentified goods is reduced, resulting in greater efficiency and fewer errors.

3. Integrate the printing system with the WMS (Warehouse Management System)

Integrating the label printing system with the warehouse management system (WMS) allows labels to be automatically generated based on order data. This ensures that labels are printed as soon as the order is picked, and the labels contain up-to-date information such as delivery address, order number and item details.

Benefits of WMS integration:

Automatic data generation – WMS allows you to quickly generate labels in accordance with the current stock level and customer needs.
Data security – Integration minimizes the risk of label printing errors by automatically transferring data from the system.
Reduced order processing time – Labels are printed exactly when you need them, streamlining the order fulfillment process.

4. Choose the right printing and applying equipment

The printing and application equipment should be adapted to the specifics of the warehouse and the size of orders. Choosing the right printer/applicator can make a big difference to the speed and quality of label printing.

Factors to consider:

System Performance – Choose the right hardware for speed and capacity based on the amount of labels you print per day.
Print quality – High-resolution printers provide legible, durable labels, which is especially important in logistics.
Functionality and integration – advanced printing and application solutions enable their full integration with automation elements and conveyors, which translates into a controlled flow of cartons and pallets.

5. Use dedicated label design software

Automate your labeling process with label design software that allows you to quickly create labels tailored to your products, customers, and market requirements. These programs allow you to personalize your labels and add graphic elements, such as your company logo, that improve the aesthetics and professionalism of your shipments. They enable the creation of logistics labels in the GS1 standard.

See the ETILABEL Integration label printing program

Advantages of label design programs:

Label personalization – Create labels with unique information and graphics.
Alignment – The software allows you to design labels that comply with regulations and industry standards, which is important in the food or pharmaceutical industries, for example.
Flexibility – These programs allow you to quickly adapt labels to new customer requirements, which increases the operational flexibility of your warehouse.
Generation of GS1 logistic codes – Enable the creation of logistic labels in the GS1 standard.

6. Maintain and calibrate labeling equipment regularly

Regular maintenance of label printers and applicators is essential for their long-term and efficient operation. Inspection and calibration of equipment allow you to avoid downtime due to failures and ensure high quality of printed labels, which is crucial for the smooth functioning of the entire logistics process. Service contracts with an authorized service center guarantee systematic inspections and assistance in the maintenance of equipment.

Advantages of regular maintenance:

Avoid costly downtime – Systematic maintenance reduces the risk of failures that can disrupt the continuity of warehouse operation.
Consistent label quality – Calibrating your equipment ensures that labels are printed correctly and with the right quality.
Longer equipment life – Regular care of equipment extends its life, which is important from an investment perspective.

7. Implement employee training

Even the best hardware and software won’t work effectively if employees aren’t properly trained. Training in the use of printing equipment, applicators and WMS software is crucial to ensure smooth warehouse processes and maximize the benefits of automation.

Benefits of employee training:

Reduction of operational errors – Trained employees have a better understanding of how to use automated systems, which minimizes the risk of errors.
Increased efficiency – Knowing the tools allows employees to complete tasks faster.
Increased safety – Trained employees know how to use equipment safely, reducing the risk of accidents at work.

Streamlining the process of printing and applying logistics labels in the shipping warehouse is crucial for operational efficiency and timely order fulfillment. Investment in automatic printing and label application systems, integration with WMS, regular equipment maintenance, appropriate selection of technology and employee training are key elements that affect the quality and pace of warehouse work. By implementing these solutions, the warehouse gains a competitive advantage by gaining greater operational precision, reducing costs and increasing customer satisfaction.

Etisoft is a supplier of automatic printing and application of labels, a manufacturer of consumables for printers, ETILABEL software, and a supplier of RFID systems. It provides Print & Apply and Auto ID device service and technical support at the highest level.

If you want to automate your warehouse – contact our expert!

Michał Wąs

Has been for many years actively engaged in implementation of auto ID systems. As a member of Product Development Department is now responsible for label print & apply systems. Michał graduated from Electrical department of Silesian Technical University in Gliwice. Enjoys sport and good books, interested in new technologies.