The Future of the Paperless Yard: A Vision for Seamless Driver Workflows

In case you hadn’t noticed, going paperless is kind of a big deal. Business processes that for decades relied on paper-based documentation have become digitalized. This is not only making operations much more efficient but is also preserving natural resources, a big plus in a sustainability-focused world.

In logistics and supply chain, one unfortunate exception has been yard operations at warehouse and manufacturing facilities, a low-tech backwater. A traditional paper-based driver workflow means presenting paperwork to a gate attendant for validation, and again to the dock supervisor to drop the load. Delays naturally occur just in the handling and exchange of documents, which can also be lost or misplaced by the driver. Additionally, poor communication in a low-tech environment leads to errors or delays in dock assignments.

Enter the innovation of the paperless yard, where automated solutions are revolutionizing driver workflows. Technology is enabling self-service gate check-in and checkout, driver instructions, and gate assignments via text, and digital exchange of BOL, POD, and other key paperwork at the dock. The result is a smoother logistics flow, fewer errors, higher throughput, and greater driver satisfaction as they get back on the road faster.  

The Challenges of Paper-Based Yard Management

Gate check-in can be delayed for a number of reasons. Paperwork may not be in order, or elements could be missing. Or there could be a language barrier: Immigrants make up 18.6% of truck drivers, according to the Bureau of Labor Statistics.

Checkout can be held up when drivers are waiting for the BOL, commercial invoice, or other documents to be finalized. Load verification is another issue, with the potential for mismatches between what’s actually on the truck and what’s listed in shipping documents, leading to further checks or even reloading.

Within a manual yard process, facility managers can find driver communication to be a struggle. Delays result from a lack of clear instructions on where they’re supposed to go and when. There’s no real-time visibility and sync between drivers, warehouses, and dispatchers. In addition to language barriers, a manual yard process involves greater labor demands. A paper-based process also means a risk of lost or incorrect documentation, causing shipment delays.

The Competitive Advantage of Automated Processes

A paperless yard delivers a significant competitive edge by eliminating delays caused by manual check-in and documentation processes. Faster turnaround times mean reduced detention fees, greater efficiency and more on-time deliveries. 

Automation also reduces human errors and streamlines document handling, eliminating administrative costs. Drivers get a smoother experience and less frustration, improving retention rates. In short, real-time digital workflows enhance productivity, reduce congestion, and strengthen carrier relationships.

The Paperless Yard is a Journey

While the advantages of a paperless yard may seem obvious nowadays, there are challenges to implementation. The main challenge is that there are so many processes reliant on paper, and some of those processes span across companies within the supply chain, all reliant on the same piece of paper. For example, your customer may need a copy of the bill of lading to serve as a checklist for the receiving process of the product that you’ve sent to them while some of your internal shipments may not require this documentation.

This “counterparty challenge” makes going fully paperless in certain areas (such as trade documentation) challenging for facilities that leverage a lot of ground transportation.  However, there are steps that you can take that will generate a viable return and improve your carbon footprint in the near-term that will also set you on the journey toward a paperless future.

Key Technologies Enabling the Paperless Yard

Yard automation technology replaces manual paperwork processing at the gate with a mobile-based solution, allowing drivers to quickly scan their devices at a kiosk to be verified and admitted. This eliminates backups, increases throughput and reduces carbon emissions due to excessive dwell time.

These systems integrate via API with TMS and YMS, giving managers real-time visibility into truck movements, dock availability, and load status. Instead of manual data entry or delays in updating arrivals and departure status, the system instantly syncs truck and load data with the TMS/YMS.

On the outbound side, the system syncs with TMS and WMS for load verification, and the driver receives documentation such as BOL and invoice electronically. They then scan a QR code at the gate to quickly exit the facility. Documents can also be updated instantly if needed.

Any key technology player that is enabling a paperless yard must not only have the “happy path” solution, but the vision for how to manage the transition from paper to paperless across your counterparty network, given the struggles noted above.  

Driving Toward Greater Yard Efficiency

The future of yard management is paperless, transforming driver workflows with automation and digital solutions. Technologies like self-service gate access, e-documents, automated task assignments, and real-time visibility can significantly reduce bottlenecks. Fully digital yard processes streamline operations, reduce detention time, and strengthen carrier relationships.

FreightRoll, creator of an innovative, AI-enabled yard execution system, enables creation of digital driver workflows that increase efficiency, optimize processes with easy-to-use tools and helps facilities, carriers, drivers and customers navigate the paperless journey. 

FreightRoll’s platform features a user-friendly browser-based check-in/out and real-time communication with no app download, a plus in terms of driver engagement. Through seamless integration with digital POD, BOL, and payment systems, invoicing and settlement is processed much faster.

This leads to faster turnaround times through elimination of facility-to-driver interactions, a halving of trailer drops, and search times for BOL documentation reduced by 95% or better. To learn more about how FreightRoll can transform your yard operations by entering the paperless future, contact us today.