Warehouse management system (WMS) implementation guide: 11 critical steps

How can you ensure you choose the right system for warehouse management, and one that your team will embrace? And what do you need to do prior to your WMS implementation, to ensure you don’t run into issues?  

The right warehouse management system can transform the way your business operates by automating manual tasks and giving you better visibility and control of your fulfilment process. However, getting started with your new system is not a plug-and-play affair.

A warehouse management implementation requires proper planning and discussions with your team. This process can seem like a lot of work, but in this guide, we’ll give you practical tips and strategies to ensure a smooth rollout.

Once you’ve chosen the right system for warehouse management, the next step is your WMS implementation. Here are the critical steps to take:

1. Scoping needs and making a business case

What aspects of your operations are you looking to improve the most with your new system for warehouse management? Do you need to enhance picking accuracy, boost the efficiency of your receiving process, or improve inventory levels?

Get your team involved. Ask them what features they need most and prioritise those when assessing different options. Is remote use a key need? A cloud-based warehouse management system is the answer. 

2. Project team and governance

Designate specific team members as champions of certain aspects of your implementation. Assemble a core implementation team with ideally five to 10 people.

Assign a project lead to oversee the rollout, keep in contact with your vendor and ensure your team is across timelines.

You may also want to assign a team member to oversee your data migration and post go-live data governance – that is, monitoring data entry practices and conducting audits to ensure data quality. Another team member could manage staff training and any feedback they have. 

3. Process design and change impact

Create a warehouse management implementation plan. What do you need to do to ensure your team can start using your system effectively from day one? Will they need training?

Your implementation will lead to downtime. Understand what your vendor needs from you and clarify timelines, so you can adjust your team’s schedule.

Think about how your new system for warehouse management may change how your team works. For instance, barcode scanning or new picking methods may change your team’s workflows. Finally, make sure you set a go-live date for implementation.

4. Create a data strategy

Migrating your data requires careful planning. Inaccurate, outdated or incomplete data can lead to issues like miscounts and fulfilment errors. Make sure to:

Perform a data audit: Conduct a careful review of data to remove any duplicates or errors.

Define master data:  This is the foundational data about your products, customers and locations that need to be standardised for your new system. Your new system may require additional data that your old system didn’t. For instance, its putaway logic may require additional item attributes like dimensions or weight.

Create a migration plan:  Ask your vendor what data must be migrated and in what order. Your plan should outline methods used to migrate data, like CSV files, an API or a direct database transfer.

Back up data:  This is crucial as there’s always risk when migrating data between platforms.

5. Software configuration

Work with your vendor to set up your WMS so it follows your business’s rules and workflows. Critical factors to consider include:

Warehouse layout: Ensure the position of your racks, shelves, aisles, bins and zones are mapped accurately in your WMS

User permissions: Different team members will use your WMS differently. Your system should allow you to set permissions so they access only what’s needed.

Workflows: Consider how your warehouse needs to put away, replenish, pick, pack and dispatch goods. Warehouse management systems allow you to set rules and logic, so ensure you set up your system with correct rules prior to use. 

Reporting and dashboards: Ensure you select KPIs to track the impact of your new system. Work with your vendor to set up dashboards and run test reports. 

6. Integration development

Ask your vendor if your new WMS system requires new hardware or integrations. For instance, barcode scanning functionality will require mobile scanners. You may also need to purchase label printers  or tablets. Make sure you test all hardware prior to go-live.

Also, check if you need to connect to third-party apps or shipping platforms, for example. Work with your vendor to understand all requirements for these integrations.

If you choose a cloud-based system, you won’t need to purchase or maintain any hardware to host it, and integrations are far more seamless.

7. Readiness and cutover planning

Cutover planning refers to transitioning from one software platform to a new one and ensuring you’re all set for go-live. It involves detailed preparation encompassing the following:

Data migration: Setting a time and date to migrate data, typically outside of work hours

System freeze: This is when your operations stop while system setup takes place, to ensure no new data enters your old system

Contingency plan: This is your backup in case something catastrophic happens, allowing you to revert back to your old system

Communication: Ensure there are regular checkins with your team.

8. User acceptance testing

Prior to your full warehouse management implementation, it’s a good idea to test it out for a specific area of your operations. 

For example, you could run your receiving process to see how your new system handles verifying quantities, flagging discrepancies and directing putaway. Or you might simulate a picking wave to ensure your system guides staff through the most efficient routes.

9. Training rollout

Training not only ensures team members use your new system correctly, but also helps them embrace it. Create a program that provides training in phases and is appropriate for particular roles.

Start with training key users and team leaders – once they’re competent with the system, they can guide other staff. This cohort will need training on setting up dashboards and generating reports.

Ask your vendor about the training and support they offer. This could include remote training or resources like videos and guides.

10. Go-live

This is when all your planning and hard work finally materialise into implementing your new WMS. Ensure your vendor’s implementation contact and implementation team are on standby.

You can expect a dip in productivity as staff get used to the new system. Rather than productivity, your focus should be on monitoring if the system is working as expected and any issues are being quickly rectified.

11. Hypercare and performance review

Hypercare is the extra support a vendor provides just after go-live. Your vendor will be on standby remotely or onsite to monitor and rectify issues. The other focus post go-live is to regularly get your team’s feedback.

Is it easy to use, or do they need more training? Is the system living up to the vendor’s promises? Are staff making the most of its features? And are there any roadblocks preventing full use? Keep track of any issues and add-ons your team needs. 

When you choose Mintsoft – a leading warehouse management system in Australia and New Zealand – you get full implementation support to start using it to its full potential, as soon as possible.

Our team will steer you through an onboarding process with training sessions for stakeholders and help from our specialists. You can rely on our digital guides and templates, live chats with our specialists.

Post-implementation, you can expect support via an in-app digital assistant, a dedicated customer success manager, guides and more.

Discover more about Mintsoft’s powerful features and how it’s helping over 600 businesses worldwide enhance fulfilment efficiency.

Watch our 4-minute video tour to explore the key Mintsoft features.